NHS Prototype Transmissions

Approving COTs for the Day, for Transmission

There is a mandatory daily approval (checking) process for each practitioner who has worked in the NHS Pilot/Prototype, to check and then transmit all of the data for the last 24 hours to the Board and the Department of health, whether that data is in a complete or incomplete COT.

The Approvals prompt appears at the last appointment of every day for each Provider, and if they don't deal with it, it will then appear at their first appointment for the following day. Practitioners with SUPER USER rights can review and approve other Practitioners' COTs.

NOTE: Any COTs listed in the Provider Overview Screen in red text are more than 3 months old and require URGENT attention.

To approve COTs for the day so that they can be transmitted to NHS

1. When the Provider goes to complete the last appointment of the day, an Unapproved COTs screen appears:

   IMPORTANT: It is strongly advised that you complete the Approvals at the time of prompting.

   (If you cannot do it at this time you can postpone the Approval process until later. Refer to the procedure below: To later Review and Approve COTs for the day)

2. Click Yes to continue.

   In the Provider Overview Screen you will see a list of days, each with outstanding COTs to be approved.

   To approve, select COTs and Dates (optionally use the Select All / Select None buttons), and click the Approve button:

   (Optional) If you need to first check a COT, select it and then click the View COT button to display the View NHS Assessment COT screen. Here you can check that all details are correct:

   If it is a completed course of treatment, you can also open FP17 details for the selected transaction:

3. When you click the Approve button to approve the COTs and Dates, you will be prompted to enter a Validation PIN for the current Provider (this PIN is unique to each NHS Dentist, and is required in order to process the Approvals):

   In the validation process EXACT checks all required fields and pops up a warning if any are missing. For example:

4. Once approved, the COTs are removed from the Provider Overview screen.

5. See Automated daily data transmission to the BSA

To later review and approve COTs for the day

1. Select File > Payors > View Payors > NHS > Review Screen:

2. This Provider Overview Screen lists only the COTs for the logged in user.

3. All COTs require Approval, regardless of whether they are completed.

4. To re-open details of a COT, double-click it, or select it and then select the View COT button.

For instructions see the procedure above To approve COTs for the day so that they can be transmitted to NHS.

To Review and Approve other Practitioner COTs for the day (Superusers)

Practitioners with Superuser status are able to review (and/or Approve) all Providers' COTs.

1. Log in as a Superuser.

2. Select File > Payors > View Payors > NHS > NHS Review Screen:

   IMPORTANT: Any COTs listed in the Provider Overview Screen in red text are more than 3 months old and require URGENT attention.

3. (Optional) Approve the COTs on behalf of the Provider.

Automated Daily Data Transmission to the BSA

Changed or new data should be automatically transmitted every day by means of software that has been configured by Software of Excellence Support personnel.

If you are unsure if this has been configured for your practice, please call the SoE Support Desk for confirmation.

Noteworthy points about the transmission:

The transmission does not affect normal activity within the EXACT software or the practice.

It is fully automated through the EXACT Scheduler, so personnel need take no action.

By default the transmission time is 10.30 a.m, when dental practices are normally open with their servers running, but this time can be customised by Software of Excellence (please contact the Help Desk if required).

If a transmission for some reason does not occur, it will be queued for transmission the following day.

It is the Practice's responsibility to always check that the data has been transmitted by reviewing the data transmission status (Superuser login required).

Automated transmission procedure

The practice chooses a time for daily data transmission to the BSA (by default this is 10.30 a.m.)

At this time, the following data is automatically transmitted without affecting practice activities (no intervention required):

• Authorised data from the previous day.

• Authorised data from any prior days that hasn't already been transmitted.

• COTs that have changed since they were originally transmitted .

  IMPORTANT! It is essential that you continue to transmit bundles of FP17 forms as you did prior to the Contract. This is a separate process to the Pilot/Prototype data, which is transmitted automatically every day. If you need more information on this, please contact the SoE Support team.

DISCLAIMER: Software of Excellence takes no responsibility for failure of data to be transmitted. Because such automated transmission failure is possible, it is the Practice's responsibility to always check that the data has been transmitted by reviewing the data transmission status.

Reviewing Data Transmission Status

To review data transmission status

Select Administration > NHS > Transmission Status: to display the Transmission Status screen: