Workforce Reporting; PRIMARY CARE WORKFORCE INFORMATION SYSTEM (PCWIS)
PCWIS Reporting Guide – Ty Dygsu
Completion of monthly Workforce data is a mandatory requirement.
As of June 2025 submission of Workforce data has changed from submission of a monthly excel spreadsheet to making changes directly on PCWIS.
The Go live comms for PCWIS can be accessed here Go Live comms
The FAQ document, with information about how to access the e-learning and much more, can be accessed here PCWIS FAQ
Contractors are required to access the system on a monthly basis and make changes as required in respect of their employed workforce.
In respect of their locum workforce contractors are required to enter this information onto the system a minimum of quarterly (but can do so monthly alongside their employed workforce if they wish to)
Quarter 1 (April – June 2025) locum data should be entered by 5th July 2025
Quarter 2 (July – September 2025) locum data should be entered by 5th October 2025
Quarter 3 (October – December 2025) locum data should be entered by 5th January 2026
Quarter 4 (January – March 2026)locum data should be entered by 5th April 2026
A form to collect details from the locum workforce has been created by Optometry Wales and is available Workforce data Locum Capture Details
WGOS Workforce Capture Guidance and FAQs
Removing and Reactivating Optom Locums
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PCWIS NEW FUNCTIONALITY– A change has been implemented that will release the restriction on updating/modifying data. Primary Care Contractors can now edit all staff data fields within the PCWIS Community Portal, including Personal Details, Demographics & Education, and Staff Roles. Changes are only saved when the Save button is selected.
A new Reports section has also been introduced. The Data Quality Staff report provides an overview of staff records, highlights critical and non-critical data quality issues, and allows filtering by date. Reports can be exported in XLSX or CSV format.
Contractors are encouraged to review and update all staff information to ensure data accuracy.
Further info here- PCWIS Community Portal Change Release Notes 10.12.25
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CHANGE TO PCWIS – information for practices
With effect from the 16th of February 2026 a new feature has been added to PCWIS.
To support Ophthalmic Practices, meeting their requirement to log on and check their Practices data quality remains up to date, a new “All Staff Reviewed” declaration has been introduced. This appears in the upper left portion of the overview screen highlighted in green.
From this moment forward Ophthalmic Practices are required to click on “All Staff Reviewed” after logging on, whether they have made changes or if there are no changes.
Further details can be accessed here – PCWIS All Staff Reviewed declaration