How to register to use UK PharmaScan

Three types of organisation are eligible to register to use UK PharmaScan:

  • Pharmaceutical companies
  • UK horizon scanning agencies (National HorizonScanning Centre, National Prescribing Centre, UKMi, NICE, SMC, AWMSG, Northern Ireland).
  • NHS organisations that meet certain criteria

Overview

The registration process for all organisations is in two parts:

  1. The organisation has to register first and be approved by the relevant authorising body
  2. Individual users within the organisation can then register once the organisation’s registration has been approved

Champion users

Before registering all organisations are required to identify a champion user. The champion user is the senior user within an organisation responsible for registering that organisation with UK PharmaScan and will have the authority within their organisation to, review, approve and maintain access permissions to other standard users within that organisation.

Responsibilities

The champion user is responsible for:

  1. Registering their organisation for access to UK PharmaScan via the appropriate registration or application process. In registering their organisation it is the responsibility of the champion user to ensure the User Agreement is signed by the relevant person within their organisation and returned to NICE. The signatory for the User Agreement must hold a sufficiently senior position to provide the authority to act on behalf of the organisation and bind the organisation to the terms of the User Agreement.
  2. Reviewing and approving all standard users within their organisation. In approving standard users it is the responsibility of the champion user to ensure that: • Only those users they consider appropriate within their organisation are provided with access to UK PharmaScan • All standard users use a corporate email address in their application • Only corporate issued computer equipment is used to gain access to UK PharmaScan • All standard users are aware of and agree to abide by the conditions set out in the User Agreement • Information held on UK PharmaScan is being managed in accordance with the User Agreement.
  3. Maintaining the number of active users within their organisation and is required to: • Ensure that the total number of activated users including the champion user and all standard users does not exceed five at any point. Periods where the number of active users exceeds five will be reported to the Oversight and Governance Committee and may result in the organisation’s access being suspended and or removed. • Deactivate standard users who: i. Are on long term leave. ii. No longer require access to the database (e.g. who have left the company or moved departments) • Notify NICE immediately when a user no longer requires access to the database and request that the user is removed from the database.

User agreements

All organisations granted access are required to sign a User Agreement which sets out roles and responsibilities, including strict adherence to commercial confidentiality and a commitment to pay the subscription fee (where applicable). It is expected that the signatory must have a senior position which provides the authority to act on behalf of and to bind an organisation.

Registration process for pharmaceutical companies

To register the pharmaceutical company

A nominated champion user should be identified within the organisation to complete the registration process. The champion user should fill out the "Register your company / organisation" form on the UK PharmaScan website and select “Pharmaceutical company” from the “Company type” drop down list. Once the champion user has completed and submitted the online form, the Association of British Pharmaceutical Industry will receive an email requesting approval of the company and proposed champion user.

Once the request has been reviewed, if approved, the ABPI will email the champion user the Data Inputter User Agreement (see example Data Inputter User Agreement). The champion user should arrange for the Data Inputter User Agreement to be completed. The signatory must hold a sufficiently senior position to provide the authority to act on behalf of the organisation and bind the organisation to the terms of the Data Inputter Agreement. The champion user should return the completed form to NICE.

The ABPI will also send an email to the champion user containing a link to download the client certificate and activate their UK PharmaScan account. Although the champion user can start to use the service, no data will be published until NICE has received the signed Data Inputter User Agreement

To register individual users within a pharmaceutical company

Once a champion user has activated their account, other members of that organisation may then apply for access to the service.

These standard users should fill out the "Register as a user" form on the UK PharmaScan website. Once the user has completed and submitted the form, the champion user for that organisation will be sent an email asking him/her to approve the user.

Once the request has been reviewed and approved by the champion user, the user will receive an email containing a link to download the client certificate and activate their UK PharmaScan account.

Registration process for UK horizon scanning agencies

To register the UK horizon scanning agency

A nominated champion user should be identified within the organisation to complete the registration process. The champion user should fill out the "Register your company / organisation" form and select “National Horizon Scanning Company” from the “Company type” dropdown list. Once the champion user has completed and submitted the form, NICE will receive an email requesting approval of the company and champion user.

On receipt of the email, NICE will complete some preliminary checks to assess if the application should proceed. If the application can proceed then NICE will email the champion user a Data Accessor Agreement (see example Data Accessor Agreement).

The champion user should arrange for the Data Accessor Agreement to be completed. It is expected that the signatory to the agreement must hold a sufficiently senior position to provide the authority to act on behalf of the horizon scanning agency and bind the horizon scanning agency to the terms of the Data Accessor Agreement. The champion user should then return the signed Data Accessor Agreement to NICE.

On receipt of the user agreement, NICE will send an email to the champion user containing a link to download the client certificate and activate their UK PharmaScan account.

To register individual users within a UK horizon scanning agency

Once a champion user has activated their account, other members of that agency may then apply for access the service.

These standard users should fill out the "Register as a user" form on the UK PharmaScan website . Once the user has completed and submitted the online form, the champion user for that organisation will need to approve the request (see the Champion User Administration section in the guidance document available from contactus@ukpharmascan.org.uk).

Once the request has been reviewed, if approved, the user will receive an email containing a link to download the client certificate and activate their UK PharmaScan account.

Registration process for NHS organisations

To register the NHS organisation

A nominated champion user should be identified within the NHS organisation to complete the registration process. The champion user should fill out the "Register your company / organisation" form on the UK PharmaScan website and select “NHS Organisation” from the “Company type” drop down list. Once the champion user has completed and submitted the form, NICE will receive an email requesting approval of the company and champion user.

On receipt of the email, NICE will complete some preliminary checks and report to the UK PharmaScan Oversight and Governance Committee to confirm if the application should proceed. If the application can proceed then NICE will email the champion user a more detailed application form and Data Accessor Agreement (see example Data Accessor Agreement).

The champion user should complete the application form and arrange for the Data Accessor Agreement to be completed. It is expected that the signatory to the agreement must hold a sufficiently senior position to provide the authority to act on behalf of the NHS organisation and bind the NHS organisation to the terms of the Data Accessor Agreement. The champion user should then return the completed application form and signed Data Accessor Agreement to NICE.

On receipt of the documents NICE will send an email to the champion user containing a link to download the client certificate and activate their UK PharmaScan account.

To register individual users within an NHS organisation

Once a champion user has activated their account, other members of that NHS organisation may then apply for access the service.

These “standard users” should fill out the "Register as a user" form on the UK PharmaScan website. Once the user has completed and submitted the online form, the champion user for that organisation will be sent an email to approve the proposed user.

Once the request has been reviewed, if approved, the user will receive an email containing a link to download the client certificate and activate their UK PharmaScan account.

If an organisation’s application is unsuccessful

If an organisation’s application is unsuccessful cases for reconsideration of applications can be made to the UK PharmaScan Oversight and Governance Committee. If you wish to make such a case please make initial contact with the UK PharmaScan team at contactus@ukpharmascan.org.uk.

Documents to download

  1. Data Inputter (Industry User) Agreement
  2. Data Accessor Agreement
  3. NHS Application Form