TABLE OF CONTENTS


Introduction

Effective medicines management in Primary Care includes ensuring that all personally administered (PPA) items—such as vaccines, injections, and implants—are accurately recorded and reimbursed. 

 

These items, when administered directly by a clinician, must be accompanied by a corresponding prescription to be claimed through the NHS FP34D reimbursement process. 

 

The Prescribing Dashboard in Ardens Manager provides a clear overview of FP34D activity from the previous month and includes powerful case finder reports, highlighting potential missed claims and supporting practices in optimising their reimbursement processes.


Accessing the Dashboard

Select the Services icon and click on Prescribing.
 
 
Click on the PPA tab. 

 


The page is divided into two categories:
  • Last Month: Details the number of FP34D claims sent for the previous month.
  • Case Finders: These include a series of reports that highlight potential missed income where a prescription has not been raised following a procedure such as Denosumab injection, pessary or IUCD insertion.  

 

Check the Patient Count column to see the number of patients in each report.

 

 
To identify the patients who are potentially missing a prescription, click on View. 

 

 
Click on the Patients tab. 
 
 
You can copy the patient's NHS number to review their record or export the full list of patients for further action. To learn more about managing the patient list, view this support article.

 

The patient list will also display the activity count for patients, helping you to identify patients who have received the procedure multiple times. 

 

 

Monitor who carried out the procedure by clicking on the Staff tab.

 

 

Use the Resource tab to monitor the source of the data; whether it was captured using an Ardens template, manual read coding or an unknown template/mechanism. 

 

 

Important: Accurate and consistent data is crucial for reporting and income claims. The Ardens resources are designed to support your practice with both accuracy and consistency. Identifying the source of your data can highlight potential data hazards and staff training requirements. 


Next Steps

Now that your practice has visibility of last month’s FP34D activity and any potential missed claims, the next step is to act on these insights. By addressing gaps and refining internal processes, you can recover lost income and strengthen your approach to medicines management going forward. Below are practical steps your team could take to make the most of the data provided by the PPA Dashboard:


  • Raise retrospective prescriptions: For any personally administered items identified without a corresponding prescription, practices can generate and submit retrospective prescriptions (if within the allowable timeframe) to ensure reimbursement.
  • Update Clinical Coding: Ensure that clinical codes for administered items are correctly recorded in the patient record. This helps link procedures to prescriptions and supports accurate reporting.
  • Review and Refine Workflow: Identify where in the workflow the prescription step was missed (e.g. during nurse-led clinics or vaccination sessions) and adjust protocols to prevent future omissions.
  • Staff Training and Awareness: Share findings with relevant staff (e.g., nurses, prescribers, admin teams) to raise awareness of the importance of linking PPA procedures with prescriptions.
  • Alerts or Templates - Use Ardens resources or EMIS/SystmOne alerts to prompt clinicians to issue a prescription when recording a personally administered procedure.
  • Monitor Monthly: Make reviewing the PPA Dashboard a regular monthly task to identify and correct issues early, enhancing financial accuracy over time. Remember, you can assign tasks in Ardens Manager to create personal to-do lists for staff members responsible for PPA claims.


Additional Resources

Explore the range of Ardens resources we have available for use in your clinical system to support you with Medication Safety Alerts, including templates, protocols and patient status alerts.  

 

 
If you require any further assistance on the process above, please contact the Ardens Manager Support Team on: support-manager@ardens.org.uk