PPSN Register of Users - Hospitals and Related Services


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Adelaide and Meath Hospital, Dublin (incorporating the National Children's Hospital)

Updated: January 2013 

(i) Does your Hospital use the PPS Number at present?

Yes it does.

(ii) For What Purpose(s)?

The hospital uses the PPSN number for matters relating to staff with regard to salary processing, tax returns to the revenue commissioners and returns to the Department of Social Protection.

(iii) Does your Hospital exchange the PPS Number with any external Body? If so please name the relevant bodies and state the purpose(s) of the exchange.

The revenue commissioners and the Department of Social Protection..

(iv) What future plans has your Hospital for the use of the PPS Number?

Not at the moment.

(v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -
  • Obtain and process the information fairly;
  • Keep it only for one or more specified, explicit and lawful purposes;
  • Process it only in ways compatible with the purposes for which it was given to you initially;
  • Keep it safe and secure;
  • Keep it accurate, complete and up-to-date;
  • Ensure that it is adequate, relevant and not excessive;
  • Retain it no longer than is necessary for the specified purpose or purposes;
  • Give a copy of his/her personal data to an individual, on request.
Have you measures in place to ensure that the PSI data you hold /collect, whether held in electronic or written format is secure and only accessible and processed only in connection with the purpose for which it has been provided?
Yes we do. We have hospital policies and practices in place.

Beaumont Hospital, Dublin

Updated: September 2011

(i) Does your Hospital use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

Salaries/Wages - The PPS Number for each staff member is recorded on payroll and is required for official correspondence with the Revenue Commissioners and the Department of Social Protection. It is also available with other staff details and information to the Hospital's Payroll Bureau (Northgate).

Human Resources - Application for Work Permits to the Department of Justice, Equality and Law Reform.

Superannuation - The PPS Number may be used as an identifying reference when corresponding with other public sector bodies throughout the country which are part of the superannuation transfer network. This is in cases of transferring or verifying pensionable service when staff either resign from or take up service with Beaumont Hospital.

(iii) Does your Hospital exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

Yes.

  • The Revenue Commissioners
  • The Department of Social Protection
  • The Department of Justice, Equality and Law Reform

(iv) What future plans has your Hospital for the use of the PPS Number?

At this time there are no future plans to extend the use of the PPS Number in the hospital.

Cappagh Orthopaedic Hospital, Dublin

(i) Does your Hospital use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

For payroll purposes.

(iii) Does your Hospital exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

The PPS Number is used for employees claiming social welfare benefits and also for revenue purposes so the appropriate Departments would receive the number.

(iv) What future plans has your Hospital for the use of the PPS Number?

None at present.

Coombe Women�s Hospital, Dublin 8

Updated: September 2011.

 

(i) Does your Hospital use the PPSN at present?

Yes

 

(ii) For what purpose(s)?

The PPSN is used for birth notification purposes.

 

(iii) Does your Hospital exchange the PPSN with any external body? If so please name the relevant bodies and state the purposes of the exchange.

The PPSN is sent electronically to the registrar of births for the purpose of birth notification.

 

(iv) What future plans has your Hospital for the use of the PPSN?

None.

Dublin Dental Hospital

Updated: August 2010

(i) Does your Hospital use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

  • Payroll
  • P60
  • P45
  • P35
  • Payslips
  • Social Welfare Forms

(iii) Does your Hospital exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

  • The PPS Revenue Commissioners-Payroll
  • Social Welfare-Benefit Claims

(iv) What future plans has your Hospital for the use of the PPS Number?

None.

Hume Street Hospital

(i) Does your Hospital use the PPS Number at present?

PPS Number is used in the hospital.

(ii) For what purpose(s)?

Payroll purposes for staff and pensioners.

(iii) Does your Hospital exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

Not exchanged with external bodies.

(iv) What future plans has your Hospital for the use of the PPS Number?

None at the moment.

Incorporated Orthopaedic Hospital of Ireland

Updated: February 2010

(i) Does your Hospital use the PPS Number at present?

Our hospital does use PPS Numbers.

(ii) For what purpose(s)?

All employees are requested to furnish the hospital with their PPS Number details upon commencement of their employment thus enabling the hospital to ensure that proper PAYE and PRSI deductions are made.

