PPE Portal User Guide

Step 1 – Invitation EmailIn order to sign on you will need to have been invited. The invite will have been sent on or around the 6th of August from ppe.dedicated.supply.channel@notifications.service.gov.uk (searching this email address may well bring up your invitation if not deleted). The email sent would have looked something like the one below:

NB – If you have deleted/ did not receive the above email then you can do one of two things:

1. Contact the Customer Service number for the PPE portal on 0800 876 68022. Try to guess the correct email address – To do this simply go to the NHS PPE website and

follow the steps in Step 2 below using the email that you think is registered with CQC. If this is the correct email address then you will receive a reply email from the NHS portal asking you to finish registration within 5 minutes. Please note if the email address is not the one invited you will receive no reply.

Oxfordshire Carehomes Association PPE Portal Guide V1 – 21st September 2020

Step 2 – Registering on the websiteOnce you have found the email address that has been invited you need to go to the NHS PPE website: https://www.nhs-ppe.co.uk/customer/authentication

1. Enter the email address noted in the invitation email received in the “New to the PPE Portal” box and click register.

2. You will then receive an invitation email asking you to set up your account [shown below].

3. Click on the circled create password button and you will be asked to create a password, and will then be logged into the PPE Website.

Oxfordshire Carehomes Association PPE Portal Guide V1 – 21st September 2020

4. You will be asked to fill out your company information, please note that many of these entries cannot be altered after initial entry, so make sure they are correct.

5. IMPORTANT – you will be asked to put in the size of your organisation. Make sure that this is correct as it will directly affect the size of order you can make. (See step 4 for full details)

Oxfordshire Carehomes Association PPE Portal Guide V1 – 21st September 2020

Step 3 Ordering

Once you have logged in an ordering screen like the one above will appear. You will need to

Click on the item you wish to order Pick the relevant product/ size with the 5 categories. These are shown in the picture above. Enter the quantity that you wish to order (see step 4 below for advice on what you can

order. Click “add to basket”.

Once you have selected your items you can finalise your order by clicking on the symbol in the top-right corner of you screen (shown in the image above circled in red). This will take you through to the checkout system.

Check-out has 4 stages, indicated in the above slider that will appear. Stage 1 is picking the items Stage 2 will confirm your address and phone number.

Oxfordshire Carehomes Association PPE Portal Guide V1 – 21st September 2020

NB You cannot change your delivery address in the PPE portal. For further information about how to register a change of address, please refer to the FAQs.

Once you have confirmed your address you will be taken to Stage 3 “Payment”. This simply has an order now button

NB – Although the stage says “payment” you will not be asked to pay for the products as these are (at the time of writing) provided free of charge.

Stage 4 “Conclude the Payment” will then have a confirmation of your order.

Oxfordshire Carehomes Association PPE Portal Guide V1 – 21st September 2020

Step 4 - QuantitiesQuantities that you can order are limited based on the size of your organisation. The limits are weekly limits and cannot be ordered in more than one-weekly amounts. This means that, if are using very high quantities of PPE, to maximise the PPE received you will need to place an order from the portal every week.

The weekly limits are specified on the Gov.uk website at: https://www.gov.uk/guidance/ppe-portal-how-to-order-emergency-personal-protective-equipment

For Care Homes the limits are dependent on the number of CQC registered beds, as indicated below :

Residential care homes: order limitsResidential care homes with fewer than 10 beds can order (per week): 50 II masks 200 IIR masks 400 aprons 800 gloves (400 pairs) 2 bottles of hand hygiene (usually 500ml) one box of visors (usually 50 per box)Residential care homes with between 10 and 24 beds can order (per week): 50 II masks 300 IIR masks 600 aprons 1,200 gloves (600 pairs) 3 bottles of hand hygiene (usually 500ml) one box of visors (usually 50 per box)Residential care homes with between 25 and 49 beds can order (per week): 50 II masks 300 IIR masks 600 aprons 1,200 gloves (600 pairs) 3 bottles of hand hygiene (usually 500ml) one box of visors (usually 50 per box)Residential care homes with between 50 and 99 beds can order (per week): 50 II masks 300 IIR masks 1,200 aprons 2,200 gloves (1,100 pairs) 3 bottles of hand hygiene (usually 500ml) one box of visors (usually 200 per box)Residential care homes with 100 or more beds can order (per week): 50 II masks 300 IIR masks 2,000 aprons 3,600 gloves (1,800 pairs) 3 bottles of hand hygiene (usually 500ml) one box of visors (usually 200 per box)For Domiciliary providers your order will be limited by the number of clients that you provide care to

Oxfordshire Carehomes Association PPE Portal Guide V1 – 21st September 2020

Domiciliary care providers: order limitsDomiciliary care providers with fewer than 20 clients can order (per week): 50 II masks 200 IIR masks 400 aprons 800 gloves (400 pairs) 2 bottles of hand hygiene (usually 500ml) one box of visors (usually 50 per box)Domiciliary care providers with between 20 and 49 clients can order (per week): 50 II masks 300 IIR masks 600 aprons 1,200 gloves (600 pairs) 3 bottles of hand hygiene (usually 500ml) one box of visors (usually 50 per box)Domiciliary care providers with between 50 and 99 clients can order (per week): 50 II masks 400 IIR masks 600 aprons 1,200 gloves (600 pairs) 3 bottles of hand hygiene (usually 500ml) one box of visors (usually 200 per box)Domiciliary care providers with between 100 and 149 clients can order (per week): 50 II masks 600 IIR masks 600 aprons 1,200 gloves (600 pairs) 3 bottles of hand hygiene (usually 500ml) one box of visors (usually 200 per box)Domiciliary care providers with between 150 and 500 clients can order (per week): 50 II masks 1,500 IIR masks 1,400 aprons 2,800 gloves (1,400 pairs) 3 bottles of hand hygiene (usually 500ml) one box of visors (usually 200 per box)Domiciliary care providers with between 500 and 999 clients can order (per week): 50 II masks 3,100 IIR masks 3,100 aprons 6,200 gloves (3,100 pairs) 3 bottles of hand hygiene (usually 500ml) one box of visors (usually 200 per box)Domiciliary care providers with more than 1,000 clients can order (per week): 50 II masks 5,200 IIR masks 5,200 aprons 10,500 gloves (5,250 pairs) 3 bottles of hand hygiene (usually 500ml) one box of visors (usually 200 per box)

Oxfordshire Carehomes Association PPE Portal Guide V1 – 21st September 2020

Additional Information - Ordering face masksPlease note there are 2 types of facemasks available.

Mask A – IIR masks

There are two designs, ear looped and self-tie, you will need to pick your preferred type. These masks are water-resistant and can be used by direct care providing staff as specified in Table 1, copied overleaf:

Oxfordshire Carehomes Association PPE Portal Guide V1 – 21st September 2020

Mask B - Type II mask

Type II masks are not water repellent and should only be used as specified in Table 2 and 3 from the PPE guidance, shown below

Oxfordshire Carehomes Association PPE Portal Guide V1 – 21st September 2020

Oxfordshire Carehomes Association PPE Portal Guide V1 – 21st September 2020