Choose Pharmacy
Version 2.0
Training Guide
Author:
Owner:
Document Ref:
Laurence James / Lindsay Price
NHS Wales Informatics Service
V1.0
Useful Contacts
Contact Name
Primary Care Service Desk
Contact Details
0333 200 8048
NHS Wales Shared Services
01792 607214
Betsi Cadwaladr University Health Board
Service Delegate
[email protected]
Cardiff and Vale University Health Board [email protected]
Service Delegate
Cwm Taf University Health Board
Service Delegate
[email protected]
Useful Links
Application
Choose Pharmacy
application
Link
Username and Password
Required
https://choosepharmacy.wales.nhs.uk NHS Wales email address
(e.g.GPHC0123456@wales.
(preferred link)
nhs.uk) and password.
https://commonailments.wales.nhs.uk
Password is created by user
in the Choose Pharmacy
application when signing up.
Choose Pharmacy
via Citrix
https://pcag.wales.nhs.uk
Windows Login (NADEX)
and password (found on
Pharmacy Approval Letter).
NHS Webmail
https://email.cymru.nhs.uk/owa/
Windows Login (NADEX)
and password (found on
Pharmacy Approval Letter).
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Contents
1. Choose Pharmacy .............................................................................................................. 4
1.1 What is Choose Pharmacy? ....................................................................................................... 4
1.2 Who developed the Choose Pharmacy application? ................................................................... 4
1.3 Who can use the Choose Pharmacy application?....................................................................... 4
1.4 New User Approval Process ....................................................................................................... 5
1.5 Signing Up.................................................................................................................................. 6
1.6 Creating a Password .................................................................................................................. 7
1.7 Webmail ..................................................................................................................................... 9
1.8 Sign In ...................................................................................................................................... 10
1.9 Home Page .............................................................................................................................. 12
1.10 My User Profile ....................................................................................................................... 13
1.11 Change Password .................................................................................................................. 14
1.12 My Caldicott Representative (Health Board Service Delegate) ............................................... 14
2. Common Ailments Service .............................................................................................. 15
2.1 Register a Patient for CAS ....................................................................................................... 17
2.2 Children Under 16 YEARS of Age ............................................................................................ 19
2.3 Patient registered with another pharmacy................................................................................. 20
2.4 Previous Consultation Details ................................................................................................... 20
2.5 New CAS Consultation ............................................................................................................. 22
3. Discharge Medicines Review .......................................................................................... 27
3.1 Register a Patient For DMR Service ......................................................................................... 27
3.2 De-Register a Patient For DMR Service ................................................................................... 29
3.3 Start New DMR ........................................................................................................................ 30
3.4 View Incomplete DMRs ............................................................................................................ 38
3.5 View Unopened DALs .............................................................................................................. 39
3.6 View DMR History .................................................................................................................... 42
Appendices........................................................................................................................... 43
Appendix A - FAQs......................................................................................................................... 43
Appendix B - Pharmacy Listing Form ............................................................................................. 48
Appendix C – Electronic Community Pharmacy DAL Example ....................................................... 51
Appendix D – Completed DMR Example ........................................................................................ 52
Appendix E - Web Mail Guidance ................................................................................................... 53
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1. CHOOSE PHARMACY
The purpose of this user guide is to provide an overview and description of the modules available
within the Choose Pharmacy application including:
1) The Common Ailments Service (CAS) and;
2) Discharge Medicines Review (DMR) service
1.1 WHAT IS CHOOSE PHARMACY?
Choose Pharmacy is a web-based application which has built upon and re-branded the existing
Common Ailments Service (CAS), introducing a new module called “Discharge Medicines
Review.”
This Choose Pharmacy application will enable accredited Community Pharmacies and Community
Pharmacists to:
Provide consultation and treatment for a defined list of 26 common ailments (CAS);
Access an electronic Discharge Advice Letter (DAL) generated by the National Welsh
Clinical Portal (WCP) and Medicines Transcribing and electronic Discharge (MTeD) system, to
support an electronic Discharge Medicines Review (DMR).
1.2 WHO DEVELOPED THE CHOOSE PHARMACY APPLICATION?
The Choose Pharmacy application was developed by the NHS Wales Informatics Service (NWIS)
in partnership with Welsh Government, Community Pharmacy Wales (CPW), Royal
Pharmaceutical Society (RPS), Health Boards and NHS Wales Shared Services Partnership. The
project adopted a user-centred design process with front line users from across Wales and has
been designed and developed according to their requirements.
1.3 WHO CAN USE THE CHOOSE PHARMACY APPLICATION?
Only accredited Community Pharmacies and Community Pharmacists can access and use the
Choose Pharmacy application. This includes locum community pharmacists.
The pharmacies involved in the pathfinder phase must meet the minimum requirements for
consultation rooms outlined by Welsh Government, as listed below:
Must be a clearly designated area for confidential consultations, which are distinct from the
general public areas of the pharmacy
Must be an area where the pharmacist, the person and the person’s representative can sit
down together and talk at normal speaking volumes without being overheard by any other
person.
Must be able to be locked when not in use to prevent unauthorised access
Must provide equal access to all patients who may wish to register with the service.
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Community pharmacists requesting access to the application are required to have signed an
acceptable use statement. Further details of how you can request access to the Choose
