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The topics below describe the primary EXACT changes in a practice that has transitioned to eDental.

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The only way for your practice to revert to EDI transmission is by installing a pre eDental EXACT backup in which the EDI system was used.

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If the patient failed to return, they would not have signed on completion, so if you tick the Failed to Return checkbox as shown above, and TC the Course of Treatment, EXACT greys out the Signee On Completion section as not applicable:

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NOTE: Sometimes the system cannot locate a CHI Number for a patient, but Providers can still claim so long as they have requested a CHI Number.

Historical

Before EXACT v12.9 the Patient Details tab had a passive CHI Number field, shaded grey to indicate that it was uneditable, and incoming NHS response files auto-populated the CHI Number.

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1. Select the Request CHI button once eDental is enabled.
2. When you click the Request CHI Number button, EXACT runs a validation data check for Patient information and warns you of missing information. For example:

   

   

   

   
   

3. In this case, select OK, populate the patient fields with the information, and then try again to Request CHI.

   You should see the request being processed:

   

   Possible Errors at this point:

   CHI Request - Timeout error if the patient details request takes too long:

   

   
   

   CHI Request - ACK (Acknowledgement) error if there is a system error

   

   
   

   No results found:

   

   
   

   If the CHI Request is successful you will see primary results for original patient or multiple names:

   

   At this point,

   • EXACT is waiting for you to select a patient in the results, or if you cannot select any, run a Secondary Search from the top button.
   • The Secondary Search button is enabled against the primary search name only, not against the results below. With no result selected in the results pane the bottom buttons don't apply, except for the Patient Not Found button.
   • If all searches fail, select Patient Not Found to register a search failure with the NHS, which will then function in lieu of a result, allowing you to continue.

   
   

   If you select a result, the lower Secondary Search and Treatment Details buttons are enabled:

   

   
   

   If there is only one result found, select it to view Treatment Details or perform a Secondary Search.

   
   

   Treatment Details button - Choose the Treatment Details button to display past treatment(s) the SNHS has on record for a patient:

   

   
   

   A successful result shows the CHI Number:

   

   
   

4. Once the patient's name is listed, select it and then click the Accept Selected Patient button.
   

   If the patient details are THE SAME AS those stored...

   The CHI Number will successfully populate the field in the Patient Details tab:

   

   
   

   If the patient details are DIFFERENT to those stored...

   When a result is found and you click the Accept Selected Patient button, if there are any differences, a Patient Difference window appears, with just the differences listed.

   Examples:

   

   The differences are potentially in these fields: First Name, Last Name, Gender and Date of Birth (as in the screen on the left above).

   
   

   To maintain the current information, simply leave the checkboxes un-ticked and click OK.

   
   

   To use New information, tick the checkbox/s, and then click OK to import the new details back into EXACT. For example:

   

To register an unsuccessful attempt to Request a CHI Number

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When you then Save the patient details EXACT captures your attempt to locate a CHI Number with a unique reference number that the NHS will recognise in lieu of the CHI Number - you will be allowed to submit the Claim to the NHS without EXACT further requiring a CHI Number.

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NHS COT TC - Signee On Completion

Prior to EXACT v12.9 the NHS GP17 window opened to the Exemptions/Charges tab.

From EXACT v12.9 it opens to a Signee tab that shows previously entered Signee On Acceptance and an additional Signee On Completion:

NOTE: In EXACT a user can Complete the TC process without Completing.

NOTE: If your practice has the To Depart bar (workflow Departure Task List) enabled, the GP17 part 2 for completing the Signee On Completion details will appear as a link in the bar.

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i.e. a Provider who uses Clinipad does not capture part 2, so EXACT lists the part 2 capture in the To Depart bar.

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i.e. a Provider who uses Clinipad does not capture part 1 and 2, so EXACT lists these tasks in the To Depart bar, for Receptionist attention:

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i.e. a Provider who uses Clinipad does not capture part 2, so EXACT lists the part 2 capture in the To Depart bar.

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i.e. a Provider who uses Clinipad does not capture part 1 and 2, so EXACT lists these tasks in the To Depart bar, for Receptionist attention:

Claims Central

With eDental enabled, the ClaimsCentral button for a NHS Scotland payor will launch a Claims Central window in which to view claim status, transmit claims or view the last received schedule.

