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It is the responsibility of every practice to check regularly to ensure they are complying with the number of UDAs and/or UOAs required by their contracts with NHS Dental Services. It is recommended that this be reviewed at least monthly to coincide with schedules received from NHS Dental Services.

EXACT provides the following means for doing this:

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The UDA Manager displays a graphical representation of past, present and predicted performance against targets.

From EXACT v11.9 the UDA and UOA Report includes a % Target field for each Performer.

From EXACT v11.10 UDA Prediction has been improved.

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Experience has shown that the single biggest factor involved in UDA outcomes is the number of hours allocated for UDA generation.

EXACT has always provided tools to predict UDA outcomes, but these have been revamped from v11.10 to prevent some common mistakes and give better predictions.

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When you enter this time, EXACT deducts the estimates from the time available, and on the target graph displays this as an unavailable buffer period at the end of the year.

Then, as the year progresses and you add the precise time off periods to the diary, EXACT moves this buffered time to the correct place on the graph.

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It is coloured in the same way as the progress bars that you can already see in other areas of EXACT.

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Historically when a new Provider joined an active contract, EXACT didn't offset the UDA calculation for the Provider having joined late; EXACT simply calculated from the start of the contract period. So for example, when a Provider joined a contract two months in, EXACT calculated that Provider's available time as including the initial two months, causing the estimate of time available to be too high. The same went for a Provider leaving - EXACT didn't subtract that Provider's remaining estimated time on the contract.

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In the Edit Provider Wizard, when it is in Add mode, on the Rotas page, there is a mandatory field for the Provider's first working day. Practitioners who set up the Provider in EXACT must enter this date before they can choose either the Single or Multi Week Rota buttons. Thereafter an additional process adds rota blocks from 00:00 to 23:59 from the previous 1st of April to the day before the chosen start date.

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Automated 24 hour rota blocks:

EXACT now automatically adds 24 hour rota blocks to block out any free time as follows:

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• It may not be possible allocate all of the UDAs in the contract at the start of the year, or you may wish to allocate more than you need so that you can ease off at the end of the year instead of having a scramble to catch up.
• You have always been able to do this, but having done it, there was nothing to remind you that the allocation of UDAs does not match the contract amount.
• From v11.10 onwards, the contract setup window will always show how much over or under the contract target you have allocated. When exiting the contract window EXACT will popup a warning if the provider UDA targets do not match the contract amount.
• In the UDA Manager display there is also a line representing the provisioned amount

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When a dentist decides to work an extra day they open up the time in the diary by either using the delete block function or the open time function. Both of these often result in the accidental opening of 24hrs, which leads to EXACT's UDA predictions and reporting performing poorly.

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UDA Target Setup

To add a Performer

EXACT performs a check on the hours to be worked by that performer during each day of the contract period, initially using the information generated in the upgrade process, and then using information entered in the Provider file > Appointments tab 

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The UDA/UOA targets are now calculated on appointment book times that the provider works during the contract period, so this information has to be set up correctly and recorded accurately in order to receive accurate target data. Accordingly, any changes to blocks, rosters, or the providers schedule result in EXACT recalculating the stored target figures.

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The means of calculating and predicting UDAs changed significantly with EXACT v11.10

NHS Contract Nmumbers

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IMPORTANT: For users in England & Wales there are changes to newly provided NHS contract numbers from EXACT v11.7. The numbers will no longer be created from the first 6 digits of a provider number followed by a 4 digit tag number. Instead they can be any 10 digit number. Rather than selecting a provider and entering the 4 digit tag, you now just enter the 10 digit number, making it easier to set up contracts.

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When a performer is added to a contract, EXACT will perform a check on the hours to be worked by that performer during the contract period.

If this check finds a a value of 20 hours or more on a single day, EXACT will assume the performer’s diary is not set up correctly and will present you with the following message:

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1. Select File > NHS Contracts to open the List NHS Contract Numbers window:

   

   
   By default the Show all contracts checkbox is un-checked so that the window shows only contracts that finish on or after the last year, based on the login date. For example, if the current login date is 1/4/2016, all contracts ending on 31/3/2015 and earlier by default will not be shown, but all contracts ending on 1/4/2015 or later will be shown.
   To list NHS Contracts older than a year, check the Show all contracts checkbox.

   
   Column headings:

   
   

   Contract Nos	The Contract Nos column lists all contracts held by the practice, in date order. Clicking on the column header changes the sort order between ascending (lowest number first) to descending (highest number first), or vice-versa.
   Type	The Type column displays whether the contract is for UDAs or UOAs.
   Start	The Start column lists the start date of each contract. Clicking on the column header changes the sort order back and forth from ascending (earliest date at the top) to descending (latest date first).
   End	The End column lists the end date of each contract.
   Contract Target	The Contract Target column lists the total number of UDAs/UOAs required in order for the practice to comply with the contract over its life.
   Claimed	The Claimed column shows the number of UDAs/UOAs, for all courses TCd so far during the contract. NOTE: This may not be the same number known to NHS Dental Services because some may be on claims not yet transmitted or acknowledged.
   Confirmed	The Confirmed column shows the number of UDAs/UOAs, for all courses with a confirmed status so far during the contract. The confirmed status occurs after a claim has been received by EXACT on a schedule and the UDAs match or you accept the difference.
   %	The % column displays the number in the Achieved column for each contract, as a percentage of the target number of UDAs/UOAs for the contract.
   Position	The Position column displays a bar graph showing whether the practice is ahead or behind in complying with the total number of UDAs/UOAs required for the contract so far. The blue line on the graph shows the ideal current position, and will gradually shift from left to right as time passes. The coloured bar is drawn from left to right and shows the number of UDAs achieved in proportion to the total target for the contract. The colour changes to indicate performance:
   		Green if the UDAs are within 1% of Total contract either side of the blue bar.
   		Orange if the UDAs are Greater than 1% ahead of the Tracking target Between 1 and 4% behind the Tracking target
   		Red if the UDAs are More than 4% behind the Tracking target More than 1% over the Total contract.

   
   

2. To edit a NHS Contract, either double-click the contract or select it and click the Edit button.
3. Click the Roll over Contract button if you want to roll over the providers NHS contract - this will create a new copy of the highlighted contract with the dates advanced by one year.

   It will not do this if a contract with the same numbers already exists with dates that would overlap.

   All the contract details are carried through including providers and sub-targets.

   Double-click on the new contract to edit it if required, to change targets or end dates.

4. Click on the List courses TCed under this contract button to display a list of all courses completed under this contract:

   The window shows for each COT in the NHS Contract, the details of patient, the date the COT was TCed, the UDAs/UOAs claimed and confirmed, the Provider code, and current COT status: Transmitted, Confirmed, Blank (not yet transmitted).

   You can exit from this window by clicking the OK button.

5. When you have finished with the NHS Contracts screen, click the OK button.
6. To exit from the List NHS Contract Numbers screen, click the button at the top right of the window.

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1. Select File > Providers to open the Provider File window:

   

2. Use the selectors to specify the provider, and click on the NHS Details tab:

   

3. The upper area lists the Provider’s performer number(s), the activation date for each, and whether the provider has a PIN stored (this will show in ****** format):
4. Additional numbers can be added by clicking on the button at the bottom of this area.

5. The columns in the lower area of the tab have similar column headings to the NHS contracts screen:

   	The ‘Contract Nos’ column lists all contracts that the performer has a target against, in date order. Clicking on the column header changes the sort order back and forth from ascending (lowest number first) to descending (highest number first).
   	The ‘Type’ column displays whether the contract is for UDAs or UOAs.
   	The ‘Start’ column lists the start date of each contract. Clicking on the column header changes the sort order back and forth from ascending (earliest date at the top) to descending (latest date first).
   	The ‘End’ column lists the end date of each contract.
   	The ‘Contract Target’ column lists the total number of UDAs/UOAs required in order for the performer to comply with their contract target.
   	The ‘Claimed’ column shows the number of UDAs/UOAs, for all courses TC’d so far during the contract.
   	NOTE: This may not be the same number known to NHS Dental Services because some may be on claims not yet transmitted or acknowledged.
   	The ‘Confirmed’ column shows the number of UDAs/UOAs, for all the performer’s courses with a confirmed status so far during the contract. The confirmed status occurs after a claim has been on a schedule received by EXACT and the UDAs match or you accept the difference.
   	The ‘%’ column displays the number in the ‘Achieved’ column for each contract, as a percentage of the total number of UDAs/UOAs for the contract.
   	The ‘Position’ column displays a bar graph showing whether the performer is ahead or behind in complying with their contract target so far. The blue line on the graph shows the ‘ideal’ current position, and will gradually shift from left to right as time passes. The coloured bar is drawn from left to right and shows the number of UDAs achieved in proportion to the total target for the contract. The colour changes to indicate performance:
   		If the UDAs are within 1% (of total target) either side of the blue bar tracking target then the bar is drawn in green.
   		Greater than 1% ahead of tracking target or between 1-4% behind the bar is drawn in orange.
   		Greater than 4% behind the tracking target or over the total target the bar is drawn in red.

   
   

   
   

   To exit the Provider File, click on the button at the top right .

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The UDA/UOA Report upgrades in EXACT v11.9, October 2015 are described below.

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The UDA/UOA report has been upgraded from EXACT v11.9. EXACT by default only uses this upgraded version.