Pharmacy application are available by contacting Shared Services on 01792 607214.
Pharmacists must be accredited to provide the services available within the application. Further
details of the accreditation process for services are available from www.WCPPE.org.uk.
1.4 NEW USER APPROVAL PROCESS
New users are required to complete a pharmacist listing form which can be found in
Appendix B or can be provided by Shared Services. Please contact Shared Services on
01792 607214 to request a form. When completed, these forms can be submitted via:
o Email: [email protected]
o Post: Contractor Services, NWSSP – PCS, The Oldway Centre, 36 Orchard Street,
Swansea, SA1 5AQ.
o Fax: 01792 607394
These details will then be added to the All Wales Pharmacy Database (AWPD). Once added
an approval letter will be sent advising the community pharmacist of their NHS Windows login
details and NHS email account.
In the approval letter, users will receive:
o Display name: The user name which will be displayed in the Choose Pharmacy
application e.g. Lindsay Jones.
o NHS Windows login (NADEX): This is used to log on to Citrix and a user’s NHS
Wales email account e.g. LI000305.
o NHS Email address: [email protected] this will be used to log into the
Choose Pharmacy application.
o Proxy Account: [email protected] (linked to GPhC email account to
enable people to search for you on the NHS email global address list)
o Incident number: This is required for users to receive their Windows login
(NADEX) /NHS email password from the Primary Care Service Desk (PCSD).
On receipt of their approval letter, the community pharmacist must contact the NHS Wales
Primary Care Service Desk on 0333 200 8048, quoting the incident number provided in the
approval letter, to receive their Windows Login (NADEX) password. The same password is
used to log into the Citrix session and your NHS email account.
Once in receipt of their Windows Login (NADEX) password, users should access the Choose
Pharmacy application and select the sign up option on the Pharmacist Sign in page.
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1.5 SIGNING UP
Choose Pharmacy can be accessed from the following links:
https://choosepharmacy.wales.nhs.uk (preferred link)
https://commonailments.wales.nhs.uk
Please note: As part of the DMR pilot, CAV locality community pharmacies will access the
application via a new Citrix platform. Following a successful pilot this platform will be made
available to Cwm Taf and Betsi Cadwaladr Health Boards. To access Choose Pharmacy via
Citrix please enter the follow address into your internet browser:
https://pcag.wales.nhs.uk
Before logging onto Choose Pharmacy users must read the Confidentiality Code of Practice
On the ‘Pharmacist Sign In’ page click ‘Sign Up’
- Click Sign Up
- The Confidentiality Code of Practice
document can be accessed by clicking
the link which opens in a new window
Confidentiality Code of Practice
- Type in your Windows Login (NADEX)
- Tick to confirm you have read and agree
to the Confidentiality Code of Practice
- Click Continue
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- Complete the field to confirm
why access is required
- Select Pharmacist from the
dropdown menu
- Click Continue
AVAILABLE WORKGROUPS:
Pharmacist
Standard user, able to register and conduct consultations within
Choose Pharmacy
Service Delegate Can approve users (within their Health Board) and assign users to
workgroups. This role is not available to community pharmacists
1.6 CREATING A PASSWORD
When you enter your Windows Login (NADEX) in the ‘Pharmacist Sign Up’ screen your
details will be pre-populated.
- If not pre-populated, complete all mandatory
fields
- Type in a STRONG password twice
- Select your organisation
from the drop down menu
- Click Sign Up
- Choose a strong password
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When the user clicks sign up they will be presented with the following screen:
An automated email will be sent to the registered NHS email address confirming the
registration request:
At this point, the registration request has been sent to the relevant Health Board service
delegate to review and approve.
Requestors will receive a response within 5 working days. If a response is not received within 5
working days please contact the relevant Health Board service delegate:
Cardiff and Vale University Health Board: [email protected]
Cwm Taf University Health Board: [email protected]
Betsi Cadwaladr University Health Board: [email protected]
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The following email is sent when account registration has been approved by a Health Board
service delegate.
To view these email messages, please log into your NHS email account via Webmail.
1.7 WEBMAIL
The link to access your Webmail account is:
https://email.cymru.nhs.uk/owa/
Upon clicking the link you will be presented with the following log-in screen.
- Select the most appropriate
security setting for your PC.
- Enter Windows login (NADEX)
into Domain username (e.g.
LI000305)
- Enter Windows Login
(NADEX) password
- Click ‘Sign in’ to view emails
sent to your NHS email address.
Please Note: You will be
prompted to change your
password every 90 days.
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Once the registration process has been completed and approval obtained, please log onto the
Choose Pharmacy application.
1.8 SIGN IN
Open the Choose Pharmacy application and enter your username and password:
https://choosepharmacy.wales.nhs.uk (preferred link)
https://commonailments.wales.nhs.uk
- Type in your User Name
(GPhC number) and password
- Click Sign In
- Enter the PPA Pharmacy
number of your location
- Click Confirm Location
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The details of the Pharmacy are displayed.
- Click YES, This is my current location
- If NO is chosen, user is returned to the
previous page to enter the correct PPA
Number
Please note: Once logged in, the PPA number will be remembered and the location displays
under the Choose Pharmacy Logo.
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1.9 HOME PAGE
- Users can sign out at any
time
- Toprovide
To
providethe
theCommon
CommonAilments
Ailmentsoror
Discharge Medicines Review services select
the relevant tab
- Clicking on the links here will open the page in a new
window
- Clicking on the links here will open the documents in a
new window
Please note: This user guide and frequently asked questions (FAQs) can be found by clicking
the links at the bottom of each page within the application.
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1.10 MY USER PROFILE
Users can change their Choose Pharmacy password, contact details and view their Caldicott
Representatives (Health Board service delegate) by clicking on the
tab.
- Click on Profile Tab and then select
an option from the drop down menu
MY USER PROFILE
- Users can amend their name, Contact
Number, Job Title and Department
- Click Save
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1.11 CHANGE PASSWORD
Choose Pharmacy passwords can be changed by selecting the ‘Profile’ tab and selecting the
‘Change Password’ option.
CHANGE PASSWORD
- Enables user to reset their own password
- Passwords must be Strong and will be
indicated as soon as text is entered into
the field
- Click Save to complete
1.12 MY CALDICOTT REPRESENTATIVE (HEALTH BOARD SERVICE DELEGATE)
To view the Heath Board service delegate select the ‘Profile’ tab and selecting the ‘My
Caldicott Representatives’ option.
CALDICOTT REPRESENTATIVES
- Displays a list of a user’s Caldicott
Representatives (service delegate)
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2. COMMON AILMENTS SERVICE
The Common Ailment Service (CAS) is a scheme whereby patients are encouraged to consult a
