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Search these help files
| Live Search | ||||
|---|---|---|---|---|
|
| Table of Contents | ||
|---|---|---|
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- The validation of NHS numbers has been amended, so it is limited to the ten digit format.
- References to Charting, EDIfact, annotation code, and tooth identification have been removed.
- With the introduction of GDPR legislation coming into effect on 25 May 2018, the patient declarations have been amended to reflect these changes.
Recording patient NHS contact preference for a COT
Applies to NHS practices in England and Wales
The NHS2018 changes introduce new FP17 forms for NHS England and NHS Wales.
...
The contact preference is COT-specific, so it may not necessarily be the same as that recorded in the patient file.
EXACT does not record these form details into the patient file unless the patient opts to make these contacts general contacts.
So for any COT the patient may opt to use private contact details that EXACT records only against the COT, and not in the patient file.
...
If the patient has these fields already recorded in the patient file, EXACT will display them (unticked) in anticipation of a choice, but the patient is free to specify different details:
...
These scores are recorded at COT creation and sent through to the NHS in the normal XML file transmission process.
Requirements:
- EXACT v12.13 or later
- UK database with an active Wales NHS Payor
- Initially the scores will be optional but they may become mandatory in future.
...
Patient age 12+ tallies Decayed Permanent only so displays N/A for Decayed Deciduous
February 2018
Maintain GDPR compliance
April 2016
EXACT v11.10 PF1 or later
England | Wales | Isle Of Man | Scotland | |
New Universal Credit exemption | YES | YES | --- | YES |
New DMF (Decayed, Missing, Filled) with associated services for both permanent and deciduous teeth | YES | --- | YES | --- |
New Best practice indicator | (previously) | YES | --- | --- |
Revised forms | FP17 / FP17O | FP17W / FP17OW | FP17 / FP17O | GP17 |
Revised Clinipad form | FP17PR | FP17WPR | FP17PR | GP17PR |
...
- New Universal Credit exemption
- New DMF (Decayed, Missing, Filled).
NOTE: DMF counts are already in place for EXACT Pilot/Prototype. - Revised FP17 / FP17O forms
- Revised FP17PR (Clinipad)
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At the time of treatment Providers ask claimants for a copy of the award letter, and then check the appropriate EXACT checkbox for either:
- No, although the patient is claiming universal credit exemption I have not seen evidence, or
- Yes, I have seen evidence.
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If you try to continue without selecting a Proof option you will see an EXACT prompt Please enter proof of exemption as seen or unseen:
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DMF scores are now required on the FP17 screen. For example:
NHS FP17:
Important points:
|
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Filled teeth – permanent 9322.
Wales
EXACT v11.10 PF1 or later
- New Universal Credit exemption
- New Best practice indicator
- Revised FP17W / FP17OW forms
- Revised FP17WPR (Clinipad)
...
At the time of treatment Providers ask claimants for a copy of the award letter, and then check the appropriate EXACT checkbox for either:
- No, although the patient is claiming universal credit exemption I have not seen evidence, or
- Yes, I have seen evidence.
...
If you try to continue without selecting a Proof option you will see an EXACT prompt Please enter proof of exemption as seen or unseen:
...
The indicator for best practice prevention (code 9173) is added to Welsh FP17 submissions.
Isle of Man
EXACT v11.10 PF1 or later
- New DMF (Decayed, Missing, Filled)
- Uses England’s Revised FP17 / FP17O forms
- Revised FP17PR (Clinipad)
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DMF scores are now required on the FP17 screen. For example:
NHS FP17:
Important points:
|
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Filled teeth – permanent 9322.
Scotland
EXACT v11.10 PF1 or later
- New Universal Credit exemption
- Revised GP17 form
- Revised GP17PR (Clinipad)
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At the time of treatment Providers ask claimants for a copy of the award letter, and then check the appropriate EXACT checkbox for either:
- No, although the patient is claiming universal credit exemption I have not seen evidence, or
- Yes, I have seen evidence.
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If you try to continue without selecting a Proof option you will see an EXACT prompt Please enter proof of exemption as seen or unseen:
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IMPORTANT: Prior to importing your fees it is important that you download and install the latest version of EXACT. If you do not perform this task, combination codes such as the 1470 won’t produce the correct fee. Once you have upgraded to the latest version of EXACT, you just need to download the fee file from the Portal and note where you have saved it. When the download is complete you are ready to import the new fees by using the following steps.
- Login to EXACT.
- Click File > Payors.
- Click the Payor List button:
- Highlight the NHS Payor:
- Click OK to display your NHS Payor details on the screen (as shown below).
- Click the Fee Schedule button:
You'll see a list of service codes.
- Click the Import Fees button:
EXACT will now ask where the sco.csv file has been saved.
