Smartcards

An NHS smartcard is an authenticator token containing a chip with electronic certificates issued to it alongside a passcode. It looks like a ‘chip and PIN’ bank card.

NHS smartcards and the associated passcode are a key part of the security measures to protect NHS IT systems and patient data. They are used to access systems used by community pharmacy teams, such as the Electronic Prescription Service and the National Care Records Service.

They help ensure only those people who are directly involved in patient care and have a legitimate reason to access patient medical information can do so.

Each community pharmacy team member that needs to have a smartcard can have one; smartcards should not be shared with other team members.

Smartcards are managed by the local RA who will assign roles onto the smartcard, and will also set the smartcard so that it can be used in the relevant pharmacy or potentially in multiple pharmacies.

Read our smartcard model factsheet for more information on how the system works

When a pharmacy staff member needs a smartcard, the pharmacy owner will need to contact the local RA.

The process will involve identity checks for the person seeking a smartcard. These checks may also be repeated by RAs from time to time for all smartcard holders.

Identity checks will require a face-to-face meeting. Practical arrangements differ across the country, with RA agents visiting pharmacies in some areas or attending local events such as LPC meetings. In other areas there may be a need to visit a local RA office.

Three forms of ID (photo and non-photo) must be provided, including proof of address.

Individuals must also have their details confirmed and application approved by another appointed individual.

Temporary Access Cards

NHS Digital previously issued guidance to pharmacy owners recommending that those with few smartcard users at a pharmacy should consider taking action in case a smartcard is lost or stolen, with potential implications for the ongoing provision of pharmacy services at the pharmacy. Pharmacy owners that consider themselves at risk of such a circumstance should discuss Temporary Access Cards (TAC) with their local RA.

TACs are ‘blank’ smartcards with a pre-defined set of access rights. In the event that a users smartcard is lost or stolen, they can be activated by the smartcard Sponsor or Local Smartcard Administrator in conjunction with the pharmacy team member who needs the TAC activating.

If a TAC needs to be used, normal smartcard processes apply:

• Report the user’s lost or stolen smartcard to your RA as soon as possible;
• Securely store your TACs when not being used;
• The custodian of the TAC within the pharmacy should make a record of who needed to use it, in the event that it is used.
• After a TAC has been used, restore it to a blank state once the pharmacy team member has received a permanent replacement smartcard.

Pharmacy owners with a single-handed pharmacist and no support staff, should also contact their RA to identify what other options may be available to ensure business continuity and continued access in the event of a lost or stolen smartcard.

All smartcard users have a passcode to use when accessing NHS systems with their smartcard. This passcode needs to be updated on a regular basis and prior to a passcode expiring, users will receive a renewal prompt inviting them to update it.

Users can also update their contact details (email address and telephone number) associated with their smartcard. Ensuring this information is up to date will help the RA to contact you in the event of an issue with your smartcard.

Read NHS England’s guidance on changing your smartcard passcode

Read NHS England’s guidance on changing your own smartcard contact details

Smartcards expire after three years if they are not renewed.

When the renewal date approaches, you will be prompted to renew at each login, so that you can renew your own card before the expiry date.

Older smartcards with numbers beginning 01, 02 or 03 (in the bottom right hand corner on the back) cannot be renewed or unlocked, so you will need to contact your local RA about getting a new smartcard.

Read the NHS England guidance on renewing smartcards

If a smartcard passcode is entered incorrectly three times, the smartcard can become locked.

The first option to address this is to try the self-unlocking process:

Read NHS England’s guidance on using the self-service unlock smartcard function

To use this service, you need to have an email address, mobile number or photo saved to your smartcard profile.

Alternatively, if there is a Local Smartcard Administrator (LSAs)/Sponsor at the pharmacy, they can use the Care Identity Service to unlock your smartcard.

If neither of those options are possible, you must contact the local RA to request that your smartcard is unlocked.

Smartcard users will be allocated smartcard roles relevant to their job at the pharmacy.

Read more about smartcard roles

If pharmacy staff work at multiple pharmacies, their smartcard needs to work at the different premises.

Read more about using smartcards at multiple pharmacies

The software pharmacy team members or others use to administer smartcards is known as the Care Identity Service (CIS).

CIS can be used to unlock and renew smartcards, and update passcodes or contact details.

Local Smartcard Administrators (LSAs), Sponsors and RA staff also use CIS to administer smartcards.

Read our factsheet on using CIS to manage smartcards

NHS factsheet on logging into CIS, viewing your details, smartcard roles and expiry date

All smartcards used by pharmacy staff are linked to the ODS codes of the pharmacies where they work on a regular basis.

