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EPS Pharmacy Sponsor Training
What is RA?
• A Registration Authority (RA) manages the registration and access control processes for various NHS IT systems. The RA ensure individuals who need access to NHS systems are identity checked to a specified standard and are assigned appropriate access rights – Assurance of Identity and Access Control.
• Registration Authorities following guidelines and policies set out by the Health and Social Care Information Centre (HSCIC) to ensure compliance with best practice, Government guidelines and provide assured identity so patients can be confident their medical records are kept secure and safe.
• The RA process is linked to the NHS Care Record Guarantee that all NHS staff are bound by.
• RA activity is managed through the User Identity Manager (UIM) interface system on the NHS Portal.
What is a Sponsor?
• A sponsor is a role that takes the organisational perspective on who needs to access systems and what access they need.
• To access these systems staff need to be registered on the User Identity Manager System (UIM) and issued with a Smartcard
• The Service responsible for managing and administering this process is known as the Registration Authority (RA).
• Sponsors may also perform RA activities including:
• Approving requests – for new users, for Smartcards, assigning and removing access, for modifying user details.
• Unlocking Smartcards
• Renewing Smartcard Certificates – a smartcard has a three year certificate.
• Sponsors may enable users to obtain a smartcard and revoke access for leavers
• Sponsors are appointed by the NHS England Local Area Team
Sponsor
Responsibilities
• To ensure strict control of access to the NHS Care
Records Service for their organisation/responsible
work area.
• To assign appropriate access to users.
• To ensure that users understand their responsibilities
when accessing data.
• To ensure all new starter’s understand the identity
requirements in order for a Smartcard to be issued.
• To ensure any leavers have their system access
removed in a timely manner.
Smartcard Guidelines
• NO smartcard sharing, keep it safe and secure.
• Don’t tell anyone your passcode or allow others to use it.
• Report loss, theft or damage to a Sponsor or the IT
Service Desk.
• Pharmacy staff will be allocated access rights dependent
on their roles within the pharmacy as deemed
appropriate by the sponsor.
• All pharmacy staff will be registered with an organisation
code of the pharmacy site where they work.
• The NHS Registration Authority for South Yorkshire and
Bassetlaw (within WYSBCSU) can only add or modify
pharmacy access associated with these areas.
Requirements
• New sponsors can be appointed by applying to NHS
England for the appropriate access
• Once appointed, Sponsors can use the User Identity
Manager (UIM) with their smartcard in a second
smartcard reader (external, not the keyboard) to sponsor
staff for smartcards
• Further guidance - https://portal.national.ncrs.nhs.uk
• HSCIS publish the technical requirement on their
website
http://nww.hscic.gov.uk/rasmartcards/implementation/techni
cal
New Sponsor Process
New Sponsors A request for a new sponsor, or modification to add additional sites/stores to an existing sponsors role, should be sent to the Area Team.
(by email to [email protected] or post NHS England, Oak House, Moorhead Way, Bramley, Rotherham, S66 1YY)
The submission must include:
• A covering letter to confirm that the sponsorship request for an individual has the pharmacy contractors approval (pharmacy owner, contractor, area manager or Superintendent Pharmacist)
• A letter signed by the individual, confirming that they accept and understand the implications of becoming a Smartcard/Registration Sponsor.
• A fully completed RA01 form - if the individual already has a smartcard, this form is not required.
• A fully completed RA02 form assigning roles required.
Job Roles
• The following job role codes are applicable:
• Pharmacist - R8003.
• Pre-Reg Pharmacist – R8004.
• Dispenser – R8008.
• Sponsor only (area manager) – R8008
•
• In addition, the activity codes to be entered are as follows:
• Pharmacist – B0572 and B0068.
• Pre-Reg Pharmacist – B0570, B0572, and B0825.
• Dispenser – B0572, B0401 and B0825.
Requests for Locums
• Community pharmacies who may need to legitimately work within many community pharmacies at short notice will also have a user role for a locum pharmacy (FFFFF).
To request smartcards for locum members of staff should :-
• Where a smartcard is required for a locum member of staff, the following will be required to be submitted to the Area Team (by email to [email protected]):
• A covering letter confirming that the individual is engaged as a locum (and for Pharmacists, including their registration number with the General Pharmaceutical Council).
• A fully completed RA01 form (Appendix A) for the individual to be issued with a smartcard (if the individual already has a smartcard, this form is not required).
• A fully completed RA02 form (Appendix B). Please note that locum members of staff are required to enter the “FFFFF” organisation code to enable locum access. The job role codes to be entered are as follows:
• Pharmacist - R8003.
• Dispenser – R8008.
• In addition, the activity codes to be entered are as follows:
• Pharmacist – B0572 and B0068.
• Dispenser – B0572, B0401 and B0825.
• Please note that smartcards for locum members of staff will be issued for a period of 12 months only. It is the responsibility of the individual to request a further 12 month period, prior to the expiry date.