In the example below this file has been saved to the desktop:
- Browse to locate this sco.csv file, highlight it and click Open (or double-click to open).
- When the following message appears, click Yes to continue.
- The fees will now be imported into EXACT, and once the import is complete the following message will appear:
- Click OK.
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How does this affect me?
- When this version of EXACT was installed, a process was run to automatically update your services, adding new services and making sure existing services were correctly allocated.
- When you 'TC' a course of treatment, the 'Clinical Data Set' tab on the NHS FP17 window shows the expanded data set in three columns (previously two):
The
button allows you to correct the categories assigned to the services in the TC'd course of treatment if they are incorrect.
Selecting this button launches the “Update Data Set” window which will list all the services in the TC'd COT and the current Data Set categories assigned to them:
In this example, there are four services with no Data Set Category assigned; you can alter these categories by selecting the
button or double-clicking on a service, which will launch a dialog displaying all the possible categories in a drop-down list.The
button will save the changes made and return to the “Update Clinical Data Set” window with the change displayed.
The
button will return to the “Update Clinical Data Set” window without saving any changes.
Change the category and click on the “Update Clinical Data Set” window to update this record permanently so that if the service is ever charted in the future, the newly assigned category will apply. Any changes made will also be reflected in the current “Clinical Data Set” tab.
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You are able to assign the Antibiotics Data Set code to any service that you wish, however EXACT will count the service as follows:
- The drugs in the prescription list have another check box to indicate whether they are antibiotic items (with this option being unticked by default). When an NHS course is TC'd EXACT will check to see if any prescriptions for antibiotic items have been issued in the duration of the course and count them. Once a prescription has been counted against a course, it will not be available to be counted against any other course, so where there are two overlapping courses a prescription is counted only once.
- If you have added any services to the course with the Antibiotic FP17/FP17O Data Set code, then these will be counted too. If you don't use EXACT's Prescription screen, (for example, if you have to use the NHS prescription pads), this enables you to still record prescription items. EXACT will then set the prescription items counts to be the higher of the two numbers (charted antibiotics prescriptions versus those charted as services).
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In accordance with the NHS changes introduced by NHS Dental Services on April 1st 2010, the FP17 dialog when completing a course of treatment in EXACT has been extended to include a NICE Guidance statement and declaration. As part of this, there is a drop-down menu that defaults an 'Agreed Recall Interval' for the patient. Options on the drop-down include "Not Set" and "Never" and monthly options from '1 Month' through to '24 Months'.
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- It is the length of time in months - to the nearest month - between the acceptance date and the patient's recall date.
- If the patient doesn't have a recall date set then it will be calculated from the patient's next appointment.
- If there is no next appointment set, it will be calculated from the patient's default recall interval from the recall tab.
- If there is no default recall interval then the interval will be 'Not Set'. In this case, the Recall Interval will not be printed or transmitted.
- If the patient recall interval is set to 'No Recall' then the drop down will be set to 'Never'. In this case, the Recall Interval will not be printed or transmitted.
- If the patient's recall interval is more than 24 months, EXACT will default the drop down option to 'Never'. At this point a warning is displayed:
"The patient's current recall interval is greater than 24 months. Please ensure the correct recall interval option is selected on the NHS FP17 window".
The
button will close this window and display the NHS FP17 window, to enable you to change the recall interval. - If the recall interval is altered so that it is different to the patient's current recall interval, EXACT will display a prompt at send claim time with the following message:
"You have selected a recall interval that differs from the patient's current recall interval. Please select the patient's 'Recalls' tab to view and update this information appropriately."
The button will close this window. You will need to access the Recall tab for the patient and change the recall interval before submitting the claim.
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The NHS rules introduced by NHS Dental Services on April 1st 2010 require you to record a patient's ethnicity. Previously this was optional. This is recorded when completing a course of treatment on the NHS FP17 screen in EXACT:
How does this affect me?
...
For any patients without an ethnic group recorded in the Patient File, EXACT defaults the ethnicity field to "Ethnic Group Not Stated". However, while this is valid, before FP17 or FP17O details are filed, if the ethnic group is still set to "Ethnic Group Not Stated", an appropriate ethnicity code should be selected.
Although NHS Dental Services have indicated that submitted claims will not be rejected if the ethnic group is not stated, Dental Services do want this information, and you may be contacted by your NHS if you neglect to complete this field. To aid you so that you do not need to remember to complete this field, you can configure it in EXACT so that when entering a new patient record, you are prompted for an entry.
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In order to avoid problems where the patient does not know their ethnicity, or does not wish to state it, this may be entered into EXACT as "Patient Declined".
