Capitation Reports

Capitation Scheme Profile Report

The Capitation Scheme Profile Report provides a breakdown of the capitation scheme by age, sex and band.

Selection of data for the report can be made by date, one or more providers, and payor:

The report shows the changes that occurred during the reporting period, e.g., New Members, Number that Left, Net Change, Estimated Collections, and some Appointment information. All information is given per provider.

• The estimated monthly collection figures are based on the number of members at the end of the selected period, multiplied by the current monthly fee entered for each band.

• The estimated collections for period, takes the monthly collections rate and multiplies it by the number of days in the period.

• The hourly rate is based on the total length of completed appointments within the period. It does not take account of double bookings or reserved time which was not utilised. Where patients have no band assigned, a monthly fee of zero is used, which will distort the overall collections, and hourly rate figures. Where a particular band has had no completed appointments within the period of the report an hourly fee cannot be calculated and will be shown as zero.

Capitation vs Private Report

This is a ‘what if’ report that attempts to be a “crystal ball”, advising on what fees the practice might have earned if the work they carried out under a capitation payor had in fact been done privately. This report gives the practice some guidance on whether they would be better off converting their patients to private or staying with the Capitation Scheme. It can also show them whether a particular band is over/under-priced against their standard fees.

The report works by looking at the work done under the capitation scheme and determines what the private fee for the same item would be. Therefore the services carried out under the capitation scheme would require a price set against them in the service list in order to generate a private fee equivalent.

It is designed to give an indication, but cannot be considered wholly accurate as there are too many variables which could influence what the private item might have been charged at. The report only uses the standard price for the comparison.

The estimated monthly collections is based on the number of members at the end of the selected period, multiplied by the current monthly fee entered for each band. The estimated collections for period takes the monthly collections rate and multiplies it by the number of days in the period. Where patients have no band assigned, a monthly fee of zero is used.

Provider Breakdown is based on patient’s owning dentist. Note a single provider may not have done all of the work shown against their name.

COT Costs Exceed Invoices Report

This report identifies Payment Plans where the costs incurred so far are greater than the instalments that have been invoiced to date.
You can review these plans to determine if the value or frequency of instalments should be altered to ensure that costs are covered throughout treatment.

The report can be by provider, or for multiple providers, or for a single Provider category.
You can choose whether full COT details are included, or the report is in summary format only.

To run the COT Costs Exceed Invoices report

1. From the Reports menu (Administration > Reports) select "COT Costs Exceed Invoices":

2. Enter a provider code in the "Provider(s)" field, or click in the field and use the

   or

   button to select one.
   For multiple providers, click the

   button and select the providers you want to include.
   For providers belonging to a particular Provider Category, enter a Category code in the "Provider Category" field, or click in the field and use the

   or

   button to select one.

3. Click in the "Include full COT details" checkbox if you require the details on the report.

4. Click the

   button if you want to check the report details before you print it, otherwise click the

   button.

Denplan Reports

Assessments Done Reports

This report counts all assessments done in the date range you specify, and reports these in tabular form.

To run the report:

1. Select Administration > Reports and under the Reports tab double-click the Denplan Assessments Done Report.

2. Specify the From - To date range:

   • Enter the date range, or

   • Choose dates using the drop-down menu on each field, or

   • Click the

     button to select a date from the calendar.

3. Select Print, Preview or Email.

   
   
   

Example Report:

Note that the Age columns are based on the age of the patients at the time the assessment was performed.

Assessments Due Report

This report lists all Denplan patients due or overdue for an assessment.

The Denplan Assessments Due dialog asks for a date by which all Denplan patients should have had an assessment redone.
The report runs through all Denplan patients, reports any patients who are overdue for an assessment, and notes when their most recent Assessment was done.

To run the Denplan Assessment Due Report

1. Select Administration > Reports and under the Reports tab double-click the Denplan Assessments Due Report.

2. (Optional) Select the Show Detail option to add these columns to the report, with the current band highlighted for a patient if it differs from the last assessed band:

   • Name

   • Last Assessed

   • Last Assessment

   • Current Band

3. Select Print, Preview or Email.

Sample report output (detailed version shown):

NOTES:

- An Export option is provided. This will give access to the patient's address, so you can use the report to produce a mail merge if you wish.

