C+D Manufacturer Documentation. External Document for use by Manufacturers registered on C+D. Authors: Amy Sharp & Eva Kovatsova

Transcription

1 C+D Manufacturer Documentation External Document for use by Manufacturers registered on C+D Authors: Amy Sharp & Eva Kovatsova

2 Contents Introduction... 2 Logging in for the first time... 3 Manufacturer login... 3 Your Home Page Updating manufacturer information... 6 Setting up a user/contact... 9 Request/edit a brand or generic Adding a Brand/Generic Requesting/editing a product Browse Brand/Navigate the tree view Deleting a product using the tree view Adding/editing a product request Frequently asked questions Minimum Requirments for Products Quick Rules when inputting products

3 Introduction This documentation was created to assist with input of manufacturer details and product requests on C+D s website ( As part of this there will also be a frequently asked questions section. We hope you find this documentation of use, as always the C+D team are available on info@cddata.co.uk. 2

4 Logging in for the first time When the new website launched, we launched a whole new login system. Your username is your address, these are now unique to each user. Another change is we can no longer access your user account and we cannot view your passwords. If you are already set up but cannot locate the automated . In the username field type your address and request a forgotten password. Manufacturer login If you are an existing manufacturer you can access your account using the Sign in section. If you need to reset your password, please use the forgotten password question. If you do not receive the link, please see FAQ s for help. 3

5 Your Home Page. Entity Summary breakdown. Saved, not yet submitted This is where any requests which have not been submitted for approval can be found. This is designed to save the application if there is missing information. This allows the user to continue applications at a later date. If you save an item in the saved not submitted folder you can remove it using the red bin icon. This will not affect any product, but any items changed and not submitted will be discarded. allocated. If a product request stays in the saved and not submitted it will not be approved, and a PIP 4

6 Pending approval Any requests which have been submitted to C+D s admin staff can be viewed here. This will not allow you to edit the request. Items missing If a C+D admin notices items/information missing from any product listing, a note can be left on the product. These requests can be viewed in this folder. Reserved Any product which has been approved but has a future effective date can be viewed in this folder. This also includes a section for any brands when no products have the status in-use. In-Use This section is any brand or product which is live on the system. This means the products are viewable to all subscribers. Deleted Any product or brand which has been deleted can be viewed in this section. Declined Any request which has been declined by admin can be viewed here. Users can also make the edits and resubmit the product request without the need to start again. 5

7 Updating manufacturer information This box displays on the home page under quick links. This will show you the basic information, including the primary contacts details. To view/edit you manufacturer contact details press the edit manufacturer details. 6

8 When editing the company name, please note we use Ltd and Plc instead of limited/public limited. The address should be a generic company . For example info@/sales@. This will be printed in the price book. The company s house registration can be found online at: s/companies-house Manufacturer/distributor flags. The main difference here is that only companies with the manufacturer flag ticked can edit products. If this needs to be changed please info@cddata.co.uk. The address should be head office or the main factory details. The phone number should be a generic call center number. This will get printed in the price book and viewable to all subscribers. 7

9 Orders phone number, should not be the same as generic phone number. This applies to the orders address. Types of products and company details is a section which allows the user can put information about the manufacturer/product lines. The contacts section will display each contacts/users information. The number and should be direct. The address here, is the username. They should also be unique, the information stored in this section is viewable to only the manufacturer and admin staff. 8

10 Setting up a user/contact There are two primary ways a manufacturer can add a user to the system. The first way is the primary contact can login and edit manufacturer details. On the right of the screen you will see the below box. Fill out this section and select add contact at the bottom. The second one is only to be used if the primary contact has left, or is unknown. Contact info@cddata.co.uk, with all the details which it requests on the form. Important information! All changes must be submitted. This includes changes which are to be viewed by subscribers or if they are a permanent change which needs to be reflected in the data. 9

