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. If you have issues configuring this please contact our support desk on 01634 266 800 (Option 2, and then 1)or email us at support@soeuk.com.

Before you start

Before you start configuring the Flexible Commissioning on your system ensure you have downloaded the 4 .csv files which you would have been provided (or see above files) saved on your computer for the import of the Custom Screens which are required.

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.

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.

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 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 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.

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.

How to Report on Flexible Commissioning

To report on the Flexible Commission within EXACT various Contact lists and Schedulers are required to be configured. Once they have been configured you won’t need to amend these. You will need a total of 21 Contact Lists and 21 Scheduled reports which will get automatically sent out once you have configured this. Below will explain how to create the required Contact Lists and set up automatic scheduling.

How to Create the Contact Lists

1. Go to Administration, Contact Lists then click “create list” in the bottom right corner

2. 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.

3. 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.

   

4. Scroll down the list until you find ‘Treatment Codes’ and click ‘OK’.

5. 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.

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

How to set up an automatic Schedule for your reporting on Flexible Commissioning

How to Create a Scheduled Event

1. Go to File, Scheduler then click the ‘Create New Event’ button

2. Select Email then Contact List

   

3. Enter the name of the first contact list. Then click ‘Next’

4. 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.

   

5. Select the Contact list you wish to email and click “OK”

   

6. 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’.

   

7. 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’

   

8. 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.

   

9. 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;