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To re-enable the pre-11.9 UDA/UOA Report

(Requires Administrator-level permissions)

1. Select Configure > Settings.
2. Type the Tools Password and select OK:

   

3. In the General tab of the Settings desktop, type UDA into the filter:

   

   You will see two Key options.

4. Enable the old option as follows:

   

   1. Double-click the reports.show old UDA report key.
   2. In the Edit Setting window replace the 0 value with 1.
   3. Click OK.
5. If you previously scheduled this report, select File > Scheduler and check that it has re-appeared:

   

6. Check that both reports are now accessible:

   

7. To differentiate between the old and the new report as a scheduled event, select the Create New Event button and search the Available Events as follows:
   • The pre-v11.9 report is called Old UDA/UOA Report
   • The v11.9 and later report is called UDA/UOA Report

   

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The UDA/UOA Report shows progress on all NHS contracts held by the practice, grouped by contract or by provider, with or without detail.

Upgraded in EXACT v11.9:

For upgrade details see:

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This report has been upgraded from EXACT v11.9

You can still optionally re-enable and run it in its previous form

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1. Select Administration > Reports or select the Reports button from your Workspace Bar (if you have it configured).
2. Scroll down to locate the Old UDA/UOA Report and double-click it to open the Print old UDA/UOA window:

   

3. Leaving the Performer(s) field empty will print a UDA or UOA report for a specified NHS Contract.

   Specify an individual provider by means of the selector controls: or .

   You can also produce a report for a combination of Providers by means of the Multiple button .

4. The Contract Start and Contract End date fields are used to define the date range for the report, and are defaulted from the NHS Contract number.
5. Enter or select a Contract Number. If you click the button, the 'View NHS Contract Numbers' window is displayed, from where you can select a number and click the OK button:

   

6. You can choose to select a date range within the NHS Contract period, if you wish to view details for less than the whole contract period.
   (If you select a date outside the period, EXACT will default the date back to the start or end date of the contract, as appropriate).
7. Check (tick) the Show Details checkbox to produce a report that is broken down by the Performers belonging to that contract.
8. The next three buttons are mutually exclusive - you can choose to print either a Daily, Weekly, or Monthly Summary of the UDAs/UOAs for the specified contract.
9. Select the number of copies and the printer if different from the defaults.
10. Click Print to send the report to the printer, Preview to preview on screen and then print from the Preview screen, Export to export the report output to a file, or Cancel to return to the previous screen.

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1. Select Administration > NHS > Disputed UDA/UOA Amounts to display the Disputed UDA/UOA Amounts screen:

   

   Alternatively, you can click the button on the UDA Manager screen, to access the Disputed UDA/UOA Amounts screen directly.

2. In the NHS Contract field, you can select the default of All (for all NHS Contracts in the practice), or use the button to select an individual contract.
3. At the Provider field, you can leave the field blank (to include all providers) or select one from the list using the or button.
4. Click the button to select disputed claims for the contract(s) and provider(s) you have chosen.
   EXACT will compile a list, as in the example below, showing details of the courses of treatment, how many UDA/UOAs NHS Dental Services have credited for each COT, how many EXACT has recorded, and the difference.

   

   
   

   The Disputed UDA/UOA Amounts window has the following columns of information:

   
   

   	The checkbox allows an entry to be ‘checked off’ so that it disappears from view.
   NHS Contract	This is the NHS Contract number for the provider who carries out the course of treatment.
   Provider	The initials of the provider who carried out the COT.
   Schedule	The number for the schedule on which the COT was submitted.
   Name	This is the patient’s last name and initial.
   D.O.B.	This is the patient’s date of birth for reference.
   Sex	This is the patient’s gender (F or M), for reference.
   COT	The course of treatment number.
   	If a Claim Note has been created and saved against this COT, a icon will be present in this column. Hover your mouse cursor over the icon to read the note. Right-click on the line and select "Add Note" from the drop-down menu to add a note or read or edit an existing note.
   DSD	The number of UDAs and/or UOAs claimed from NHS Dental Services.
   EXACT UDA/UOAs	This is the number or UDAs or UOAs that have been claimed for this COT.
   Difference UDA/UOAs	This is the number of UDAs or UOAs that were credited for the work, and applies only to England and Wales
   (Comments)	These are comments from NHS Dental Services and will match those shown on the Paper Schedule. They may provide clues as to the discrepancies in amount paid vs. amount claimed.

   
   

   
   

   The following functions and buttons are available in this window:

   
   

   	Click this button to open the patient file record for the current (highlighted) patient
   	Dispute the amount paid by returning the claim to the Patient chart for amending.
   	Click this button to open the ‘View Courses of Treatment’ window, with the details for the current COT displayed. Alternatively, you can double-click on any line in the Payment Schedule to open the 'View COTs' window for that patient.
   	Click this button to view, edit or create claim notes for a course of treatment.

   
   

5. When you have finished editing this window, click the button.

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