community pharmacy for a defined list of (26) common ailments. When a patient arrives for a CAS
consultation the pharmacist will:
Undertake a consultation which may include the supply medication from an agreed
formulary of medicines where appropriate
Provide advice for self-management, or
Refer the patient to the GP or other setting such as A&E, Out of hours if necessary.
Medicines are supplied free of charge, therefore the payment barrier, which could otherwise
prevent patients choosing to see a pharmacist instead of their GP, is removed. The table below
identifies the common ailments that are included in the pathfinder phase of the Common Ailments
Service:
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
ACNE
ATHLETES’S FOOT
BACKACHE (ACUTE)
CHICKEN POX (IN CHILDREN UNDER 14)
COLD SORES
COLIC
CONJUNCTIVITIS (BACTERIAL)
CONSTIPATION
DERMATITIS (ACUTE EXACERBATION)
DIARRHOEA
DRY EYES
HAEMORRHOIDS
HAY FEVER
HEAD LICE
INDIGESTION AND REFLUX
INGROWING TOENAIL
INTERTRIGO/RINGWORM
MOUTH ULCERS
NAPPY RASH
ORAL TRUSH
SCABIES
SORE THROAT AND TONSILLITIS
TEETHING
THREADWORMS
VAGINAL TRUSH
VERRUCA
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To provide the Common Ailments Service (CAS) select the Common Ailments tab on the
home page.
Please Note: Only accredited pharmacies and pharmacists can provide this service.
- To provide the Common Ailments service
select the Common Ailments tab
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2.1 REGISTER A PATIENT FOR CAS
- To register a patient click New
Consultation under the Common
Ailments tab
- Enter First Name, Surname, Date
of Birth and Postcode
- Select a Presenting Ailment from
the dropdown menu
TIP: Clicking in the DOB field brings up
a calendar where you can select the
day, month and year. You can also
enter details manually in DD-MonthYYYY format
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- Click Confirm
Patient Identity
TIP: Postcode must be
entered with a space
CAS uses WDS (Welsh Demographic Service) to search for Patients. The patient will only
be found on WDS at the address where they are registered with their GP. If they have
moved house and not advised their GP and a search is conducted on their new address the
search will not return a match.
Please Note: If the patient is not on WDS, they are unable to use the Choose Pharmacy
application for the purposes of receiving a DMR.
- If the data is not entered exactly how the patient is registered
with the GP, a message will display stating Patient not found
- Check if the patient has a middle name and also ensure that
the postcode entered contains a space
Patients matching the data entered will be listed in the ‘Patient Lookup Results’.
- If more than one patient is displayed, ensure
is clicked against the correct patient in the list
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Please note: In the event a patient’s WDS details are incorrect, please advise the patient to
contact their GP to update their record.
If the patient has already been registered at your pharmacy you will be presented with a
message asking you to confirm you are happy with their identity and that they have been
provided with the relevant information.
- If the patient has already been registered with
your Pharmacy, a message is displayed
- Select the tick box to confirm the patient accepts the terms
and conditions and then click continue consultation
2.2 CHILDREN UNDER 16 YEARS OF AGE
-
Additional fields display if the patient is a
minor (under the age of 16). Select options
from the drop down menus. The proof of
identity of the patient/guardian should be
recorded and not the child
-
Click Continue Consultation
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2.3 PATIENT REGISTERED WITH ANOTHER PHARMACY
If the patient has already been registered with another Pharmacy, a message is displayed.
- To transfer patient registration,
complete each field as shown in
the table below
- Check the box, to confirm the
Patient accepts the Terms &
Conditions
- Click
2.4 PREVIOUS CONSULTATION DETAILS
All previous CAS consultations can be viewed by selecting the Patient Consultation
History tab.
These will be listed in reverse chronological order.
- The Patient’s Consultation History is displayed and
lists any medications previously prescribed
- Clicking View displays the specific consultation details
- The number of pages is displayed
at the bottom of the window
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If a previous consultation record has been viewed, you can exit the screen by clicking the
‘X’ or the ‘Close’ button.
- The Consultation Details window can be
closed by clicking on the ‘X’ or the Close
button
If this is the first consultation for the patient, the ‘Patient Consultation History’ is blank.
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2.5 NEW CAS CONSULTATION
To start a new CAS consultation:
- Click the Consultation Details tab
- Patient Details and GP Information will be
pre-populated.
- Relevant Medical Conditions
can be added by clicking Edit
Medical Conditions
- Known allergies can be added
by clicking Edit Known
Allergies
Documented medical conditions and known allergies are carried forward from previous
common ailment consultations but are not linked to the GP record and are based on patient
reported information. It is important to check these at each consultation for relevance to the
presenting condition.
Mandatory fields are marked with an * and must be completed
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When you click Edit Medical Conditions, a window is displayed to add or remove
information
- Type medical condition in here
- click Add
- Click Close to return to consultation screen
When you click Edit Known Allergies, a window is displayed to add or remove information.
- Type allergy in here
- click Add
- Click Close to return to consultation screen
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Complete the fields within the Consultation Details section.
Complete the drop down menus:
- Referred By:
- Symptoms For:
- Tick Reviewed Relevant Medical
Conditions
- Tick Reviewed Known Allergies
- Click Edit Prescribed
Items
The formulary items linked to the presenting ailment will be listed.
Where treatment is required:
- Tick the appropriate medication(s)
from the list shown
- Click Save Formulary Selection
- Click Close Formulary to return to
the consultation screen
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Complete the fields within the Additional Information section.
Complete fields with appropriate
information
- Select from the Advise Referral drop
down menu
- Once complete, click Save
Consultation
- Leaflets can also be accessed
-
After saving the consultation the Consultation Saved message is displayed.
- Click Close
- Once saved, the option to Print
Prescription becomes active
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On clicking print, the CAS prescription opens in a new window.
- Click the printer icon to print
the prescription
- Click close to return to the
consultation screen
- Once the consultation has been
printed and is complete, click
'Completed'.
- You will then be returned to the
Find/Register Patient screen.
Please Note: Until the consultation has been completed, changes can still be made, click
update to refresh any new data entered.
Please Note: Annotate the prescription with the patients address and GP details for labelling
purposes.
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3. DISCHARGE MEDICINES REVIEW
Choose Pharmacy version 2.0 includes a new feature called Discharge Medicines Review
(DMR).
This will be available initially to Cardiff and Vale community pharmacists only for the purpose of
supporting of a proof of concept. If proven successful, the next phase will be to extend the
feature to BCU and Cwm Taf pharmacies.
