As the end of your NHS contract draws closer it can be a stressful time. We recommend this ‘health check’ is carried out quarterly, (the end of June, September, December) and then at the end of February or the beginning of March, as it will ensure you have adequate time to rectify any issues that may arise. The process has been designed to assist in checking your UDA’s for the year to date.
UDA Health Check
Before starting your UDA Health Check it is best to take a note of the claimed and confirmed figures on your contract.
Claimed UDA’s – the number of UDA’s TC’d through your software
Confirmed UDA’s – the number of UDA’s confirmed on a schedule by the Dental Board
You can view these figures in EXACT using the steps below:
Go to File > NHS Contracts – this will list all of the contracts that have been entered into the system
Find the current contract and it will show you the claimed and confirmed figures – take a note of these
There will be a continual difference between the claimed and confirmed UDA figure until you receive your end of year schedule. The reason for this is because the claimed figure changes on a daily basis and the confirmed figure only changes when a schedule is imported in to the system.
Please note that you should always cross reference EXACT figures with your DSD Report.
You will need to check that all claim bundles have been transmitted successfully Checking Claim Bundles
Go to Administration > NHS > Claim Bundles
In the box on the bottom left hand side of the screen where it says ‘sort by date’ enter the date the current contract started - this will take you to the nearest transmission from the date you selected.
Scroll down the list and check that all claim bundles have the telephone and red tick icon to the left of the claim bundle number
If any claim bundles have do not have this icon follow the below steps:
Telephone With No Tick – call EDI Support on 01323 433560, give them the claim bundle number and the date and ask them to check if they have received the claim. If they have you do not need to do anything. If they have not received the bundle follow the steps below for ‘resending claim Bundles’)
Telephone with a Red ‘X’ this means the claim bundle has not been transmitted successfully. You will therefore need to resend the claim bundle(s) - before doing this double check one of the claims in Compass to make sure it has not been received.
Resending Claim Bundles
Please Note – You will need to log in to EXACT as the SUPER/ADMIN before following the below instructions
Go to Administration > NHS > Claim Bundles
Highlight the claim bundle you need to resend (you can only delete one claim bundle at a time)
Click on the delete button in the bottom left hand corner of the screen (bin icon)
Click ‘Yes’ to the following message ‘Permanently delete this claim?’
Once the claim bundle(s) have been deleted you can now re-bundle and transmit the claims
This will not delete any of your claims, but simply take them off that failed bundle, ready to be bundled up and transmitted again.
Go to Administration > NHS > Responses – this will bring up the responses screen View Responses
Any acknowledgements are automatically resolved (ticked off the list) as they are only for information Any responses that may require your attention will show on the responses screen as unresolved.
There are a number of responses that can be received When doing your monthly checks it is best to check the resolved responses to ensure they have been dealt with and not just ticked as resolved.
Show Resolved Responses
Go to Administration > NHS > Responses
Tick ‘Show Resolved responses’ on the bottom left of the screen
You can also see individual provider’s responses by entering the provider in the bottom left hand box marked ‘Provider’
For any responses you are unsure of please contact EDI Support on 01323 433560 for assistance
You need to check that each provider has received a schedule for each month they have worked at your practice. Should you have any missing schedules you need to contact EDI Support and ask them to send the schedules that have not been received Schedules
To View Schedules go to Administration > NHS > Payment Schedules. For more information on reading a schedule please view NHS England Payment Schedules
List Courses of Treatment
This report will show you how many courses of treatment have been transmitted but have not yet been paid on a schedule.
Go to Administration > NHS > Courses of Treatment
Click on the print icon – bottom right hand corner of the screen
Run the report with the date range from the start of the current contract to today’s date. The Payor should be NHS/PDS depending on your practice setup
Courses of Treatment on the report will show:
COT’s that have been recently TC’d but not bundles or transmitted – no action required
COT’s that are due to reach the next schedule – no action required. For this reason it is best to run the report just after you have received the latest electronic schedules.
The UDA Report is the last step in your UDA Health Check. This report will show you the claimed and confirmed UDA’s for each provider. When checking this report there are certain things you should be looking for each provider.
Time periods with no confirmed UDA’s – this does not include the most recently dated claims
Incorrect UDA figures – you may notice that the UDA figures have doubled or are incorrect. The report should only show 1.20 UDA’s, 1.00 UDA, 3.00 UDA’s or 12.00 UDA’s (you may have some with 0.75 UDA’s before the prescription changes took place.
This needs to be run per provider as you will be checking all the provider’s claims for the period of the contract
Go to Administration > Reports
Double click on ‘old UDA or UOA Report’ or the ‘UDA or UOA Report’
the old UDA/UOA report it shows the COT in the date order of the completion of the COT
the UDO/UOA report will pick up from the date that the course was TC’d in EXACT
Complete the following information:
Contract Number – click in the box and then the lined icon to the right and select the correct contract (check dates)
Enter the ‘from’ and ‘to’ date to match the dates of the current contract year
Tick ‘show detail’
Select ‘daily summary’
Click Print or Preview Check through the report carefully for any of the above mentioned items. Once checked, repeat the above process for the next provider. Continue to do this until you have checked the report for each provider on the contract.