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In order to facilitate upcoming CDA Claiming changes from paper to email based processing,
the following information outlines how OHSA claims & prior approvals can be generated, in
order to send them via email, from EXACT.

IMPORTANT: Following the upcoming changes, the Claim Summary form and the Prior Approval form will need to be signed before the Claim(s) can be eMailed for processing (either manually signed and scanned back in or 'electronically signed' on the PDF). Any pertinent claim details omitted will potentially see claims put on-hold and any notes/feedback about claims will be notified to you.

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CDA CLAIM BACKGROUND: There are 2 types of OHSA forms created when claiming;
Individual Treatment Reports (ITRs) and also a Claim Summary form, which summarises the
ITR(s) details. Both forms need to be sent together in order to make an OHSA Claim.

NOTE: These forms can be printed from EXACT and signed manually before scanning them
into a computer as PDF's, ready for emailing. You could also send a picture (.jpg file) of the signed claim.
You should ideally state your Agreement & Payee Numbers and the Claim type in your
email subject line when sending claims.

In order to comply with upcoming changes, both the Claim Summary and the Prior Approval
form need to be signed before being emailed for processing. The ITRs and the Claim
Summary form need to be attached to the same eMail.
The maximum number for any one emailed claim is 100 patients and/or 200 treatments.
SDS/OHSA-EX claims are still to be claimed as per the current paper process.

The process below describes how an electronic signature can currently be added in EXACT, in preference to printing and signing forms manually, then scanning them back in.
Coming soon - A version Upgrade of EXACT will be released which will allow you to automate this task

EXACT – Processing a Claim for OHSA

Log into EXACT and choose OHSA via File>Payors or your Workspace icon:

From here, you can click the Claim button to generate a new OHSA claim for a Provider, which
can then be either Printed, Previewed or Emailed directly from EXACT.

After clicking the Claim button and entering your parameters, click the OK button:

NB: Only TC'd Courses of Treatment can be included in an OHSA Claim, which need to be
marked as either Completed or Non-Completed, which then reflects correctly on the ITR form(s).

After clicking the OK button to generate a claim, the following screen will appear which allows
you to either Print, Preview, or eMail the OHSA Individual Treatments Report, the 1st of 2

Clicking the Close button will close the Print OHSA Individual Treatment Report window,
and EXACT will save the ITRs under the OHSA Payor Transaction ($) area.
Once closed, EXACT will then display a similar looking dialog, labelled Print OHSA Claim
Summary Form which is the 2nd of the 2 OHSA claim forms:

Clicking the Print button will output either the Individual Treatment Report(s) or the Claim
Summary form to your default Printer, as paper copies.
TIP: If your Default Printer is set as Microsoft Print to PDF, you can save the ITR(s) and Claim
Summary form on your computer. These PDF's could then be attached to an eMail once they
have been signed/scanned back in to your computer.

Clicking the Preview button will show you a copy of the ITR(s) or Claim Summary on-screen.

Clicking the Email button will open the following dialog, which allows you to specify
recipients/templates etc. to be used when sending an eMail:

TIP: You can add the OHSA Claims email address to a Specialist File within EXACT and
choose that Specialist when sending a claim via eMail. CDAclaims@health.govt.nz

IMPORTANT: Ensure you tick the 'Email the selected Specialist' option.

PRO-TIP: Email templates can be utilised within EXACT to pre-populate details such as
Practice Name and contact details, Provider Name etc. These merge fields can also be used
in Subject lines!

EXPERT TIP: If you click the Email button on the Print OHSA Individual Treatment
forms screen, or the Print OHSA Claim Summary form screen, you can right click over the
attachment and then left click the Save button to save the attachment BEFORE the email is
actually sent:

After clicking Close to the email, you can then choose if you wish to Save as Draft or Don't
Save and simply Close the email:

NB: If you close the ITR form email, you'll then see the Print OHSA Claim Summary form dialog
as there are 2 types of forms required; ITR's and Claim Summary – The Claim Summary PDF
needs to be electronically signed before sending via eMail, as it is now with paper claim forms
which are sent in.