(iii) Does your Hospital exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

An employee's PPS Number is quoted on all correspondence to the Revenue Commissioners and Department of Social and Family Affairs pertaining to that employee. Employee PPS Number details are not exchanged with any other external agencies.

(iv) What future plans has your Hospital for the use of the PPS Number?

Other than the existing, confidential and legally required, use of employee PPS Numbers the Hospital does not foresee any other use of employee PPS Numbers in the near future.

Leopardstown Park Hospital

Updated: July 2011

(i) Does your Hospital use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

PAYE and PRSI purposes

(iii) Does your Hospital exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

Revenue Commissioners, Department of Social Protection, HSE, CSO.

(iv) What future plans has your Hospital for the use of the PPS Number?

The Hospital has no other plans for the future use of PPS Nos.

 

Mater Misericordiae Hospital, Dublin

Updated: February 2010

(i) Does your Hospital use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

For PAYE and PRSI purposes

(iii) Does your Hospital exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

The Revenue Commissioners.

(iv) What future plans has your Hospital for the use of the PPS Number?

None.

Mercy Hospital, Cork

(i) Does your Hospital use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

Normal payroll purposes.

(iii) Does your Hospital exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

No.

(iv) What future plans has your Hospital for the use of the PPS Number?

None.

National Cancer Screening Service (NCSS) which encompasses

  • BreastCheck -The National Breast Screening Programme and
  • CervicalCheck � The National Cervical Screening Programme.

Updated: April 2010

(i) Does your Office use the PPS Number at present?

BreastCheck currently uses the PPS Number.

(ii) For what purpose(s)?

  • Client Database: Breastcheck receive personal data in relation to clients; name, address, date of birth from four data providers; VHI, Quinn Healthcare, Aviva Health Insurance, General Medical Scheme and the Department of Social and Family Affairs. The latter two agencies also provide the PPS No. where available.
  • The main purpose, currently, for the procurement of PPS numbers is to facilitate the identification of duplicate records held on the Population Register.

(iii) Does your Office exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

BreastCheck does not exchange the data with any external body. However, we use a data cleansing agency: PMI (Precision Marketing Information) to sort, de-duplicate and append DED information to the records. Therefore they would be in possession of the information for a period.

The contract between NCSS and PMI stipulates that such information will not be passed on to any third party.

(iv) What future plans has your Office for the use of the PPS Number?

Once a final decision has been made in respect of producing one NCSS Population Register then there will be implications for the adoption of the PPS number both as a unique identifier and as a tool in the identification of duplicate records. At this point data suppliers and self registrants to the various cancer screening programmes will be requested to submit their PPS numbers.

Any future plans regarding the use of PPS numbers by the National Cancer Screening Service which encompasses BreastCheck -The National Breast Screening Programme and CervicalCheck � The National Cervical Screening Programme may involve consultation with the Department of Social & Family Affairs.

As all our data providers do not include the PPS Number at present, we have no plans to use it further.

National Maternity Hospital, Dublin

Updated: January 2013

(i) Does your Hospital use the PPS Number at present?

Yes we currently use the PPS number.

(ii) For what purpose(s)?

It is used for the purpose of patient validation (if we put in a PPS number our Patient Administration System (PAS) tells us if it is already in use by another hospital number so stops duplicate registrations) and also for the GRO for the birth notification form.

(iii) Does your Hospital exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

The only organisation we pass the PPS number onto is the GRO for the birth notification form.

(iv) What future plans has your Hospital for the use of the PPS Number?

We have no other plans involving the use of the PPS number.

(v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -
  • Obtain and process the information fairly;
  • Keep it only for one or more specified, explicit and lawful purposes;
  • Process it only in ways compatible with the purposes for which it was given to you initially;
  • Keep it safe and secure;
  • Keep it accurate, complete and up-to-date;
  • Ensure that it is adequate, relevant and not excessive;
  • Retain it no longer than is necessary for the specified purpose or purposes;
  • Give a copy of his/her personal data to an individual, on request.
Have you measures in place to ensure that the PSI data you hold /collect, whether held in electronic or written format is secure and only accessible and processed only in connection with the purpose for which it has been provided?
The PSI details which are associated with the PPS number are secured either on PAS which is password protected or in the chart which is always in an area supervised by staff or in a locked secured area out of hours.

National Rehabilitation Hospital, Dun Laoghaire

Updated: February 2013 

(i) Does your Hospital use the PPS Number at present?