This allows accredited community pharmacies and community pharmacists to access a
patient’s electronic discharge advice letter (DAL), subject to patient consent, and reusing this
information to complete an electronic discharge medicines review (DMR) all within the Choose
Pharmacy application.
Please Note: Only those electronic DALs generated by the national Welsh Clinical Portal
(WCP) Medicines Transcribing and electronic Discharges (MTeD) solution will be made
available to community pharmacies via the Choose Pharmacy application.
In the event a patent has been discharged from a non MTeD ward, the community pharmacist
can still use the Choose Pharmacy application to record the DMR undertaken using a paper
DAL.
However this will require the community pharmacist to manually enter discharge information
into the electronic DMR form instead of them being pre-populated by the electronic DAL.
3.1 REGISTER A PATIENT FOR DMR SERVICE
To register a patient for the DMR service, select the ‘Discharges Medicines Review’
heading on the home page.
Then select the ‘Register Patient’ sub heading.
- Select ‘Discharge Medicines
Review’ then select ‘Register
Patient’ sub heading.
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The ‘Register Patient for DMR’ screen is displayed. Please enter:
Forename
Surname
Date of Birth
Postcode
- Enter patient details and
confirm patient identity
- Select Choose Patient
All fields are required to be completed to perform a patient search against the Welsh
Demographics Service (WDS).
The WDS maintains a register of Welsh residents’ demographic details and their GP details.
If the patient is not on WDS, they are unable to use the Choose Pharmacy application.
Patients can be approached to register for the DMR service prior to hospital admissions.
If the patient is registered with another pharmacy for the DMR service a warning message is
displayed “The patient is already registered with another pharmacy, please ask the
patient if they wish to change registration”
Once the patient has completed their registration, the ‘Discharge Medicines Review’ page is
displayed where a new DMR can be initiated. See ‘Start New DMR’ section.
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3.2 DE-REGISTER A PATIENT FOR DMR SERVICE
Patients can opt out of the DMR service at any time. To do this, the community pharmacist can
de-register the patient from within the application.
Select the ‘Discharge Medicines Review’ tab on the home page and select ‘De-register
Patient’ from the list.
- Select De-register Patient
The ‘De-register DMR Patient’ screen is displayed. Please enter:
Forename
Surname
Date of Birth
Postcode
All fields are required to be completed to perform a patient search against the Welsh
Demographics Service (WDS).
- Enter patient details and confirm
patient identity
- Select De-register patient
Please Note: It is possible for a patient to transfer their registration to another community
pharmacy. At this point, all historical consultations and reviews will no longer be made
available to the previously registered community pharmacy.
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To transfer a patient to a new community pharmacy, the patient must attend the new pharmacy
and request to be registered for the DMR service.
3.3 START NEW DMR
To start a Discharge Medicines Review (DMR), select the Discharge Medicines Review tab
on the home page.
Please Note: Only accredited pharmacies and pharmacists can provide this service.
- Select New DMR
Select the ‘New DMR’ sub heading from the Discharge Medicines Review tab.
The ‘New DMR’ screen is displayed. Please enter:
Forename
Surname
Date of Birth
Postcode
All fields are required to be completed to perform a patient search against the WDS.
- Enter patient details
confirm
1. and
Enter
patient patient
information
identity
- If more than one patient is displayed ensure
Choose Patient is clicked against the correct
patient in the list
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Once the required patient has been selected, the ‘Discharge Medicines Review’ page is
displayed where a new DMR can be initiated.
- Patient Demographics
- Start a New DMR
Prior to starting a new DMR, patient consent must be obtained. The DMR patient leaflet must
also be provided to the patient.
If the patient has consented to undertake a DMR, please select the tick box within the ‘Patient
Consent’ window.
- Select patient consent tick box
When the patient consent box has been selected, the adjacent ‘Latest Discharge Advice
Letter’ panel becomes active.
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If there is an available electronic DAL for viewing, a date and time stamp will be presented
next to the View DAL button.
If no electronic DAL is available a “Date & time of discharge: N/A” message will be displayed
next to the view DAL button.
- If there is a DAL
available select View
DAL
- The latest available
electronic DAL is then
displayed
- GP details and patient details are
pre-populated from WDS
If not pre-populated, user to enter
discharge details:
- Date of discharge (mandatory)
- Place of discharge (mandatory)
- Specialty
- Ward
This field will not be prepopulated and requires
you to enter the Hospital
name.
Once patient consent has been obtained, the DMR Part 1 form can be populated.
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Mandatory fields are marked with *.
- Select who the discharge
information was provided by
- Enter eligibility criteria
- Select the method by
which Part 1 was
provided
- Complete/review the
number of
medicines/discrepancies
fields
Enter patient medicines into ‘Details of medicines being taken following discharge’.
Please Note: these will be pre-populated if an electronic DAL is available and is selected as
the latest letter for the patient.
If ‘Details of medicines being taken following
discharge’ fields are not pre-populated from the
electronic DAL please enter:
- Name, strength, form and route
- Dose and frequency
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- Click
here to
add or
remove
rows
- Select ‘Yes’ or ‘No’ to indicate if there is a
discrepancy between medicines on DAL and patient
prescription.
- If ‘Yes’ select an option from the drop down menu:
- Restarted in community
- Discontinued in the community after discharge
- Continued but at wrong dose
- Continued but at wrong formulation
- Duplicated (prescribed by brand and generic name)
- Medications discontinued by patient
- Other
If ‘Action’ is required to resolve
a discrepancy select an option
from the drop down menu:
- Seek resolution with GP
- Seek resolution with hospital
- Resolve with patient
- Other
- Click Save Progress to
save the DMR
- Click Discard Changes
to remove any
amendments
Please Note: It is not possible to submit a DMR until the outcome of part 2 has been
recorded.
User can select ‘save progress’ or ‘discard changes’.
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Once the ‘Action’ has been selected please click ‘save progress’.
Once the DMR Part 1 form has been saved, the user is returned to the home page where
under the ‘Notifications’ panel, the number of incomplete DMRs are presented, including
those greater that 28 days old.
- Number of Incomplete
DMRs
Once DMR Part 2 paper based intervention has been completed (i.e. discrepancies
investigated), select the “Incomplete Discharge Medicines Review” link. This will list
patients who have commenced a DMR. In order to submit these the user must indicate that
Part 2 has been completed. This is recorded at the bottom of the DMR part 1 form.
- To filter columns select
the underlined headings
Identify the patient and select ‘Open DMR’ button. The “Discharge Medicines Review” page
is displayed.
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Scroll down to the bottom of the DMR form and enter DMR Part 2 information:
Was part two completed?