The exception to this model is where pharmacists/dispensers/pharmacy technicians may need to work within many community pharmacies at short notice, e.g. because they work as a locum. In such cases, they will also have a user role profile registered against a generic organisation ODS code for a “locum pharmacy” that allows them to operate the EPS system from any pharmacy.

If a smartcard is no longer required, for example a member of staff is leaving the pharmacy, the pharmacy owner should advise the local RA, ideally prior to the smartcard user leaving the organisation.

Changes to the pharmacy ODS code

If a pharmacy ODS code changes, all users need to have the new ODS code added to their profile, ideally before the removal of the old ODS code.

To minimise the disruption caused by changes in ODS codes, a new ODS code should only be requested when a change of ownership occurs and the contractor buys out a business on a non debts and liabilities basis (i.e. the outgoing contractor requires payment for all items dispensed up to the date of sale). Further information: Allocation of ODS Codes.

Staff moving to work at another pharmacy

The pharmacy staff moving to another pharmacy or other NHS organisation should keep their smartcard and have the new pharmacy or other organisation assigned to their smartcard by the local RA.

Staff leaving healthcare

Staff leaving their employment at a pharmacy, with no intention of returning to work in the near future within any healthcare organisation where a smartcard is required, should have their smartcard and its certificates revoked by the local RA.

Similarly, the local RA can be informed about the death of a smartcard holder.

Closing a pharmacy

If a pharmacy is closing, and staff are leaving healthcare – follow the guidance above.

If a pharmacy is closing and staff are moving to work in another pharmacy, they may keep their smartcards, but the closed pharmacy ODS code should be removed from their smartcard when they leave the employment of the closed pharmacy.

Obtaining Smartcards

Q. How can I obtain a smartcard?
You will need to contact your local Registration Authority.

Q. My Smartcard has been stolen/lost/broken – what should I do?
The  local RA must be contacted as soon as possible.

Q. What arrangements are in place to provide temporary access to EPS Release 2?
There is a Temporary Access Smartcard solution that ensures NHS CRS users that need it can have continued access to compliant applications in the event a user has lost or forgotten their Smartcard, or their Smartcard has been stolen or damaged. Further details can be found in the Obtaining and replacing smartcards section above.

Q. I live in Wales but locum occasionally in England. How do I go about obtaining a card?
You will be able to obtain a smartcard from the RA in the area that you work.

Smartcard personal details

Q. What is the process if my surname changes (e.g. by marriage)?
Any changes to core identity attributes: Name, date of birth or National Insurance Number need to go through a check similar to that needed to obtain a Smartcard, i.e. a face to face check with a person holding an RA or Sponsor role and appropriate documentary evidence will be needed (i.e. marriage certificate or other legal document).

Contact your RA to ask for details about the process in your area.

Q. Do I need to add my details to the CIS?
Community Pharmacy England recommends that smartcard users who have not already, do add an email and phone contact information via CIS to support the prompt provision of support where there is a problem with a smartcard. It is particularly important to add contact information for those users who have the 5F locum code.

Smartcard model

Q. Can a pharmacy  access nominated prescriptions that have been downloaded without a smartcard (in Release 2)?
No. A pharmacy system can automatically download nominated prescriptions from the spine without a smartcard being present, for example overnight, however those prescriptions are not fully accessible by the local system without a smartcard being present. After a smartcard has been presented, and the user authenticated, the prescriptions then become local patient medication records. It will be possible to access the local patient medication records held on the system without a smartcard, subject to the local system security controls. These controls are likely to vary between systems.

Q. What is e-GIF Level 3?
e-GIF stands for e-government interoperability framework. It is a set of policies and standards to enable information to flow seamlessly across the public sector. As part of the framework, four confidentiality levels were set (zero to three) representing degrees of impact of disclosure of private information. The levels are layered according to the severity of consequences that might arise. Level 3 which imposes the most stringent security requirements around confidentiality has been adopted for the NHS CRS.

Q. Which EPS functions will prompt the system to look for a valid smartcard?
The EPS Release 2 functions that a smartcard will be required for are:

• Set, change or delete a patient’s nominated pharmacy;
• Download electronic prescriptions from the spine;
• Return electronic prescriptions to the spine;
• Confirm an electronic prescription has been dispensed; and
• Submit an electronic prescription to NHS Prescription Services for payment

Q. What action should take place following the death of a smartcard holder?
Where a pharmacy becomes aware that a member of staff has passed away and the deceased  held a smartcard that was linked to that pharmacy, the pharmacy team at that organisation could contact the local RA so they can take the necessary action and remove the access of the user and cancel the Smartcard.

Smartcard model factsheet for more information on how the system works

Updating Smartcards for multi-site and Summary Care Record (SCR) usage

Smartcard Role and Activity codes and how to update them

Smartcard processes and tips

Using Care Identity Service (CIS)

Smartcard resolution and escalation route factsheet