ICB Policy for Sponsorship and Joint Working with the Pharmaceutical & Commercial Industry - Version 1.1 - Harmonised from BOB & Frimley legacy policies

Sep 16, 2026

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ICB sponsorship and joint working policy setting a single system-wide framework for collaborations with pharmaceutical and commercial representatives. It prioritises patient benefit, transparency, robust conflict management, and independent clinical decision-making, aligned to the ABPI Code and NHS conflicts guidance. The document covers joint working and commercial sponsorship definitions, including PCRS and Free-of-Charge medicines schemes, certification of MEGS and donations/grants, and governance requirements for meetings, records, and approvals.

LanguageEnglish

CategoryGeneral

FormatPDF

Pages13

Reading Time5 min

AccessFree to download

Executive Summary

1. Purpose

2. Scope & Applicability

3. Definitions

4. Roles & Responsibilities

5. Access to Staff & Conduct of Representatives

6. Joint Working (Proposals, Approval, Delivery)

ICB Policy for Sponsorship and Joint Working with the Pharmaceutical & Commercial Industry Applies to: Thames Valley ICB and system provider organisations; recommended for PCNs & GP practices. Version: 1.1 (Harmonised from BOB & Frimley legacy policies) Document Control | Approving Group | Ratifying Committee | Date Approved | Next Review | | --- | --- | --- | --- | | Thames Valley Executive | Thames Valley ICB Board | 1 April 2026 | April 2029 | Executive Summary This policy provides a single, system-wide framework covering: (a) joint working projects and (b) sponsorship of education and related activities. It prioritises patient benefit, transparency, robust conflict management, and independence of clinical decision-making, aligning to the ABPI Code and NHS conflicts guidance. Explicit sections on Primary Care Rebate Schemes (PCRS) and Free-ofCharge (FoC) medicines schemes are included. Certification requirements for MEGS, donations/grants and patient/public materials are adopted. 1. Purpose • Set common standards for engagement with pharmaceutical & commercial representatives. • Ensure patient-benefitting, ethical collaborations with demonstrable outcomes. • Ensure consistent handling of approaches and robust declarations across the system. • Align with ABPI Code and NHS conflicts policies. 2. Scope & Applicability Applies to all ICB/ICS staff (including secondees, agency, trainees) and recommended for GP practices and PCNs. Provider organisations should align local SOPs to this policy. Outside scope: Research & Development partnerships and secondary employment. Secondary employment must be declared and managed under the Managing Conflicts of Interest Policy. 3. Definitions Key terms used in this policy are defined below. • Joint working: Situations where, for the benefit of patients, organisations pool skills, experience and/or resources for the joint development and implementation of patient‑centred projects and share a commitment to successful delivery. Joint working agreements and management arrangements are conducted in an open and transparent manner. • Commercial sponsorship: NHS funding or support from an external source, including funding of all or part of the costs of a member of staff, NHS research, staff training/education, pharmaceuticals, equipment, meeting rooms, costs associated with meetings, meals, gifts, hospitality, hotel and transport costs (including trips abroad), provision of free services (e.g. , speakers), buildings or premises. • Pharmaceutical industry / commercial organisations: Pharmaceutical companies and other organisations potentially supplying the NHS with clinical products or support, such as homecare companies, manufacturers of nutritional products, manufacturers/suppliers of stoma and continence products, and other third‑party commercial organisations whose products are subject to medicines licensing provisions. • Meeting (with pharmaceutical industry representatives): An interaction that may be in person or remote/virtual. A meeting should be treated as a formal meeting (and recorded using the relevant meeting record form) where there is a set agenda and/or formal minutes or agreed actions. • Secondary employment: Includes paid or unpaid work (PAYE, voluntary, consultancy/self‑employment and/or bank/agency contracts) undertaken in a personal capacity. This falls outside the scope of this policy (which pertains to corporate collaboration) . Permission must be sought from line managers; the role must be declared on the individual’s register of interests; and any actual or perceived conflicts must be managed in accordance with the Managing Conflicts of Interest Policy. • MEGS (Medical & Educational Goods and Services): Donations or grants of goods and services for legitimate health/education purposes with no inducement. They must be prospective and set out in an appropriate written agreement. • Certification: Where required, specified ma

FAQs

What is the purpose of this ICB policy for sponsorship and joint working?

It sets common standards for engagement with pharmaceutical and commercial representatives and ensures ethical collaborations with demonstrable outcomes, with consistent handling of approaches and declarations across the system.

What activities are within the scope of the policy, and what is excluded?

The policy applies to ICB/ICS staff and is recommended for GP practices and PCNs, covering corporate collaboration projects and sponsorship. It excludes R&D partnerships and secondary employment, which must be declared and managed under the relevant conflicts policy.

How are joint working proposals approved and delivered?

Stage 1 uses a proposal to the Medicines Optimisation Leadership Board; if supported, Stage 2 requires a business case for final approval. A Joint Working Agreement is then executed and registered with governance, with procurement documentation completed where commissioning is affected.

Sep 16, 2026

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