Council meeting 15 September 2010
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Public business
Regulation Directorate Key Performance Indicators Purpose To provide information on the Royal Pharmaceutical Society’s (RPSGB’s) Regulation Directorate Key Performance Indicators (KPIs). The Regulation Directorate covers registration, education, fitness to practise, the inspectorate, standard-setting and legal and ethical advice Recommendation The Council is asked: i.
to note the content of the attached report.
1.0
Introduction
1.1
In June 2008, the RPSGB’s Regulation Directorate established a set of KPIs for key regulatory functions. The KPIs were developed as a management tool and they also contributed towards the business continuity of regulation. The KPIs have been included in the RPSGB’s Business Continuity of Regulation Reports to the Pharmacy Regulation Leadership and Oversight Group (PRLOG).
1.2
Data is collected by the appropriate managers from different sources - mainly electronic spread sheets. Data sets are analysed and transferred to a monthly KPI report – latest version dated August 2010 attached at Appendix A. Where a KPI has not been met, a brief explanation is given together with a note of action taken to rectify or mitigate the position. KPIs are kept under constant review and, whenever necessary revised
2.0
Key considerations
2.1
Council agreed, at its meeting on 14 April 2010, to receive monthly KPI reports
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at future meetings. 3.0
Equality and diversity implications
3.1
There are no specific equality and diversity implications associated with the collection of KPI data.
4.0
Communications implications
4.1
KPI monthly reports are circulated internally to staff in the Regulation Directorate. Information can be made available on the Society’s and GPhC’s intranet sites.
5.0
Resource implications
5.1
Existing procedures and processes are included in operational overheads. A comprehensive review might require additional resources.
6.0
Risk implications
6.1
The main risk would be to business continuity and the smooth transfer of the regulatory functions from the RPSGB to the GPhC. This can be mitigated by providing regular updates to GPhC’s Council and working with GPhC staff to ensure that KPIs are relevant and fit for purpose.
Recommendations The Council is asked: i.
to note the content of the attached report.
Seth Davies, Head of Regulatory Operations Royal Pharmaceutical Society of Great Britain
[email protected] tel 020 7572 2339 1 September 2010
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Directorate KPIs Update - July/August 2010 Division
KPI
Accreditation
Accreditation cycle for 2009-2010 agreed
Ahead of KPI Meeting KPI Not meeting KPI
Reason (if ↑ or ↓)
2009-2010 accreditation cycle begun
Code of Conduct for Pharmacy Students agreed and distributed to schools with guidance notes
Student FtP in Schools of Pharmacy document agreed and distributed
Planning of the 2010-2011 accreditation cycle is nearly complete.
The GPhC branded code of conduct is currently being printed. Mailing list with required numbers has been prepared.
All visits scheduled for the 2009-2010 academic year have now taken place.
The GPhC branded student FtP guidance is being printed. To be distributed in September. Schools FTP procedures are currently being reviewed and feedback provided, ready for implementation in the 2010-2011 academic year. Areas of Celebration: Reaccreditation of independent prescribing programme has begun. Three programmes have now been reaccredited:
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-
Robert Gordon University Queen’s University Belfast Keele University
A new OSPAP course offered by Kingston University has now been accredited and students will be admitted for the 2010/11 academic year. A new Overseas MPharm offered by Sunderland and SEGI University College Malaysia is now fully accredited Accreditation methodology and guidance has been drafted for accreditation against new standards for education and training of pharmacists and education and training of pharmacy technicians. Pre-registration
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Process pre-registration applications for registration within time limits.
Responding to queries and quality assurance processes for the preregistration year and experience.
Registration Examination took place on 25/06/10 – 2185 candidates sat the exam at nine locations. Answer papers all sent to contractor for electronic marking. Question papers all returned to the office in case appeals are received. Exam receipts and registration packs were sent to all trainees eligible to sit the Summer Examination. The team commenced checking registration documents. The team had verified, taken fees and entered approx 1000 new trainees onto the
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database for the 2010/11 cohort. The trainee and tutor workbooks were being mailed periodically as trainees commenced training The Prereg automated voicemail system was updated to reflect registration queries Lost Souls Project - approx 500 letters were sent to people who were identified as having outstanding Prereg education and training that needs to be completed. This letter stated that they have until 20 December 2013 to complete the required elements and make an application to register. International Registration
Processing European applications for registration within time limits set in legislation. applications acknowledged within 1 month of receipt and applicant informed of any documents missing. comparative assessment completed and decision on compensation measures (adaptation periods) notified to the applicant within 4 months of receipt of a complete Directive non-compliant application. applicant registered within 3 months of receipt of complete Directive compliant application.
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In the first 7 months of the year the division has registered 325 EEA qualified pharmacists through the Directive compliant route processed 23 EEA pharmacists through the Directive non-compliant route and registered 8 pharmacists via this route who had satisfactorily completed a period of pre-registration training. registered 31 pharmacists originally qualified and registered in Northern Ireland and received and processed 153 new applications from internationally qualified pharmacists. 150 (including some received in the previous year) were complete and have been assessed as eligible to start the Overseas Pharmacists' Assessment Programme.
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Pharmacy Technician Registration
The number of technicians registered (monthly and aggregated) by country and sector of practice on first registration.