Method by which Part two intervention was provided (drop down box)
Any further action required?
Select that any discrepancies in the form have been resolved.
Then select submit to complete the DMR
- Enter DMR Part 2
information
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In the ‘Outcome at part 2’
column
indicate
if
the
discrepancy has been:
- Resolved
- Not Resolved
- Select Submit when part 2
information is entered
Please Note: When DMR Part 2 information has been entered, only then can the DMR be
submitted. The DMR can be submitted if medication discrepancies have been resolved or not
resolved.
When submitted, a community pharmacy will be presented with the patient’s “DMR History”
page where the DMR will be marked as “completed”. Select the ‘View’ button to view the
completed DMR.
- To view a completed DMR
select the View tab from the
DMR History page
An example of a completed DMR can be found in Appendix D.
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3.4 VIEW INCOMPLETE DMRS
When completing a DMR for a patient, it is possible to save it’s progress and return to
complete it at a later date.
To view incomplete DMRs, under the ‘Notifcations’ panel on the home page select the “x
Incomplete Discharge Medicines Review” link.
When this link has been selected, a patient list view is presented listing those patients who
have an incomplete DMR.
To complete a DMR, select the ‘Open DMR’ button next to the specific patient and complete
the form before submitting.
- Patient list view
- Select
Open DMR
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3.5 VIEW UNOPENED DALS
After a patient has registered for the DMR service with a community pharmacy, that community
pharmacy will receive an ENAS email alert informing them of each hospital discharge for that
patient from a MTeD ward .
This ENAS email alert notification does not include patient identifiable information. Its purpose
is to prompt a community pharmacist to log into the Choose Phamracy application and to view
‘Unopened Discarge Advice Letters’ for the purpose of making contact with the patient to
schedule a DMR.
On the home page, select the ‘x Unopend Discharge Advice Letters’ link under the
‘Notifications’ panel.
This will open the ‘Unopened Discharge Advice Letters’ screen which will present a list of
patients registered with the community pharmacy who have an available electronic DAL to
support an electronic DMR
Please Note: electronic Discharge Advice Letters will be removed 56 days after the date of
discharge.
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- Select Remove
Notification to
remove it from the
list
- Select Start DMR
Once the patient has presented for their DMR, the community pharmacist can select the ‘Start
DMR’ button. This will open the ‘Discharge Medicines Review’ page.
Alternatively, the community pharmacist can remove the notification.
- Patient Demographics
- Panel activates
when consent tick
box is selected
- Select tick box
Prior to commencing the DMR, patient consent must be obtained. This must be recorded by
selecting the ‘tick box’.
When the patient consent tick box has been selected, the adjacent ‘Latest Discharge
Advice Letter’ panel becomes active.
If there is an electronic discharge advice letter available for the patient, this panel will state:
Date & time of discharge: “02 March 2013 13:34”
By selecting the ‘View DAL’ button the latest available electronic DAL is presented.
Please Note: Before copying the discharge information and medicines into the DMR Part 1
form, it is important that the community pharmacist confirms with the patient that this is their
latest DAL.
The application includes functionality to print the DAL where required to support pharmacists
completing DMRs.
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- Click Print icon
to print DAL
- Click Close
when complete
- Tick box to copy medicines to
the DMR part 1 form.
If the patient confirms that the available DAL is the latest version; by selecting the ‘tick’ box
field within the ‘Latest Discharge Advice Letter’ panel, medicines information from the
electronic DAL will be copied across into the DMR Part 1 form to support and complete the
DMR process.
To complete the DMR Part 1 review, please refer to the ‘Start New DMR’ section in this guide.
When the DMR has been submitted, there is no longer a need for the community pharmacist to
enter this information into NECAF.
A new report will be generated on a monthly basis from the Choose Pharmacy database which
will be shared with Shared Services for entering into NECAF to support payment purposes.
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3.6 VIEW DMR HISTORY
It is possible to view a patient’s DMR history. This will show both completed and incomplete
DMRs in reverse chronological order.
To access DMR history, first select a patient and then navigate to the ‘Discharge Medicines
Review’ screen and select the DMR History tab.
- DMR History page
- Incomplete DMR
Select the Choose Pharmacy icon to go to the home page.
- Click here to return to home page
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APPENDICES
APPENDIX A - FAQS
1. What is Choose Pharmacy?
Choose Pharmacy is a web-based application which has built upon and re-branded the existing Common
Ailments Service (CAS), introducing a new module called “Discharge Medicines Review.”
This Choose Pharmacy application will enable accredited Community Pharmacies and Community
Pharmacists to:
Provide consultation and treatment for a defined list of 26 common ailments (CAS);
Access an electronic Discharge Advice Letter (DAL) generated by the National Welsh Clinical
Portal (WCP) and Medicines Transcribing and electronic Discharge (MTeD) system, to support an
electronic Discharge Medicines Review (DMR).
2. Who developed the Choose Pharmacy application?
The Choose Pharmacy application was developed by the NHS Wales Informatics Service (NWIS) in
partnership with Welsh Government, Community Pharmacy Wales (CPW), Royal Pharmaceutical Society
(RPS), Health Boards and NHS Wales Shared Services Partnership. The project adopted a user-centred
design process with front line users from across Wales and has been designed and developed according to
their requirements.
3. Who can use the Choose Pharmacy application?
Only accredited Community Pharmacies and Community Pharmacists can access and use the Choose
Pharmacy application. This includes locum community pharmacists.
Community pharmacists requesting access to the application are required to have signed an acceptable use
statement. Further details of how you can request access to the Choose Pharmacy application are available
by contacting Shared Services on 01792 607214.
Pharmacists must be accredited to provide the relevant services available within the application. Further
details of the accreditation process for services are available from www.WCPPE.org.uk.
4. Does Choose Pharmacy integrate with the Patient Medication Record (PMR)?
No. There is no planned integration between the Choose Pharmacy application and the Community Pharmacy
Patient Medication Record (PMR). These are to be treated as separate applications.
5. How do I create a Choose Pharmacy user account?
New users are required to complete a pharmacist listing form which can be provided by Shared Services.
Please contact Shared Services on 01792 607214 to request a form.
When completed, these forms can be submitted via:
o Email: [email protected]
o Post: Contractor Services, NWSSP – PCS, The Oldway Centre, 36 Orchard Street, Swansea, SA1
5AQ.
o Fax: 01792 607394
These details will then be added to the All Wales Pharmacy Database (AWPD). Once added onto the AWPD,
an approval letter will be sent advising the community pharmacist of their NHS Windows login details and
NHS email account.