- The Last Assessment column shows both the assessed band and the score that generated it.

- The Current Band column shows the current band from the patient file, and is highlighted if it differs from the last assessed band.

- Run both the Capitation Scheme Profile Report, and the Capitation vs Private Report, for an overview of how your Denplan scheme is running.

Integration Report

The Denplan Integration Report calculates the potential financial gain in converting current patients to Denplan.

1. Select Administration > Reports and under the Reports tab double-click the Denplan Integration Report to load the report window:

   (Note the options to Print, Preview, Email or Export to .CSV)

2. Sort patients by

   By default, the report will display patients sorted in order of Last Name. To sort the report by another criteria, click the dropdown button and select another sort method from the menu:
   

3. Specify whether to include or exclude inactive patients by checking or un-checking the Include Inactive checkbox.

4. Select Patients

   Use the Select Patients field to select, edit or create a new query to define the patients, making it possible to print Statements for selected groups of patients as defined in the query:

   See also these resources for related Queries information:

   Video series for Contact Lists and Queries (multiple videos)

   Mini-masterclass - Contact Lists

5. Specify further report criteria as follows:

NOTES:

The figures used to calculate patient Denplan scores are based on historical treatment alone; this does not include gingival condition, periodontal status or plaque control. As a result, these figures do contain a certain amount of inaccuracy and should therefore be used only as a guideline.

The band information displayed on this report is based on the Denplan banding system but Denplan should be contacted directly if a full risk assessment is required.

If when you run the report, EXACT finds services which do not have a Denplan category set, it will display the Denplan Setup window to enable you to assign them.

Report Example:

This shows an upper part of the report body, with details turned off.

The information in the summary pages of the report appears as in these examples:

Earnings Summary Report (NHS)

This report is designed to show how payments received by the practice are divided into NHS, Private, Stock item and Deposit payments.

1. Select Administration > Reports.

2. In the Reports desktop, double-click the Earnings Summary report to open the Print Earnings Summary window:

3. Specify a Query Template in the Select Patients field, either by scrolling up/down or by means of the View Query Templates window:

   (from here you can also edit Query Templates or create new ones by means of the +1 button).

4. Specify Provider/s as follows:

   • To print an Earnings Summary report for the entire practice, leave the Provider(s) field empty

   • Select an individual provider by means of the scroll buttons

     .

   • Specify a combination of Providers by means of the Multiple button

     .

5. Define the date range for the report by means of the From and To date fields.

6. Show Details?

   • Tick (select) this checkbox to provide details for the receipts and invoices that make up the report.

   • Leave this checkbox unchecked to show only a summary of the payments and the payment methods, dividing them into types of payments.

7. Click Print to send the report to the printer, Preview to preview on screen and then print from the Preview screen, Email to email a copy of the report to an email recipient, Export to create a file readable in Excel, or Cancel to return to the previous screen.

   The example below shows an Earnings Summary report for the entire practice and all Providers, in summary format (with Show Detail not selected):

Interpreting the Earnings Summary Report

With Show Detail checked (ticked):

The report is divided into columns:

With Show Detail unchecked:

Only a summary section is printed:

Friends and Family Survey Report (NHS)

This report covers the results of NHS-compliant, Clinipad-based Friends and Family Testing.

The report parameters include

• A choice of Provider/s (if multiple, a choice of whether to combine them in a report or report each separately)

• Patient demographics (gender, age and ethnicity)

• Whether to include the respondents' text comments in the report.

  NOTE: Anonymity is built into Friends and Family Test functionality in multiple ways to guard against practitioners linking respondents with particular answers

Note that report data needs to be uploaded to the NHS Portal.

To run the Friends and Family Test report

1. Select Administration > Reports and select the NHS Friends and Family Test Report:

2. From the parameters dialogue select parameters as follows:

   Overview: From this screen you can choose parameters for Provider/s (if multiple, whether to combine them in a report or report each separately), patient demographics (gender, age and ethnicity), and whether to include the respondents' text comments in the report.

