Locally Commissioned Services

PHLEBOTOMY

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Local Phlebotomy Clinic Subcontract Schedule


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Service Specification


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Policies and Procedures


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Locations


Phlebotomy Sites

Contacts


Phlebotomy Contacts

130 million haematology tests carried out per year¹

Phlebotomy services are blood tests or blood taking. A prescriber such as a nurse or GP can issue a patient with a request to have bloods taken and for convenience and speed this can now be done in the local pharmacy, avoiding queues at the hospital or GP surgery. The bloods are sent off for analysis and the results are sent back to the prescriber. This provides access to phlebotomy services at a wider range of times and venues to suit the local community.


Additional support and commonly asked questions.

  • Who can I offer the phlebotomy service to?
  • What staff training is required to provide the phlebotomy service?
  • How much does the Pharmacy get paid for providing the phlebotomy service?
  • How does the Pharmacy get paid for providing the phlebotomy service?
  • When does the Pharmacy get paid for providing the phlebotomy service?
  • What are the pink barcode location labels used for?
  • What if I run out of pink barcode labels?
  • How can I obtain phlebotomy consumables?
  • Who is responsible for transporting the samples?
  • Who is responsible for indemnity insurance?
  • My question is not listed here
Who can I offer the phlebotomy service to?

This service is open to patients aged 16 years and over with a blood test request form from GP Practices and NHS Hospitals and services in Coventry.

Exclusions from this service are:
– patients aged 15 years and under
– patients with a request form that contains any of the specialised tests
listed in document PH TP15 (Included in Schedule 5A of sub contract)
– patients with a history of being hard to bleed

What staff training is required to provide the phlebotomy service?

The Subcontractor will undertake to:
1. Provide staff to carry out the collection of the blood samples. All such staff
must be trained and deemed competent to perform phlebotomy by
trainers employed by the Head Provider.
2. Phlebotomy staff will follow the Standard Operating Procedure (PH LPR15
included in schedule 5A of this contract) for the collection of venous blood
samples provided by the Head Provider
3. All staff will receive a yearly assessment of their competence by Head
Provider training staff, and the Subcontractor will agree to release these
staff at a mutually convenient time to undergo reassessment.
4. Within this competency assessment will be the requirement for training in
Basic Life Skills and CPR.

The Subcontractor will co-operate with Head Provider trainers if there are issues
regarding the ongoing competence of staff at their clinics. That member of staff
must be released to attend a competency assessment and retraining session
organised by UHCW if deemed necessary by the phlebotomy trainer(s). If the
issues are considered sufficiently serious, the member of staff must cease any
phlebotomy duties until this reassessment and training can be carried out, even if
this means that the operation of the clinic has to be suspended.

The Head Provider will train up to two staff in any eighteen month period for each
phlebotomy clinic site. If training of additional staff is required within any eighteen
month period, the cost of this training will be charged to the subcontractor.

How much does the Pharmacy get paid for providing the phlebotomy service?

The subcontractor will be paid on the basis of activity completed at a price of £2.87 per patient.
This price is made up of:
£2.65 for the provision of the phlebotomy service
£0.22 for provision of consumables as set out in the service specification for this service

How does the Pharmacy get paid for providing the phlebotomy service?

The Subcontractor will invoice the head provider on a monthly basis for phlebotomy activity completed during the previous month.
The Subcontractor will provide backing data for the invoice to the Head Provider to include a list of all patients bled during the preceding month.
The Subcontractor will keep a list of all patients bled during the preceding month, for a 12 month period and maybe subject to audit at any time deemed acceptable by arrangement between Head Provider and Subcontractor.
The following details will be provided for each patient.
• Surname and forename initials only.
• Hospital or NHS number if available
• Date of birth.
• Time/Date of collection.
Comparison of the details on this list and data on the laboratory computer system will form the basis of a regular programme of audit to ensure that correct payments are being made.
Invoices and backing information should be sent to:
Email: accounts.payable@uhcw.nhs.uk
Mehtab.Hussain2@uhcw.nhs.uk and
usman.irfan@uhcw.nhs.uk
Post: Accounts Payable
FM Building
University Hospital,
Clifford Bridge Road,
Coventry CV2 2DX

When does the Pharmacy get paid for providing the phlebotomy service?

