Begin to deliver the activities detailed in your PSO project plan.
Make all services available to book on eRS. The following resources may be helpful:
Implement the agreed plan to reduce Appointment Slot Issues.
Add all named clinicians to e-RS - see our named clinician guidance.
Formulate and agree training strategy.
Access the e-RS training environment.
Deliver training to any staff requiring a refresh/new training. Support from NHS Digital, if required. Contact firstname.lastname@example.org for help.
Access the training section for referrers and providers.
The following sample materials developed by Kings are available:
Develop training protocol for new starters - clinical and administrative.
Develop a joint local communications and engagement plan between provider and CCG to provide regular update on progress to all stakeholders. For example:
- letter to be sent from Trust Executive Team/Medical Director to advise staff of the upcoming improvement work
- a section for e-Referrals to be allocated in the organisation's newsletter/communications/extranet
- communication of updates, such as new services available on e-Referrals and training
The communications toolkit contains advice and sample documentation.
GP communications are essential, and should at minimum cover the following points.
Liaison via CCG to LMC’s advising of e-Referral project prior to direct communication with GP’s*.
This is to ensure their awareness of the project, acknowledge any concerns they may have and work through queries together to ensure their support. It is also opportunity to seek their advice on best mode of communication with Primary Care.
Example letters for GPs are available:
Bromley CCG notification of paper switch off
Frimley specialty waves letter
Hull and East Yorkshire Paper Rejection Proforma
Arrange to have a slot on GP communiques to provide regular updates on new services being piloted and rolled out.
Sample from Sandwell and West Birmingham CCG
Yeovil - sample flyer
Continue to complete and review all project progress reports, delivery against milestones, utilisation and ASI reports.
When utilisation approaches the desired level for PSO (such as when it's feasible to implement a paper returns process), the project will enter the final PSO project stage and prepare for switching off paper.
Complete and continue to review the PSO readiness checklist.
Review and sign off the formal date for implementing Paper Switch Off status ie. all referrals for first consultant OP appointments will not be actioned and returned to the referrer.
Agree any local list of exclusions from this PSO project if necessary, taking the standard contract guidance into account. Sherwood exclusions here.
Refine any SOPs, access policy and contingency plans and ensure sign-off. e-RS Standard Operating Procedures sample.
Agree and ensure exec/clinical sign off of the process to follow for returning paper referrals*. This is a mandatory requirements as defined in the standard contract guidance.
Sample for routine referrals
Sample for 2WW referrals
Sample paper referrals recording form/report
Sample from Warrington
Continue to communicate the PSO switch off date to all GP practices, and support their queries.
Example bulletin from Kings
Sample report for Clinical Exec Committee
Sample mail for practices
Sample auto email reply to go to referrers
Consider, co-ordinate and deliver regional communications with trusts in the same local geographic area, sharing knowledge and your timescales for Speciality Go Lives/Full PSO via CCGs.
Ensure detailed data analysis is completed. See our data quality guidance.