Proxy Access to Medications Implementation Stages
Proxy Access
(to Meds)
Implementation stages
Proxy access implementation | stage 1 | in principle agreements
Has received overview of the service
(scope, limitations etc)
Contact person has authority to agree
to access the service and has given
agreement (e-mail)
Provider’s GP practice is using
software from either
EMIS or TPP
(SystmOne)
[Microtest and Vision Health do not allow
proxy access]
Care Provider
Provider’s GP practice
Has expressed an interest in using the
service
Contact person has authority to agree
grant access to the service to the care
provider and has given agreement (e-
mail)
Proxy access implementation | stage 2 | prerequisites
Care Provider
Provider’s GP practice
Has achieved DSPT compliance
(or has committed to plan to achieve
compliance)
Has and is using NHSmail account(s)
[or alternative secure system]
Has written consent from residents to
•
Order repeat prescriptions
•
Access GP records
•
Acce
ss t
est results
•
Access
hospital and other correspondence
•
Manage
appointments
Has signed a data sharing
agreement with the Care Provider
Has informed residents’ families
Has signed a data sharing
agreement with the GP Practice
These services
not currently
offered
Care Home Application &
Agreement for Online
SystmOne GP Records
Proxy access implementation | stage 3 | systems configuration
Care Provider
Provider’s GP practice
Has identified which staff will have
access and their respective roles and
associated access levels
Has briefed staff who will use the
system
Refer to
Theresa O’Donnell
Primary Care Implementation
&
Utilisation
Lead at
Hertfordshire, Bedfordshire &
Luton ICT Services
e. theresa.o'donnell2@nhs.net
t. 07852142705
Staff have signed individual data
sharing agreements
Has sent signed individual data
sharing agreements to the GP practice
GP practice gives TO’D access to their SystmOne unit.
GP practice emails TO’D with completed forms for the Care
home staff that require a SystmOnline account setting up
with the list of residents that have consented to access.
TO’D emails the Care Home manager with a list of the staff
usernames and passwords for them to access
SystmOnline. The first time the staff member logs on they
will be prompted to change their password
Proxy access implementation | stage 4 | install, test, train
Care Provider
Provider’s GP practice
Has provided access from Care
Provider IT system to the GP IT system
(eg put shortcut on a tablet and tested it and/or
installed a remote access app and tested it)
Staff have verified their proxy access
accounts on the GP IT system
Staff have received training in how to
use the proxy access system
Proxy access implementation | stage 5 | go live (medication ordering)
Care Provider
Provider’s GP practice
Staff use proxy access to request
resident medication
GP approves
request
[or rejects]
Pharmacy
Receives medication request
[using electronic prescription system]
Dispenses medication
Receives medication
Resources
This document outlines the implementation stages for proxy access to medications. It covers agreements with healthcare providers, prerequisites including compliance and data sharing agreements, and systems configuration for access to medical records. The stages include setting up access for care providers, ensuring compliance with NHS guidelines, and configuring systems for secure access to SystmOnline accounts. Key steps involve obtaining consent, briefing staff, and establishing data sharing agreements.
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Proxy Access (to Meds) Implementation stages
Proxy access implementation | stage 1 | in principle agreements Provider s GP practice Care Provider Has expressed an interest in using the service Provider s GP practice is using software from either EMIS or TPP (SystmOne) [Microtest and Vision Health do not allow proxy access] Has received overview of the service (scope, limitations etc) Contact person has authority to agree to access the service and has given agreement (e-mail) Contact person has authority to agree grant access to the service to the care provider and has given agreement (e- mail)
Proxy access implementation | stage 2 | prerequisites Provider s GP practice Care Provider Has achieved DSPT compliance (or has committed to plan to achieve compliance) Has and is using NHSmail account(s) [or alternative secure system] Care Home Application & Agreement for Online SystmOne GP Records Has signed a data sharing agreement with the Care Provider Has signed a data sharing agreement with the GP Practice Has written consent from residents to Order repeat prescriptions Access GP records Access test results Access hospital and other correspondence Manage appointments These services not currently offered Has informed residents families
Proxy access implementation | stage 3 | systems configuration Provider s GP practice Care Provider GP practice gives TO D access to their SystmOne unit. Has identified which staff will have access and their respective roles and associated access levels Refer to Theresa O Donnell Primary Care Implementation & Utilisation Lead at Hertfordshire, Bedfordshire & Luton ICT Services GP practice emails TO D with completed forms for the Care home staff that require a SystmOnline account setting up with the list of residents that have consented to access. Has briefed staff who will use the system TO D emails the Care Home manager with a list of the staff usernames and passwords for them to access SystmOnline. The first time the staff member logs on they will be prompted to change their password e. theresa.o'donnell2@nhs.net t. 07852142705 Staff have signed individual data sharing agreements Has sent signed individual data sharing agreements to the GP practice
Proxy access implementation | stage 4 | install, test, train Provider s GP practice Care Provider Has provided access from Care Provider IT system to the GP IT system (eg put shortcut on a tablet and tested it and/or installed a remote access app and tested it) Staff have verified their proxy access accounts on the GP IT system Staff have received training in how to use the proxy access system
Proxy access implementation | stage 5 | go live (medication ordering) Care Provider Pharmacy Provider s GP practice Staff use proxy access to request resident medication GP approves request Receives medication request [using electronic prescription system] [or rejects] Dispenses medication Receives medication
Resources Type Resource Notes NHS England Ordering medication using proxy access: Guidance for care homes, GP practices and community pharmacies Overview of the features and benefits of the service for care homes, GP and pharmacies Narrative text and downloadable templates Patient information leaflets about proxy access and related issues NHS England Patient information guides Simplified and easy to read information for non-professionals https://www.digitalsocialcare.co.uk/so cial-care-technology/nhsx-care-home- ipads/nhs-england-proxy-access-to- ordering-medication-webinar/ Step by Step guide of how to order medication either using the App or using web browser Example given in guidance uses SystmOne and Safari web browser