Yes, the Hospital does use PPS Numbers.

(ii) For what purpose(s)?

Payroll.

(iii) Does your Hospital exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

a. Revenue Commissioners � Annual Returns, payroll queries etc,
b. Department of Social Protection � Maternity/Disability benefit forms etc,
c. County Councils/Corporations � Rent assessment forms
d. HSE � Superannuation forms, redundancy/early retirement schemes
e. All public sector employers � Service verification forms.

(iv) What future plans has your Hospital for the use of the PPS Number?

No

(v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -

  • Obtain and process the information fairly;
  • Keep it only for one or more specified, explicit and lawful purposes;
  • Process it only in ways compatible with the purposes for which it was given to you initially;
  • Keep it safe and secure;
  • Keep it accurate, complete and up-to-date;
  • Ensure that it is adequate, relevant and not excessive;
  • Retain it no longer than is necessary for the specified purpose or purposes;
  • Give a copy of his/her personal data to an individual, on request.
Have you measures in place to ensure that the PSI data you hold /collect, whether held in electronic or written format is secure and only accessible and processed only in connection with the purpose for which it has been provided?
Yes.

Our Lady's Hospital for Sick Children, Crumlin, Dublin.

Updated: September 2011

(i) Does your Hospital use the PPS Number at present?

No.

(ii) For what purpose(s)?

None.

(iii) Does your Hospital exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

No.

(iv) What future plans has your Hospital for the use of the PPS Number?

An in-house committee has recommended that the hospital begin using PPS Number. However, no timetable has yet been set for it's implementation.

Our Lady's Hospice

Updated: January 2011

(i) Does your Hospital use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

For Payroll.

(iii) Does your Hospital exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

Department of Social Protection

Department of Health and Children

(iv) What future plans has your Hospital for the use of the PPS Number?

Currently, no plans to use the PPS No. for any other purposes.

Portiuncula Hospital, Ballinasloe, Co. Galway.

Updated: January 2013 

(i) Does your Hospital use the PPS Number at present?

Yes

(ii) For what purpose(s)?

 Payroll, Social Welfare, Revenue Commissioners, Patient Administration System.

(iii) Does your Hospital exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

Department of Social Protection. Revenue Commissioners.

(iv) What future plans has your Hospital for the use of the PPS Number?

Not aware of any

(v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -
  • Obtain and process the information fairly;
  • Keep it only for one or more specified, explicit and lawful purposes;
  • Process it only in ways compatible with the purposes for which it was given to you initially;
  • Keep it safe and secure;
  • Keep it accurate, complete and up-to-date;
  • Ensure that it is adequate, relevant and not excessive;
  • Retain it no longer than is necessary for the specified purpose or purposes;
  • Give a copy of his/her personal data to an individual, on request.
Have you measures in place to ensure that the PSI data you hold /collect, whether held in electronic or written format is secure and only accessible and processed only in connection with the purpose for which it has been provided?
 
To the best of my knowledge and belief, we comply with HSE measures in place that PSI data held is secure and processed only in connection with the purpose for which it has been provided.

Rotunda Hospital, Dublin.

Updated: September 2011

(i) Does your Hospital use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

The Payroll Dept records this data for processing of individuals payroll details.

The HR Department records this data for internal recording reference only, and communication to the Payroll Dept for new employees set-up.

The Births Notification Department records this data internal for internal purposes only.

(iii) Does your Hospital exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

  1. Dept of Finance: for year end P35, P45, statutory purposes
  2. Dept of Health and Children: for VHSS purposes /calculations; the VHSS is the Voluntary Hospital Superannuation Scheme operated by the Department of Health and Children.
  3. Other Agencies /Hospitals for whom some of our Medical Consultant staff will have shared sessions with, and for whom either the Rotunda, or the other Agency would be the paymaster. Again this is a payroll processing purpose.
  4. When an employee submits a Statement of Income Form from a prospective Mortgage Advisor; the Rotunda completes and stamps the form, with the PPS number included thereon, and returns this to the employee, who would reciprocally bring this to their Mortgage Lender.
  5. On certain occasions, with express written instruction, the Payroll Department will provide this data, to an individual Medical Consultants personal Tax Advisor, for the purposes of the calculation of their individual self assessment tax returns.
  6. The Hospital takes part in the National Cervical Screening programme and as part of this there is a computer package called Mediscan in place. This system records PPS numbers which is used by the National Cervical Programme.

