PPA Optimisation Strategies: Making PPA Work for Your Practice

PPA Optimisation Strategies: Making PPA Work for Your Practice

19 March 2025
2 min read
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Boost PPA revenue through smart strategies. From splitting claims among prescribers to stock management, maximize NHS reimbursements without extra stress.

PPA Optimisation Strategies: Making PPA Work for Your Practice

Previous

Coding & Claiming Best Practices (EMIS Focus)

Introduction

You now have a thorough understanding of what personally administered items (PPA) are, how to buy them, when to choose stock vs. FP10, and the mechanics of coding. The final step? Making it all work seamlessly to benefit your practice’s clinical efficiency and financial stability. This article focuses on practical optimisation strategies that help you save time, reduce waste, and boost income from your PPA activities.

1. Keep a Close Eye on Costs vs. Tariff

  • Regular Price Checks

    • Ensure your supplier’s invoice price for key items remains below (or at least matches) the Drug Tariff net reimbursement. Even a small difference can become significant over the course of many injections or devices.

  • Review Contracts & Deals

    • For major expense categories (e.g., seasonal flu vaccines, hormone implants), compare multiple wholesalers or sign up for buying groups. You’ll be surprised how often you can negotiate a better discount.

  • Stay Alert to Tariff Changes

    • The NHS updates Drug Tariff prices monthly; keep an eye on potential downward shifts that might turn a previously profitable item into a loss-maker.

(For more detail on procurement tactics, revisit Procuring Stock: How Practices Obtain PPA Items)

2. Plan Vaccine Campaigns Wisely

  • Flu Vaccines

    • Often the biggest single PPA income driver. Pre-order early to secure discounted prices - just be careful not to over-order and end up discarding unused stock.

    • Monitor seasonal updates: if a new type of flu vaccine is recommended (e.g., high-dose formulations), confirm the Drug Tariff covers it adequately.

  • Avoid Last-Minute Panic Buys

    • If you suddenly run out during vaccination season, you may be forced to pay premium rates for a quick top-up order. Try to plan your quantity carefully.

(Need to double-check that you’re coding vaccines properly for claims? See Coding & Claiming Best Practices)

3. Maintain Tight Inventory Control

  • Minimal Waste = Higher Net Income

    • Expired or unused stock is pure loss. A straightforward stock-rotation system (first in, first out) and careful ordering schedules help minimize waste.

  • Monthly (or Weekly) Stock Review

    • Track usage patterns. If you see certain items aren’t being used as frequently, consider reducing your order volume.

  • Collaborate with Colleagues

    • Practices in your PCN or federation may share surplus stock (if permissible), reducing the risk of throwing away costly items.

4. Align Clinical Protocols with Financial Sense

  • Review Pathways for Expensive Injections

    • If your practice consistently loses money administering a high-cost hormone implant that’s cheaper on an FP10, tweak your protocol.

    • Ensure your clinicians are aware of this arrangement so they can quickly decide to prescribe vs. administer in-house.

  • Standardize Low-Cost Routine Items

    • For everyday injections (B12, Depo-Provera, etc.), always keep them in stock. You’ll provide a one-stop service to patients and reliably recoup costs.

(See Deciding When to Use Practice Stock vs. FP10 for more detail on how to make these decisions.)

5. Ensure 100% Claim Capture

  • Use EMIS Templates

    • Automate the creation of a personally administered prescription entry whenever staff document common procedures (e.g. “Vit B12 injection given”).

  • Run Monthly Mismatch Searches

    • Look for “procedure done without prescription claim.” This helps catch oversights before the 6-month claiming window closes.

  • Train New Staff & Locums

    • A quick 5-minute orientation on “How to record PPA items in EMIS” can save hundreds (even thousands) of pounds over time.

(Revisit Coding & Claiming Best Practices (EMIS Focus) for a full breakdown on how to avoid missed claims.)

6. Leverage Enhanced Services & Additional Payments

  • Item of Service (IOS) Fees

    • Many vaccines (e.g., seasonal flu, pneumococcal) carry extra payments on top of the drug reimbursement. Make sure you claim both.

  • Minor Surgery Enhanced Service

    • If your practice is doing minor procedures where sutures, anesthetics or oxygen are used, ensure you’re also claiming the relevant enhanced service fees, if applicable.

7. Proactively Monitor ePACT2 Data

  • Compare Reimbursement vs. Actual Usage

    • ePACT2 reports can show how many items you’ve been paid for. Cross-check with your clinical records to ensure nothing’s missed.

  • Spot Trends

    • If you see certain items are being under-claimed or over-ordered, adjust accordingly. This ongoing audit helps you refine your approach continuously.

Conclusion

By balancing procurement costs, ensuring correct coding, and fully capturing your practice’s PPA activity, you can turn what might feel like a minor administrative chore into a robust, stable income stream. Patients enjoy a seamless experience, and your practice finances remain healthy - no nasty surprises from unclaimed or wasteful stock.

Final Thoughts

You’ve now reached the end of our series on Personally Administered Items. With a strong handle on:

  1. Basics & Reimbursement (PPA Basics, Reimbursement Process)

  2. Commonly Claimed Items (Common PPA Items)

  3. Procuring & Stock Decisions (Procuring Stock, Practice Stock vs. FP10)

  4. Coding Essentials (Coding & Claiming)

  5. Optimisation (this article)

…your practice should be well-equipped to maximize income while delivering efficient, patient-friendly care.

(If you need to revisit specific steps or dive into further details, check back to earlier articles or consult official guidance from NHSBSA and the Drug Tariff.)