The Head Provider will pay by BACS the amounts invoiced by the Sub Contractor for the services within 30 days of receipt of the invoice.
Invoices will be raised by the subcontractor within the first 10 working days following the end of the month to which the charges relate.
If the Head Provider disputes the charge for any part of the Services provided, it must provide all relevant details of the disputed charge to the subcontractor in writing.
If the Head Provider is overcharged or overpays any amounts due, the subcontractor will issue a credit note to the Head Provider within 30 days of the overcharge/ overpayment being agreed by both parties.
If the Head provider disputes any part of the service provided, the subcontractor will issue a credit note to the Head Provider within 30 days of the overcharge/ overpayment being agreed
by both parties.

What are the pink barcode location labels used for?

It is imperative the site specific pink bar code location label is fixed to the blood sample request form. This is a key element for the activity of subcontractors providing phlebotomy clinics to be electronically recorded. The provider will forfeit the associated service fee if this label is not provided.

What if I run out of pink barcode labels?

The Head Provider will supply adequate numbers of Pink Bar code stickers, but in the event of supplies running out the provision of an alternative (spare) label will be supplied as a temporary measure.

How can I obtain phlebotomy consumables?

The Subcontractor will manage and maintain stocks of consumables required
to provide the phlebotomy service by ordering items from the Head Provider
including blood collection tubes, needles, holders, pink bar code location stickers
and specimen bags. Items ordered through the head provider must only be used
to provide the phlebotomy service set out in this agreement.

All other consumables required to provide the service must be purchased
directly by the Subcontractor from recognised national suppliers. The Head
Provider will provide information and details of such suppliers if required.
The consumables to be purchased by Subcontractor:
• Gloves
• Plasters
• Alcohol wipes/Gauze and disinfection fluid
• Micropore tape

Who is responsible for transporting the samples?

The Head Provider will be responsible for the collection of samples and their
delivery to University Hospital Sample Reception (4th Floor, West Wing) or
City of Coventry Health Care Centre. In the event that any Subcontractor is
notified of the failure of any normal transport arrangements by the transport
provider, the Head Provider will reimburse the Subcontractor for any
reasonable costs associated with making alternative transport arrangements
for getting the samples to one of the Coventry and Warwickshire Pathology
Sites. These costs might be the mileage costs of staff transporting samples to
those sites, or the costs of arranging a taxi to take them to the nearest site.
NB University Hospital currently provides a pick up service from all GP
surgeries in Coventry. It is suggested that locality clinics contact their nearest
surgery, and make themselves aware of the pickup times. In event of their
own transport arrangements failing, they may then be able to leave samples
at the surgery to be picked up by UHCW staff.

Who is responsible for indemnity insurance?

The Subcontractor will be responsible for indemnity insurance for staff
performing phlebotomy duties. They are responsible for recovering the costs
of the indemnity from Coventry and Warwickshire Pathology Services and
should send proof of the indemnity and evidence of the costs incurred to:
Finance
Coventry and Warwickshire Pathology Services
4th Floor West Wing,
University Hospital,
Clifford Bridge Road,
Coventry CV2 2DX
Email: usman.irfan@uhcw.nhs.uk Mehtab.Hussain2@uhcw.nhs.uk

My question is not listed here

If you have any other questions, please refer to the Service Specification document or email the LPC at coventrylpc1@gmail.com.



Reference
(1) ClinBiochem Review Feb 2008 29(1): 3-10 cited in Service Improvement in Blood Sciences (NHS Improvement – Diagnostics, Jan 2013)

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