   Report parameters:

   
   
   

   
   
   

3. Print, Preview or Email the report. If Emailed you can preview it from the EXACT Email Outbox.

Income Cycle Reconciliation Report

This report is designed to show an overall financial position of income due to the practice.

The following information can be obtained from this report:

• Total amount of invoiced work due to be paid to the practice in a previous period.

• Value of new work that has been invoiced since the previous period

• Adjustments made to previous invoiced work

• Receipts from patients since the previous period

• Adjustments made to previous receipts.

• NHS Dental Services figures for monies due to be paid by NHS Dental Services to the practice

• Another feature of the report is the ability to select & print individual reports giving further breakdown for the figures shown in the main report.

To Run the Income Cycle Reconciliation report

1. Select Administration > Reports > Income Cycle Reconciliation:

2. Leaving the Provider(s) field empty will print an Income Cycle Reconciliation report for the entire practice; however an individual provider can be selected from the list by using the

   button.

3. Clicking the

   button will allow printing for a combination of Providers.

4. Alternatively, you can leave the Provider(s) field blank and select all providers belonging to a provider Category by selecting a Category in the Provider Category field.

5. The From and To date fields will default to the beginning and end dates of the previous full month, but can be changed to define a different date range for the report.

6. Click Print to send the report to the printer, Preview to preview on screen and then print from the Preview screen, or Email to email a copy of the report to an email recipient, Export to produce a copy suitable for importing into a spreadsheet or word-processor, or Cancel to return to the previous screen.

7. If Preview is selected, the following window will provide additional display and print options:

8. Click Print All to send all sections of the report to the printer, or Print for the options checked. Click Export All to create a file of all sections of the report readable in Excel, or Export for the options checked. Otherwise click Close to return to the previous screen.

Interpreting the Income Cycle Reconciliation Report

Main Report

The main report is divided into several sections by header:

Additional Reports

A number of additional reports are also available to be printed by ticking the box next to the required report. The figures shown rely upon the dates entered for the main report.

If all of the breakdown reports are required, then the user should select the ‘Print All’ button instead of ticking all the boxes.

NOTE: Some of these reports are also available to be printed from within their own report menus. A brief description of these reports, and where else they can be found is as follows.

Lapse List

This report is used to print a list of patients whose NHS registration is due to lapse during a specified time period.

The resulting report includes the following:

• Patient Name

• Patient Phone Numbers

• Patient Balance

• Patient’s dentist

• Lapse Date

• Acceptance Date

• Last Exam Date.

To Run the 'Lapse List' Report

1. From the ‘Administration’ menu, click ‘Reports’ and select ‘Lapse List’:

2. By using the 'Select Patients' field, a query can be selected or created, making it possible to print this report for selected groups of patients as defined in the query.

3. The Provider field will default to the user logged in. Blanking out the field out will print a ‘Lapse List’ for the entire practice. A different provider can be selected from a list by using the

   button. Having a provider selected will print the list of only that provider’s lapsed patients.

4. The 'From' and 'To' Date fields are used to define the future date range for which to print the report.

5. The ‘Types’ fields allow two different criteria to be selected to narrow down the list. If required, use the

   button to select an option in either field.

6. Click ‘Print’ to send the report to the printer, ‘Preview’ to preview on screen and then print from the ‘Preview’ screen, or ‘Cancel’ to return to the previous screen.

   The example below shows a ‘Lapse’ List for the patients of provider DEMO, whose NHS registration is due to lapse during a future time period.

NHS Claimed Versus Paid Report

Use this report to compare the UDAs claimed versus claims paid by the NHS.

The report provides more detailed comparisons than the NHS Schedules Reconciliation.

It runs additional checks in the database table(s) to find hidden / actual differences between what was claimed and what was received/paid.

It reads all schedules with a date on or after the specified reporting date. For all schedule items in that schedule EXACT finds the most recent claim record for the associated COT and uses that to obtain the report data.

