Medicines and NHS Claimables

A significant concern for every non dispensing surgery is that all dispensed medicines and other claimable items are properly reimbursed. It is an area that if not well managed can result in substantial losses to a surgery.

There are three primary objectives achieve this:

1. Only reimbursable items are purchased;
2. They are purchased at competitive prices and profit levels; and
3. Missing scripts are identified.

To help in meeting these objectives we have created a number of reports, tools and procedures. They can be found on the NHS Reimbursables page, which can be accessed on the left side of the home page.

Some of the reports work by exception, only highlighting problems when they occur. Other highlight past results, allowing you to review detailed transactions, and make changes as necessary.

These tools and reports include:

NHS Reimbursables search tool lets you identify claimable items to ensure only claimable items are purchased. On your home page:

Your basket will display reimbursement rates for your claimable items. And if you have an item in your basket that is not claimable, but there is another that is, it is highlighted with an asterisk. This helps avoid a loss even before your purchase:

In the event that a non-claimable item has been purchased when an alternative claimable item may exist, the Reimbursable Audit Report identifies the item so you can choose an alternative claimable item for future purchases and avoid losses.

Similar to the above audit report, this report allows you to monitor potential upcoming non-claimable purchases by reviewing all user baskets for non-claimable items. This means you can avoid losses before they even take place.

The Real-Time Inventory module automatically records FP34 script usage if usage is being monitored. Scripts on hand can then be easily matched and missing ones identified. Missing items detail the clinician who used the item, date and time all of which allow for the identification and printing of the missing script.

In addition to the above primary reports there are a number of other important reports which can be accessed from time to time. Links to these other tools and reports can be found on the right side of this page along with the reports highlighted above. These other reports include the following:

• NHS Claimables Profit Report - this report automatically calculates your profit on claimable items. The calculation includes your surgery discount, dispensing fees and VAT. In this way you are able to quickly and easily identify both profitable and unprofitable items.
• NHS Script Reconciliation Report - you are able to record your monthly reimbursement Income and automatically reconcile that to your calculated income based on actual purchases. Variations should be minimal on a rolling basis to compensate for NHS reimbursement processes and if the overall result is negative then script losses may be taking place and investigated. In the coming months this report will be enhanced to reconcile to actual usage recorded in the Real-Time Inventory module so that it is easier to predict as well as to verify past Open Exeter payments.
• PAI - PPA Profit Calculator - a PAI profit calculator worksheet allows you to enter your purchases over a period and view profits on each item. This is being replaced with an upgraded version of the online NHS Claimables Profit Report discussed above.

Please note: links to the above discussed tools and reports can be found on the right side of your home page. Each report page also has a Page Guide in the top right corner with further explanations on how to use and benefit from the report.

If you are unable top find and access any of the above tools and reports this may indicate that your membership does not include this module. Please contact your Primary Account Holder (eg. Practice Manager) or Support Manager for more information.