11 Request/edit a brand or generic Using the quick links section on the home page, click on the manage brands section. This will also show the user all registered brands under the manufacturer This section will not allow the user to manage the products. It is purely for brands/generics. To add a new brand or generic use the add brand button. Do not add duplicate brands/generics. These fields will allow the user to filter the brands/generics If the brand has a distributer use the pencil icon to add them to the brand. To delete the entire brand/generic (And all products attached to the brand/generic), use the red bin icon 10

12 Do s and Don ts of brand/generic requests Do s Don ts Request all new brands and generics. Put full product details when adding a brand/generic name. For example Paracetamol tablets film-coated 30mg 60. Use capital letters in brand requests, for Duplicate Brand/Generic requests. example EXAMPLE BRAND. Generics should be submitted in the Use the section to make products assigned following manner, Example Generic. to the brand live from reserved, Do not request a brand if you are taking over Do not input products until your from another manufacturer. brand/generic has been accepted. info@cddata.co.uk to request a brand transfer. Contact info@cddata.co.uk if you would like Do not use special characters in the brand to make a brand name change. name. Contact info@cddata.co.uk if you need any Do not put the manufacturer name into the help. brand request. Adding a Brand/Generic The name should contain only the brand/generic name Use the drop down to select the type of request (Brand/Generic) For the brand to be added to the tree view, the request must be submitted. R 11

13 Important information Adding in a branded generic. A branded generic is a product which has a brand name for legal reasons, but is prescribed as a generic. This is common among modified release/prolonged release products. These should be requested in the format: Ingredient Name (Brand Name) 12

14 Requesting/editing a product The manage products section, is used to view, edit, add and delete products. This will only show products which have been approved. The first thing which must be done is a brand selected. Use the drop down function to pick from all brands/generics which have been allocated to the manufacturer 13

15 2 Browse Brand/Navigate the tree view. The tree view will show the user, all the products which have been assigned to the brand. The black triangle means there is a sub group. To expand this grouping as shown click on the on the triangle The number shown displays how many products have been allocated to that specific group. To view these products click on the group. Please note this is not an indication there are no products in group structure. If the top group displays (0), and there is a black triangle always expand the listing. Important information The grouping structure can only be edited by the C+D admin staff. Deleting a product using the tree view To delete an individual product use the red bin 14

16 Adding/editing a product request Use the add product button for new product requests. The top line can be used to filter the products in the selected group Use the blue pencil to edit an existing product The effective date allows C+D admin staff to set up/approve products in order. For new requests it is the estimated launch date, or the date of application if the product is to go live on approval If the user was updating the product, this is the field is when the C+D team would aim to approve the request on. The product status has 3 possible options. In use means the product is currently available on the U.K. market. Reserved means a product is due for release at a future time. Once the effective date is reached the C+D will contact manufacturers as a reminder to update the product lines. Deleted products are not available on the U.K. market. Product descriptions must be vague, there should be enough information for a viewer to know what the product is. Descriptions are limited to 50 characters. 15

17 Do s and Don ts of Product Descriptions Do s Do put the form in the description. For example tablets or capsules. Do put the group information in. This helps us align your products. Don ts Don t put product use or marketing information in the description. Do not put the size in the description. Do not put the strength in the description. Do not put all capitals in the description. Do not put the brand name in the description. Descriptions Abbreviations In the product description users may see some abbreviations. These are standard throughout all product applications. Some common ones are; f/c film coated, s/f sugar free, s/c sugar coated, c/f colour free m/r modified release p/r prolonged release 16

18 Free text is a field users can input any information which might help the admins approve the product requests. This field is always deleted upon approval. Search tags can be inputted by manufacturers. A feature of C+D s website means subscribers can search for products. Keywords can increase the visibility of products. Size and Quantity need to be filled out. If the products are tablets, the quantity is the correct field. If there is a size like medium or 10 ml use the size field. Order number is a manufacturer code which a subscriber can use to order products. Fridge line indicator should be ticked for all products which need to be stored in a temperature controlled area. This is used for the correct storage of medications If the product is CE marked please provide the CE number. If the product has a COSHH (Control of substances hazardous to health) please ensure this box is selected. 17

