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Adding and updating NHS performer number and PIN England & Wales

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Jason Handcock
  • Updated

To provide treatment and be credited for UDAs or UOAs against a contract, each performer/provider must have a 6-digit personal number recorded in their Provider File. Additionally, for their claims to be accepted by NHS Dental Services, a PIN number must be provided during transmission.

Note: If not known they can be obtained by calling NHS Dental Services on 01323 433560.

WARNING: DO NOT complete/transmit any work until the PIN and Performer has been entered, otherwise you will have responses come back with invalid pin/performer number.
If a Provider has existing NHS information that needs editing, click on the relevant line in the top box and click the e|d button, change as necessary and click OK.

Adding performer NHS details

To add a performer number, PIN or activation date to a provider profile.

  1. A provider profile must be created, if this has not already been created, read Add a New User / Provider.
  2. Navigate to File - Providers.
  3. Search for the Provider you wish to edit in the box.
  4. For ENGLAND and WALES, click on the NHS Details tab.
    This screen shows 2 things,
    1. A box at the top, Personal No, containing Performer/Provider numbers, activation dates, payor type, and PIN numbers relating to this provider.
    2. The lower box, NHS Contracts, contains any NHS/PCT contracts the Provider is connected to.
  5. Click the +1 in the Personal No area.
    NHS_Provider_Pin.PNG
  6. Select whether the provider works under NHS or PDS (NHS may be your only option, which is fine for PDS too).
  7. Enter the Provider/Performer number.
  8. Their Activation date.
    Tip: If the provider will be continuing any existing work, we would advise backdating their activation date to cover the start date for the course of treatment. Backdating this date causes no issues with the NHS and is only used within EXACT.
  9. Add the PIN number.
  10. Press OK when all of this information has been entered.
  11. The provider must now be added to an NHS contract. 

Updating performer NHS details

Similar to adding a provider,

  1. Navigate to File - Providers.
  2. Search for the Provider you wish to edit in the box.
  3. For ENGLAND and WALES, click on the NHS Details tab.
  4. Select the provider details you wish to edit, double-click or select e|d.
  5. The providers NHS performer information will open.
  6. Edit this as required, pressing OK once updated.

Information in the instance you have edited either of the following:
Performer Number, any new courses of treatment (COT) will contain the new number, however, existing COT's will contain the original number.
PIN, this is added to a COT when transmitting so will update with all transmissions from the edited point onwards.

Adding a provider to an NHS contract

  1. Go to File - NHS Contracts (may show as PCT Contracts on older versions).
  2. Double Click the contract number the provider will be working under, make sure you select the current contract.
  3. A smaller window will open, with a list of current providers. Click +1 on the bottom right of this smaller window.
    add_contract_deets.PNG
  4. Enter the provider initials, their UDA target.
  5. The dates should already be set.
  6. Click OK when complete.
Note: If you are unsure of a UDA sub target this can be left as 0.00 and entered at a later time.

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