(iv) What future plans has your Hospital for the use of the PPS Number?

None; other than stated above.

Royal Victoria Eye and Ear Hospital, Dublin

(i) Does your Hospital use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

The processing of salaries and pensions.

(iii) Does your Hospital exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

In order to register patients with the Voluntary Hospital Superannuation Scheme (pension scheme) employees PPS Numbers are forwarded to the Department of Health and Children.

(iv) What future plans has your Hospital for the use of the PPS Number?

No.

St. James's Hospital

Updated: February 2013

(i) Does your Hospital use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

PAYE and PRSI purposes.
Drug  payment reimbursement.

(iii) Does your Hospital exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

Yes, the Revenue Commissioners, NCCP/PCRS Primary Care Reimbursement Scheme.

(iv) What future plans has your Hospital for the use of the PPS Number?

Light expansion, due to new reimbursement models.

(v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -
  • Obtain and process the information fairly;
  • Keep it only for one or more specified, explicit and lawful purposes;
  • Process it only in ways compatible with the purposes for which it was given to you initially;
  • Keep it safe and secure;
  • Keep it accurate, complete and up-to-date;
  • Ensure that it is adequate, relevant and not excessive;
  • Retain it no longer than is necessary for the specified purpose or purposes;
  • Give a copy of his/her personal data to an individual, on request.
Have you measures in place to ensure that the PSI data you hold /collect, whether held in electronic or written format is secure and only accessible and processed only in connection with the purpose for which it has been provided?
Yes.

St. John's Hospital, Limerick

Updated: January 2011

(i) Does your Hospital use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

Payroll and staff employment records.

(iii) Does your Hospital exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

Yes:

  • Department of Social Protection - Employment Records
  • Revenue Commissioners - P.A.Y.E. records.

(iv) What future plans has your Hospital for the use of the PPS Number?

Extend the use of PPS Number to patient records. This number will be used under the National Information Technology Strategy for electronic exchange of information between Health Agencies.

St. Luke's and St Anne's Hospital, Dublin

Updated: August 2010

(i) Does your Hospital use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

For PAYE and PRSI purposes.

(iii) Does your Hospital exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

  • Department of Social Protection
  • Department of Health & Children (pension purposes)
  • Revenue Commissioners

(iv) What future plans has your Hospital for the use of the PPS Number?

None. Other than stated above.

St. Mary's Hospital, Baldoyle

(i) Does your Hospital use the PPS Number at present?

Yes, the PPS Number is in use.

(ii) For what purpose(s)?

At present on certain Tax Returns.

(iii) Does your Hospital exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

No, this has not arisen.

(iv) What future plans has your Hospital for the use of the PPS Number?

More widespread use is anticipated as the e-agenda is developed.

St. Michael's Hospital, Dun Laoghaire

(i) Does your Hospital use the PPS Number at present?

No.

(ii) For what purpose(s)?

None.

(iii) Does your Hospital exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

No.

(iv) What future plans has your Hospital for the use of the PPS Number?

None.

St. Vincent's Hospital, Elm Park, Dublin

(i) Does your Hospital use the PPS Number at present?

The hospital uses the PPS Number at present.

(ii) For what purpose(s)?

It is used mainly for payroll purposes.

(iii) Does your Hospital exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

The PPS Number is used mainly with the following external bodies:

  • Department of Health and Children : pension purposes
  • Department of Social and Family Affairs : benefits
  • Revenue Commissioners.

(iv) What future plans has your Hospital for the use of the PPS Number?

As it is a unique number there is a possibility of perhaps using it at some stage in the future in connection with electronic patient records (identification purposes).

It could also be used during the process of financially assessing patients e.g. in A and E or inpatients for example.

St. Vincent's Hospital, Fairview

(i) Does your Hospital use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

For the purpose of PAYE and PRSI deductions.

(iii) Does your Hospital exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

PPS Numbers are exchanged with the Revenue Commissioners for returns, with the Department of Social Affairs for checking benefits if the employee is sick or on Maternity Leave etc. and with Health Boards to identify nurses reclarification of service.

(iv) What future plans has your Hospital for the use of the PPS Number?

No future plans at the moment.

