Contracts Transition
Guidance on Contracts Transition
Stage 2 - Stabilisation
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Contracts transition stocktake
reporting
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Contracts Transition
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The stocktake phase ‘Data Capture Tool’ provided commissioners with a number
of reports
To support the on-going transition process at a local and national level, PCT
Clusters will be required to submit, to the Department, a consolidated version of
the “Contracts Volumes Summary Report” by PCT Cluster (see slide 3)
The guidance issued in November 2011 accompanying the Data Capture Tool
set out the methodology to consolidate individual PCT contract volume reports
The PCT Cluster Contracts Volumes Report should be forwarded to
contractstransition@dh.gsi.gov.uk by 07 June 2012
PCT Clusters should also include the additional information identified in the
‘Notes’ on slide 3
PCT Cluster will be submitting three consolidated files and these should be
identified in the file name as follows:
‘NHS XXX PCT - Contracts Volumes – {Primary Care/Specialised Services/Other}’
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Contract Volumes Summary Report
Contract Volumes Summary Report
01/05/2012
Date:
12:29:30
Time:
Total number of contracts
Quantity (#)
0
Contracts by services
# Acute contracts
# Acute / Community contracts
# Mental Health / LD contracts
# Mental Health / LD / Community contracts
# Learning Disability (LD) contracts
# Community Health Services contracts
# Ambulance contracts
# Continuing Health Care contracts
# Prison Health contracts
# Military Health contracts
# Substance Misuse contracts
# Other contracts
# Primary Medical Care contracts
# Dental contracts
# Pharmacy contracts
# Primary Ophthalmic contracts
£0
£0
£0
£0
£0
£0
£0
£0
£0
£0
£0
£0
£0
£0
£0
£0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0%
NHS Commissioning Board contracts
0
0%
Contracts overhanging 31 March 2013
Agreements / implied contracts that are unsigned and may not have supporting contract documentation
Contracts with more than one commissioner
Contracts with service specification NOT included
0
0
0
0
TOTAL
Contracts Transition
Estimated value (%)
Quantity (%) Estimated value (£)
100%
£0
100%
Budget 2011/12
Variance
£0
£0
£0
£0
0%
0%
£0
£0
£0
£0
Print Name
Sign name
Date
Notes:
The consolidated Contracts Volumes Summary Report should be copied into a new Excel spread sheet with additional lines of information added
below the copied spread sheet. The additional information required is as follows:
1. Enhanced Services agreements should be separately identified as a total value
2. Grant agreements not included in the categories above should be identified separately as a total value
3. Specialised services not identified above should be identified separately as a total value
4. Partnership agreements with local authorities not identified above should be identified separately as a total value
The document should be saved as {NHS XXX PCT -Contracts Volumes – {Primary Care/Specialised Services/Other}’} and sent to
contractstransition@dh.gsi.gov.uk by 07 June 2012
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Contracts Transition
Stabilisation - core principles
The core principles that underpin the contract transition process are:
• Appropriate arrangements to be in place between PCT and CCG / NHSCB
commissioners to ensure continuity of clinical care for patients and service users
during the transition
• Consistent and objective approach
• Openness and transparency
• Management action in the stabilisation phase should be proportionate to the
risks identified
• The responsibility of the PCT as current contracting authority is to prepare their
contracts for the smooth transfer to the future contracting authority on 1 April
2013
• Full engagement by the future contracting authorities during the 2013/14
contracting round, which commences from October 2012, is essential to ensure
the smooth transfer of contracting arrangements
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Contracts Transition
Stabilisation – key activities (1)
The key stabilisation activities are:
• Keep the contracts information on the data capture tool up to date to reflect the
contracts held by contracting authorities, including any new contracts and
changes to existing ones. Where contract values are not known the PCT should
use an indicative value
• Regularly monitor (suggested quarterly) of any significant discrepancy between
the financial reconciliation and the data capture tool totals. Where the
discrepancy is significant, a more in depth review of data capture may be
required
• Develop a high level Contracts Transition Engagement Plan to support the
provider community to understand the contract transition process. The
engagement plan may include milestones for engagement with providers across
the portfolio of services. SHA Clusters may wish to use the plan as an
assurance tool
• Identify key risks, and mitigating actions, across each type of contract.
