Introduction
This document will talk you through how to set up Flexible Commissioning and all the relevant configuration steps to complete this in the correct way. It is quite a lengthy process so we’d recommend allocating an hour or so to go through this article.
SOE cannot be responsible for configuring this for you. but If you have issues configuring or questions regarding this article please contact our support desk on 01634 266 800 (Option 2, and then 1) or email us at support@soeuk.com.
Related Articles: How to report on Flexible Commissioning
Before you start
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Before you start configuring the Flexible Commissioning on your system ensure you have downloaded the 4 Custom Screen .csv CSV files which above if you would have been provided (or see above files) saved on your computer for the import of the Custom Screens which are requirednot already been provided these. These will need to be imported into EXACT later on.
Flexible Commissioning Service Codes
For the flexible commissioning to work correctly there are a set of required codes that will need to be added into EXACT. Below is a list of the required flexible commission service codes which are required. These were used when trialling the flexible commissioning guidelines at a live practice.
When you add the service codes to EXACT ensure there are no spaces in the code.
Code | Payor Code | Description |
PAP+18HRAS1 | ‘BLANK’ (Private) | Prevention and Access Programme Adult High Caries Pathway (Stage1) |
PAP+18HRAS2 | ‘BLANK’ (Private) | Prevention and Access Programme Adult High Caries Pathway (Stage2) |
PAP+18V3 | ‘BLANK’ (Private) | Prevention and Access Programme Adult (Visit 3) |
PAP0-3YEARS | ‘BLANK’ (Private) | Prevention and Access Programme 0-3 Years (Visit 1) |
PAP0-3YEARSV2 | ‘BLANK’ (Private) | Prevention and Access Programme 0-3 Years (Visit 2) |
PAP3-6YEARS | ‘BLANK’ (Private) | Prevention and Access Programme 3-6 Years (Visit 1) |
PAP3-6YEARSV2 | ‘BLANK’ (Private) | Prevention and Access Programme 3-6 Years (Visit 2) |
PAP7-18YEARS | ‘BLANK’ (Private) | Prevention and Access Programme 7-18 Years (Visit 1) |
PAP7-18YEARSV2 | ‘BLANK’ (Private) | Prevention and Access Programme 7-18 Years (Visit 2) |
PAPAMBERS1 | ‘BLANK’ (Private) | Prevention and Access Programme Amber Risk (Stage 1) |
PAPAMBERS2 | ‘BLANK’ (Private) | Prevention and Access Programme Amber Caries Risk (Stage 2) |
PAPBISPHOSPONA | ‘BLANK’ (Private) | Prevention and Access Programme Oral Health and Bisphosphonates |
PAPCARIES/GAV3 | ‘BLANK’ (Private) | Prevention and Access Programme Child Caries / GA (Visit 3) |
PAPDEMENTIA | ‘BLANK’ (Private) | Prevention and Access Programme Oral Health With Dementia (Visit 1) |
PAPDEMENTIAV2 | ‘BLANK’ (Private) | Prevention and Access Programme Oral Health With Dementia (Visit 2) |
PAPDIABETES | ‘BLANK’ (Private) | Prevention and Access Programme Oral Health With Diabetes (Visit 1) |
PAPDIABETESV2 | ‘BLANK’ (Private) | Prevention and Access Programme Oral Health With Diabetes (Visit 2) |
PAPDRYMOUTH | ‘BLANK’ (Private) | Prevention and Access Programme Oral Health With Dry Mouth (Visit 1) |
PAPDRYMOUTHV2 | ‘BLANK’ (Private) | Prevention and Access Programme Oral Health With Dry Mouth (Visit 2) |
PAPGA3-6 | ‘BLANK’ (Private) | Prevention and Access Programme GA 3-6 Years (Visit 1) |
PAPGA3-6V2 | ‘BLANK’ (Private) | Prevention and Access Programme GA 3-6 Years (Visit 2) |
PAPGA7-18 | ‘BLANK’ (Private) | Prevention and Access Programme GA 7-18 Years (Visit 1) |
PAPGA7-18 V2 | ‘BLANK’ (Private) | Prevention and Access Programme GA 7-18 Years (Visit 2) |
PAPMEDEXAM | ‘BLANK’ (Private) | Prevention and Access Programme Additional Medical Questions |
PAPONRISK | ‘BLANK’ (Private) | Prevention and Access Programme Oral Health With Osteonecrosis (Visit 1) |
PAPONRISKV2 | ‘BLANK’ (Private) | Prevention and Access Programme Oral Health With Osteonecrosis (Visit 2) |
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Adding the Services
To add the service codes under the ‘Flexible Commissioning Service Codes’ section of this document please follow the steps below;
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Once you have added all the relevant information for the first service code click OK at the bottom of the ‘Add Service Item’ window to save the service code. Once this has been saved, it will be necessary to repeat the steps starting from [+1] to create all other service codes.