PRO-TIP: You can add eMail attachments easily using the Attach... button, then clicking
the Find Other Files... button, in order to include any files which are saved on your
computer. Like Signed forms....?; }

After clicking the Attach... button, leave the Patient field empty then click the Next button:

On the next screen, you can then click the Find Other Files... button:

On the next screen which appears, drop down the file type box in the bottom right hand
corner, then choose All Files (.):

NB: After selecting All Files you can then see PDF files:

Click the Finish button when you have selected a file(s):

After clicking the Finish button, EXACT will add the files to an eMail, meaning your OHSA
Claim eMail could look something like this:

NB: Changes to EXACT are being implemented to allow bundling of ITRs and Claim Summary
forms, but until that version upgrade is available, you will have to attach both the ITRs and the
Claim Summary to the same eMail - The Claim Summary also needs to be 'electronically signed'.

OHSA Prior Approvals

If you are planning treatment which requires Prior Approval the process continues to be the
same; Print and sign the Form and send it to the Approving Dental Officer for their signature.
Once returned, you can scan the manually printed/signed form into the patients Contacts tab.
IMPORTANT: Please follow the current guidelines when requesting Prior Approval and also
when claiming - The Prior Approval Number needs to be entered into EXACT on Treatment
Completion.

Within EXACT under a patients Chart area you can simply click the Prior Approval button at
the bottom of a Patients Treatment Plan:

NOTE: The Prior Approval button will only show if you chart a service which requires it.

Once you click the Prior Approval button, you'll see a familiar Print, Preview or Email screen.
You can Print the form out for signature, or use Microsoft's Save to PDF to save it to your PC:

Once saved to your PC, the Prior Approval form can be viewed in a PDF viewer.

PRO-TIP: Visit File>Payors>OHSA – then click the ($) sign where all OHSA Claim
forms/Prior Approvals are shown. Simply highlight any OHSA Claim/Prior Approval then click
the Print button in the bottom righ hand corner:

Signing PDF's Outside of EXACT
OHSA Claim Summary and Prior Approval forms.
Once you have saved a Claim Summary or Prior Approval form to your computer, you can then
open the PDF in a PDF viewer, which may have the facility to 'electronically sign' the PDF using
a Mouse/Text input tool.

The example shown above is using Microsoft Edge and it's built in Draw tool.

The example above is of the Save As button in Microsoft Edge - use this after 'electronically
signing' a form. TIP: Add the word SIGNED to the end of the filename.

Also, If you save your 'electronically signed' Claim Summary/Prior Approval forms in a unique
folder on your Desktop, they will be easier to find:

This way, you can attach the signed Claim Summary/Prior Approval form(s) to an email easily,
using the Attach... button, then the Find Other Files… button.
PRO-TIP: Better still, save them in the Shared EXACT data folder, so everyone can access
the original signed copies easily.

As above, when you have 'Electronically Signed' and Saved your PDF's, you can visit
File>Email within EXACT and click the Create New Email button.

Simply choose the Specialist, choose an Email Template, then click Attach... to Find Other
Files…remembering to choose All Files (.) in order to see the signed PDF.

NOTE: You must attach both the OHSA Individual Treatment Report and the OHSA Claim
Summary forms, to the same eMail. IMPORTANT: The Claim Summary form must be
signed.

EXPERT TIP: Add an electronic signature to EXACT

As an EXACT Administrator you can visit Configure>Printing Setup... to add a couple of lines to
the OHSA Claim Summary form, which will then pick up an 'digital signature', when the
OHSA Claim form is next printed/emailed.

Once in Configure>Printing Setup... left click the Payor Forms tab:

Select OHSA Claim Summary form then right click:

Left click the e|d Edit option and the following screen will then appear:
Left click the e|d button to the right of the Layout OHSA.964.

When the screen opens, simply copy then paste the following text after the last line of the OHSA.964 printing layout (PRX):

It should look like something like this, with the blue highlighted text added -Click OK to Save:

Once the 2 lines have been added, the OHSA Claim Summary form should look like this
with Provider/Agreement Holders Name and Date added to the form, when it is subsequently generated:

For any CDA claim rejections/enquiries/privacy notifications, PLEASE CONTACT TE WHATU ORA.