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Part of EPS prescription tracker guidance

EPS prescription tracker business continuity mode user guide part 2

Whenever EPS Prescription Tracker Business Continuity Mode is accessed, a usage alert is created and sent to the named Governance Person (Privacy Officer) at the pharmacy. 

If the governance person has also entered their preferred email address within the alert viewer 'preferences section', they will receive a confirmation email once the alert has been created.  Multiple people can be set up to receive these alerts. 

A new alert type called 'EPS business continuity' has been created for this mode. 

The alerting process aligns with the information governance for Summary Care Record which is an established process.

This purpose provides an audit trail of access which can be used for monitoring and reporting.

If you do not have a site governance person and would like to appoint one.  You can learn more by reading getting started with SCR

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Current chapter – EPS prescription tracker business continuity mode user guide part 2


Summary

Whenever EPS Prescription Tracker Business Continuity Mode is accessed, a usage alert is created and sent to the named Governance Person (Privacy Officer) at the pharmacy. 

If the governance person has also entered their preferred email address within the alert viewer 'preferences section', they will receive a confirmation email once the alert has been created.  Multiple people can be set up to receive these alerts. 

A new alert type called 'EPS business continuity' has been created for this mode. 

The alerting process aligns with the information governance for Summary Care Record which is an established process.

This purpose provides an audit trail of access which can be used for monitoring and reporting.

If you do not have a site governance person and would like to appoint one.  You can learn more by reading getting started with SCR


How to deal with business continuity mode usage alerts

We have produced some suggested actions to show you how you might choose to use business continuity alerts.  These alerts may not need to be investigated unless there are concerns over misuse, for example an alert indicates business continuity mode was used by your pharmacy, but there was not a business continuity situation at the pharmacy. 

  1. Business continuity mode is entered. 
  2. An email is received by the governance person(s) and anyone else who signs up to receive EPS continuity alerts. This email indicates that business continuity mode has been used and there are related new alerts which can be viewed by using the alert viewer.
  3. Governance person considers email: They may be aware there has been a business continuity situation or could check with the pharmacy team.  They can consider to either view further information about the business continuity mode usage by logging into the alert viewer.
  4. Governance person accesses alert viewer
  5. Governance person reviews the alert and identifies the person that used business continuity mode. The name of the smartcard user who used the business continuity mode will be viewable. If there hasn't been a recent business continuity situation and the business continuity mode is not recognised, further investigation may be required.  The status of each alert can be updated or can be done in bulk.
  6. Checking the user on Care Identity Service (CIS) Smartcard portal. If required, the governance person could copy the Smartcard number of an unknown user and investigate within the Smartcard CIS portal. This will display the ODS codes on the Smartcard of the person who used business continuity mode and some contact information for that person and for those sites where they work.   
  7.  Escalating potential misuse. Any access deemed inappropriate should be treated as a breach of patient data confidentiality and escalated using the agreed organisational process. Where required, your Superintendent pharmacist and IG Lead could be involved. Also, if the breach relates to staff outside your organisation, you might choose to seek support from the Local Pharmaceutical Committee (LPC). 

The escalation process which is suggested within the additional information section within each alert is to escalate to the Information Commissioner's Office (ICO), the General Pharmaceutical Council (GPhC), or NHS Protect.

All organisations processing health, public health and adult social care personal data can use the IG toolkit incident reporting tool to report serious incidents which include unauthorised or inappropriate access, including processing confidential personal data without a legal basis.


Access to alert viewer and setting up email notifications

Accessing alert viewer

Governance persons have their access to alert viewer designated by ODS code which is added by the local Registration Authority.  

The governance person must log into the NHS Spine portal using a smartcard and choose the TES Alert Viewer link.

screen shot of e_RS showing how to select the TES alert viewer
Image of the spine portal. 

Viewing the BC usage mode alerts

On the Alert Viewer home screen you will need to select your pharmacy using the Organisations drop-down menu. If you work at one pharmacy, this will be selected automatically.  If you work at more than one pharmacy, you can select more than one so that you can see all related alerts. 

Image of the alert screen. 

image of alert viewer home screen within EPS business continuity mode

 

  1. At the top of the page it will show you the number of alerts that require processing, It will display up to a maximum of 2000 on one screen. 
  2. Select the EPS business continuity box is ticked when you run a search.
  3. Click search to display a report. 
  4. Once you have selected the correct pharmacy site, click ‘Search’. This will show those alerts that are open and assigned to that pharmacy site.  

Administering business continuity usage mode alerts

Each alert can be accessed by clicking onto the alert. The next section will explain how you can then action alerts and save the changes. 

There is also the option to ‘select all on current page’. This allows you to select all the alerts that you can action. Note that you can’t action alerts generated by yourself. Once highlighted, these can then be updated in bulk by clicking the ‘bulk alert update’ button 
 

image of EPS alert viewer search results screen within EPS business continuity mode

Image of alert viewer home screen.  

Completing the action details in the next screen will then update all the selected alerts with the same action details.  

This method is recommended if you have been in a business continuity situation, have a large number of alerts to action, and are happy that the access to business continuity mode was justified.

Image of the bulk alert screen.  

image of bulk update tool screen within EPS business continuity mode

The status options can be applied to support any investigative work.


Setting up email notifications

There are two steps needed to ensure you will be updated by email about new BC Mode usage alerts:  

Step One: Update the Care Identity Service (CIS)

Ensure that the additional email address that you wish to add is already populated in Care Identity Service (CIS). If you struggle to access this then ask your RA to help you or use the Care Identity Service guidance leaflet number 1

image of care identity service screen within EPS business continuity screen

image of alert preferences within the alert viewer screen within EPS business continuity screen

In the ‘Alert Preferences’ screen, search for the email address that you want to add by typing the name of the user or organisation that the email address belongs to. Then click the magnifying glass. It may take some time to run. 

Once the user or organisation is added, any corresponding email address stored on CIS will be added into the additional recipients list. 

Once the correct user or organisation is displayed on screen, click it once and then click the single right arrow to move it to the right-hand box. Also ensure that the ‘Receive E-mail Alerts’ box is ticked at the top of the screen

 

image of alert preferences screen with the alert preference button ticked

Image of alert preference showing the alert preference has been successfully saved. 

 

image of alert preferences screen showing a green line at the top of the page which confirms the preference has been saved successfully

top tips

If you are a governance person for several sites, then it is recommended that you log into TES alert viewer under each role profile and add the corresponding site NHSmail address to the list of additional recipients. This will enable the site to have visibility of any alerts as well as the governance officer(s). However, this facility is only available if the NHSmail address for the site is already stored on the Care Identity Service.

Please note: only ‘user’ details can be updated in CIS.

Organisation details are read only.

It is useful for pharmacy team members with Smartcards to ensure that the correct Smartcard contact information is set. This can be updated using Care Identity Service.

If you are a locum with the Smartcard FFFFF that regularly works at a pharmacy, it is recommended that you speak with the pharmacy contractor and the local RA about the possibility of having the pharmacy ODS code added to your Smartcard.


For further information or any questions around EPS Prescription Tracker business continuity mode, please email dcpm@nhs.net. 


Last edited: 21 March 2022 1:43 pm