How to add a Service Code Category
While in the edit service window click the “Add category” button.
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Select the Category and click “OK” or click +1 to create a new category then click ok to save the changes.
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How to add Custom Screens into EXACT
In order to use the new Custom Screens they will need to be imported into your EXACT system. You can do this by following the instructions below;
Go to ‘Configure’, ‘Custom Screens'.
From here click “import”
Locate and select the custom screen/s saved onto your computer, then click on ‘Open’.
You can now follow the same steps to add the other required Custom Screens.
How to add the Custom Screens to a service code
Once you have imported your Custom Screens you will need to apply these to your service codes which are listed under the ‘4 New Custom Screens’ section of this document. To do this please follow the steps below;
Go to Configure, Services then double click the service/s you want to add a custom screen to
Click the lined button to reveal the available custom screens then highlight the required one and click “OK”.
By default the custom screen will be set as “Popup disabled”, this means once charted you need to double click below the service after charting on the chart to open the Custom Screen to begin entering the information onto it. The other options are for it to popup when “planned” (as soon as it’s charted) or popup when a service is ticked as Complete.
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3. Once you are happy with this you click on OK and it will save the changes and you can move onto the other service codes which need the Custom Screens adding.
4 Flexible Commissioning Custom Screens
To find out how to add a Custom Screen to a service code please view ‘How to add the Custom Screens to a Service Code’ section of this document.
Caries Risk Assessment 0 -3 Years
Below is the Caries Risk Assessment 0 -3 Years Custom Screen
This Custom Screen will need to be applied to the following service codes.
Service Code | Custom Screen Name |
PAP0-3YEARS | PAP 0-3 |
PAP0-3YEARSV2 | PAP 0-3 |
Caries Risk Assessment 3 – 6 Years
Below is the Caries Risk Assessment 3 - 6 Years Custom Screen
This Custom Screen will need to be applied to the following service codes.
Service Code | Custom Screen Name |
PAP3-6YEARS | PAP 3-6 |
PAP3-6YEARSV2 | PAP 3-6 |
PAPGA3-6 | PAP 3-6 |
PAPGA3-6 V2 | PAP 3-6 |
Caries Risk Assessment 7 – 18 Years
Below is the Caries Risk Assessment 7 - 18 Years Custom Screen
This Custom Screen will need to be applied to the following service codes.
Service Code | Custom Screen Name |
PAP7-18YEARS | PAP 7-18 |
PAP7-18YEARSV2 | PAP 7-18 |
PAPGA7-18 | PAP 7-18 |
PAPGA7-18V2 | PAP 7-18 |
Additional Medical Questions
Below is the IPP Additional Medical Questions Custom Screen
This Custom Screen will need to be applied to the following service codes.
Service Code | Custom Screen Name |
PAPMEDEXAM | PAP MED |
How to add Custom Screens into EXACT
In order to use the new Custom Screens they will need to be imported into your EXACT system. You can do this by following the instructions below;
Go to ‘Configure’, ‘Custom Screens'.
From here click “import”
Locate and select the custom screen/s saved onto your computer, then click on ‘Open’.
You can now follow the same steps to add the other required Custom Screens.
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Once you have imported your Custom Screens you will need to apply these to your service codes which are listed under the ‘4 New Custom Screens’ section of this document. To do this please follow the steps below;
Go to Configure, Services then double click the service/s you want to add a custom screen to
Click the lined button to reveal the available custom screens then highlight the required one and click “OK”.
By default the custom screen will be set as “Popup disabled”, this means once charted you need to double click below the service after charting on the chart to open the Custom Screen to begin entering information onto it. The other options are for it to popup when “planned” (as soon as it’s charted) or popup when a service is ticked as Complete.
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3. Once you are happy with this you click on OK and it will save the changes and you can move onto the other service codes which need the Custom Screens adding.
How to add a Quick Plan into EXACT
Quick plans are used in EXACT to help increase the speed at which users can create complex Courses of Treatment. A Quick Plan is essentially a template of a Course of Treatment, and allows the user to quickly add services, appointments and clinical notes.
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To use the Quick Plan, double-click on it to create a course or add it to an existing course, depending on the type. If required, you can also add or remove Service Items and/or appointment from the quick plan.
Related Articles: How to
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How to Create the Contact Lists
Go to Administration, Contact Lists then click “create list” in the bottom right corner
Click on the lined icon next to the ‘Select Patients’ section. This will then load up a list of already created contact lists within your EXACT system.
Click the “+1” button. In the description area enter a description for your list.
Please see the Contact Lists Needed section of this document to see what the various descriptions are.Scroll down the list until you find ‘Treatment Codes’ and click ‘OK’.
Treatment Codes – Set these to the service code required for this one list (Same will need to be done for each service code you added)
· From Date – this needs to be set to 1 week ago
· To Date – This needs to be set to yesterday
· Exclude – tick Inactive, Misc and Base Charting
Once you have set this click OK and this will be added as an item within the ‘Add Query Template’ windows. You can then click ‘OK’ and then ‘OK’ again. Once you have done this you can follow the steps again to create the other 20 Contact Lists that are required.
All of the contact lists that need to be created are set up in the same way, with a different name, Description and the Service code used. Below are images of how they need to be configured.
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PAP 0-3 Caries Visit 1
Name: PAP 0-3 Caries Visit 1
Description: PAP 0-3 Caries Visit 1
Treatment Codes: PAP0-3YEARS
PAP 0-3 Caries Visit 2
Name: PAP 0-3 Caries Visit 2
Description: PAP 0-3 Caries Visit 2
Treatment Codes: PAP0-3YEARSV2
PAP 3-6 Caries Visit 1
Name: PAP 3-6 Caries Visit 1
Description: PAP 3-6 Caries Visit 1
Treatment Codes: PAP3-6YEARS
PAP 3-6 Caries Visit 2
Name: PAP 3-6 Caries Visit 2
Description: PAP 3-6 Caries Visit 2
Treatment Codes: PAP3-6YEARSV2
PAP 3-6 GA Visit 1
Name: PAP 3-6 GA Visit 1
Description: PAP 3-6 GA Visit 1
Treatment Codes: PAPGA3-6
PAP 3-6 GA Visit 2
Name: PAP 3-6 GA Visit 2
Description: PAP 3-6 GA Visit 2
Treatment Codes: PAPGA3-6V2
PAP 7-18 Caries Visit 1
Name: PAP 7-18 Caries Visit 1
Description: PAP 7-18 Caries Visit 1
Treatment Codes: PAP7-18YEARS
PAP 7-18 Caries Visit 2
Name: PAP 7-18 Caries Visit 2
Description: PAP 7-18 Caries Visit 2
Treatment Codes: PAP7-18YEARSV2
PAP 7-18 GA Visit 1
Name: PAP 7-18 GA Visit 1
Description: PAP 7-18 GA Visit 1
Treatment Codes: PAPGA7-18
PAP 7-18 GA Visit 2
Name: PAP 7-18 GA Visit 2
Description: PAP 7-18 GA Visit 2
Treatment Codes: PAPGA7-18V2
PAP Adult Visit 3
Name: PAP Adult Visit 3
Description: PAP Adult Visit 3
Treatment Codes: PAP+18V3
PAP Child Visit 3
Name: PAP Child Visit 3
Description: PAP Child Visit 3
Treatment Codes: PAPCARIES/GAV3
PAP Dementia Visit 1
Name: PAP Dementia Visit 1
Description: PAP Dementia Visit 1
Treatment Codes: PAPDEMENTIA
PAP Dementia Visit 2
Name: PAP Dementia Visit 2
Description: PAP Dementia Visit 2
Treatment Codes: PAPDEMENTIAV2
PAP Diabetes Visit 1
Name: PAP Diabetes Visit 1
Description: PAP Diabetes Visit 1
Treatment Codes: PAPDIABETES
PAP Diabetes Visit 2
Name: PAP Diabetes Visit 2
Description: PAP Diabetes Visit 2
Treatment Codes: PAPDIABETESV2
PAP Dry Mouth Visit 1
Name: PAP Dry Mouth Visit 1
Description: PAP Dry Mouth Visit 1
Treatment Codes: PAPDRYMOUTH
PAP Dry Mouth Visit 2
Name: PAP Dry Mouth Visit 2
Description: PAP Dry Mouth Visit 2
Treatment Codes: PAPDRYMOUTHV2
PAP Opened
Name: PAP Opened
Description: PAP Opened
To date for this one only = Today (instead of “yesterday”)
Treatment Codes: PAP+18HRA<TO>PAPONRISKV2
PAP Osteonecrosis Risk Visit 1
Name: PAP Osteonecrosis Risk Visit 1
Description: PAP Osteonecrosis Risk Visit 1
Treatment Codes: PAPONRISK
PAP Osteonecrosis Risk Visit 2
Name: PAP Osteonecrosis Risk Visit 2
Description: PAP Osteonecrosis Risk Visit 2
Treatment Codes: PAPONRISKV2
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How to Create a Scheduled Event
Go to File, Scheduler then click the ‘Create New Event’ button
Select Email then Contact List
Enter the name of the first contact list. Then click ‘Next’
Provider – this should be left as blank
Include Completed – Set this to ‘Yes’
Group by Family – set this to ‘No’
Title – Set the Title of the scheduled event. ‘Please see the Names of Scheduled Reports for these.’
