1. From the ‘Administration’ menu select the NHS sub menu, then choose ‘Payment Schedules…’
   The dialog window shown below will appear:

   Open

   

    

   Each time the List of Payment Schedules is opened a prompt will appear to specify a date range. Schedules received during this date range will then be displayed in the list. The date range defaults to the previous 3 months, but may be changed as required. A particular dentist’s schedule can also be viewed.

2. Enter a date range or accept the default dates.

3. Enter a dentist or leave blank to view all dentists’ schedules.

4. Click the ‘OK’ button and EXACT may take a few moments to display the list. On completion, a window similar to the following will appear:

   Open

   

    

5. The ‘Payment Schedule List’ window has the following columns of information:

1. The Payment Schedule List window also has the following controls:

Review Payment Schedule Detail

1. Double-click on any schedule (or click the

   button when a schedule is highlighted) to display the ‘Payment Schedule Detail’ window similar to the following example:

    

2. The Payment Schedule Detail window has the following columns of information:

3.  

1. Double-click on any line in the Payment Schedule to open the ‘View Courses of Treatment’ window, with the details for the current COT displayed.

2. At the bottom of this screen you have two radio buttons: one called ‘Show Only Differences’ and the other called ‘Show All’. When you have ‘Show Only Differences’ selected this will display those claims that are discrepancies and that you may need to resolve with the board. If you accept the discrepancy and you have made any necessary adjustments you can tick the box to the left of this claim. This claim will then disappear from this view.
   If you select ‘Show All’ then this will display all of the claims included in this schedule.

3. With all details showing, the ‘Payment Schedule Detail’ window has the following controls:

Deleting Transmitted COTs

If you delete a Course of Treatment that has been resubmitted to the chart, even though that course of treatment has already been transmitted to NHS Dental Services, this can cause a problem when trying to work out end of year UDA values. This is because NHS Dental Services will have paid UDAs for the COT whereas EXACT will not be expecting the payment.

This problem is resolved within EXACT as follows:

1. COTs that have been transmitted are now prevented from being deleted. If you no longer wish to claim for a course that you have previously sent to NHS Dental Services, you must send it back to NHS Dental Services with an observation that explains what you want to happen.

2. There is a report - “Overpaid UDAs” - that identifies where a course has been resubmitted to the chart, but not re-sent to NHS Dental Services.

COT Status

Each NHS Course of Treatment has one of the following statuses set within EXACT: Planned, TC'd, Transmitted, Confirmed, Disputed.

The status of Disputed is assigned to a COT when it has appeared on a schedule but the number of UDAs assigned differs from what is expected. If you mark the disputed claim as ‘Accepted’ by ticking the schedule line, then its status will become Confirmed. Even though the UDA allocation from NHS Dental Services has a status of Disputed, the UDAs received are still real, so they are counted as confirmed UDAs everywhere in EXACT.

The Confirmed status occurs after a claim has been received on a schedule in EXACT and the UDAs match or you accept the difference.

You can view the status of a COT on the ‘List COTs’ screen, in the ‘COT Status’ column. This column is sortable, with COT number as the secondary sort order. A second column - the ‘Confirmed UDA/UOAs’ column - on the ‘List COTs’ screen shows the confirmed number of UDAs allocated to the course:

Claim Notes and Quick Notes

On the Schedule Reconciliation screen (Administration > NHS > Payment Schedules) and on the List COT’screen (Administration > NHS > Courses of Treatment) you can access a button and right-click menu option, called Claim Notes.

This allows you to add notes relating to the COT, specifically about UDAs and any steps being taken to track them.

Right-click a selected COT line and select Claim Notes from the right-click menu to display the Claim Notes window:

Features of the Claim Notes window

The Claim Notes facility has full audit history: the note may be modified by users with appropriate security settings, but each change is recorded separately and annotated with the date, time and User ID of the person who created or modified it:

Any claim notes added to a COT can be printed via the “Include Notes” option on the Print List COTs dialog. (Administration > NHS > Courses of Treatment > Print Button). Selecting this option will print the Claim Notes text on a line below the COT, for any COT that has a note.

A tab called “Claim Notes” is available in the ‘View Course of Treatment’ window (Administration > NHS > Courses of Treatment > i button). It will display the date the claim note was created in a Date column, the user who created it in a Creator column and the note details in a Note column. The tab will be ticked if it contains a claim note and the appropriate buttons (i.e.,

) will be available when this tab is selected. It will operate as described below.

Buttons and Functions

To create a Claim Note

The Claim Notes function is available on

• The Schedule Reconciliation screen (Administration > NHS > Payment Schedules) and

• The List COT screen (Administration > NHS > Courses of Treatment).

1. Access it as follows:

   • In the Payment Schedules window, by double-clicking a schedule to select it, then right-clicking a line item to display the submenu:

      

   • In the Courses of Treatment window by clicking on a patient name to highlight a COT, then right-clicking to display a submenu:

      

2. In both cases, select the Add Note option from the submenu, to open the Claim Notes window:

    

3. Click the

   button to add a new note:

    

4. In the Add Claim Note window, you have the following options:

   • You can begin typing the note text immediately.

   • You can click the

      

     button to create a new Quick Note.

   • You can select an existing Quick Note in the right-hand pane, and click the

      

     button to add the Quick Note to the left-hand pane. It can then be added ot or edited, if required.

Quick Notes

Use the Quick Notes facility to create pre-written notes for actions you are frequently taking with respect to COTs, or notes that you find you are commonly making.

Initially there are no quick notes set up, but they can be created at any time.

Once you've created Quick Notes you can then add them as Claim Notes and edit or add to the pre-written text as you use them.

To add Quick Notes

1. To add a Quick Note, click the

    

   button in the ‘Add Claim Note’ window; this will display the ‘Add Quick Note’ window:

    

2. Type a brief description in the Description field; this will identify the Quick Note when in the ‘Add Claim Note’ window.

3. The Type field is used if you wish to set up commonly used Quick Notes into separate categories. You can view and select from the types by clicking on the

    

   button.
   If there are no types set up, they can also be added or edited via this button.Once types have been created, they are also accessible via the

    

   button.
   (This is an optional field, and may be left blank if you do not wish to use it).

4. Type in the body of the text in the Notes field, then click the

    

   button to save the details, or the

    

   button to exit from the window.