Our Services

Pharmacy

• Livingston Regional Office, Bain Square
• Edinburgh Regional Office, Gyle Square
• Aberdeen Regional Office, Bridge View
• Glasgow Regional Office, Meridian Court

Document Processing Department is part of Practitioner Services within National Services Scotland based at Bain Square in Livingston.

Within the department we process Prescriptions, Dental/Ophthalmic claim forms and Minor Ailments Service registration forms to support the ePharmacy project.

The role of the Document Processing department is to capture prescription information, utilising scanner technology to document images to processing sites for data capture in Aberdeen, Glasgow, Edinburgh. This is the first link in the chain to enable practitioners to be paid for medicines and services supplied on behalf of the NHS. A brief overview of Operations:

Pharmacy Practitioners

• Process (outsorts/scans) approx. 3.7 million prescription forms per month
• Scanned images are sent electronically to the 3 keying sites for data capture to enable accurate payment of pharmacy contractors
• Scan and key GP34 forms which generate pharmacy advance payments.
• Rescan forms that cannot be read by Data Capture Analysts on  keying sites
• Scan Minor Ailment Scheme Registration forms submitted by Pharmacists approx. 2.5k per month (pilot scheme Ayr & Arran and Tayside).

General Dental Practitioners

• Scan all dental claim forms (GP17) approx. 230k forms per month
• Scanned images are sent electronically for data capture by Dental staff located at Gyle Square
• Scan (SMR13) forms that contain patient information for Information and Statistics Division approx. 5k forms per month.

General Ophthalmic Practitioners

• Scan all ophthalmic claim forms GOS1, 3 and 4
• Scanned images are sent electronically for data capture by Ophthalmic staff located at Gyle Square
• GOS1 (Eye Examinations) approx. 91k forms per month.
• GOS3 (Optical vouchers and patient statements) approx. 26k forms per month
• GOS4 (Optical repair and replacement vouchers) approx. 13k forms per month.

PSD Medical

• Edinburgh Regional Office, Gyle Square
• Glasgow Regional Office, Meridian Court
• Aberdeen Regional Office, Bridge View

Each office provides  a wide range of services on behalf of their allocated Health Boards, which include:-

• Maintaining the Community Health Index (CHI) database.
• Process registrations, organ donor registrations and deductions on CHI.
• Maintain the Data Quality of the patient information on the CHI
• Transfer Medical Records between GPs and Health Boards / Authorities.
• Provide patients and Health Boards with Customer Service facilities on registration
• Manage the off-site storage and destruction of medical records.
• Maintain the PARTNERS system for electronic registration of patients
• Provide first line support on QOF Calculator to practices and Health Boards.
• Calculate and Pay GP practices based on the Global Sum, QOF, claims and allowances
• Co-ordinate, calculate and remit practitioner superannuation
• Maintain practitioner/practice clinical and professional details
• Provide Health Boards with financial and performance monitoring reports
• Provide technical support and training on PARTNERS and QOF Calculator Systems
• Carry out Payment Verification and QOF Practice visits
• Issue Medical and Pre-payment Exemption certificates to patients.
• Reclaim any over payment of public funds identified by Payment Verification.

Dental - Gyle Square, Edinburgh

Based in Gyle, Edinburgh, and Meridian Court, Glasgow we provide the following services:-

• Provide a Clinical Governance Function on behalf of Health Boards
  • Assessment of Prior Approval treatment proposals submitted by dentists.
  • Monitoring of dentists activity to identify outliers and potential poorly performing dentists.
  • Pre-treatment patient examinations to check standards and appropriateness of treatment planning.
  • Post treatment patient examinations to check probity and quality of treatment provided.
  • Investigations into areas of concern, inappropriate prescribing, poor treatment and patient protection issues.
• Implementation of Legislation and Scottish Government Health Directorates (SGHD) Policy.
  • Providing advice to the SGHD on possible options for implementation.
  • Developing systems solutions (IT and non-IT) that support the successful implementation of policy.
  • Providing education and training to contractors on changed policy to ensure smooth implementation.
• Payments and Payment Verification
  • Claims for payment processed within agreed Service Levels in the Partnership Agreement.
  • Level 1 - 100 % check against regulations.
  • Level 2 - Statistical analysis of claims data.
  • Level 3 - Targeted patient examinations.
  • Level 4 - Random patient examinations.
  • Provision of Payment Verification reports to Health Boards.
  • Recovery of monies as instructed by Health Boards.
• Registrations
  • Register and maintain patient registrations with dentists.
  • Maintain the dental list.
  • Bulk transfer of patients.

Ophthalmic - Gyle Square, Edinburgh

• Implementation of Legislation and SGHD Policy.
  • Providing advice to the SGHD on possible options for implementation.
  • Developing systems solutions (IT and non-IT) that support the successful implementation of policy.
  • Providing education and training to contractors on changed policy to ensure smooth implementation.
• Payments and Payment Verification
  • Claims for payment processed within agreed Service Levels in the Partnership Agreement.
  • Level 1 - 100 % check against regulations.
  • Level 2 - Statistical analysis of claims data.
  • Post treatment patient examinations to check probity of claims.
  • Provision of Payment Verification reports to Health Boards.
  • Recovery of monies as instructed by Health Boards.