NHS details

Record a patient's NHS number, exemption or remission, and ethnicity so the FP17 cites them.

This section is for practices in the United Kingdom. It does not appear on the record of a practice in another country.

The NHS section of the Account tab on the clinical record shows the patient's NHS number, exemption, remission and ethnicity on one line, with the courses of treatment beneath. Its two icons — Exemption & ethnicity and Add NHS number — carry the edits; hover one for its name.

NHS number

Click the Add NHS number icon (Replace NHS number once one is on file). Enter the ten digits, with or without spaces; the check digit is verified before saving. Name what the number was verified against (a medical card, a GP letter) to mark it verified, or leave that blank.

A number belongs to one patient in the practice. Recording a new number keeps the old one as superseded, so history is never overwritten.

Exemption, remission and ethnicity

Click the Exemption & ethnicity icon. Each code comes from the NHS dataset vocabulary in force: pick the exemption, tick Exemption evidence seen when the evidence was checked and set the expiry when it has one, then the remission and ethnicity codes. The ethnicity code is kept with the exemption and remission in the patient's NHS details, and the FP17 carries it from there.

A vocabulary with no codes on file means the frozen NHS evidence does not carry it yet. The selector stays empty rather than offering invented codes.

The codes are named from the NHS rules in force. Until those rules have been read, Exemption & ethnicity and a course's Add item stay disabled and a recorded code shows as a dash, never as "None". If the rules can't be read, the section says NHS rules unavailable with Retry.

If the NHS details or the courses can't be read, each says so with Retry. A failed read never shows as an empty list. When a refresh fails, what was already on screen stays, marked as possibly out of date.

Courses of treatment

The NHS courses of treatment section lists each course with its band, patient charge (and whether it is charged — see Charge NHS course), dataset items and claim status. A course is one accepted treatment plan priced from the NHS price list. The NHS price list prices England's scheme, so it is used only at locations in England; a plan or treatment at a location in Wales, Scotland or Northern Ireland cannot use it.

A course's acceptance date is the day the patient accepted the plan at the plan's location, in that location's time zone: a plan accepted at 00:30 on 1 April in London is accepted on 1 April and charged that year's rate.

Click the + icon beside NHS courses of treatment. Pick the plan, the contract it is claimed under (a contract with premises at the plan's site comes first), the performer and the band — it starts on a band of the plan's treatments, and a treatment the patient declined does not count towards it, nor can it be added to the course until the patient accepts it — then the FP17 fields that are not derived: recall interval, untreated decayed teeth and whether best-practice prevention was given. Only performers whose target on that contract is in force on the plan's acceptance date are offered — a target that starts later, or ended before that date, cannot carry the course, and the FP17 is refused at queueing if the target no longer covers the date by then. The course is claimed from the contract's premises at the plan's site, which must have begun by the acceptance date; a contract with none there is refused. The highest BPE sextant comes from the patient's latest completed BPE. The band's rate in force on the acceptance date prices the course; the patient's recorded exemption sets the charge to zero only while it is still in force on that date — an exemption that had expired is ignored, and the course is charged or refused exactly as if none were recorded.

A band whose rate or statutory charge the frozen NHS evidence does not carry is refused. Nothing is estimated or defaulted; the course opens once the evidence is captured or an exemption is recorded.

Click the row's Add item icon to list the clinical dataset items the FP17 carries. Only items in force for the course's band are offered; the selector is empty until the frozen evidence carries them.

Edit the FP17

Click the row's Edit FP17 icon. The dialog names the patient and their date of birth, and shows the course's FP17 fields: completed on, recall interval, untreated decayed teeth, aerosol-generating appointments, whether best-practice prevention was given, whether the patient was referred to another provider, whether sedation was given, and the notes. Change them and click Save.

The course's dataset items are listed under the fields. Click Remove on one, then click again to confirm — the button changes to Confirm: remove 9317 (with the item's code) first, so a single click never removes it.

Queueing the FP17 seals the course. From then on its fields and items are locked and only the notes can change; correct anything else with a continuation course.

If the patient declines a treatment that a course's dataset item names, the item comes off the course as the decline is recorded. Once the course is sealed the item stays, as the FP17 was sent, and a task in To do asks you to review the claim.

A course with no claim and no charge can be deleted: click Delete course, then Confirm: delete Jane Doe's course (with the patient's name). A course with a claim — even a withdrawn one — or a patient charge stays, and the button is not shown. A course whose charge was reversed also stays, because the reversal keeps it on the ledger; deleting it is refused.

Charge NHS course

An NHS patient pays the course's statutory charge, never the fees of the treatments in it. Charge it from either place:

at check-out, where the diary's visit panel shows the course with Charge course;
on the record, under Account › NHS, where the course's Charge column reads Charge course £27.60 (with the course's own amount) while it is still to charge.

Click Charge course, then click again to confirm — the button changes to Confirm: charge £27.60 first, so a single click never charges. One charge posts on the patient's account:

the amount is the course's patient charge, stored when the course opened from the band's charge in force on the acceptance date;
it reads "NHS course of treatment · Band 2a" (with the course's band), is VAT exempt and is credited to the course's performer.

The course then shows its charge with Charged. Take the payment as for any other charge (see Account and payments).

A course is charged once: charging it again is refused while the charge stands, even if two people confirm at the same moment. To correct it, Reverse the charge on the Ledger — the course can then be charged again. A charged course stays with its ledger history, so it can no longer be deleted.

An exempt course has a patient charge of £0 and nothing to charge: it reads No patient charge. A treatment priced from the NHS price list cannot be charged at its fee either — the patient pays the course's charge instead. Charging a course needs the same permission as posting any other charge; without it, a course still to charge reads Uncharged.

FP17 claims

Each course carries one live claim, moved only by recorded events; the row shows the icon for the next step (hover one for its name):

Open claim creates the FP17 claim with the expected activity and remuneration from the rate.
Queue FP17 builds the form and records it as an immutable submission. The first submission seals the course: its fields and items freeze, only its notes stay editable, and a correction is a continuation course. The form carries the NHS location number of the course's premises and the performer's NHS performer number in force when you queue it — so a corrected performer number goes out when an errored claim is queued again. A performer with no number on file is refused until one is added on the contract's performer target.
Entered in Compass records the reference Compass shows once the form is entered by hand. This is the manual transport until WebEDI is assured.
Record outcome moves the claim along from what Compass or the monthly schedule shows: received, completed (with the awarded UDA and NHSBSA reference), queried, error, invalid or withdrawn. An error or invalid outcome lets the claim be queued again as the next submission generation.

Every claim that came back queried, or rejected as error or invalid, is listed under Payments → NHS claims, oldest answer first, so none waits unnoticed.

A withdrawn claim is terminal; a replacement claim may then be opened on the same course.

Claim history

Click the row's Claim history icon to see everything that happened to the course's claim, read-only:

History — each status the claim reached, oldest first, as a coloured pill with its date and time, and what was recorded with it: the reason, the awarded UDA, the NHSBSA reference and the status comments.
Submissions — each time the FP17 was queued, as a numbered generation, with every delivery attempt: its state (Claimed, Sent, Acknowledged, Rejected or Parked), when it was sent, the Compass reference and any response codes or error, then any answers it drew.

The history opens on the course's live claim. When every claim on the course was withdrawn, it opens on the latest one. If the history cannot be read, the dialog says so with Retry instead of showing an empty history.