GUIDANCE NOTES FOR PHARMACIES SELLING PREPAYMENT CERTIFICATES (PPCs) VIA PPC DIRECT "ON-LINE" ON BEHALF OF THE PPA

This Pharmacy has been registered to sell PPCs and enter customer applications via PPC Direct "On-line". Below is a step by step guide for pharmacists detailing the procedures to be followed when selling PPCs:

PHARMACY SELLS A PPC

1. Pharmacy gives advice to establish that the customer is not already exempt from prescription charges.
   
   
2. Customer completes PPC application form FP95. It is not necessary for the payment details to be completed where payment is made to the pharmacy.
   Note: the patient can request that the certificate be backdated or post-dated by up to one month.
   
   
3. Where the customer is approaching their 60th birthday it may be more beneficial for them to purchase one or two 4 month certificates rather than a 12 month Certificate. Pharmacists may wish to discuss this with the patient.
   
   
4. Pharmacy takes payment at appropriate rate for a 4 or 12 month PPC.
   
   
5. PPC charges usually increase on 1 April each year. The patient MUST be charged the appropriate rate for the day that the PPC is sold, regardless of the date that the patient wants the certificate to start e.g. a patient purchasing a certificate in March to start in April should be charged the old rate.
   
   
6. Pharmacy issues a receipt to the customer - if unable to issue a till receipt a manual receipt MUST be issued.
   
   
7. Pharmacy advises customer that:
   • they should retain their receipt as evidence of payment, until their certificate arrives
   • their application will be entered directly to the PPA’s system and the certificate will be sent to them.
     
8. Alternatively, if you have facilities that customers could utilise, they could make an "On-line" application directly to the PPA using a credit or debit card. In these cases, you would not take payment for the PPC.
   
   
9. If you are dispensing prescriptions to the patient on the day that they purchase the PPC, it is not necessary to collect a charge from the patient, providing that they have asked for the certificate to cover the date of dispensing. In this case, you should mark the ‘evidence not seen’ box on the FP10.
   
   
10. After selling a PPC if the customer later requires a refund of their PPC they should be advised to write to the PPA explaining the reason for their request. For full details on PPC refund arrangements, including the time limit for claiming a refund, check leaflet HC11 at: www.doh.gov.uk/nhscharges/hc11.htm
    
    

    ENTERING APPLICATIONS ON TO PHARMACY DIRECT SYSTEM

11. Ensure that customer's application details are either entered immediately into the Pharmacy Direct system or at the latest within 2 days of taking the money from the customer.
    
    
12. To access the Pharmacy Direct system you should always use the latest version of Microsoft Internet Explorer.
    
    
13. Connection details via PPA website www.ppa.org.uk and follow the link for pre-payment certificates.
    
    
14. Enter your pharmacy OCS Code and your password and you will now enter the PPC Direct system (if you can not gain access to the system please contact the IT helpdesk on 0191 2035050).
    
    
15. If you forget your password a new password will be created by the helpdesk on 0191 2035050 and sent by post to the pharmacy address.
    
    
16. You should now be on the Pharmacy Home page and can choose to:
    • process an application for which you have taken payment
    • change your pharmacy’s PPC Direct "on-line" password
    • allow patients to apply directly to the PPA using a credit / debit card (in these cases you do not take payment from the customer).
      
17. If ordering a PPC follow the on screen prompts and enter the customer details using the step by step instructions.
    
    
18. When the information is entered you will be given a message to confirm that the data has been accepted, the amount to be deducted from the pharmacy payment and a reference number, which will be used if you need to query the application.
    
    
19. Please ensure the actual date sold is accurately recorded. The amount deducted from 1 April when the cost of the PPC has increased will be based on the date sold, regardless of the certificate start date.
    
    
20. The PPA process this information and will post the certificate direct to the customer as soon as possible, normally within 14 days from receipt of the data entered by the pharmacy
    
    
21. In the event that there is a problem with any of the information entered, the pharmacy will be contacted by the PPA to reconfirm details provided by the customer.
    
    
22. The PPA will deduct the total value of applications entered for the month from the next payment due i.e. applications entered in October will be deducted from 1st December payment.
    
    

    Note: if you are not the owner of the pharmacy you may need to check whether you are required to provide the owner (or head office if a multiple outlet) with details of sold certificates. This would enable them to reconcile PPC deductions made from the ‘Schedule of Payments’.
    

23. The PPA will show the total value of your pharmacy sales of both 4 and 12 month certificates on the ‘Schedule of Payments’, under the ‘Other’ section.
    
    
24. If you are unable to enter the applications for longer than 5 days due to technical problems with your PC please contact the help number below. Depending on the time scale we may need to make special arrangements for you to forward the applications so that issue of the certificate is not held up. In this instance ensure that your pharmacy OCS Code is written clearly on the top of each form and sent in with a covering letter stamped with your pharmacy stamp. Please do not send in the applications unless we have agreed this. Deductions for manually entered applications will be combined with Pharmacy Direct sales and made in the usual way.
    
    
25. In the event of an unexplained delay in entering the data the pharmacy will be contacted to establish the reason for the delay. Should this become a regular problem, the registration to sell PPCs will be reviewed
    
    
26. In the event of the pharmacy changing ownership / closing, the pharmacist / owner must inform the PPA so that our records can be updated. The previous owner / pharmacist must ensure applications they have received payment for are processed on their OCS Code and processed within 14 days of informing the PPA of the change of circumstances.
    
27. If the new owner wishes to register to sell PPCs they must complete the on-line registration form. No PPCs can be sold until the new pharmacy owner has registered. On no account should the old pharmacy OCS Code and password be used to enter PPC applications as this will result in deductions from the wrong pharmacy payment.
    
28. The names and addresses of pharmacies registered with the PPA to sell PPC’s will be advertised on the PPA Website www.ppa.org.uk
    
    
29. Any queries regarding the sale of PPC’s or comments on the PPC Direct system should be directed to:
    
    

    Technical Section Sandyford House NEWCASTLE UPON TYNE NE1 2DB

    
    

    	Telephone:	0191 2034945
    	Fax:	0191 2035661
    	E-Mail: