Orthodontic Courses of Treatment are charted in a similar way to non-orthodontic treatment, however, a different option is selected on the exemptions and charges screen, and two claims must be submitted: an Orthodontic Assessment claim (at the beginning of the course), and an Orthodontic Completion claim (at the completion of all treatment).

IMPORTANT: If a patient is only assessed and reviewed or assessed and treatment is refused, the practice will receive the UOA allotment for that work. If the patient is assessed and accepted for treatment, however, UOAs will not be awarded until the Orthodontic Commencement claim is received by the NHS Dental Services.

Enter and Complete and Orthodontic Assessment

1. Select the first Service item and start a new Course of Treatment.

2. In the ‘Exemptions and Charges’ screen, select ‘Ortho Assessment or Completion’ as shown below:

3. Conduct an assessment, for example a full case assessment as shown below:

   NOTE: The title bar of the course will show no UOAs at this time. The UOAs are not awarded until you have completed the course, and pressed the TC button. The number of UOA’s displayed on the FP17 will depend on the type of Assessment you select at this stage.

4. When the assessment is completed, click the TC button, click the Ortho tab, and complete the appropriate details in that area of the FP17 form, similar to that shown below:

   NOTES:
   - An ‘Aesthetic Component’ is mandatory if '3' is selected as the value for the IOTN (Index of Orthodontic Treatment Need).
   - If the ‘Assess & Review’ option is selected, it will show 1 UOA for the assessment.
   - If the ‘Assess & Refuse Treatment’ option is selected, it will show 1 UOA, for the assessment.
   - If the ‘Assess & Accept for Treatment’ option is selected, the summary area of the form will show the maximum UOAs (as shown above), and the date that treatment began.

5. The Ortho Clinical Data tab shows the summary of treatment falling under the orthodontic data set categories, with the number of treatments listed to the left of each category. The information collated on this tab is stored in the database for later transmission to NHS Dental Services, printing on the FP17O form and for future reporting.

   EXACT fills in the information on the “Ortho Clinical Data” tab based on the Data Set categories assigned to the services for the TC'd COT. It will count only those services that have been ticked and charged as part of the course and determines what categories apply. The services are displayed on the tab as in the example below:

   A check will be made to ensure only Ortho Data Set categories are counted, excluding radiographs and extractions, and a warning will be displayed at TC time if conflicts occur.

6. The button allows you to correct the categories assigned to the services in the TC'd COT, if any of the categories are incorrect. When you click this button, it launches the “Update Clinical Data Set” window which will list all the services in the TC'd COT and the current Data Set categories assigned to them:

7. You can alter these categories by selecting the button or double-clicking on a service, which will launch a dialog displaying all the possible categories in a drop-down list.

   The button will save the changes made and return to the “Update Clinical Data Set” window with the change displayed.
   The button will return to the “Update Clinical Data Set” window without saving any changes.

8. Change the category and click on the “Update Clinical Data Set” window to update this record permanently so that if the service is ever charted in the future, the newly assigned category will apply. Any changes made will also be reflected in the current “Ortho Data Set” tab.

9. Click the FP17O tab to view and/or print the FP17O form:You can view the FP17O form by either clicking the button, or double-clicking the FP17O thumbnail. Either option displays the FP17O form so you an check the patient's data has been entered correctly.From the display you can view the other page of the form and print it if required.

   The button also allows you to print either the front, back, or both pages of the form.

   NOTE: As this is merely a view of the form (not “form emulation”), you cannot send the claim from the form itself, but must use the Send Claim button on the NHS FP17 window.

10. Once you are happy with the details displayed on the FP17O, click the

    button. The Claim will then be waiting for your next transmission and the patient will be invoiced for any necessary treatments.

If any mandatory patient or claim details are missing a message will appear asking you to enter this information. Once all the necessary information has been entered and saved your claim will then be processed.

Submit an Orthodontic Claim for Completion of Treatment

1. Create a new COT or use the "Completion of COT" THAT HAS BEEN COPIED FROM A PREVIOUS oRTHODONTIC cot and chart or follow the planned treatment as usual.

2. Tick each service/appointment as it is completed.

3. Click the ‘Charge’ button at the end of each visit.

4. When no further treatment is to be completed and you now wish to claim, click the

   button, select ‘Ortho Treatment’ as the claim type, and check the ‘Ortho Treatment Complete’ option on the NHS FP17 form as shown below:

5. Select the appropriate Treatment Abandoned, Discontinued or Completed option button as appropriate.
   

6. The IOTN calculated at the end of treatment must be sent. This is mandatory; if you fail to pick one, a message will appear directing you to do so. Matching the rules for assessment claims, the Aesthetic component score at the end of treatment is also required if the IOTN score is 3.

7. An IOTN score of 0 is valid (for transmission) in cases where the IOTN cannot be calculated (usually where the patient has transferred to the dentist part way through treatment.) The drop-down menu for both IOTN fields (assessment and completion) will show a blank score until you choose a value. If a zero score is selected, it will show “0 - score could not be calculated”.

8. Click the FP17O tab if you wish to view and/or print the completed FP17O form.

9. Click ‘Send Claim’, the Claim will await transmission to NHS Dental Services as normal.