PDS Plus
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New PDS Plus contracts are introduced for April 1st 2010. As part of this, there are some new Key Performance Indicators (KPIs) that need to be transmitted to NHS Dental Services by anyone who has signed a new PDS Plus contract. To help with this, EXACT has a new PDS Plus module available. It is designed to simplify the collection and transmission of PDS Plus data to NHS Dental Services, who then pass the data to the relevant PCT.
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- If you have signed a PDS Plus contract, there are some things you must set up in EXACT (see "PDS Plus Setup" below).
- There are some new service codes in the 'Service List' on your chart tab; these have codes prefixed by CP· to differentiate them when charting treatment. Some of these have custom screens attached to them to enable you to enter the appropriate data.
- There is a new tab on the NHS FP17 screen that is displayed when a course of treatment for an NHS patient is completed (TC'd).
On this tab, there is some extra information to record in order for the KPIs to be transmitted to NHS Dental Services.
See "PDS Plus Tab on FP17 Form" below.
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- You must register PDS Plus as a new module in EXACT before using it. Contact SOE Support for help with your registration. This is done via the 'Practice Information' option in the 'Configure' menu. Click the
button on this screen, then select 'PDS Plus' when the 'Register' window is displayed.Register PDS Plus:
- Exit from the 'Practice Information' window when registration is complete.
- Once PDS Plus has been registered, an extra checkbox is displayed in the Configure > 'Practice Settings' window:
To use PDS Plus, make sure this checkbox is ticked. - On the Configure > 'Practice Settings' window, set up PDS Plus by clicking on the
button:
This will display a screen similar to the following example:
This shows the 10 KPI items that are managed through EXACT's PDS Plus module.
In this window, ALL items are initially ticked by default. Click in the checkbox next to each item you do not wish to select as part of your PDS Plus contract KPI measurements. If you make a mistake, simply click the item's checkbox again.
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- This set-up screen lists only those PDS Plus items that are non-mandatory options; you can pick which of these items apply to your practice, as selected by your PCT.
- The 7 items not listed are either mandatory, or are collected via other processes, such as via data recorded on the FP17. For example, Customer Satisfaction metrics are collected by NHS Dental Services directly, and antibiotic prescription data is obtained from the FP17 clinical data set.
- The 'New Patient' option is not included here as this is not a voluntary option - in all cases if the patient is new, the data is mandatory.
- The two options relating to smoking are combined into one checkbox as you can only send a cessation code if you have the smoking status set.
- This set-up window allows you to alter your settings at any stage if required. All items NOT selected with a tick in the checkbox will be 'greyed out' on the TC dialog so only the ones relevant to you are enabled.
Important! Your practice is responsible for ensuring that the KPIs appropriate for your contract are ticked. EXACT will not collect or transmit data for unticked KPIs.
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Many practices will have more than one NHS contract, with one or more of these being PDS Plus. EXACT allows you to mark an NHS contract as PDS Plus, through the NHS contracts screen. As EXACT will not collect or transmit data for non-PDS Plus contracts, your practice is responsible for ensuring the appropriate contracts are marked as PDS Plus.
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When you TC a course of treatment in EXACT, the FP17 'View' and 'Print' options will have the new 2010 forms:
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Note that the viewer window does not allow you to enter data onto the form or edit existing data. The data on the form must be derived from details entered into or generated by EXACT.
April 2008
Treatment Categories
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The new FP17 and FP17O forms contain a section called “Clinical dataset” and “Orthodontic dataset” respectively. These sections contain categories by which services can be grouped and information provided to NHS Dental Services. EXACT NHS services are assigned automatically to the appropriate category so that this information can be captured on the form and sent electronically for NHS courses of treatment.
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A new service has been created for the “Referral for Advanced Mandatory Services” dataset category (Referral). It is placed in the EXACT “Miscellaneous" service list category, with a code of “MANDREF” and description of “Referral for Advanced Mandatory Services”.
The service is listed in the chart tab, has the “Referral” dataset category assigned to it and is an NHS service with a band of “Other”. All the other service settings regarding this service are automatically defaulted.
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- For an NHS payor, the “Edit Service” window that is displayed when you edit a service will contain a new drop-down menu called ‘FP17/O Data Set’, as shown below:
The difference between the datasets is programmed into EXACT, so you do not have to determine which service item belongs to which category, but simply use EXACT in the normal way. However, if you have created a new service, or want to create services, you will have to make sure that they have the appropriate category before they will be used on the FP17.
- The clinical dataset has been added as a new tab to the FP17 dialog.
- The orthodontic dataset has been added as a new tab to the FP17O dialog.
What about my data?
When the EXACT 9.6 upgrade was installed, an initial upgrade process assigned all the NHS services in your database(s) to the correct dataset categories. However, note that any new services created after the upgrade will be assigned a dataset category of ‘None’ by default, and will need to have the correct category applied if they are to be included on the FP17/FP17O form.
