How to complete the NHSmail pharmacy …...This guide explains how to complete the NHSmail pharmacy...

Copyright © 2020 NHS Digital

How to complete the NHSmail pharmacy registration portal

January 2020

Version 2


Copyright © 2020 NHS Digital 2

Revision History

Version Date Summary of Changes

V2 January 2020 Minor update to ‘Introduction’ section: Paragraph re Data Security and Protection Toolkit ‘Entry Level’.



Contents

Introduction 4

How to complete the registration portal 4

Pharmacy Pre-requisite Questionnaire 5

One-time passcode 6

Registration process 7

Next steps 10

Support and guidance 12



Introduction

This guide explains how to complete the NHSmail pharmacy registration portal, for your NHSmail accounts to be created, and how to activate the accounts once they are available.

The registration portal allows community pharmacies to request the creation of a shared mailbox and up to four new personal user accounts, which can be given access to the shared mailbox if required. Once the shared mailbox is created more accounts can be requested (up to 10) by contacting [email protected]

Before applying for an NHSmail account, pharmacies must have accredited to at least ‘entry’ level of the Data Security and Protection Toolkit (DSPT).

How to complete the registration portal

The NHSmail pharmacy registration portal can be accessed via the NHSmail support site:

https://support.nhs.net/article-categories/joining-nhsmail/

Go to the ‘Registering Community Pharmacies and Pharmacists’ section.

Open the online registration portal - this will take you to the first page, entitled ‘Pharmacy Pre-requisite Questionnaire’.

mailto:[email protected]

https://www.dsptoolkit.nhs.uk/

https://support.nhs.net/article-categories/joining-nhsmail/

https://portal.nhs.net/pharmacyregistration#/



Pharmacy Pre-requisite Questionnaire To complete the pharmacy pre-requisite questionnaire, you will need to provide some unique information including your Organisation Data Service (ODS) code, General Pharmaceutical Council (GPhC) number and registered Business Services Authority (BSA) email address for your pharmacy site.

• To locate your pharmacy site ODS code you can use the ODS Portal.

• To locate your pharmacy site GPhC number visit the GPhC website.

Example answers to ‘Pharmacy Pre-Requisite Questionnaire’

https://odsportal.hscic.gov.uk/

https://www.pharmacyregulation.org/registers/pharmacy



Once you have answered the pre-requisite questionnaire you will be asked to enter your pharmacy details including; postcode, organisation name and ODS code, as shown in the below example.

When you have entered this information, select Next and you will be taken to step one of the registration process.

You will be asked to provide your BSA registered email address if you have stated in the pre-requisite questionnaire that you know this. Follow the instructions in section Registration process.

Note: If you do not know your BSA registered email address, then follow the instructions in section One-time passcode before beginning the registration process.

One-time passcode If you cannot locate your BSA registered email address, you will need to complete registration using a one-time passcode. This will be sent to you by request and will be posted to your pharmacy site’s postal address within three working days.

Once you have received your passcode you will be able to use it on the online registration portal, as we will have completed the authentication process.

Note: One-time passcodes expire three weeks after being issued.

If you do not receive your one-time passcode, please contact [email protected]




Registration process

Step 1

You will first be asked to provide your postcode. This will enable us to determine whether we have your pharmacy’s information in the portal registration database, or whether we will require further details.

Note: If you are unable to locate your pharmacy, please contact [email protected] for support.

1. Enter Organisation ODS code.

2. Enter GPhC registration number. 3. Enter the BSA email address OR

Enter one-time passcode (this will have been sent to you by post, if you requested this in the pre-requisite questionnaire).

Click Next and, if your details are authenticated, you will be able to proceed to step 2.




Step 2 1. Enter the town / city name associated with the pharmacy that is registering and repeat in

the adjacent box to ensure accuracy. It is essential that this data is entered carefully using a maximum of 10 characters.

For example, [email protected]. The town / city name, which can be an abbreviation if needed, forms the first part of the shared mailbox account name and will be used by local and national health and care organisations to identify a specific pharmacy organisation. Please ensure the town name entered will support accurate selection of this pharmacy organisation within the NHS Directory.

2. Enter the name of the members within your pharmacy who require personal NHSmail

user accounts, for a minimum of two and up to a maximum of four staff members. The first member entered will be the shared mailbox owner.

3. As other members are added they can be given administration rights by ticking the box

‘Mark as Mailbox Admin’. It is important that the mobile phone numbers entered are only used once within the registration portal, as the number will also be used to check that an account for that user is not already in use. The phone number must be a mobile phone number and be personal to that user. The mobile phone number provided as part of your NHSmail application will be hidden from the NHS Directory (People Finder) by default. You can choose to unhide your mobile number so that it appears in the NHS Directory by following the guidance on the NHSmail support site. Note: The pharmacy administration team will continue to have access to a user’s mobile phone number, regardless of whether it’s hidden in the NHS Directory or not. This access is required for authenticating a user for password resets, account lockouts and also for contacting users who become inactive on the NHSmail service. If there are staff at your pharmacy who already have an NHSmail personal account (ending in @nhs.net), they should not be entered in the form, to avoid a duplicate account being created. Instead, they should contact their Local Administrator and ask for their account to be marked as a ‘leaver’. Once it is in a ‘leaver’ state they should contact the pharmacy administration team ([email protected]) to have their account joined to the NHSPharmacy organisation.

https://support.nhs.net/knowledge-base/how-to-hide-unhide-your-mobile-phone-number-from-the-nhs-directory/




When you have entered the user details, click Confirm and finish.

Next steps

Once the registration request has been submitted, an email will be sent to the email addresses supplied, advising of usernames. The email will also provide instructions on how to activate the new NHSmail account and how to use it.



The temporary passwords for these accounts will be sent by SMS, to the individual’s mobile phone number that was originally supplied in the registration portal. Once users have logged into their NHSmail account, they will see an email confirming the email address of the pharmacy’s shared mailbox and information on how to access this.

If a staff member within the pharmacy already has a personal NHSmail account, the shared mailbox owner will be able to link that personal NHSmail account to the shared mailbox, once the shared NHSmail account has been set up for the pharmacy. Guidance is available on how to do this.

https://support.nhs.net/knowledge-base/shared-mailbox-guide-for-nhsmail/



Support and guidance

Further information is available on the NHSmail support site on how to use NHSmail, including:

• using Outlook Web App – email (www.nhs.net)

• Passwords and Unlocks

• NHS Directory, including how to hide / unhide your mobile phone number

• Specific guidance is available for community pharmacies using NHSmail.

If you require further assistance, you can contact the pharmacy administration team at [email protected] who provide support between 9:00am and 5:00pm Monday to Friday, excluding bank holidays.

Outside of these hours, simple tasks such as password resets can be performed by

the NHSmail helpdesk by calling 0333 200 1133 or by emailing [email protected] - the helpdesk is available 24 hours a day 7 days a week.

https://support.nhs.net/

https://support.nhs.net/article-categories/policy-owa/

http://www.nhs.net/

https://support.nhs.net/article-categories/user-passwords/

https://support.nhs.net/?s=nhs+directory&ht-kb-search=1&lang=

https://s3-eu-west-1.amazonaws.com/comms-mat/Comms-Archive/Guide+for+Pharmacies.pdf


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How to complete the NHSmail pharmacy …...This guide explains how to complete the NHSmail pharmacy...

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