To run the NHS Claimed Versus Paid Report

1. Open the print dialogue by any of these means:
   
   

   • Select Administration > Reports and then in the Reports screen select NHS Claimed Versus Paid Report:

   
   
   

   • Select Administration > NHS > NHS Claimed Versus Paid Report:

   
   
   

   • From the configured NHS shortcut in the workspace bar select Claimed Versus Paid Report:

   
   
   

   The Print NHS Claimed Versus Paid Report dialogue opens:

   
   
   

   
   
   

   
   
   

2. Select Print, Preview, Email or Export to generate the report.

   Example:

   Detail example:

   Export example:

Generating NHS Contract Exceptions Report

This topic covers the reason for this report, its features, and how to run it.
SEE ALSO: NHS Contract Exceptions Report Explanation for detailed information on its various fields.

Background

NHS practices receive a quarterly report from their PCT, outlining how they did for the previous 5 quarters against 22 Key Performance Indicators.

Because they are judged on these KPIs and their performance influences whether they can get additional UDA contracts or payment for their existing contracts, NHS practices need a way to see how they are tracking against the KPIs ahead of time so that they can correct if necessary.

Report features

The report does the following:

• Produces the same historical data (or very close) as the official report for the statistics that it offers.

• Runs for the current period, so that a site can course correct if necessary.

• Runs per provider, so the site can zoom in on problems.

• Is able to run for the current quarter as well as the previous 5 quarters. The quarter boundaries are:

  • 1st January - 31st March

  • 1st April - 30th June

  • 1st July - 30th September

  • 1st October - 31st December

• Runs for the current quarter even if it is not complete. It does not run for future quarters.

• It can be scheduled and exported.

• EXACT stores the default threshold values as settings, so that they can be updated by the user as required if they change.

• Values that exceed the threshold are marked with the Warning "Over".

• Values within 10% of meeting the threshold are marked with the Warning "Near".

To run the NHS Contract Exceptions Report

1. Select Administration > Reports

2. Double-click the NHS Contract Exception Report to display the Print NHS Contract Exception Report window:

3. From this window, select the required parameters for the Report.
   Note that you can optionally select Multiple Providers.

4. Optionally Preview.

5. Print normally.

Example of a report, showing all of the same performance indicators as the one that you received from your local area team:

NHS Contract Exceptions Report explanation

NHS DAF Alerting Report

The NHS DAF Alerting Report is also available through MyPractice Cloud (MPC).

Background information

The NHS Alert Manager provides a means for practices to setup alerts on NHS policy or service breaches, and to track the data around practice conformance.

Trigger conditions:

The trigger conditions for NHS DAF Alerting are based on NHS requirement specifications approved by the NHS.

In response to a DAF trigger condition a configurable message (unique to to each KPI) displays as a warning. The user who triggered the alert is able to add supporting notes/evidence as to why the action is occurring. The DAF breach action is logged in the database along with the user's supporting notes.

NHS Practices using EXACT can optionally configure EXACT to

• Report on their DAF KPIs in order to be responsive to their continuous performance.

• Collate evidence of practice performance against KPIs

• Alert Providers to any possible actions that could contribute to these KPIs.

DAF Alerting:

NHS DAF Alerting is configurable per practice (not per individual).

Trigger conditions for the alerts are based on NHS requirement specifications and are approved by the NHS.

NHS Practices using EXACT can optionally configure EXACT to

• Report on their DAF KPIs in order to be responsive to their continuous performance.

  The NHS DAF Report is also available through MyPractice Cloud (MPC).

• Collate evidence of practice performance against KPIs

  • KPI-related actions are logged and auditable

  • Associated notes are shown on the NHS DAF Alert Report

• Alert Providers to any possible actions that could contribute to these KPIs.

  • Default messages advise that the current Provider activity is being NHS DAF KPI monitored.

  • Messages instruct the Provider to input supporting notes or evidence.

• DAF Alerts are configured in the NHS Alert Manager.

To run the NHS DAF Alerting Report

1. Select Administration > Reports and double-click the NHS DAF Alerting Report.

2. Specify the report parameters in the Print DAF NHS Alerting Report window:

   • Select Patients: To Search across all Patients, leave the Select Patients box blank, or to filter the search, choose an existing Query Template or alternatively create a new Query Template.

   • Performer(s): Choose the Provider(s) for whom to run the Report - use the Multiple option if necessary:

   • Contract Number: Select the Contract Number against which to run the Report.

