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Date | Date the Response was generated by NHS Dental Services or Global Crossing. This date is especially important to Claims that have been resubmitted (corrected and resent). As there may be several responses related to a claim, it is important to know which Response is the latest. |
Trt. Date | The date Treatment was Completed. |
Response | This icon column tells at a glance the type of response received. |
Num | This corresponds to the transaction numbering within EXACT. Use this number to match the response to the COT within EXACT. |
Ref | This is a sequential Batch Processing number used only by NHS Dental Services. This is irrelevant to processing a response. |
Dentist | The claiming dentist for treatment in question. |
Detail | Shows the patient the response relates to. If the response is transmission acknowledgement the detail will show National Health Service (or NHS). |
Amount | This column should show no entries, unless the claim was placed prior to 1 April 2006 as NHS Dental Services no longer pays fees. |
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NHS Dental Services sends messages that contain response codes to practices. Rather than sending ‘Treatment has been approved’ for each accepted claim, a response code such as ‘A99’ represents that message. This reduces the amount of information exchanged during transmission and thus reduces the transmission time. EXACT has a Translation File that lists the actual text for each response code and matches this against the response codes received.
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If one of these messages is received it relates to missing information, e.g. missing patient details or no observations written when required.
NOTE: Where possible, EXACT generates an error message to prevent claiming if key information is missing. If a message similar to this is received, check the patient’s details screen. Look for: a missing title, a space before either the first or last name, or a space before the first line of the address. If any of these need amending do so and then retransmit. If the patient’s details appear complete but the transmission still fails due incomplete information, please contact Software of Excellence for further assistance.
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- Highlight the response entry and click the Resubmit button. A dialog box will appear to confirm that the resubmission should occur, as shown below:
- Click the ‘Yes’ button to continue.
- From the ‘File’ menu or the Workspace Bar, click ‘Patients’. EXACT will automatically open the patient record for the highlighted patient in the ‘List Responses’ window.
- Click the ‘Chart’ tab and make the necessary changes to the COT; e.g. add/remove services, alter FP17 Details, etc.
NOTE:All Services that are ticked as completed will be given today’s date. After ticking a service as completed, alter the date (both the planned and completed) to the actual date of treatment. Failing to change the dates back to the true date of treatment may cause a further rejection when resubmitting the claim. To amend the date, tick the item as complete, double click on the date, and enter the date treatment was completed in the ‘Completion date’ field.
- TC the Course of Treatment.
- Verify that the FP17 details are correct.
- Click ‘OK’ and the amended COT will be added to the Claims waiting for transmission.
NOTE: The resubmission process can be repeated if the amended Claim does not satisfy NHS Dental Services. If the amendment has satisfied NHS Dental Services, no further responses will be received, not even to acknowledge the amended Claim is accepted. The claim will appear in the ‘Summary of Forms Processed’ section of a schedule.
- If a COT is resubmitted more than once, then the auto text for observations may be added again. Before continuing, the duplicated text should be deleted.
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- Select the patient using the usual procedures.
- Click on the
sign for the patient, to display the transaction screen. - Highlight the Course of Treatment, and click on the Resubmit button.
- A dialog box will appear to confirm that the resubmission should occur, as shown below:
- Click the ‘Yes’ button to continue.
- From the ‘File’ menu or the Workspace Bar, click ‘Patients’. EXACT will automatically open the patient record for the highlighted patient in the ‘List Responses’ window.
- Click the ‘Chart’ tab and make the necessary changes to the COT; e.g. add/remove services, alter FP17 Details, etc.
All Services that are ticked as completed will be given today’s date. After ticking a service as completed, alter the date (both the planned and completed) to the actual date of treatment. Failing to change the dates back to the true date of treatment may cause a further rejection when resubmitting the claim. To amend the date, tick the item as complete, double click on the date, and enter the date treatment was completed in the ‘Completion date’ field.
- TC the Course of Treatment.
- Verify that the FP17 details are correct.
- Click ‘OK’ and the amended COT will be added to the Claims waiting for transmission.
The resubmission process can be repeated if the amended Claim does not satisfy the NHS Dental Services. If the amendment has satisfied NHS Dental Services, no further responses will be received, not even to acknowledge the amended Claim is accepted. The claim will appear in the ‘Summary of Forms Processed’ section of a schedule.
- If a COT is resubmitted more than once, then the autotext for observations may be added again. Before continuing, the duplicated text should be deleted.
Treatment can also be resubmitted from any other screen where the
button is active.