1. Select File > Payors.
2. Select the Scottish NHS (SNHS) Payor:

   

3. Click the Claims Central button for the NHS Scotland payor to launch the Claims Central window:

   

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• Choose Claim (and Transmit) to send any unheld claims in Completed COTs. Users can Claim but not choose to Transmit.

  

• During Claiming a user can also then choose to Transmit.
  If there are pending claims (for example, from earlier) in Awaiting Transmission, the practitioner can choose Transmit:

  

• View the progress of transmissions via a status bar:

  

  NOTES:
  
  You can opt to Claim but not to Transmit.
  
  While this bar displays you cannot Transmit again, and a warning message will appear if you attempt to do so.
  
  You can close the page and the transmission will continue to process (you don’t have to wait for it to finish), but ensure you don’t close EXACT before it is finished.

• View treatmentCompleted (TCed) COTs ready for transmission, Hold / Unhold them, and Resubmit them.
• View completed COTs that are Awaiting Transmission to the SNHS, and remove them from this Awaiting Transmission list where necessary. 
• View claims that are Awaiting Response from the SNHS
• View the Unresolved Responses claims. This link opens up the same workflow options that are available from Administration > NHS > Responses, providing you with a means to take appropriate action to resolve issues.
  For example, you can update the Signee on Completion details directly from this list.

  
  

• View the Last Received Schedule.

  The Last Received Schedule displays the date of the last valid Schedule that was imported.

  To view all schedules, go to the previous location: Administration > NHS > Payment Schedules.

  
  

• Import a Schedule file

  The default location for incoming schedule files is DATA\XMIT\XMLIN

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If you choose Yes on the Resubmit caution, EXACT calls the standard Resubmit workflow, and the COT reappears with Services ticked and with the Patient Transactions column showing the red resubmit icon:

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Click the View COT button to call the existing workflow to view the claimed COT:

Claiming a Completed COT

1. In Claims Central find the Completed COT listed against the Completed COTs hyperlink:

   

2. Click the Claim button and then follow the procedure listed below:

   

   1. In the NHS Claim window, select the appropriate Provider/s and Date to field, then click OK.
   2. In the NHS Claim popup, click Done.
   3. In the Transmit Claims window click OK.
3. You should now see the progression of your Claim reflected in the Claims Central data as follows:
   1. The Claim moves to Awaiting Transmission:

      

   2. The Claim is transmitted and disappears from the Claims Central window:

      

   
   

   NOTES:
   
   If the Claim does not follow this progression, something is unresolved and needs to be addressed.
   
   The system limits you to 9 resubmissions per COT before displaying an error message and stopping further attempts for that particular Claim.

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Support Personnel can access a set of tools that will likely be able to recreate your data from the XML cache in EXACT, enabling you to properly process the claims.

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1. First fix the issue that caused this claim to be listed as an Unresolved Response (don't simply retransmit). .

   See also:

   CAUTION - Fix Unresolved Responses BEFORE transmitting

   Example - Resolve missing Signee on Completion

   
   

2. Once the issue has been fixed, in the Response window, either
   • Tick the appropriate checkbox as completed.

     - or -

   • Select the listed Response and click the Resolve button

   

   The Response will disappear from the Response window.

CAUTION - Fix Unresolved Responses BEFORE transmitting

CAUTION: You must deal with the source causes - simply Transmitting again does not automatically resolve unresolved responses!

If you fail to properly action Unresolved Responses and simply try to Transmit again, EXACT attempts to Transmit, fails, and re-lists the same Unresolved Responses once again, resulting in a duplication.

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So if you failed to deal with the Completion Signee requirement in the above two Unresolved Response examples, and you simply re-transmitted them, the result would be four Unresolved Responses listed:

Example - Resolve missing Signee on Completion

A response might be unresolved for multiple reasons, but EXACT detects if a practitioner neglected to complete the required Signee on Completion, and displays this in the Unresolved Responses list.

1. From the Response window, click the GP17 button:

   

2. In the Signee tab, tick Patient (or Representative)
3. Click the associated Save button.
4. Select Close to close the GP17 window.

   This will update the claims table and return you to the Response window.

5. In the Response window, either
   • Tick the appropriate checkbox as completed

   - or -

   • Select the listed Response and click the Resolve button.

   

   
   

   The Response will disappear from the Response window.

Resubmitting a COT from the Response window

You may choose to Resubmit a claim displayed in the Response window.

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