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- The NHS FP17 window is displayed when an NHS course of treatment is TC'd.
EXACT fills in the information on the “Clinical Data Set” tab based on the Data Set categories assigned to the services for the TC'd COT. It will count only those services that have been ticked and charged as part of the course and determines what categories apply. The services are displayed on the tab as in the example below:
If the COT contains services with Orthodontic Data Set categories, except Radiographs and Extractions which apply to both types of courses, EXACT will present you with a warning at TC time, and they will not be included in the claim.
The
allows you to correct the categories assigned to the services in the TC'd COT.
Selecting this button launches the “Update Clinical Data Set” window which will list all the services in the TC'd COT and the current Data Set categories assigned to them:
You can alter these categories by selecting the
button or double-clicking on a service, which will launch a dialog displaying all the possible categories in a drop-down list.The
button will save the changes made and return to the “Update Clinical Data Set” window with the change displayed.
The button will return to the “Update Clinical Data Set” window without saving any changes.
Change the category and click on the “Update Clinical Data Set” window to update this record permanently so that if the service is ever charted in the future, the newly assigned category will apply. Any changes made will also be reflected in the current “Clinical Data Set” tab. - Click the FP17 tab to view and/or print the FP17 form:
You can view the FP17 form by either clicking the
button, or double-clicking the FP17 thumbnail. Either option displays the FP17 form so you can check the patient's data has been entered correctly. From the display you can view the other page of the form and print it if required.The
button also allows you to print either the front, back, or both pages of the form. As this is merely a view of the form (not “form emulation”), you cannot send the claim from the form itself, but must use the Send Claim button on the NHS FP17 window.
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- The NHS FP17 window is displayed when an NHS course of treatment is TC'd.
EXACT fills in the information on the “Ortho Data Set” tab based on the Data Set categories assigned to the services for the TC'd COT. It will count only those services that have been ticked and charged as part of the course and determines what categories apply. The services are displayed on the tab as in the example below:
A check will be made to ensure only Ortho Data Set categories are counted, excluding radiographs and extractions, and a warning will be displayed at TC time if conflicts occur.
The allows you to correct the categories assigned to the services in the TC'd COT.
Selecting this button launches the “Update Data Set” window which will list all the services in the TC'd COT and the current Data Set categories assigned to them:You can alter these categories by selecting the
button or double-clicking on a service, which will launch a dialog displaying all the possible categories in a drop-down list.The
button will save the changes made and return to the “Update Data Set” window with the change displayed.
The button will return to the “Update Data Set” window without saving any changes.
Change the category and click on the “Update Data Set”t window to update this record permanently so that if the service is ever charted in the future, the newly assigned category will apply. Any changes made will also be reflected in the current “Ortho Data Set” tab. - Because of the changes made to the ortho completions process, the Ortho tab will now look like the example below:
When the “Ortho Assessment” option is clicked (the default when the tab is accessed), the new “Copy COT”checkbox is available, allowing you to click on it to create a copy of the COT that you are sending.
EXACT will create a new COT with the same properties as the assessment COT, the only difference being the COT number.
If you click Send Claim with the “Copy COT” option ticked, then a new course is created (with a new COT number) and a duplicate of all the treatment items in the current COT are copied into it. All dates, tooth notations, and comments, exemptions, appointment breakdowns, are also copied. However, ticked and/or charged items are copied but without their ticked or charged status.
If you select a completion course, then the new “Copy COT” control will be unchecked and ‘greyed out’, as will the other “Ortho Assessment”details. The tab will now look like this:
The “treatment abandoned” option has now been split into two radio buttons indicating 'Patient failed to return' and 'Patient requested'.The IOTN calculated at the end of treatment must now also be sent. This is mandatory; if you fail to pick one, a message will appear directing you to do so. Matching the rules for assessment claims, the Aesthetic component score at the end of treatment is also required if the IOTN score is 3.
Another significant change here is that an IOTN score of 0 is now valid (for transmission) in cases where the IOTN cannot be calculated (usually where the patient has transferred to the dentist part way through treatment.) The drop-down menu for both IOTN fields (assessment and completion) will show a blank score until you choose a value. If a zero score is selected, it now shows “0 - score could not be calculated”.
- Click the FP17O tab to view and/or print the FP17O form:
You can view the FP17O form by either clicking the
button, or double-clicking the FP17O thumbnail. Either option displays the FP17O form so you can check the patient's data has been entered correctly. From the display you can view the other page of the form and print it if required.The
button also allows you to print either the front, back, or both pages of the form. As this is merely a view of the form (not “form emulation”), you cannot send the claim from the form itself, but must use the Send Claim button on the NHS FP17O window.
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