South Infirmary/Victoria Hospital, Cork

Updated: February 2013

(i) Does your Hospital use the PPS Number at present?

Yes

(ii) For what purpose(s)?

Used in the following departments Payroll, Human Resources and Occupational Pensions for the purposes;
 
Employee Information Form / Personal Details form - used to set up new employees and goes to pay roll, Carer's Leave applications, Parental Leave applications, Majeure applications, Leave applications, OWT1 Forms and Work Permit Applications.
 

(iii) Does your Hospital exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

The Revenue Commissioners,
The Department of Social and Family Affairs
The Pensions Management Unit, HSE.

(iv) What future plans has your Hospital for the use of the PPS Number?

None.

(v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -
  • Obtain and process the information fairly;
  • Keep it only for one or more specified, explicit and lawful purposes;
  • Process it only in ways compatible with the purposes for which it was given to you initially;
  • Keep it safe and secure;
  • Keep it accurate, complete and up-to-date;
  • Ensure that it is adequate, relevant and not excessive;
  • Retain it no longer than is necessary for the specified purpose or purposes;
  • Give a copy of his/her personal data to an individual, on request.
Have you measures in place to ensure that the PSI data you hold /collect, whether held in electronic or written format is secure and only accessible and processed only in connection with the purpose for which it has been provided?
Yes.

The Children's University Hospital, Temple Street, Dublin

Updated: October 2011

(i) Does your Hospital use the PPS Number at present?

Yes

(ii) For what purpose(s)?

It is used mainly for payroll and staff employment records.

Salaries/Wages - The PPS No. for each staff member is recorded on their payroll record. It is required for correspondence with the Revenue Commissioners, the Department of Health & Children and the Department of Social Protection.

Human Resources - The PPS No. is used in applications for Work Permits to the Department of Justice, Equality & Law Reform.

Superannuation - The PPS No. is used as an identifying reference when registering employees to the pension scheme or applying for pensions upon retirement.

(iii) Does your Hospital exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

Yes:

  • Revenue Commissioners - PAYE.and PRSI Records.
  • Department of Health & Children - Pension Purposes
  • Department of Social Protection - Benefits
  • The Department of Justice, Equality & Law Reform - Work Permits

(iv) What future plans has your Hospital for the use of the PPS Number?

At this time there are no future plans to extend the use of the PPS Number in the Hospital.

The Royal Hospital, Donnybrook

Updated: February 2013 

(i) Does your Hospital use the PPS Number at present?

Yes 

(ii) For what purpose(s)?

It is used by Salaries Department in respect of staff payroll.  It is also used by other departments to register a patient�s death (when there are no relatives available to do so), for application for bereavement grants, dental benefits, mobility allowances, and other such entitlements.

(iii) Does your Hospital exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

Yes, for the purposes mentioned at (ii) above.  In respect of staff, Salaries Department has exchanges with the Revenue Commissioners, the Department of Social Protection and the HSE Pensions Unit.  The HR Department has exchanges with the Department of Justice, Quality & Law Reform with regard to applications for work permits.


In respect of patients, the exchange is with the relevant Government departments such as Department of Health and the Department of Social Protection with regard to disability/illness benefits, grants, and any other entitlements.

(iv) What future plans has your Hospital for the use of the PPS Number?

No plans to use PPS numbers in any other way.

(v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -
  • Obtain and process the information fairly;
  • Keep it only for one or more specified, explicit and lawful purposes;
  • Process it only in ways compatible with the purposes for which it was given to you initially;
  • Keep it safe and secure;
  • Keep it accurate, complete and up-to-date;
  • Ensure that it is adequate, relevant and not excessive;
  • Retain it no longer than is necessary for the specified purpose or purposes;
  • Give a copy of his/her personal data to an individual, on request.
Have you measures in place to ensure that the PSI data you hold /collect, whether held in electronic or written format is secure and only accessible and processed only in connection with the purpose for which it has been provided?
Yes.

University Dental School and Hospital, Cork

(i) Does your Hospital use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

PPS Numbers are used as a unique identification on the payroll and HR database.

(iii) Does your Hospital exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

Apart from the Department of Social and Family Affairs, PPS Numbers are not exchanged with any external body.

(iv) What future plans has your Hospital for the use of the PPS Number?

None.

Last modified:15/12/2011
 

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