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 or questions regarding this article please contact our support desk or email us at support@soeuk.com.

Before you start

Before you start ensure you have downloaded the 4 Custom Screen .CSV files above if you have not 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.

Adding the Services

To add the service codes under the ‘Flexible Commissioning Service Codes’ section of this document please follow the steps below;

1. Go to Configure, Services then click +1 in the bottom right corner

2. From here you can start adding the required service codes. You will need to input the following information under the ‘Details Tab’

1. Code – This is where you would input the Code from the Flexible Commissioning Service Codes section within this document.

2. Description – This is where you would input the Description from the Flexible Commissioning Service Codes section within this document.

3. Categories – This is where you can assign a service code category to your services as you create them. We advise setting up a category for the Flexible Commissioning service codes and assign all of the service codes to this category for easier referencing. Please see How to add a Service Code Category section within this document.

4. DMF Category – This needs to be set to ‘None’. It is blank by default and will prevent you from saving if not filled

5. Custom Screen – This is where you can assign the relevant Custom Screens to the services as you create them. Please see the ‘How to add the Custom Screens to a Service Code’ section,

6. Notes Tab - You may have been sent some Notes from the NHS to add some extra clinical notes and these can be added by clicking the ‘Notes’ tab and adding these into the ‘Clinical Notes – Will not print on the patient’s stationery’ section.

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.

Select the Category and click “OK” or click +1 to create a new category then click ok to save the changes.

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;

1. Go to ‘Configure’, ‘Custom Screens'.

2. From here click “import”

3. Locate and select the custom screen/s saved onto your computer, then click on ‘Open’.

4. 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;

1. Go to Configure, Services then double click the service/s you want to add a custom screen to

2. 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.

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.

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.

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.

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.

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.

Firstly create a Course of Treatment on a patients file (preferably a Test patient) and add the required services and appointments. Click the “+1” button on the Quick Plan section to then make this new list of Services & Appointments a Quick Plan.

 Please note that this will only be selectable if you have a course of treatment made on the patient’s chart tab 

1. Type a Quick Plan name that clearly describes the plan. For example: PAP 0-2 Years

2. Set ‘The Quick Plan Will’ to ‘Create a New Course of Treatment’

3. Set the Payor to Blank which will set the payor to Private

4. Set the type of the quick plan so it is easier to locate and manage

5.  Click ‘OK’ and it will save the plan. The new Quick Plan will be listed in the ‘Quick Plans’ tab.

 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 report on Flexible Commissioning