On receipt of their approval letter, the community pharmacist must contact the NHS Wales Primary Care
Service Desk on 0333 200 8048, quoting the incident number provided in the approval letter, to receive their
NHS email password. The same password is used to log into the Citrix session.
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Once in receipt of their NADEX/NHS email password, users should access the Choose Pharmacy application
and select the sign up option on the Pharmacist Sign in page. Within this screen you will create a Choose
Pharmacy password. Your Health Board service delegate will then receive an email to approve the
appropriate access controls to your account.
6. What information will be provided in my Choose Pharmacy approval letter?
Community Pharmacists will receive an approval letter when their application to access the Choose Pharmacy
application has been received and approved.
In the approval letter, users will receive:
o
Display name: The user name which will be displayed in the Choose Pharmacy application. E.g.
Lindsay Jones
o
NHS Windows login (NADEX): This is used to log on to Citrix and a user’s NHS Wales email
account via webmail. E.g. LI000305
o
NHS Email address: User’s NHS email account. For example, [email protected]. This
will be used to log into the Choose Pharmacy application.
o
Proxy Account: Linked to GPhC email account to enable users to search for you on the NHS email
global address list.
o
Incident number: This is required for users to receive their Windows login (NADEX) and NHS email
password from the Primary Care Service Desk (PCSD).
A user’s NHS email password will not be provided in this approval letter. In order to obtain passwords, please
contact the Primary Care Service Desk (PCSD) on 0333 200 8048 and quote the incident number detailed in
the approval letter.
7. Do I need to complete any training?
No. Training can be provided by service delegates on request. Training documentation will also be provided to
community pharmacies. A WCPPE e-learning module for the Common Ailments Service which includes
information
about
information
governance
and
system
use
is
available
http://www.wcppe.org.uk/learning/learning-resources/common-ailments-scheme
8. How will I receive a copy of the Discharge Advice Letter (DAL) from the hospital?
Electronic Discharge Advice Letters (DALs) generated by the national Welsh Clinical Portal (WCP) Medicines
Transcribing and e-Discharge (MTeD) application will be made available within the application to support a
DMR.
Instances where an electronic DAL is not available, community pharmacies will be reliant on hospitals posting,
faxing or providing a copy to the patient.
9. Why do I receive a ‘blocked content’ message when trying to access the Choose Pharmacy web link
and/or links within the application?
Depending on computer settings, internet browser settings may prevent websites and webpages from
displaying content. All web links need to be added to a community pharmacy’s internet “white list”. Please
contact your IT support team to add the Choose Pharmacy application link and its embedded links to your
internet white list.
10. Can patients register with separate Community Pharmacies to receive the CAS and DMR service?
Yes. Patients can separate their registration for the DMR and CAS service across different community
pharmacies.
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11. How can a patient register for the DMR service?
A patient can register with a community pharmacy for the DMR service in hospital via the WCP MTeD
application or by presenting at a community pharmacy after discharge from hospital.
Patients can also be approached and registered for the DMR service prior to any hospital admissions.
12. Why can’t I find my patient?
The Choose Pharmacy application performs a patient search against the Welsh Demographic Service (WDS).
The WDS maintains a register of Welsh residents’ demographic details and their GP details. If the patient is
not on WDS, they are unable to use the Choose Pharmacy application for the purposes of receiving a DMR.
13. Who should I contact if my patient’s Welsh Demographics Service (WDS) details are incorrect?
In the event a patient’s WDS details are incorrect, please advise the patient to contact their GP to update their
record.
14. What information is presented in the electronic DAL within the Choose Pharmacy application?
Following engagement and agreement with CPW, RPS, Health Boards and the Wales Information
Governance Board (WIGB), the information made available in the electronic DAL to support the DMR service
only includes:
o
o
o
o
o
GP and Patient Details;
Admission and Discharge Details;
Known Allergies;
Medications at time of discharge;
Medication stopped during hospital admission including name and reason.
15. Why can’t I view an available electronic Discharge Advice Letter within the Choose Pharmacy
Application?
The electronic DAL is presented using Adobe Acrobat PDF reader. Without this software being installed on
your computer, it will not be possible to view the DAL or previously completed DMRs.
16. Can I use Choose Pharmacy to complete a discharge medicines review if an electronic DAL is not
available?
Yes. The DMR service within the Choose Pharmacy application is not solely dependent on an electronic DAL
being available.
Only those DALs generated by the national Welsh Clinical Portal (WCP) Medicines Transcribing and
electronic Discharge (MTeD) system will be made available electronically within the Choose Pharmacy
application.
In instances where a Health Board is yet to implement the national MTeD system, the patient will be provided
with a paper copy of their DAL on discharge from hospital.
The community pharmacist can then conduct the electronic DMR within the Choose Pharmacy application
using the paper form instead of using the MTeD electronic DAL.
However, this means that community pharmacists will need to re-enter medicines information into the
electronic DMR form.
17. At what point is the DMR completed in the Choose Pharmacy application?
The DMR is completed once part 2 information has been entered into the electronic DMR form. It is not
possible to submit a DMR until part 2 has been completed.
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Once entered, the electronic DMR form can be submitted and the status is updated to ‘completed’. All
completed DMRs can then be reviewed under the ‘DMR History’ tab.
18. Can I share any discrepancies identified in DMR Part 1 with a patient’s GP through the Choose
Pharmacy System?
Any discrepancies identified in the electronic DMR form cannot be shared or sent to a patient’s GP via the
Choose Pharmacy application. However, completed DMR forms can be printed.
19. How is explicit consent sought and recorded for the DMR service?
Explicit consent is required from the patient to undertake a DMR within the Choose Pharmacy application.
The patient will be invited at or before the point of discharge from secondary care, to consent to share the
medicines in their DAL with a nominated community pharmacy for the purpose of receiving a DMR only.
If the patient consents, this will lead to an electronic notification being sent to the nominated community
pharmacy using the ENAS Alert Service. This alert will not contain Patient Identifiable Information (PII) but will
inform the community pharmacy that a patient has nominated them to receive information about their
medicines following discharge from hospital.
Once the ENAS alert has been received by the community pharmacist, he/she may then log into the Choose
Pharmacy application to view patient demographic data only to establish contact with the patient to schedule a
DMR.
The community pharmacist must obtain explicit consent before viewing a patient’s DAL. This consent is
recorded in the Choose Pharmacy application.
20. Is access to Choose Pharmacy audited?