   • From/To Dates: Set the period for reporting.

   • Number of Copies: For physical printing.

3. Select a report output option: Print, Preview, Email or Export.

   The report may take some time to search through the patient selection in order to calculate the results:

   
   
   

   When the report generates, a Main Heading section displays which parameters were used to generate the Report, followed by column headings and any matching results:

   Date: Actual date on which the DAF Alert Breach occurred.

   Patient: Unique Code and Name of a Patient.

   Provider: Person who charted the COT.

   Breaching COT Columns: The number of the COT that is causing the Alert(s) to be displayed, and the status of that COT.

   Breached COT Columns: The number of the COT that was breached

   Alert Type: Which event type caused the Alert.

   Band 3: A previous Band 3 treatment has been planned/completed, and a new Band 3 COT has been started within the specified period.

   Fluoride Varnish: Patients within the specified Age Range should have this service applied to them when they visit, if they have not had fluoride varnish applied within the specified duration.

   Fissure Sealant: Patients within the specified Age Range should have fissure sealants applied to them when they visit, if they have not had a sealant within the specified duration.

   Alert Notes: If Alert Notes required has been enabled for the alert(s) and notes have been entered, these will display. If no notes have been collected, a Not recorded message displays.

NHS Re-attendance Report

In general, an FP17 submitted for a single patient's new course of treatment falling within 28 days of another course ending, is referred to as 28 day re-attendance.

More specifically, where any Band 1-3 claim follows within 28 days of a previous Band 1-3 claim, for the same patient at the same contract, this is categorised as a 28 day re-attendance claim.

Urgent treatment is not included and neither are patients who attended a different contract within 28 days.

The NHS Re-attendance report is a means for the practice to track compliance to the practice configured guidelines on Re-attendance.

Schedule: This report can be scheduled to be sent by eMail attachment (.CSV Export/PDF format) or printed automatically.

To run the NHS Re-attendance Report

1. Select Administration > Reports.

2. In the Reports tab, scroll down to the NHS Re-attendance Report and double-click it:

3. Select the parameters for the Report:

   1. Select Patients by means of Query Template:

   2. Select Performer or Multiple Performers:

   3. Select a Contract Number by means of the Up/Down arrows or by opening the selection screen.

   4. Select From and To dates for the report.

   5. Specify the number of copies.

4. Print, Preview, Email or Export in the normal manner.

UDA or UOA Breakdown Report

This report can be run from either the NHS or Reports option in the Administration menu.

1. Select Administration > Reports

2. Double-click the UDA or UOA Breakdown report to open the Print UDA or UOA Breakdown window:

3. The date range (inclusive) specified by the Contract Start Date and Contract End Date fields is set by the Contract Number, and determines which COTs are included in the report:

   • All NHS courses with a completion date in the range are included.

   • Patient's ages are determined as at the treatment start date.

   • Incomplete COTs are included based on their start date.

4. The Contract Number determines which patients and claims are included in the report. To select a Contract Number:

   • Type a known number, or

   • Scroll by means of the Up/Down scroll arrows, or

   • Click the List/Select button

     and choose a Contract from the View NHS Contract Numbers window:

5. Breakdown by Performer: Check (tick) this checkbox for a detailed breakdown of the figures by Performer in the Contract specified, or leave unchecked for a general breakdown.

6. Click the OK button.

The report runs through all patients and checks to see if they have a course of treatment that matches the above criteria (in the date range and for the providers on the Contract Number). For patients who do not have a matching course, it checks to see if they have one of the contracted providers as their dentist. If they do they are added to the 'not seen' count, using their age as at the end of the date range.

Where a matching course is found, the UDAs for the course are determined, and added to the UDAs claimed count using the patient's age as at the acceptance date of the course.

If the BreakDown by Performer check box is ticked then the rows starting with '-' are shown (if this checkbox is unchecked, they are skipped). These rows are calculated using the more detailed band information found on the FP17.

Domiciliary and Sedation counts are also determined from the FP17.

The patient charge figure is also calculated from the FP17.

NOTE: It does not matter whether the charge has actually been collected from the patient.