Description - Set the description of the scheduled event. ‘Please see the Names of Scheduled Reports for these.’
Category – Set this to the Category you created for the Flexible Commissioning service codes.
Use list for appointment booking – Leave this as unticked
Create a Contact record for each patient – Leave this unticked
Select Patients – This should be set as the contact list you had created for the title in previous steps.
Select the Contact list you wish to email and click “OK”
Click ‘Next’. Enter the destination email address, We advise using a subject line that is similar to the contact list name you are running it for. Once you have set this you would then click ‘Next’.
We advise having this setting set to ‘The Server’ to limit any slowness when it runs. Once you have selected this you would then click ‘Next’
This is where you would enter the times and occurrence of the scheduled emailing of the contact list. We advise it to be set weekly on a day of your choice and at a time of you choosing.
· Time – This should be set to the time you want the report to be run and sent· Only Once – Leave this as unticked
· Weekly – Tick this option and select the day you want the report to be run and sent each week
· Monthly – Leave this as unticked
· Expiry Date – This should be left as blank
Once you are happy with this you would click ‘Finish’ and this would set up the scheduled report ready to be sent out automatically for you.Repeat steps for the remaining contact lists
Flexible Commissioning Scheduled Reports Configuration
Below is a list of a name you can use for each different contact list when running your scheduled report;
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Scheduled Event Name
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Contact List
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PAP Osteonecrosis Risk Visit 2
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PAP Osteonecrosis Risk Visit 2
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PAP 0-3 Visit 1
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PAP 0-3 Caries Visit 1
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PAP 0-3 Visit 2
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PAP 0-3 Caries Visit 2
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PAP 3-6 Caries Visit 1
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PAP 3-6 Caries Visit 1
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PAP 3-6 Caries Visit 2
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PAP 3-6 Caries Visit 2
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PAP 7-18 Caries Visit 1
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PAP 7-18 Caries Visit 1
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PAP 7-18 Caries Visit 2
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PAP 7-18 Caries Visit 2
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PAP 3-6 GA Visit 1
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PAP 3-6 GA Visit 1
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PAP 3-6 GA Visit 2
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PAP 3-6 GA Visit 2
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PAP 7-18 GA Visit 1
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PAP 7-18 GA Visit 1
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PAP 7-18 GA Visit 2
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PAP 7-18 GA Visit 2
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PAP Child Visit 3
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PAP Child Visit 3
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PAP Adult Visit 3
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PAP Adult Visit 3
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PAP Dementia Visit 1
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PAP Dementia Visit 1
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PAP Dementia Visit 2
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PAP Dementia Visit 2
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PAP Dry Mouth Visit 1
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PAP Dry Mouth Visit 1
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PAP Dry Mouth Visit 2
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PAP Dry Mouth Visit 2
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PAP Diabetes Visit 1
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PAP Diabetes Visit 1
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PAP Diabetes Visit 2
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PAP Diabetes Visit 2
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PAP Osteonecrosis Risk Visit 1
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PAP Osteonecrosis Risk Visit 1
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PAP Created
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PAP Opened
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