19 C+D s platform allows for manufacturers to input product images. This is a free service and may increase the visibility online. The image will also show on the EPOS systems of pharmacies Formulations table, displays the active ingredient and strength. This is mandatory for all licensed products (P, POM and GSL) info@cddata.co.uk if the ingredient is missing 18

20 Product dimensions refer the product in the packaging. These are mandatory and are used by pharmacists to assist with stock control. Outer dimensions refer to the packaging the consumer packs come in. Shipper details refer to the packaging the outers are transported in. Outers per shipper is the number of outers in the shipper. 19

21 Retail price is the recommended retail price set by manufacturers. This must include VAT, and mark-up. The trade price displays what price it will cost the pharmacy to purchase your product. This must exclude VAT. If the product has a NHS list price this must be displayed in the trade price. Trade price should display the total cost per outer. If a single unit trade price is 1 pound, but the minimum consumer packs a pharmacy can buy in is 10, the trade price should display 10 pounds. Product Classification is used to group the products. It can also be used to search, for example searching for plasters. Medicines will always have medical category. OTC and Appliances have their own categories. Always select the one which is best fit for the product. Legal codes are mandatory. They are used by the pharmacy when dealing with customers. If there is a legal code there must be a PL number. We list PL, EU and THR codes. Please ensure when inputting the correct license type is stated. For example PL12345/1235, THR12345/1234 or EU/1/12/123/123 20

22 Breakdown of legal Classifications for Medicines. General Sales List (GSL): General sales list subject to control under the misuse of drugs act. All GSL products will have a product license number, if this is not provided we cannot list the product as GSL. An important thing to note is this often gets confused with a product being for general sale. Medical Device (MD): Medical devices will most likely have a CE code. A Medical devices are regulated by the Medicines & Healthcare products Regulatory Agency (MHRA), and more information can be found online. Pharmacy Only Products (P): Products which are sold under the supervision of a pharmacist. These products will also have a Product License number and this must recorded. These will have a product License number which needs to be recorded. Pharmacy Only (PO): These vary slightly from P line products. These are GSL products but can only be purchased through a pharmacy. As these are GSL we do need to get the product license number. Pharmacy Only Subject to Control under The Misuse of Drugs Act 1971 (P CDI): These are also known as a schedule 5 pharmacy only product. These products are however exempt from restrictions under the regulations however pharmacy s need to keep the invoices for two years. Prescription Only Medicine (POM): These products can only be supplied to those with a practitioner s prescription. A Product License code is required. Prescription Only Medicines subject to control under The Misuse of Drugs Act 1971 (POM CD): These medicines are under the full control of The Misuse of Drugs Act 1971 and its schedule 2 opiates and major stimulants regulations. A product License code is required. Prescription Only Medicines subject to control under The Misuse of Drugs Act 1971 (POM CDAN): subject to full control under the Misuse of Drugs Act 1971 expect the prescriptions and labelling requirements (expect those under the Medicines Act 1977). 21

23 Records are not required to be kept by retailers. These are under schedule 4 part ll. A product license code is required. Prescription Only Medicines subject to control under The Misuse of Drugs Act 1971 (POM CDBE): These are exempt from most restrictions and regulations, and has no safe custody requirements. (Schedule 4 part l-benzodiazepine Tranquilisers). A product license code is required. Prescription Only Medicines subject to control under The Misuse of Drugs Act 1971 (POM CDI): These are exempt from most restrictions, however invoices are required to be kept for two years. These are under (schedule 5, Prescription only products). A product license code is required. Prescription Only Medicines subject to control under The Misuse of Drugs Act 1971 (POM CDNR): The only exemption on this category is records are not required to be kept on CD register. However invoices are to be kept for two years. (Schedule 3 barbiturates) If the product can only be dispensed through a hospital pharmacy please tick the hospital only tick box. GTIN 13 is mandatory for all products. The only exception is for companies which do not hold a GS1 license. Admin notes is used by Admins to inform manufacturers for missing information. Please provide this information as soon as possible If the product requires a PIP code submit the product. Save the product if you need to get more information. For the minimum acceptable requirements please see the end of this guide. 22

