Smartcard, multi-site working and SCR arrangements

At a glance

You may need to update your Smartcard if:

• you work at more than one pharmacy;
• you need access to Summary Care Record (SCR);
• your pharmacy has changed ownership or ODS code; or
• your Smartcard does not provide access to the NHS services you need.

How Smartcards work

Pharmacy team members use NHS Smartcards to access NHS systems such as the Electronic Prescription Service (EPS) and Summary Care Record (SCR). Local Registration Authorities (RAs) can issue and update Smartcards by adding:

1. Smartcard roles which determine what NHS systems and activities an individual can access. For example, changing EPS nominations or downloading EPS prescriptions.
2. ODS codes for the pharmacy organisations where the individual works. Each pharmacy has a unique ODS code. Team members who work across multiple pharmacies may have more than one ODS code linked to their Smartcard. In some cases, the multi-site ‘5F’ code may also be used.
3. SCR access rights for eligible pharmacy professionals who require access to Summary Care Record.

Requesting SCR access

To request SCR access:

• the relevant SCR requirements must be met;
• the SCR checklist needs to be completed; and
• a request must be submitted through the Registration Authority process.

Access requirements apply to both:

• the pharmacy; and
• the individual requesting access.

Further information is available via the SCR checklist. Note: Only pharmacists and pharmacy technicians with a General Pharmaceutical Council (GPhC) registration number may use SCR.

Working across multiple pharmacies

If a team member regularly works across more than one pharmacy ,or may need to do so at short notice, their Smartcard should be configured appropriately. This may involve:

• adding multiple pharmacy ODS codes to the card; or
• using the multi-site ‘5F’ ODS code where appropriate.

If access problems occur when working at different pharmacies, contact your Registration Authority for assistance.

Getting your Smartcard updated

Smartcard update requests can usually be made through:

• the Smartcard holder;
• a pharmacy manager;
• a head office representative; or
• a pharmacy Smartcard Administrator or Sponsor.

Registration Authorities may need to complete identity verification before making changes.

Smartcard Administrators and Sponsors

Some pharmacies have team members with Smartcard Administrator or Sponsor rights. These individuals can:

• help manage Smartcard processes locally;
• use the Care Identity Service (CIS) to support Smartcard administration; and
• work with Registration Authorities on behalf of pharmacy team members.

Having local Smartcard administrators can help resolve Smartcard issues more quickly.

National Smartcard updates

Occasionally, NHS organisations may make national updates to Smartcards to support changes to NHS services or access arrangements. Where this happens, Community Pharmacy England and the NHS CIS team will communicate any actions required from pharmacy teams.

Working within one pharmacy or a regular group of pharmacies

Pharmacy team members will usually have one or more pharmacy ODS codes linked to their Smartcard. If an individual works regularly across multiple pharmacies, or may need to do so at short notice, additional ODS codes can be added to their Smartcard by the Registration Authority (RA). When logging into NHS systems, users can select the pharmacy they are working in where multiple ODS codes are available.

Working across multiple pharmacies at short notice

Some pharmacy professionals, including locums, may regularly work across many different pharmacies or may need to do so at short notice, e.g. to provide staff cover for a pharmacist in another branch within the pharmacy organisation. Where appropriate, the Registration Authority may consider linking the multi-site FFFFF code (sometimes referred to as the 5F code) to a Smartcard. The FFFFF code allows authorised users to access relevant NHS systems across multiple pharmacy sites without requiring individual ODS codes for every pharmacy. Requests should be discussed with the Registration Authority, which will decide whether eligibility criteria have been met. Where repeated access to the same pharmacies is expected, Community Pharmacy England recommends linking those pharmacy ODS codes to the Smartcard wherever possible. This can improve system usability and audit records. If difficulties with Smartcard arrangements cannot be resolved locally, pharmacy teams should follow the Smartcard service route.

Adding SCR access

Pharmacists and pharmacy technicians who require Summary Care Record (SCR) access should complete the required SCR access process. This includes:

• meeting the SCR access requirements;
• completing the SCR access checklist; and
• working with the Registration Authority to have SCR roles applied to their Smartcard.

SCR access can be linked to one or more ODS codes already associated with the Smartcard. Once SCR access has been approved, additional ODS codes can normally be linked without repeating the original compliance process. Further information is available via the SCR access checklist.

Removing ODS codes

ODS codes can be removed from a Smartcard when they are no longer required. Requests to remove ODS codes should be made through the Registration Authority.

Q. How can I have SCR access linked to my Smartcard?

Pharmacists and pharmacy technicians who require SCR access should complete the required SCR access process and work with their Registration Authority. In many cases, Smartcard changes can be made remotely without the need for a face-to-face appointment. To support the process:

• work through the SCR checklist; and
• ensure your Registration Authority can verify that the necessary requirements have been met.

Q. I work across multiple pharmacies. Do I need SCR access linked to all of my ODS codes?

If you regularly work across multiple pharmacy sites, it is important to ensure that your Smartcard is configured appropriately. Speak to your Registration Authority regarding the most suitable arrangement based on where you work and the NHS systems you need to access.

Q. Our pharmacy provides Pharmacy First. Do locum pharmacists need SCR access?

Yes. The Pharmacy First service specification requires pharmacists delivering the service to have access to Summary Care Record. Pharmacy owners should ensure all pharmacists providing Pharmacy First at their pharmacy have appropriate Smartcard access arrangements in place before providing the service. Locum pharmacists should confirm that:

• the appropriate ODS code or FFFFF code is linked to their Smartcard; and
• SCR access is available when working at the pharmacy.

Further information is available via the SCR access criteria.

Q. What should I do if my pharmacy’s ODS code changes?

If a pharmacy changes ownership, relocates or undergoes another change that results in a new ODS code, pharmacy owners should follow the IT and ODS change checklist. This includes reviewing Smartcard arrangements and ensuring relevant staff have the correct ODS codes assigned to their Smartcards.