• Develop a Stabilisation Action Plan either across contract type or at a specific
contract level, detailing mitigating action to be taken to address the key risks.
Ensure there are clear priorities for action, prioritised according to the level of
risk
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Stabilisation – key activities (2)
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Contracts Transition
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The form of the Stabilisation Action Plan should be determined locally in
conjunction with the SHA Cluster contracts transition leads
Complete the identified actions by end September 2012
Continue to build on the Tacit Knowledge Tool information as the key repository
of knowledge for the future commissioners identified to take over the contract
Where agreements do not exist in writing or cannot be located commissioners
may wish to consider formalising the existing arrangements in a written form.
However commissioners should be mindful of the potential procurement risk or
challenge as this will be viewed as a new contract even if the documentation
formalises an existing arrangement
PCTs may wish to consider an appropriate archive process for contracts that
expire prior to 31 March 2012 as there may be on-going liabilities and terms that
survive expiry or termination
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Specialised Services – specific
activities
Contracts Transition
The key consideration for Specialised Services are:
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Implementation of plans for the transfer of the National Highly Specialised
Services contracts, currently hosted by London SHA, and the High Secure
contracts to the NHS CB
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Following the publication of the ‘Prescribed’ Specialised Services list, complete
the identification and disaggregation of specialised services and the nonspecialised services
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The SCG clusters will wish to monitor progress of the plans put in place by PCTs
for the transfer and disaggregation of contracts and disaggregation of
specialised and non specialised services
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Primary Care – specific activities
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Contracts Transition
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PCTs will need to undertake specific activities across all primary care areas,
general medical services, dentistry and eye care and pharmaceutical services
PCC has produced a series of documents which will help primary care transition
leads navigate and embed these priorities. They can be accessed via
http://www.pcc.nhs.uk/supporting-contract-stabilisation
– Reference guide to primary care amendments contract audit, transition and
stabilisation
– Top tips for managing PMS contracts
– GMS contract support template
– Changes to APMS Directions from 2004 to April 2012
– Top tips for the stabilisation and transition of primary care contracts
– General Ophthalmic Services (GOS) standard contract information sheets
– Top tips for managing eye care contracts
– Top tips for dental contract management
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Two further documents – GDS standard contract information sheet and a top
tips for managing community pharmacy will also be uploaded on to the web site
above shortly
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Primary Care – Enhanced Services
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Contracts Transition
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Discussions are taking place on the future “contracting home” for primary care
Enhanced Services. Irrespective of where they eventually sit, PCTs need to
ensure they have accurate and robust data in place that identifies each
Enhanced Service to allow for the smooth transfer of the agreement
PCTs may wish to start to identify all the relevant data which could include:
– Name, address and contact details of contractor
– Type of service being commissioned
– Length of contract
– Review dates
– Termination date
– Value of contract
– Enhanced service contract value
By end September 2012 PCTs should be able to provide a detailed list of all
Enhanced Services agreements they hold. This information will be required as
part of the arrangements to transfer the agreements to the new contracting
authority
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Outputs from Stabilisation phase –
preparation for Shift
Contracts Transition
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By the end of September 2012 PCTs should be able to provide a list of
contracts (Primary Care, Specialised Services, Other contracts) that have an
expiry date beyond 31 March 2013. This information will be used to support the
arrangements for the transfer of contracts. The form the list of information
needed should take will be notified to PCTs in the near future
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The future responsible organisation(s) will need to be identified against each
contract. Some PCTs have already decided to identify separate Data Capture
Tool listings of contracts for each of their CCGs
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The information that the PCTs may wish to identify includes:
• The name of the current commissioner(s)
• The name of the provider organisation
• The identified future commissioner(s) which will commission services
from the provider. Further clarification on commissioner responsibility
will be available in due course
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Further guidance will be issued in the autumn to support PCTs with the ‘shift’
phase of the contracts transition project
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