Introduction to the PVG Scheme. Your Guide to the PVG Application Process

Transcription

1 Introduction to the PVG Scheme Your Guide to the PVG Application Process

2 About the PVG Scheme Background The Protecting Vulnerable Groups (PVG) (Scotland) Act 2007 came into being as a response to the Birchad Inquiry report that called for a registration scheme for all those who work with children and vulnerable adults. The PVG Scheme covers all kinds of regulated work and pharmacists take part in that regulated work in their role as responsible pharmacists. Community Pharmacy Scotland (CPS) acted to support our pharmacy contractors to comply with this new legislation by becoming a Registered Umbrella Body with Disclosure Scotland. How we can help The PVG Team at CPS will handle all aspects of the administration of the scheme on behalf of our members with contractors only having to cover the cost of the Disclosure Scotland fees. About the PVG Scheme Once the (PVG) (Scotland) Act 2007 was passed it became a criminal offence to knowingly employ anyone who is on a Disclosure Scotland barred list. The PVG Scheme allows contractors to check that their pharmacists are not on any barred list by having them disclosed and your company name becomes listed as an interested party on the pharmacists Disclosure Scotland file. Disclosure Scotland receives daily updates from the police, courts, social work departments and other relevant parties. If any of your pharmacist s status was to change you as an interested party would be informed by Disclosure Scotland. The application process Our aim at CPS is to guide you through the application process as easily as possible. We will pre-process and countersign your applications before sending them to Disclosure Scotland for the disclosure. Once we have your applications it takes about days to receive the certificates. Questions If you have any questions about the PVG Scheme you can contact a member of the CPS PVG Team by phone on or by pvg.enquiries@cps.scot. Our office is open between 8:30am and 6pm Monday-Friday.

3 Introduction to the PVG Scheme How to get started We need a named contact within the company to liaise with our PVG Team. Often the best person is the HR manager or a Pharmacy Superintendent. Who should apply for PVG? Pharmacists including Pre-Registration Pharmacists Locum Pharmacists Yes Yes Pharmacist do regulated work covered by the PVG Scheme All locums who work for you on a regular basis. Due to the timescale involved it is not possible to disclose and become an interested party for any short term or emergency bookings but the locums used may already be PVG Scheme Members. Agency Locums Contractor Owners Delivery Drivers No Optional No It s the responsibility of the agency to make sure the locum is disclosed and the agency is the interested party. Please check when booking. If you are the pharmacy owner and take part in regulated work in the pharmacy, you don t need to be disclosed as you contract with the Health Board. If you became a barred person, the Health Board would be informed through the relevant regulatory body. As a director you should class yourself as a company employee and can then apply to be disclosed if you wish. Delivery drivers do not do regulated work so they don t need to join the PVG Scheme. However, they should apply for a Police Act Disclosure Certificate. Unfortunately, we don t process these forms, but we can supply them to you. These forms should be returned directly to Disclosure Scotland. There are a few different types of Disclosure Scotland certificates that your pharmacists may already have but not all of them are part of the PVG Scheme. We have created a table on the next page which will help you to check the status of your pharmacists and what type of application form and record they need to apply for.

4 PVG Membership Status Chart Member Type of Certificate Application Form Required Type of Record to Apply for PVG Scheme Record PVG Short Scheme Record Disclosure Existing PVG Member Application If you are already disclosed for both protected adults and children, you need to apply for a Scheme Record Update for both protected adults and children. Select Yes for Question A3 on the form. If you are disclosed for protected adults only or children only, you need to apply for a Scheme Record for both. Select No for Question A3 on the form. PVG Scheme Membership Statement Existing PVG Member Application You need to apply for a Scheme Record for both protected adults and children. Select Yes or No for Question A3 on the form depending on what you have already been disclosed for. Please note that the PVG Scheme Membership Statement cannot be updated and your company cannot be listed as an interested party. Not a Member Basic Application to Join You need to apply for a Scheme Record for PVG Scheme both protected adults and children. Standard Enhanced Disclosure If you have never had any type of disclosure certificate before Application to Join PVG Scheme You need to apply for a Scheme Record for both protected adults and children.

