PPA: Procuring Stock - How Practices Obtain PPA Items

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Common PPA Items (Vaccines, B12, Contraceptives, etc.)

Introduction

You know which personally administered items (PPA) are most frequently used in general practice. Next up: How do you actually get them? This article explores the supply chain - from wholesalers to direct-from-manufacturer deals - and highlights strategies to avoid paying above the official NHS reimbursement rate.

(Already comfortable buying stock but not sure when to claim vs. prescribe? See Deciding When to Use Practice Stock vs. FP10.)

1. Primary Sources for Practice Stock

1. Pharmaceutical Wholesalers

   • Major names include AAH, Alliance Healthcare, and Phoenix.

   • They supply everything from routine vaccines (flu, travel) to everyday injections (B12, Depo-Provera).

   • Practices set up accounts and typically order on a weekly or monthly cycle.

2. Direct from Manufacturers

   • Common for flu vaccines: Many practices place bulk orders directly with GSK, Sanofi, Seqirus, etc. months in advance.

   • Some contraceptive devices or implants may also be ordered this way.

   • Tip: Bulk orders can unlock volume discounts that benefit your bottom line.

3. Medical Supply Companies

   • For minor surgery items (e.g. sutures, skin-closure strips) or consumables.

   • Sometimes these items also appear in drug wholesalers’ catalogs, but if not, dedicated medical suppliers like Williams Medical or Medical World can help.

4. ImmForm (Centrally Supplied Vaccines)

   • Important: Childhood immunisations (and some other public health vaccines) come free of charge via ImmForm. You can’t claim these as PPA because you never purchased them.

   • Keep track so you don’t accidentally buy something that’s already supplied free.

2. Comparing Prices & Negotiating Deals

• Check Your Margins The NHS pays you back according to set Tariff rates minus a discount (“clawback”). So if the wholesaler’s invoice price is above that Tariff net, you could lose money.

• Shop Around Consider quotes from multiple wholesalers or sign up for buying groups (particularly if you’re in a GP federation or Primary Care Network).

• Volume Discounts Often more relevant for high-volume vaccines (like flu). Pre-ordering in spring can land better prices.

• Watch for Single-Supplier Items Some branded products (e.g. certain hormone implants) have limited supply routes, which reduces your negotiating power. Keep an eye on Tariff updates to ensure you’re at least breaking even.

(For more on making sure an item isn’t a net loss, see Deciding When to Use Practice Stock vs. FP10.)

3. Inventory Management & Avoiding Waste

• Expiry Dates Nothing stings more than throwing out a batch of expensive vaccines. Order what you reasonably expect to use - especially for short-shelf-life items.

• Just-in-Time Ordering Many wholesalers deliver next-day or within a couple of days. There’s no need to hold massive stock for routine injectables like B12.

• Stock Rotation Use the oldest items first so you’re not left with out-of-date vials at the back of the fridge.

4. Special Considerations

• Centrally Procured vs. Practice-Bought Verify whether a vaccine is centrally supplied (e.g. child immunisations) before purchasing it.

• Occasional Out-of-Pocket Expenses If you have to pay extra for special delivery or a rarely stocked item, you can sometimes claim “out-of-pocket expenses” on top of the normal reimbursement - but it must meet strict criteria.

• Check the Drug Tariff Before you place large orders for a new product, confirm it’s PPA-eligible (and how much the Tariff lists it for). If no direct code is available, consult Coding & Claiming Best Practices to ensure you’re on safe ground.

Real-World Example: Flu Vaccine Pre-orders

Many practices budget thousands of pounds for seasonal flu vaccine stock. By ordering early (often in spring for autumn delivery), you might secure a discount. Then once flu season hits, each dose administered is reimbursed at the Drug Tariff price minus discount plus a small fee. The difference between your purchase price and the reimbursement can be a key source of practice income - provided you don’t over-order and end up with leftover vials.

Conclusion

Procuring the right items at the right price keeps you from losing money on high-cost stock and ensures you have enough on hand to serve patients conveniently. The best approach involves regularly comparing supplier quotes and tracking actual vs. Tariff prices so you always know where you stand.

Next: Deciding When to Use Practice Stock vs. FP10

Looking for More?

• Want to see the typical big-hitter PPA items? Check Common PPA Items.

• Ready to figure out if you should provide that expensive implant from your stock or just issue a script? Head to Deciding When to Use Practice Stock vs. FP10.