Out-of-Stocks (OOS) Process
Overview
A new Out-of-Stocks (OOS) process is being introduced to improve communication between General Practices (GPs) and Community Pharmacies (CPs). Using AccuWeb, the OOS process aims to create a single streamlined communication method to handle medicine shortages efficiently.
Key Highlights
• Streamlined Communication: Reduces time spent managing medicine shortage queries for both GPs and pharmacies.
• AccuRx Platform: Free, web-based tool enabling direct pharmacy-to-GP communication via “@Message GP practice”.
• Easy Access: Accessible from any secure device (mobile, tablet, desktop) with NHS credentials.
• Collaborative Workspaces: Improved team coordination and visibility.
Area Specific Updates
Rotherham: All Rotherham GP Practices have agreed to action OOS “@ Message GP practice” messages they receive and have been ‘Live’ since early 2024.
Doncaster: The following GP Practices have agreed to action OOS “@ Message GP practice” messages they receive. ‘Live’ since: January 25.
NB. This list will be updated as more practices agree to go live
Barnsley: The following GP Practices have agreed to action OOS “@ Message GP practice” messages they receive. Go-Live Date: Starting from 1st May 25.
Sheffield: The following GP Practices have agreed to action OOS “@ Message GP practice” messages they receive. Go-live date of 21st July 2025.
Please Note – GP practices participating in this process will be prioritising Accurx for all OOS communications. Previous communication methods (phone, post, email) used for this purpose may no longer be monitored in the same way. We therefore strongly encourage you to start using AccuRx for communicating OOS to avoid any delays in arranging replacement prescription(s).
Process
Each pharmacy will need to establish its own process. We strongly recommend engaging with practices to agree how you will work together.
When notifying the practice of an out-of-stock medication, consider the following:
• Check if the patient has any supply of the medication at home. This may help determine how urgent the need for an alternative is.
• Attach any supporting information from the wholesaler, if available.
• Suggest an appropriate alternative, if possible.
• Inform the patient promptly. Consider using the AccuRx patient messaging function for efficient communication.
• Keep the patient’s PMR (Patient Medication Record) up to date with the status of the item.
• Attach a copy of the email correspondence to the prescription for reference.
• Clearly indicate to both the practice and within the pharmacy whether you will return the script or mark the item as ‘Not Dispensed.’
Training and Resources
Please find attached, our AccuRx OOS Process One-Page Summary, which serves as a quick reference guide and reminder for the key points.
See below a recording of the AccuRx OOS Training and Demonstration Event on Thursday 23rd January 25.