Going paperless (IT)
Published on: 6th April 2021 | Updated on: 13th July 2026
The NHS has a long-term ambition to reduce and remove paper from care settings. While timelines have changed, the direction remains the same: more digital, less paper.
We support this shift because it can:
- save time for pharmacy teams;
- reduce duplication and errors; and
- free up time for patient care.
The Community Pharmacy IT Group (CP ITG) has identified reducing paper use as a key priority.
This page highlights practical steps you can take to move towards a more paperless way of working.
Controlled Drug registers and processes
Electronic CD registers
You can keep Controlled Drug (CD) registers electronically instead of using a paper-based register.
If you choose to do this, your system must ensure:
- each entry can be traced to the person who made it;
- entries cannot be changed later;
- a full audit trail is stored and can be accessed;
- access is controlled to prevent unauthorised use; and
- data is backed up securely.
You can read more on our Controlled Drug regulations webpage.
Some electronic CD register providers offer data processing support and may complete the Data Security and Protection Toolkit (DSPTK). See the supplier list webpage for details.
EPS CD paperless processes
It remains good practice to record who collects Schedule two and three CDs.
Some pharmacy owners record this in their IT system to reduce paper use. Others continue to use EPS tokens (FP10DT), which can still be submitted to the NHS Business Services Authority (NHSBSA) where needed.
Read more about EPS CDs.
Digitising paper documents
Many pharmacies still store paper records. You may be able to reduce this by switching to digital storage.
Top tips
- Use reliable backup systems for patient and business records;
- install antivirus software to protect your data;
- review your retention and disposal processes for both paper and digital records; and
- scan paper documents using a flatbed or other scanner.
EPS and tokens
Using the EPS prescription queue
Many IT systems allow you to sort prescriptions on screen by status, date, NHS number or prescription type.
This means you may not need to rely on printed tokens, as long as your standard operating procedures support safe working.
EPS barcode use
Some pharmacy teams use barcode labels instead of paper tokens, helping to reduce printing.
EPS paperless processes
CP ITG has developed example processes and guidance to support paperless working:
- EPS paperless process example (Word version);
- EPS paperless process example (pdf version); and
- CP ITG workstream update: Paperless and related next steps.
Digital tokens
Some GP apps already display EPS barcode information. However, not all digital tokens are formally approved yet.
NHS England, supported by Community Pharmacy England and CP ITG, is continuing work to develop approved digital token standards.
Read more about tokens and IT requirements.
Declaration requirements
We are working with the Department of Health and Social Care (DHSC) to review whether paper signatures for prescription charges are still needed in the future.
Future developments
CP ITG has set out priorities to make EPS more paperless and to support wider NHS digital ambitions.
Read more about next-generation EPS.
Fax removal
Fax machines were once widely used in healthcare, but they are no longer needed.
The NHS is moving away from fax as more secure digital communication methods become available.
Find out more about removing fax machines.
IT set-up
Moving to paperless working often depends on your IT set-up.
Some pharmacy owners have introduced:
- multiple monitors for better workflow visibility;
- barcode scanners at the counter;
- handheld devices for dispensing tasks;
- systems linked across dispensary and counter;
- touchscreen devices;
- reliable WiFi;
- modern routers for faster connections; and
- document scanners.
Not every pharmacy will be able to adopt all of these. However, even small changes can reduce paper use.
Mobile devices
Mobile devices such as laptops, tablets and smartphones can help reduce paper use.
You may use devices owned by your business or consider a ‘bring your own device’ approach.
Work is ongoing to improve how mobile devices connect securely with NHS systems and pharmacy IT systems. This should reduce admin and make it easier to record information digitally.
Read more about using mobile devices in pharmacies.
Microsoft Teams
Microsoft Teams (available via nhs.net) can help you communicate and collaborate with other healthcare professionals.
Using Teams can reduce reliance on letters, faxes and phone calls.
Read our briefing on nhs.net and Microsoft Teams.
NHS.net Connect
nhs.net remains a key communication tool for pharmacy teams.
It can replace fax and support secure, professional communication with other healthcare providers.
Learn more about nhs.net.
Notifications to GP systems
Some pharmacy activities can now be recorded and shared digitally with GP systems.
Read more about notifications to GP systems.
Repeat orders and patient apps
Patients increasingly use apps to manage their medicines.
Apps may allow patients to:
- track prescriptions;
- book appointments; and
- receive reminders.
Some patients may still request paper records, but digital tools are continuing to improve.
Read more about apps.
Real Time Exemption Checking (RTEC)
RTEC allows you to check if a patient is exempt from NHS prescription charges.
Benefits include:
- reduced paperwork;
- less need for patients to sign declarations; and
- time savings for staff.
If you are not yet registered, you can apply through the NHSBSA Manage Your Service (MYS) portal.
Read more about RTEC.
Submissions and reconciliation
Using the NHSBSA Manage Your Service (MYS) portal supports paperless monthly submissions.
To reduce paper further:
- download electronic Schedules of Payment;
- download Prescription Item Reports; and
- use digital tools to support reconciliation.
We continue to work with DHSC on further improvements to make submissions more digital.
Case study: moving to paperless working
A pharmacy in Sheffield moved to a paperless EPS model and now dispenses around 16,000 prescriptions each month without printing tokens for all items.
What helped them succeed
- a shared goal across the team;
- regular feedback to their IT system supplier;
- improvements to IT systems and workflows;
- use of barcode labels and digital picking lists;
- active management of on-screen queues; and
- use of RTEC and nhs.net communications.
Benefits they reported
- improved dispensing accuracy;
- better workload management;
- time savings; and
- more time for patient services.
The team also said the transition improved staff confidence with digital tools.
Note: Community Pharmacy England does not endorse specific products.
Top tips to get started
To begin moving towards paperless working, consider:
- reviewing your IT set-up and WiFi access;
- introducing mobile devices where appropriate;
- registering for RTEC;
- using Microsoft Teams via nhs.net;
- downloading and storing digital payment reports;
- submitting prescriptions via MYS;
- using secure backups for digital files;
- scanning and storing paper records electronically;
- replacing fax with digital communication tools; and
- accessing nhs.net via mobile apps for easier communication.
Further information
If you have questions or need support, contact:
da@cpe.org.uk
We also welcome your feedback and experiences of moving to paperless working. Please get in touch if you would like to contribute or take part in future pilots.
For more information on this topic please email it@cpe.org.uk