24 Frequently asked questions My company has an account, but I cannot access it? The first thing we need to know is who the last known person able to login was. If this person has left and a new primary contact needs to be set up, you need to info@cddata.co.uk. For a new contact to be created we must have the users direct address, telephone number and job role. If your details have been created previously, you can follow the logging in for the first time steps. I have not received the forgotten password link. The forgotten password is sent from no-reply@ubm.com. Please check to ensure you are inputting the correct address. Also check your spam/junk, and ensure you have contacted your system administrators to ensure it is not being affected by a filter. If you have done the above but still have not received the address, please contact info@cddata.co.uk. Does my product meet the requirements for a PIP code? We do not issue PIP codes for products which are temporary. Products must be available for at least 6 months. As a result of this we do not list gifts or seasonal products. We do not list promotional packs, or any display units. If I meet the requirements how long does it take for a PIP code to be allocated? We aim to have all requests processed 48 hours from the time of submission. During the busy periods this may increase the time taken. When does a PIP code change? A PIP code is assigned to the product. This means that changes to its packaging, barcodes or name do not always constitute a change of PIP code. However if the formulation 23

25 (active ingredient and strengths) or its pack size (quantity of tablets for example) change it does require a change of PIP code. I have logged in but cannot see my products. Some products might be in sub groups. This allows better management of products. If you see a black triangle as shown below, click to expand the listings. Will my changes be in the next month s price book? This is depends on the when the changes are due to go into effect. To ensure the price books are sent to pharmacy s at the start of each month, the product file is run normally on the second week of the month before. This means if you want your price change to go into effect on the 1 st of October the file would have already been sent, and the books printed. However it will be made available to pharmacies on the date the change has been approved. These are made available via the change reports which can be downloaded online. What s the difference between save and submit? A saved request we cannot view. The main function of this is to provide the manufacturers a way of editing or creating products without submitting. For example if you are missing information you will no longer have to lose your edits or request. 24

26 The submit function sends any edits to the C+D admin staff for approval. Only approved requests will be viewable by subscribers. This excludes edits to manufacturer contacts, only admin can view this section, but new contacts do need to be approved. I cannot see the full product description in the description field. The reason you may not see the full description might be in the grouping structure. This allows us to create variant products, which reduce the amount of space used in the print publications. It also allows us to better manage your product records. A black tick here indicates a variant group. Items can only variants if they meet certain criteria. - The prince must be the same in both trade and retail. - The VAT must be the same in all products - All products must match in form, for example colostomy and Ileostomy bags would need to be in separate groups. What is the difference between products per outer and quantity/size? Quantity is how many items are in the consumer pack, for example a pack of 24 tablets, will have 24 in the quantity. Products per outer is the minimum consumer units a pharmacy can buy in. 25

27 For example a Shampoo might be 400ml and a consumer can buy one item as a minimum. But the company may sell them to the pharmacy as a pack of six, 400ml shampoos. In this case the Products per outer should be six, and the size should be 400ml. What VAT option should I select? Standard VAT is applicable to most medicines. Low rate can be applied to items such as female menstrual products. Zero rated tax can be applied to items such as baby products. Which VAT you pick is linked to the individual product not the manufacturer. What PL number should I use? This depends on what authority licensed the product. PL and THR licenses are issued by the MHRA, and must meet their requirements. EU numbers are issued by the European Union, and must meet their requirements. 26

28 Minimum Requirments for Products 27

29 Quick Rules when inputting products If the product has a legal code, it must have a PL number. o If the product has a legal code of Medical Device it must have a CE mark. o If the product has a legal code it must have a formulation table. A formulation table must have the strength of the active ingredient. The product has a trade price it must have a products per outer. o If products per outer is more than one, the trade price must reflect this. Retail prices always display the single unit price Branded medicines must have the basic NHS list price in the trade price column The Description must say the form (Tablets, capsules, Eye Drops). Product image should be on a white background. They should also be of a front facing pack. GTIN s are mandatory unless you do not have a GS1 license. In this stance please info@cddata.co.uk, or add into free text when making the request 28