Yes. Access to Choose pharmacy is recorded and audited. Once registration requirements have been met,
the user will then be provided with role-based access to the system and given their user name and password
credentials.
All subsequent attempts to enter the system are logged by the AC3 (account control 3) auditing protocol that
is in place. The Data Protection (1998) and Computer Misuse Acts (1990) cover data in this application where
unauthorised access to this system is unlawful under UK law. Users must not share their username or
password with anyone. Unauthorised access to this application and the services provided will be investigated
and the offenders prosecuted.
21. Can patients opt out from receiving services provided by the Choose Pharmacy application?
Yes. Patients can opt out of the service at any time. To do this, the community pharmacist can de-register the
patient from within the application.
Equally, it is possible for a patient to transfer their registration to another community pharmacy. At this point,
all historical consultations and reviews will no longer be made available to the previously registered
community pharmacy.
22. Can patients opt back into the services provided by Choose Pharmacy?
Yes. Patients can opt back in at any time with any of the Choose Pharmacy pathfinder sites offering the
specific service they require.
23. Who should I contact to reset my Choose Pharmacy password?
Community Pharmacists can select the ‘forgotten password’ link on the Choose Pharmacy sign in page. An
email will be sent to the user’s NHS Wales email account advising them of a new password. If the user does
not have access to an NHS Email account, they must log a call with the Primary Care Service Desk on 0333
200 8048 (Monday to Friday 8am - 6pm) or [email protected].
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24. Can I change my password within the Choose Pharmacy application?
Yes. Passwords can be changed within the application by selecting the “Profile” tab on the home page and
selecting the “Change Password” option.
25. Why has my Choose Pharmacy account been locked?
Users have three attempts to enter their Choose Pharmacy password. After the third failed attempt, a user’s
account will be locked.
26. How do I unlock my Choose Pharmacy account?
If an account has been locked, an automatic email is sent to your Health Board’s service delegate. If urgent
access is required, please contact your Health Board service delegate:
o
o
o
Betsi Cadwaladr University Health Board: [email protected]
Cardiff and Vale University Health Board: [email protected]
Cwm Taf University Health Board: [email protected]
27. Who should I contact to reset my Windows Login (NADEX) password?
Your Windows Login (NADEX) password is used to log into Citrix and NHS email accounts. In the event you
have forgotten your password, please contact the Primary Care Service Desk on 0333 200 8048 (Monday to
Friday 8am - 6pm) or [email protected].
28. How do I claim payment for the services provided?
Community pharmacies will receive payment for both completed Common Ailments consultations and
Discharge Medicines Reviews (DMRs) on a monthly basis.
If a DMR has been completed using the Choose Pharmacy application, community pharmacists do not need
to enter claims directly into the National Electronic Claim and Audit Forms (NECAF) database.
Data will be extracted by the Choose Pharmacy application support team and shared with NHS Wales Shared
Services Partnerships for entering into NECAF.
29. Who should I contact if I have questions or concerns about Choose Pharmacy?
Should users have any concerns or questions reading the Choose Pharmacy application and the services it
provides, they should contact their Health Board service delegate:
o
o
o
Betsi Cadwaladr University Health Board: [email protected]
Cardiff and Vale University Health Board: [email protected]
Cwm Taf University Health Board: [email protected]
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APPENDIX B - PHARMACY LISTING FORM
PHARMACIST LISTING FORM
NHS PHARMACEUTICAL SERVICES
REQUEST TO ACCESS THE CHOOSE PHARMACY APPLICATION
Pharmacist application form which is to be submitted to the NHS Shared Services Partnership (NWSSP) by a
registered pharmacist requesting approval to access the Choose Pharmacy application.
TO BE COMPLETED BY OR ON BEHALF OF THE PHARMACIST
HB area in which the pharmacist predominantly intends to provide the service (tick only one):
Abertawe Bro Morgannwg University Health Board
Aneurin Bevan University Health Board
Betsi Cadwaladr University Health Board
Cardiff and Vale University Health Board
Cwm Taf University Health Board
Hywel Dda University Health Board
Powys Teaching Health Board
Full Name:
__________________________________ GPhC number: ________________________
Correspondence Address: __________________________________________________________________
_______________________________________________________________
Postcode:
____________________Telephone number: ___________________________
Email address: ________________________________________________________________
(For the issuing of confirmation of approval by the NWSSP to provide the service)
Access to the Choose Pharmacy application is strictly limited and available to only those community pharmacists who
have read and signed this Acceptable Use Statement. You agree by accessing the Choose Pharmacy application that
the community pharmacy and you are authorised and accredited to provide the relevant services to NHS Wales’
patients who wish to be treated under the terms of the services.
Access or attempted access by unauthorised users is strictly prohibited. Unauthorised access is unlawful under UK
law and is considered an offence under the Data Protection Act 1998 and Computer Misuse 1990. Unauthorised
access attempts to the Choose Pharmacy application will be investigated and the perpetrators may be subject to
disciplinary or legal action.
The NHS Wales Informatics Service (NWIS) is responsible for the Welsh Demographic Service (WDS) and reserve the
right to restrict or deny access to all or some parts of the Choose Pharmacy application, if in our opinion, you have
failed to comply with this Acceptable Use Statement or in the event of suspected misuse. The WDS maintains a
register of Welsh residents’ demographic details, including name, address, date of birth, General Practice and NHS
number.
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Before community pharmacists are given access to the Choose Pharmacy application they must have completed
Level 2 Child Protection training and signed this Acceptable Use Statement. On completion of this training, your
Health Board will provide training in the use of the Choose Pharmacy application.
Community pharmacists should be aware that all attempts made to access patient records will be logged and, if
required, they must be prepared to justify any challenges made by the NHS Wales Informatics Service or other
relevant NHS statutory bodies regarding the appropriateness of their access.
Community pharmacists are responsible for using the Choose Pharmacy application only in accordance with the
Acceptable Use Statement, specifically:
(a) Accessing patient information only where they can justify this as necessary to undertake their role in providing
the relevant NHS service;
(b) Not allowing others to access patient information using their log in details;
(c) Respecting the confidentiality of patient information in accordance with their professional code of conduct and
the signed Confidentiality Agreement;
(d) Complying with the community pharmacy organisation’s information security and data protection policies and
information governance best practice documents (or equivalent).
Choose Pharmacy Application - Acceptable Use Statement