Example Report (Summary option)

For the Treatment Categories where a quantity is recorded, both the number of claims and the quantity will be shown in each column, for example, "4(6)". The number outside the bracket shows how many COTs included the item. The number inside the bracket shows how many of the items were done. For example, 4(6) indicates that 6 items were done across 4 COTs.

UDA or UOA Report

The UDA/UOA Report shows progress on all NHS contracts held by the practice, grouped by contract or by provider, with or without detail.

Upgraded in EXACT v11.9:

For upgrade details see:

Upgraded UDA/UOA Report, October 2015 - explains the changes.

Re-enabling the older UDA/UOA Report - it is optional to run the previous version report in parallel with the current version.

Scheduling the UDA/UOA Report - you can optionally schedule the new version and / or re-schedule the older version

To Run the UDA/UOA Report:

1. Either

   • Select Administration > Reports and double-click the UDA/UOA Report:

   - or

   • Select UDA/UOA Report from the workspace bar NHS shortcut (if configured):

     The print dialogue displays:

2. To generate a report for the entire practice, leave the Provider(s) field empty.

   To generate a report for an individual, select by means of the selector button.

   To generate a report for specific individuals, select the Multiple button and then select individuals from the window by means of CTRL-click. This also allows you to choose whether to print individual reports for each provider, or a combined report.

3. If you enter a Contract Number, the Contract Start Date and Contract End Date fields will be defaulted, otherwise these will be blank.

4. The previous version of the report had a Group By field for selecting Performer and Date. These parameters are no longer optional but included by default in the report.

5. Check (tick) the Show Detail checkbox if you want to show all courses provided by each provider under the contract for the selected time period, with the banding information.

   If you leave it unchecked only UDA/UOA totals for each contract or provider will be shown.

6. You can also select the number of copies to print, or select a printer, if those options are enabled under Configure > Printing Setup.

7. Click Print to send the report to the printer, Preview to preview on screen and then print from the Preview screen, Export to export to a *.csv file (for use in a document or spreadsheet), or Cancel to return to the previous screen.

Report Example:

The summary report lines show the following, also broken out by Contract or Provider:

The detail lines if present show,

Note that if any UDAs have been transferred from another provider, the details will appear at the end of the provider's details, as shown below:

In this example, 4.00 UDAs were transferred, for COT41327.

UDAs In Progress Report

The UDAs in Progress report selects all open NHS courses for one or more specified providers, and produces a report with details as follows:

• NHS Courses with no further planned work

• NHS courses with no future appointments

• Other open NHS courses

• Totals for the above.

For each of these, the patient names, courses of treatment, last appointment date and the UDAs or UOAs are listed.

To run the UDAs in Progress report

1. Select the Report:

   • Click the UDAs in Progress button in the UDA Manager screen

     - or -

   • Select Administration > Reports > UDAs in Progress Report

     - or-

   • Select Administration > NHS > UDAs in Progress Report

   The Print UDAs in Progress Report window displays:

2. Select Providers:

   If you've clicked the UDAs in Progress button in the UDA Manager screen, this field will be defaulted from the UDA manager, and will display the code of the selected Provider.

   Otherwise, you can enter the code of a provider, or use the Multiple button to choose more than one provider code, or leave the field blank to include all providers.

3. Show Detail: Check (tick) this checkbox to include details on the report, otherwise only summary totals will be shown.

4. Select Print, Preview, Export or Cancel.

Report Example (no Detail option)

UDAs Overpaid Report

When the “Overpaid UDAs” report is run it will ask for a range of COT numbers:

The default values for the COT numbers are from 0 to the highest on record, but you can overwrite these if required.

Set the appropriate printer details, then click Print, Preview or Email as required.

For each COT the report will check to see whether the Number of UDAs Claimed is less than the the number of UDAs paid, and wherever it finds a course where this is the case it will print it out. This gives a list of all the courses that have been resubmitted back to the chart or deleted, or where you have asked for the UDA amount to be reduced, but NHS Dental Services has not yet sent through the lower payment.

Report example:

Each line will show:

• Date of Transmission

• COT number

• Patient Name

• Amount Claimed for UDAs/UOAs

• Paid Amount.