The number of pharmacy technicians on the register at the end of July 2010 was 8,936. In the first 7 months of this year the division has registered 824 pharmacy technicians compared with 759 in the first 7 months of last year. Up to 24 August 2010 a further 196 technicians have been registered bringing the total on the register to over 9,100. Approximately 1,200 applications received during July/Aug still remain to be processed and we are still receiving between 40 and 50 new applications for registration each day.
CPD
CPD records of 400 registrants called for review every 2 weeks.
The call and review process has now been up and running for more than a year. Statistics for the first 12 months are in the process of being compiled. A total of 9650 registrants will have had their CPD records called for review by the end of August 2010. Recent batches have targeted registrants within the Mersey, Border, South West, Yorkshire Chiltern regions. All GB regions have now been targeted at least once.
Feedback to be given on CPD records submitted for review within 8 weeks.
A new version of the online CPD recording system, including the back office system for managing the call and review process, has been created and is being tested, prior to the launch of GPhC. The website www.uptodate.org.uk will need to be offline for one day while the new version of the system is uploaded. Because of the high volume of CPD recording over the weekend period, this will happen on Monday 27th September. A notice about the downtime will be placed on the current website at
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least a week ahead of the change. Registration
New Registrations for: Pharmacists Pharmacy technicians Premises to be completed within 10 working days of receipt of a complete application.
In July the section registered 1045 pharmacists.
The planning of the renewal process for registrants and premises under the Pharmacy Order 2010 and GPhC registration rules is nearing completion. Staff training will be developed and delivered during September. The premises retention process ended on 30 June 2010. The names of 5 premises where no retention fee has been received has been forwarded to the relevant Inspectors. Details of the 5 premises will be presented to Council at the 20 September meeting for Council to direct the Registrar to remove them from the register for non-payment of 2010 retention fee. A revised KPI of 10 working days from receipt of a complete application by the section to process new registrations has been adopted. This has been maintained during July’s registration of newly qualified pharmacists.
Advisory Service
Responding to enquiries within the required time periods 90% of the time.
The Advisory Service is reviewing and updating the information that it provides for registrants and members of the public, including fact sheets and law and ethics bulletins, to make them more concise and in line which information that the Regulator would provide. The Advisory Service is also carrying out a review of how it will answer emails and phone calls after the
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demerger. Inspectorate
CD Monitoring: All community pharmacies in England will receive a CD monitoring visit by 31st Dec 2010
All community pharmacies in Scotland will receive a CD monitoring visit by Sept 2010
All registered pharmacy premises will receive a monitoring visit every three years. Inspectorate (investigations)
Non-referral process; Investigations of non-referral cases will be completed within 12 weeks.
FtP investigations; The inspectorate will investigate all cases with the agreed and documented time frame specific to the case.
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N.B. CD funding is due to cease post the transfer of regulatory functions and it is likely that CD monitoring and inspection will become part of the overall risk based inspection programme.
The Northern (including Scotland) and the South Eastern regions are on target. Resources are continuing to be targeted to complete the remaining small number of outstanding visits in the Central region. N.B. This KPI will need reconsideration for the future in light of risk based inspections.
(CaMS does not currently support collection of data on this KPI)
In the absence of a chief inspector an interim arrangement has been put in place where cases requiring final sign off (non referral and cases closures) have been dealt with by the RLs. The backlog from July/August has now been dealt with. Investigations are being completed within 3 month KPI where within inspectors controls. RLs regularly monitor cases (from information provided by inspectors) that are over the 3 month KPI – the main reason for delays are that other organisations (e.g. police, MHRA, Counter Fraud
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Services) are involved. Investigations
5 working days KPI for closure at triage
10 working days KPI for closure without referral to IC
3 month KPI for referral to IC following completion of investigation
The Investigations team is continuing to exceed their KPIs. In July the team met their KPIs in 91 percent of cases. Members of the team have visited a number of the other health professions regulators to discuss their approach to the management of health cases and to identify good practice that could be built into our health case management. The team continues to contribute to the development of the GPhC. This has included contributing to work in the following areas: Conditions on premises Patient and public engagement Development of the case management system Developing guidance for the management of GPhC cases pre-referral to IC.
4 week KPI for referral to IC following receipt of medical information/medical assessment report Hearings and Advocacy
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The proportion of cases conducted by the Hearings and Advocacy teams where the Society’s case is served in accordance with the relevant time limits under the FtP and Disqualification Rules is at least 80%
Not yet measurable
This KPI was agreed in May. As yet, no health cases have been capable of measurement against this KPI.
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Secretariat
Council 15 September 2010
Number of pre-agreed meeting days listed fully before the Investigating Committee.
Number of pre-agreed hearing days listed fully before the Disciplinary Committee.
Due to the resignation of 2 chairmen on the Disciplinary Committee and difficulties with availability of registrants, their presenters and witnesses during the month of August to attend hearings, the KPI for hearing days were not met during July and August. These factors are out of the control of the secretariat. The lost hearing days will be made up in October and November. The secretariat has allocated the majority of the hearing days planned for August 2011 to other months in order that there is no repeat of the holiday period unavailability next year. Two staff vacancies in the secretariat has been filled and handover of roles took place. The statutory committees manager worked closely with Stephen Thorneycroft to assist him in ensuring that recruitment, training and planning for committees is moving forward.
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