Community pharmacists must undertake any NHS Wales agreed training before using the Choose Pharmacy
application and the Welsh Demographic Service system.

Community pharmacists must agree to comply with their organisation’s information security and data protection
policies and information governance best practice documents (or equivalent).

Access to patient identifiable information is on a strictly need-to-know basis. Community pharmacists can only access
information about patients where they can justify a need for the purpose of treatment, care or administration of that
patient, in accordance with their Data Protection Act, Confidentiality and Subject Access Requests Procedure.

Duty of Confidentiality. In accordance with contractual and professional codes of conduct, community pharmacists
acknowledge their professional responsibility to maintain the confidentiality of information to which they have
access.

Once logged-in with their unique credentials, community pharmacists must never allow others to access the Choose
Pharmacy application or the Welsh Demographic Service through their account.

On no account should passwords be shared; this is a breach of the Community Pharmacy Information Security Policy.
If you allow your log in credentials to be used by someone else and patient identifiable information is inappropriately
accessed, you will be held liable.

Access to, and use of the Choose Pharmacy application and the Welsh Demographic Service will be monitored. Audit
trails will be kept and any suspected abuse will be traced and reported for investigation.

Unauthorised access to patient identifiable information. Community pharmacists should be aware that unauthorised
access is an offence under the law and may lead to disciplinary action, including prosecution. All unauthorised access
will be reported to both the General Pharmaceutical Council and your Health Board.

Consultation Room. Access to the Choose Pharmacy application and the Welsh Demographic Service must only take
place inside a secure consultation room.
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Signed…………………………………………Date ………………………………………….
Print Name……………………………………………………………………………………
GPhC Number ..............................................................................................................
Please submit this form to:
Contractor Services, NWSSP – PCS, The Oldway Centre,
36 Orchard Street, Swansea, SA1 5AQ
Fax:
01792 607394
Email:
[email protected]
For NWSSP office use only:
Application checked by: ____________________________ Date: ____________
Approved:
Yes  No 
AWPD updated: ________________________
Choose Pharmacy email request emailed to PCSD: __________________________________
Request to PCSD to create a Choose Pharmacy account:
1. Request a webmail account for pharmacist
2. Advise NWSSP via [email protected] of account details
Display Name:
NHS Windows Login
(NADEX):
NHS email address:
Proxy account:
Password:
Incident Number:
For NWSSP office use only:
Choose Pharmacy email account details received from PCSD: ______________
Approval letter/email issued: __________________
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APPENDIX C – ELECTRONIC COMMUNITY PHARMACY DAL EXAMPLE
Page 51
APPENDIX D – COMPLETED DMR EXAMPLE
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APPENDIX E - W EB MAIL GUIDANCE
AIDE MEMOIR FOR COMMUNITY PHARMACISTS WHO ARE USING NHS WALES
EMAIL FOR CHOOSE PHARMACY
INTRODUCTION
This document sets out the main terms applicable to all Pharmacists who will be making use of a personal NHS Wales
email account in the Choose Pharmacy proof of concept. NHS Wales reserves the right to implement controls to
monitor, record, report and restrict email usage where necessary, and complies with the strict guidelines defined by
the Information Commissioners Office.
PRIMARY CARE NHS WALES E-MAIL
The NHS Wales Email system that pharmacists have been provided with is the same NHS Wales e-mail available to
GP Practice staff in Wales and is available to pharmacists via webmail. Webmail is available by using a standard
internet web browser (such as internet explorer) and does not interfere with other PMR applications. The website and
log-in details are provided by the primary care service desk when a pharmacist requests access to use the Choose
Pharmacy application.
PERSONAL IDENTIFIABLE INFORMATION -PII
Personal identifiable information is any information which is related to an individual, including their image or voice,
which enables them to be uniquely identified.
NHS Wales may allow the use of email to communicate PII based on the following conditions:

PII can be sent within the NHS Wales community (i.e. email ending with @wales.nhs.uk) without password
protection or encryption.

The transfer of PII via email outside NHS Wales is not permitted unless it is encrypted to an acceptable
national standard. Password/de-encryption key must be communicated to the recipient via alternative method
(e.g. phone, fax or text).

NHS Wales allows the use of email to transfer and communicate PII unencrypted in an emergency situation.
The seriousness of emergency or the detail of the request must be assessed by the staff at the time before
sending the email and if possible authorised by appropriate person.

PII must not be added to calendar appointments.

PII must not be included in public folders.
ACCEPTABLE USAGE
UNACCEPTABLE USAGE
Users can, at any time, use the email to:
Users may NOT, at any time, use the email for:

Send and receive work related messages.


Send and receive work related documents in the form
of attachments.
Communicating information that could be considered
defamatory, libellous, derogatory, bullying or
offensive.

Schedule work related meetings and tasks.

Sending knowingly false materials that could be
misleading.

Expressing personal views that may bring NHS
Wales into disrepute (always remember you are NHS
Wales’s representative to the outside world).

Distributing and storing content which could be
considered as obscene, hateful, pornographic,
violent, terrorist, racist or otherwise illegal material.
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
Distributing and storing copyrighted material in a way
that breaches the conditions of the copyright.

Distributing unsolicited commercial or advertising
materials.

Communicating unsolicited personal
political, social, or religious matters.

Subscribing to non work related third party email
notification using NHS Wales email account.

Distributing and storing non work related emails that
may not be productive for the recipient and that could
also impact the network bandwidth and storage
capacity.

Intentionally introducing malicious code (i.e. Viruses,
Worms, and Trojans) into the NHS Wales email
system.

Auto forwarding to outside of NHS Wales.

Deliberately attempting to circumvent security
systems protecting the integrity of the email system.

Facilitate or perpetrate crime.
views
on
CONTACTS
The NHS Wales e-mail Service is provided by the Primary Care Informatics Programme and is supported by the
primary care service desk.
Service Desk No 0333 200 8048 (9.00 – 17.00 Monday to Friday)
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