Practice Onboarding

The process can be started by accessing our chosen IT platform, OPERA, and clicking the link 'Practice Onboarding'

Things you will need before starting

The onboarding process is divided into full OPERA access or access for referral-onlypractices. You will need to have the following documents ready before you begin the process:

Here are some useful links to help you organise the above documents so you can begin the process: 

DSPT: QIO Tutorial - Optical DSPT Checklist 

NHS contract: QIO Tutorial - NHS Standard Contract 

When you have your documents ready, you can start.

Starting the process - your practice ODS code

It's important to select the right type of practice. If you are undertaking commissioned community eye careservices, such as CUES or MECS, you will need full OPERA Access.  If you are part of the eERS schemeonly, then you can select referral-only practice.

OPERA uses your practice ODS code to identify you, your practitioners and your activity.  You can find your ODS code by using this link:

ODS Data Search and Export

You can use the ODS Data Search and Export service provided by NHS Digital. Please enter your organisation's details, such as postcode or name, into the search tool to locate the corresponding ODS code.

It's important that you use an optical site, rather than an optical headquarters, to register.  Once you have entered your ODS code, your practice details will be automatically populated.

Practice Compliance – Complete the details and upload documents

These submissions will be uploaded by subcontractor optical practices to provide assurance to Primary Eyecare Services. These will continue to be refreshed every 3 years:

• Complete QiO GOS Contract Checklist

• Complete the QiO NHS Standard Contract subcontractor checklists (general conditions, service conditions, information governance).  QIO Tutorial - NHS Standard Contract - OPERA

• Complete the Data Security and Protection Toolkit for optical practices and upload at initialregistration. QIO Tutorial - Optical DSPT Checklist - OPERA

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

• Completed DSPT optical toolkit. QIO Tutorial - Optical DSPT Checklist - OPERA

• Completed the infection control audit within QiO

• The practice has and maintains up-to-dateemployers' and public liability insurance.

• The subcontractor and all their staff have reviewed the updated Primary Eyecare Services Policies (with a link to the policies on the website).

You should now proceed to enter the details as requested and upload your documents.

For example, on the full onboarding you will see this screen:

You can drag and drop the files or locate them easily using the file browser. Please ensure that the uploaded files are in PDF format and that you enter the dates correctly. 

Admin Details and ID checks

Once you have completed the practice details, you will need to tell us about the person making the application – you will be provided a lead admin role in the practice. This process is the same as for a person onboarding.  Once you have submitted all your documents and details correctly, you can confirm and submit all the information to the onboarding team.

What happens next?

Step 1. Add our .gov.uk email address to your trusted senders to ensure you receive all communications (so they don’t go to junk).

Step 2. You will receive a series of emails from our .gov.uk address, each explaining the process and actions required.

Step 3. An email will then be sent to your legal lead (for full practices) or lead admin (for referral-only practices) to sign the appropriate document – either the Data Sharing Agreement or the PES Subcontract. Please note that the onboarding process cannot continue until this document has been signed.

Step 5. Once the document has been signed, your admin user application will be processed and the documents submitted for checking.

Step 6. If manual checks are required, this may take up to 48 hours to complete.

When all checks are complete, you will receive your OPERA access credentials.

Once you have accessed OPERA as lead admin, you will be required to complete the Annual Declaration.

As part of the Primary Eyecare Service annual governance requirement, each practice must confirm that:

• They have completed the Infection Control Audit within the last 12 months.

• They have, and will maintain, up-to-date employer and public liability insurance.

• All staff have reviewed the updated Primary Eyecare Service policies.

This declaration ensures that your practice remains compliant with the service’s governance requirements.

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.

Inviting Practitioners and Administrators to your account 

Once you’re signed into OPERA as the lead admin, you can invite other users, such as administrators or clinical staff, to join your practice account. To do this, follow the instructions outlined below:

For clinical users: Inviting a Practitioner to access your Practice Opera account - OPERA

For Admin Users: Create an administrator role - OPERA

If you are a referral-only practice, you will be able to begin to refer as soon as your DSPT has been checked.  You can see the status of your practice on the practice profile page:

Further details on the practice profile can be found on the appropriate page, please see related articles.  If you are a full practice admin, you should now select the services you wish to offer and upload any additional documents required.  Again, further information is available on the appropriate page to support your commissioned services application.

Please note: To onboard a practice, you will require an ODS number. If your practice does not have an ODS number, you can request one via the NHS England Area Team. Please see further guidance on the link below:

https://digital.nhs.uk/services/organisation-data-service/update-your-data/forms