19th September 2013

To: Pharmacists who use the NEO system

As you know we have been working to reduce the number of duplicate entries of supervised consumption for many months on the NEO system and have had to undertake a rigorous audit process of the monthly claims.

The latest development has been the creation of a new report accessible at pharmacy level which is now ‘live’ on NEO. The report can be located in the 'reports' section called ‘Clients with more than 1 supervision per month’. It should be used routinely or at least at the end of the month before the cut-off date of the 5th to identify and amend any incorrect duplicate entries using the 'History' function within the SC SCRIPT DETAILS section.

The report is very user friendly and just required the start date of the report to be entered. As we extract invoices which act as your claims on a calendar month basis the first report you extract should be from 01/09/2013 and it will automatically generate a report from that date to the date you run the report unless you change the second date field. The report will be produced with the ‘client ref code’ and the ‘transaction date’. There are other columns on show but the main ones would be the first 2 and then the column headed ‘outcome’ which will show either ‘supervised’, ‘missed dose’, ‘take home’ or ‘refused to dispense’.

Duplicates can easily be identified by checking these columns:

Client Ref Code / Transaction Date / Outcome
XX/01/09/1990 (M) / 05 Sep 2013 / Supervised
XX/01/09/1990 (M) / 05 Sep 2013 / Supervised
XX/01/09/1990 (M) / 06 Sep 2013 / Supervised
XX/01/09/1990 (M) / 06 Sep 2103 / Supervised
XX/01/09/1990 (M) / 07 Sep 2013 / Supervised
XX/01/09/1990 (M) / 07 Sep 2013 / Missed Dose
XY/02/10/1990 (F) / 10 Sep 2013 / Take Home
XY/02/10/1990 (F) / 10 Sep 2013 / Take Home

Further information can be used e.g. to identify who made the entry if within branch each member of staff has their own log in on NEO.

The option of ‘Take Home’ should not be used to try and amend the system to reduce duplications. The NEO system is used for clinical purposes within the drug service therefore entries should be clinically accurate otherwise it is misleading to the drug workers and clinicians supporting clients with their treatment plans.

There may be a client ref code with only one transaction date; these are where there are duplications within the wider NEO system so there will be another entry at second pharmacy with a transaction on the same day for the same individual. These entries should also be checked to ensure that the entry was made correctly at your pharmacy. The Public Health team will continue to follow up any remaining entries where they are duplicated across more than one site to clarify that individuals have not been double dosed.

Client Ref Code / Transaction Date / Outcome
XX/01/09/1990 (M) / 05 Sep 2013 / Supervised
XY/02/10/1990 (F) / 10 Sep 2013 / Supervised

If duplicates remain when at the time the Public Health team extract invoices and reports this will delay payment until you have resolved the error(s).

Any queries please contact me.

Yours sincerely

Debbie Stovin

Adult Drug Treatment System Manager