5 Lost Certificate/Unsure If you have lost your current certificate, or you are unsure if you have been disclosed before, you should contact Disclosure Scotland s hotline on and select Option 3. You will need to find out the answers to the questions below. You can use the table below to note down this information. Certificate Type: PVG Membership Number: Are you disclosed for both protected adults & children? Address on your certificate: Please note: If any of your details have changed since you received your current certificate, you should select Yes for question B7 on the Existing PVG Member Application Form and provide a sheet of paper with your new details on it with your application. (e.g. change of address) New Employees When a new pharmacist joins your company, you should ask them about their PVG status. If they are not a PVG Scheme Member and you wish to register as an interested party you should request that they join the Scheme. If they are already a PVG Scheme Member, they should apply for a Scheme Record Update for your company to become an interested party. Employees who resign If a pharmacist leaves your company, you should inform Disclosure Scotland that you are no longer an interested party. Thereafter you will no longer receive any information about that person. Either party can notify Disclosure Scotland but if the pharmacist contacts Disclosure Scotland they will contact you to confirm. Certificates When Disclosure Scotland issues a certificate both the pharmacist and CPS will receive a copy. We will get in touch with your named contact by and provide the following information: PVG Scheme Membership Number Type of Certificate issued Disclosure Number (Certificate number that will change with each disclosure made) Date of Issue

6 Conviction Information on Certificates During the disclosure process there might be information released about past convictions on the certificate, none of which would have affected the outcome of the PVG disclosure as the certificate was granted. You can choose if you would like to have this information passed to you. The Scottish Government is keen to ensure that members of the community who may have convictions are not unfairly treated in the process of considering them for positions of trust. It is recommended that employers should have a written policy on the recruitment of people who have been convicted. For more information on convictions, please visit the section below on the Scottish Government website: Application Forms We can send the application forms to your named contact or to the Contractor codes on the list you return to us. Please keep a copy of the list of employees as you can use this to monitor when certificates have been issued and remind staff to send in their forms. How to sign up If you wish to go ahead and have your staff complete a PVG, please complete the PVG Employee List and return to us at CPS in one of the following ways: pvg.enquiries@cps.scot Fax to , FAO PVG Team Questions Community Pharmacy Scotland, 42 Queen Street, Edinburgh, EH2 3NH If you have any questions about the PVG Scheme, please contact the PVG Team by pvg.enquiries@cps.scot or phone

7 Payment Options Once you decide if you are paying for your staff to be disclosed, or if you wish them to pay for themselves, please let us know on your Options Form. Unfortunately, we are unable to accept any type of Card Payment, but you can pay in any of the following ways:

8 PVG Employee List (Please keep a copy) Contractor Code Employee s Name Application to Join PVG Form Existing PVG Member Form Scheme Record (SR) Or Scheme Record Update (SRU) Paid for by Contractor Paid for by Applicant P - Pharmacist L - Locum or PR Pre-reg received to confirm certificate has been granted Community Pharmacy Scotland, 42 Queen Street, Edinburgh, EH2 3NH Tel: Fax: pvg.enquiries@cps.scot Web:

9 PVG Employee List (Please keep a copy) Contractor Code Employee s Name Application to Join PVG Form Existing PVG Member Form Scheme Record (SR) Or Scheme Record Update (SRU) Paid for by Contractor Paid for by Applicant P - Pharmacist L - Locum or PR Pre-Reg received to confirm certificate has been granted Community Pharmacy Scotland, 42 Queen Street, Edinburgh, EH2 3NH Tel: Fax: pvg.enquiries@cps.scot Web:

10 PVG Options Form (Please complete & return to CPS) Company Details (Please print) Company/Organisation Name Named Contact Named Contact Address Phone Number Fax Number Address Contact Details for Invoicing (if different from named contact) Issuing Application Forms (Please circle preferred options below) Please send all application form packs to: Named Contact Contractor Codes Do you need Police Act disclosure forms for delivery drivers? Yes No If you need Police Act disclosure forms for delivery drivers, how many do you need? Convictions Do you require any conviction information that may be on an employee s Certificate? Yes No Payment Option Bank Transfer Cheque Postal Order To Be Invoiced Cash

11 Written Permission Sheet (Please complete & return to CPS) I, the undersigned give my permission on behalf of the Company / Organisation named below for the Community Pharmacy Scotland PVG Team to securely destroy any documents relating to applications made to Disclosure Scotland on behalf of employees from the Company / Organisation named below. Written Permission Slip Company / Organisation Name Named Contact (Please Print) Named Contact Signature Date

12 Contact Us Community Pharmacy Scotland 42 Queen Street Edinburgh EH2 3NH Tel: Fax: