Guidance on Security of Prescription Forms
This document is based on NHS Protect Security of Prescription Form Guidance (Updated August 2015)
Introduction
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Organisations should maintain clear and unambiguous records on prescription stationery stock
received and distributed. It would be preferable to use a computer system to aid reconciliation and
audit.
The following information should be recorded on a stock control system in organisations:
 what has been received, along with serial number data (the latter, which is now in bar code
format and features on each box of FP10SS forms)
 where items are being stored
 when prescription forms are issued to the authorised prescriber
 details of who issued the forms
 to whom prescription forms were issued, along with the serial numbers of these forms
 the serial numbers of any unused prescription forms that have been returned
 details of prescription forms that have been destroyed (these records should be retained for
at least 18 months).
Prescription Ordering
Prescription forms for organisations can only be ordered through the company currently contracted for this
purpose, Xerox (UK) Ltd. Each organisation needs to nominate at least two individuals to be registered and
verified by the NHS print contract management team so that they can place prescriptions orders via the portal.
The template embedded below should be completed and sent to [email protected] who will
authorise the registration form and send to [email protected] so that users can be set up with user names
and passwords provided:
Xerox
registration.xls
Any changes in nomination, if for instance, an employee leaves, must be notified to the NHS print contract
management team as soon as possible.
The link to the prescription ordering portal is www.nhsforms.co.uk, any assistance or problems please contact
Xerox on www.xerox.co.uk
GP practices will order their prescription forms through the Capita online portal once PCSS in Surbiton closes
down. Capita will send information out to practices on how to register on their portal.
Taking delivery of prescription forms
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When forms are delivered, there should be two members of staff present and the forms need to be
signed for.
The delivery should be checked thoroughly, with the order, delivery note and box cross referenced on
arrival. The package should be sealed (and unbroken). Serial numbers should be checked against the
number on the box (ignore last digit on the forms). The bar code includes:
 The product code (FP10SS – computer forms / FP10NC – prescription pad)
 Quantity
 Box number
 First and last serial number in the range
Produced by: Lis Stanford Primary Care Pharmacist, NW Surrey CCG
Version 2 Agreed by: NW Surrey CCG Medicines Optimisation Group February 2016
It’s recommended that delivery details are recorded electronically if possible, for example on an Excel
spreadsheet. See Appendix 1.
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If the forms do not arrive on the due date, within six working days from the date of the
order being placed, the intended recipient should notify the suppliers of the missing
prescription forms, so that enquiries can be made at an early stage
Safeguarding of prescription forms
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Once delivered and checked, prescription forms should be stored and treated as controlled
stationery.
Forms must be kept in a locked cabinet within a locked room or cupboard (add info here on specific
location)
There should be a single person responsible for the practices prescription form stock.
At ………………………………………………………………this person is…………………………………………………………
Use of prescription forms
The use of prescription forms begins from the moment a prescriber requests them.
The storage requirements apply to all prescription forms whether computer or pads. All
prescription forms have the same potential for fraudulent use regardless of pre-population
with prescriber details or not.
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Never pre-sign blank prescriptions
The person responsible for prescription forms should be the only one with access to them
Access to the lockable room or area where prescription form stocks are kept should be restricted
to authorised individuals. Keys or access rights for any secure area should be strictly controlled
and a record made of keys issued or an authorisation procedure implemented regarding access to
a controlled area, including details of those allowed access. This should allow a full audit trail in
the event of any security incident
Forms must be signed out, and given in sequence. Individual prescriptions should not be
removed from the pad, rather the whole pad should be issued to the clinician (loose
prescriptions are considered a security risk).
A record should be kept of the serial numbers of the prescription forms, including
where, when (date/time) and to whom the prescriptions have been distributed. The
serial number on the prescription forms is positioned at the bottom of the form. The
first 10 numbers are the serial number (these numbers run in sequence); the last (the
11th) character is a check digit and does not run in sequence.
Separate record sheets must be kept for computer generated prescriptions and
handwritten prescriptions. For examples see Appendix 1.
If forms have to be destroyed, they should be securely destroyed by shredding and then
put into confidential waste with serial numbers documented on the record sheet. Any
destruction should be witnessed by another staff member. Records must be retained
for at least 18 months.
Printer forms should not be left unattended such as overnight or when the room is not
in use. Rooms must therefore be locked or the printer/ forms locked away; if neither of
these are possible then the forms should be returned to the person responsible for
prescription form stock who must then log them back in on the record sheet and lock
the forms in the designated cabinet.
The prescription pad when issued to a clinician on the record sheet becomes the
responsibility of the clinician who must not leave the pad unattended (e.g not left on
Produced by: Lis Stanford Primary Care Pharmacist, NW Surrey CCG
Version 2 Agreed by: NW Surrey CCG Medicines Optimisation Group February 2016
view in a vehicle). On immediate return to the hub the clinician must give any unused
prescriptions in the pad to the person responsible for prescription form stock who must
then log them back in on the record sheet and lock the pad in the designated cabinet.
Stock Check
The person responsible for prescription form stock must undertake a stock check with another
member of staff on a bi-monthly basis (or more frequently if considered appropriate). The stock
check must be recorded on the record sheet.
Use of computer system
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All staff with access to the computer system should have an individual password. Passwords
should only be known to the individuals concerned and systems should prompt users to
change them on a regular basis. Staff should not share their passwords with their colleagues
as prescribing information will be attributed to the individual whose details are printed at
the bottom of the FP10 form. Each member of staff is liable for all medicines ordered in their
name.
Missing/Lost/Stolen Forms
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If there are any irregularities at delivery stage, the delivery driver should be asked to remain
on-site whilst the supplier is contacted to check the details of the delivery. If missing forms
cannot be accounted for then the matter should be escalated and reported. Any
irregularities identified with prescription form stock should also be escalated in the event
that it cannot be resolved by other means.
In the event of a loss or suspected theft of prescription form stock the prescriber or staff
member should notify the designated person with overall responsibility for prescription
forms at the practice or organisation. The process detailed in NHS Protect Security of
Prescription Form Guidance (Updated August 2015) must be followed.
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NHS Protect should be informed of any security incidents via
[email protected] (using the notification form at Annex B of the guidance)
or via the fraud reporting line 0800 028 4060
NHS Protect Rx Form
Guidance
Produced by: Lis Stanford Primary Care Pharmacist, NW Surrey CCG
Version 2 Agreed by: NW Surrey CCG Medicines Optimisation Group February 2016