Request Approval
• NHS England will check to ensure the forms are fully and
correctly completed.
• The Area Team will sign and approve the paperwork and
send on to [email protected]
• NHS England will confirm to the requestor that the
instruction has been made.
• The user should phone 0114 3051030 to book a
smartcard appointment if a new card has been
requested.
• Sponsor requests for access only (user already has a
smartcard) will be added remotely within 5 working days
of receipt by the registration authority.
Documentation
• Sponsor and Locum requests should be submitted to the
Area Team, paperwork available from LPC websites.
User contact details must be provided.
• RA01 – request a smartcard for a new user (two part
form)
• RA02 – add access to appropriate pharmacies
• RA03 – cancel smartcard
• RA05- change user details
• Sponsors requests for pharmacy staff should be via the
UIM https://portal.national.ncrs.nhs.uk . The user then
contacts IT Service Desk to book appointment (0114 305
1030)
RA01
aFormCondiConditio
ns
Left blank
NHS England sponsor details
NHS England Sign
User Must Sign
RA02
• All applications
to NHS
England should
include this
form
NHS England sponsor details
Examples RA02
NHS England sponsor details
NHS England Sign NHS England Sign
NHS England sponsor details
NHS England Sign
RA03
• Request to
cancel
smartcard
(NHS England
use only –
sponsors
should use
UIM)
RA05
• Request to
change user
details (NHS
England use
only –
sponsors use
UIM)
RA Appointment
Locations
Sponsor process for issue of a Smart Card to
Pharmacy Staff Warning – not following this process may result in access to the system being delayed
Sponsor uses the User Identity Manager (UIM) to Create a new
user and request issue of Smartcard – sponsor will need the
new user’s NI number or Passport number
Sponsor uses UIM to assign access
Sponsor asks user to contact Service Desk to make a Smart Card appointment
- 0114 305 1030.
The user can confirm acceptable ID when booking appointment
Sponsor Approves the Request by digitally signing with their Pin
Number
Request
Approve
and Grant
Smartcard Appointment
Smartcard appointment at 722 Prince of Wales Road,
Hilder House and Lundwood Medical Centre Barnsley,
Greasley House Doncaster or Retford Hospital Bassetlaw
User will present required identification documents
Smartcard created and given to user
Users should also phone Service Desk for replacement card appointments
User Signs Terms and Conditions
Documents Required for Smartcard Appointment
ID 1
Active in the
Community 2
Acceptable Documentation for Identification • Before a user can be issued with a smartcard they must present identification
documents at their pre-booked appointment in one of these combinations:
• In the exceptional circumstance that the applicant cannot provide the required
documentation contact the Service Desk on 0114 305 1030
• The next slides specify the ONLY acceptable forms of identification
• Only the original documents are acceptable
One Photo ID & Two Community
or
Two Photo ID & One Community
or
Two non-Photo ID & Two Community
Acceptable Photo Identification
One Photo ID & Two Community
or
Two Photo ID & One Community
or
Two non-Photo ID & Two Community
• Passport
• Current UK, EU and other nationalities passports
• Photo-card Driving Licence
• Current EU and non-EU
Acceptable Non-Photo Identification
One Photo ID & Two Community
or
Two Photo ID & One Community
or
Two non-Photo ID & Two Community
• UK Birth Certificate
• Current Full Driving Licence (old version) (Provisional Driving Licences are not acceptable)
• Residence permit issued by Home Office to EU Nationals on inspection of own-country passport
• Adoption certificate
• Marriage/Civil Partnership certificate
• Divorce or annulment papers
• Application Registration Card (ARC) issued to people seeking asylum in the UK (or previously issued standard acknowledgement letters, SAL1 or SAL2 forms)
• GV3 form issued to people who want to travel in the UK without valid travel documents
• Building industry sub-contractor’s certificate issued by the Inland Revenue
• Current benefit book or card or original notification letter from the DWP
• Police registration document
• Certificate of employment in HM Forces
• Recent Inland Revenue tax notification
• Firearms certificate
• Home Office letter IS KOS EX or KOS EX2
Acceptable Active in the Community Documents
One Photo ID & Two Community
or
Two Photo ID & One Community
or
Two non-Photo ID & Two Community
• Recent utility bill or a certificate from a supplier of utilities Local authority tax bill (valid for current year)
• Current UK photocard driving licence (if not already presented as a personal ID)
• Current Full UK driving licence (old version) (if not already presented as a personal ID)
• Bank, building society or credit union statement or passbook containing current address
• Most recent mortgage statement from a recognised lender
• Current local council rent card or tenancy agreement
• Current benefit book or card or notification letter from (DWP) confirming rights to benefit
• Confirmation from an electoral register search that a person of that name lives at the claimed address
• Court Order
Mobile telephone bills will not be accepted
