Your Pharmacy Premises NHS Mail (nhs.net) ‘shared account’ and Guidance on how to use NHS mail


All community pharmacies across Surrey and Sussex  MUST MAKE SURE THEY ARE using their Pharmacy’s Shared NHS Mail account (The big long one with your F-Code/ODS Code in it) AND CHECKING IT DAILY.

As from 1st October 2018 NHS England are only sending information to community pharmacies to arrive in the Pharmacy Premises (Shared) NHS Mail account.  

Community Pharmacy Surrey & Sussex have produced a webinar to support our pharmacies with this which you can view on demand by clicking here:    Your Pharmacy Premises Shared NHS Mail box WEBINAR – How to get essential information into your pharmacy every day

This is what a Premises (or ‘shared NHS Mail account’) looks like (your FCODE is the same thing as your ODS Code):  nhspharmacy.yourtown.yourpharmacyFCODE@nhs.net

  • IF YOU ARE NOT ACCESSING this Premises (or ‘shared NHS Mail account’) YOU WILL MISS VITAL COMMUNICATIONS FROM NHS ENGLAND that are essential for you to keep up with what you must do to comply with your pharmacy contractual requirements. For example, information on Quality Payments, CPAF contract monitoring, Mandatory Campaigns, Rota Payment, Information about the Advanced Services such as Flu Vaccination.
  • The long ‘Shared NHS Mail account’ does not have its own password. You get into it via personal NHSMail accounts that are linked to it.

Typically, a pharmacy may have 3 linked personal NHS Mail accounts that staff will use to access depending who is on duty.  If your pharmacy has good reason for needing more than three individual NHSmail accounts to link to the shared NHSmail mailbox, the local NHS England team will be able to authorise more than three accounts to access the shared mailbox, but they will only do this where this is requested with a valid reason.  Contact  england.southeastcommunitypharmacy@nhs.net

Where to go for help?

Some pharmacies/multiples will arrange for this to be done centrally, please check with your company managers/head office to find out the company procedure for your pharmacy.

Then for other pharmacies:

  1. If you are using your pharmacy premises shared NHSMail account and getting into it via a linked personal NHS mail account that is good. BUT…remember to keep the other two personal NHS mail accounts ALIVE in case you need to get in via them.  Do not let their passwords expire.  Set a reminder for your staff members to log into them weekly to keep them active.  Then if you need to link one of these others to the premises account, (for example if your main pharmacist is on holiday) it will work.
  2. If you know you have a Premises (or ‘shared NHS Mail account’) but you have no idea how to get into it because the passwords to the linked personal NHS mail account(s) have lapsed…or you have forgotten the passwords… or you don’t know which ones you have that can be linked … or for any other scenario…YOU MUST contact:  pharmacyadmin@nhs.net Explain exactly what you are having trouble with and they will support you through the process of getting this resolved.  Make sure that you tell them your name, position, pharmacy name,  ODS (F) Code and your contact telephone.
  3. You don’t know if you have a Premises (or ‘shared NHS Mail account’). Contact:  pharmacyadmin@nhs.net and ask them to check for you.   Then refer to point two for help for you to access it   Make sure that you tell them your name, position, pharmacy name, ODS (F) Code and your contact telephone.
  4. If you never applied for a Premises (or ‘shared NHS Mail account’) as you decided not to do NUMSAS or participate in the Quality Payment Scheme – then you MUST now apply or you will miss VITAL communications. To do this you need to go to the: NHSmail registration portal. The process will include the creation of up to three personal accounts which will be used to access the shared account. Once you have completed your registration using the portal, you will be sent login details for the accounts so that you can activate them.
  5. If you would like to refer to and print out for your staff a help document to know how to how to log in to your account; how to send and receive emails; how to register for NHS mail; how to access a shared mailbox; what to do if your name changes; what to do if you are moving to another community pharmacy; help available to users; what to do if you forget your password; what to do if you are locked out of your account. This information is in this document:  Guide+for+Pharmacies NHSmail March 2017 (1)
  6. If you don’t know about the Shared Mailbox Owner RoleEach pharmacy will have a nominated Shared Mailbox Owner. The Shared Mailbox Owner is responsible for controlling the access to the shared mailbox for the pharmacy.

The Shared Mailbox Owner will have additional access rights to control all user permissions within the mailbox and add and remove users.  e.g link in another pharmacist via their NHS mail account when the regular pharmacist is on holiday.

Further information how to do this can be found in the Delegated and
Shared mailbox Quick Reference Guide here.

 Please remember, your ‘go to’ point if you are stuck is pharmacyadmin@nhs.net

Guidance for Community Pharmacies and Locums – using NHS mail:

Guide+for+Pharmacies NHSmail March 2017 (1)

This includes; how to log in to your account; how to send and receive emails; how to register for NHS mail; how to access a shared mailbox; what to do if your name changes; what to do if you are moving to another community pharmacy; help available to users; what to do if you forget your password; what to do if you are locked out of your account.

Shared Mailbox Owner Role (How to link an individual NHSmail account to the Shared NHS Mail Account)

Each pharmacy will have a nominated Shared Mailbox Owner. The Shared Mailbox Owner is
responsible for controlling the access to the shared mailbox for the pharmacy.

The Shared Mailbox Owner will have additional access rights to control all user permissions
within the mailbox and add and remove users.  e.g link in another pharmacist via their NHS mail account when the regular pharmacist is on holiday.

Further information how to do this can be found in the Delegated and
Shared mailbox Quick Reference Guide here.

Password Reset/Change:

 

New email addresses

 

 

 

 

Password reset/change

 

 

NHSmail Training and Guidance

 

Additional help for existing accounts

 

New email accounts are now being registered using the Pharmacy Portal as part of a national process and details are set out in the guidance available at http://support.nhs.net/joiningnhsmail in the section ‘Registering community pharmacies and pharmacists’.

If you require any additional support related to creating your NHS.net account please contact pharmacyadmin@nhs.net

To learn how to perform self-service password reset and change your password, please go through the link below for more guidance on using the NHS portal: http://support.nhs.net/portalindex

 

Pages are available at www.nhs.net via the ‘tools’ icon (spanner/screwdriver) when logged into your account.

 

The NHSmail helpdesk is available 24 hours a day, 7 days a week on 0333 200 1133 or helpdesk@nhs.net

PSNC Briefing 058.17 How to complete the NHSmail registration process This PSNC Briefing explains how to complete the NHSmail registration process via the online NHSmail registration portal and how to activate your new NHSmail account.

Further details about NHSmail and FAQ can be found at: psnc.org.uk/NHSmail.