Practice and practitioner profiles

Practice Profile

The practice profile contains all the documents you would have uploaded as part of onboarding and allows you to update and submit new documents as well as indicate which services you wish to provide.

You can access your profile using this menu option here. If you do not have a profile showing, and you have been approved for more than 24 hours, please raise a support request using the blue bubble. In your request, please state your ODS code.

Viewing the Profile

This is an example of how a profile will look when you view it:

There are several components and functions to the profile. You will see your practice basic details at the top of the screen. It will default to showingpractice details, if you select the practitioner's tab, you will see the individuals with access to your account:

You will also see the service offering list:

The blue tick means that you wish to provide the service, if the service is unticked, then your practice will not be on the directory of services for the named pathway, and your admins and GOC users will not be able to access those forms.

Updating your profile

Currently, you cannot update your demographic details in the profile viewer – if you need to do this, please contact support. If you need to add, update or change any of your certificates, this can easily be done. Please note that your documents must be in PDF format – you can use Adobe's easy conversion system to turn any document type into a PDF. You can find details here.

You can upload new versions of your contract checklists and DSPT here:

You will need to select the document type for uploading and, if required, enter the date. If a date is not required, the date box will be greyed out, as above. You can then simply press 'Submit', and your document will be sent to the admin team for approval. You will see the screen refresh and the appropriate document icon turn to a yellow tick.

Viewing your documents

You can view all your documents by clicking on the view icon. The document will be shown on the left-hand side of the screen. If your document does not display properly, you can upload a new version using the method above.

Practice Annual declaration

As part of the annual governance requirements for the Primary Eyecare Service, each practice must declare that they have completed the following:

Completed the Infection Control Audit within the last 12 months

Have and maintain up-to-date Employer and Public Liability Insurance

Have and maintain a practice Business Continuity and Disaster Recovery Plan

Practice staff have reviewed the PES Business Continuity and Disaster Recovery Plan

All staff have reviewed the updated Primary Eyecare Service Policies

For more information, please see the policy pack here.

This declaration is accessed via the Practice Profile page:

To make the declaration, click 'Review' within the Annual Declaration section, the 'expires in' section will count down to the new NHS year on the 1st April:

You will then be presented with the window to make the declaration. From this window there is a link to the Primary Eyecare Service Policy pack, when 'Confirm Declaration' is selected, the user details and date will be recorded against the practice record.

Practice updates

Within your practice profile, you can update key details such as your opening times and email preferences. You can also confirm whether your practice operates as a domiciliary practice in the practice update section.

For further guidance, please refer to the following help pages:

Changing Email Preferences

Updating Opening Times

Domiciliary Details

Removing auser from optometry practice

You may from time to time need to remove a user's access to your optical practice IT service delivery platform (OPERA) account. To enable this to be managed by the practice, you can do this from the Practice Profile.

If you navigate to the Practice Profile from the General menu and then select the Practitioner tab on the profile view, this will then display all users that have access to your account.

To complete the removal of a user, please select the below icon adjacent to the user that you would like to remove. You only need to press this once, and following a short check on the user's status, you will be provided with the confirmation that this has been actioned or whether this could not be actioned as per the below criteria:

It is not possible for a user to be able to:

delete themselves

delete the last Practice Admin user

delete the last clinical user

Practitioner Profile

The practitioner profile contains all the documents you would have uploaded as part of onboarding and allows you to update and submit new documents.

Viewing the Profile

This is an example of how a profile will look when you view it:

There are several components and functions to the profile. You will see your basic demographic details at the top of the page, followed by the mandatory safeguarding documents. Please note the expiry times. You will not need to re-upload a DBS certificate (if you have registered with the update service) – we will use the automatic check system to update your DBS status every three months.

There are three types of icon on the profile:

Green tick – Document has been uploaded and approved. If related to a service, you may deliver that service.

Red exclamation mark – No certificate is present.

Yellow tick – A certificate has been recently uploaded and is awaiting approval.

Red cross – The uploaded certificate has been rejected.

Uploaded certificates are checked by the PES admin team. If they are approved, you will see them go green, or if rejected, you will see a red cross. Please view the comments section to see what actions are required on your part to get the certificate approved.

Practitioner Accreditation 

All participating optometrists will have the core competencies as defined by the GOC and must meet the accreditation requirements as below in order to offer community eye care services.

Disclosure and Barring Service (DBS) Certificate

this needs to be an enhanced DBS with a check of DBS barred lists for adults and children

The performer has signed up for the DBS update service.

DBS Certificate number and permission to check for updates on the DBS update service
The certificate must be dated within the last three years and renewed every three years, unless you are registered with the DBS Update Service, in which case the IT system will perform the checks automatically.

Level 2 Safeguarding Training for Adults and Children

must be dated within the last three years

must be maintained and uploaded to your practitioner profile prior to expiry; the IT system will prompt users when this is close to expiry.

Practice compliance and optometrists' accreditation requirements are continuous and ongoing; should the practice or practitioner no longer satisfy these requirements, then they must inform Primary Eyecare Services and cease providing this service.Guidance on this process is available on the Service Withdrawal help page.

The following evidence will be confirmed annually, with the clinician confirming via declaration:

CPD – MECS 3 points and 1 point for cataract in every 3-year CPD cycle.

The clinician has reviewed the updated Primary Eyecare Services Policies (with link to the policies).

Service Accreditation

Upload relevant Wales Optometry Postgraduate Education Centre (WOPEC) accreditation certificates or accepted equivalents, along with any higher qualifications, to the IT platform.

Updating your profile

If you want to upload a safeguarding document, please take a note of the date. If you are uploading a professional certificate, there is no need to enter a date, as these do not expire. Please make sure that you have a good quality scan with your full details showing.

You then simply click on the Document upload icon.

Viewing your documents

You can view all of your documents by clicking on the view icon (for safeguarding) or the document name for your certificates. The document will be shown on the left-hand side of the screen.

If your document does not display properly, you can upload a new version using the method above.

Practitioner Annual declaration

As part of the Primary Eyecare Service’s annual governance requirements, each practitioner must complete a declaration. The following evidence will be confirmed annually, with the clinician providing confirmation through their declaration: CPD – a minimum of 3 points for MECS and 1 point for cataract in every 3-year CPD cycle; and confirmation that the clinician has reviewed the updated Primary Eyecare Services Policies (with a link to the policies).

To make the declaration, click 'Review' within the Annual Declaration section; the 'expires in' section will count down to the new NHS year on the 1st April:

You will then be presented with the window to make the declaration. From this window there is a link to the Primary Eyecare Service Policy pack, you will be asked to provide the name of the indemnity insurance provider and confirm the declaration.

Support

Should you need support, please use the help bubble (that can be found here) to raise a query or email hello@referral.support.