Dental Portal User Manual

Transcription

1 Dental Prtal User Manual

2 Cntents 1 INTRODUCTION Purpse Scpe INITIAL STEPS LOGIN FORGOTTEN CREDENTIALS HOME MY PROFILE CONTRACTS Current Cntracts Cntract Details Prvider view Cntract Details Perfrmer View Find Cntracts Manage Bank Details Cntract Activity Cntract Activity By Perfrmer FP17 frms FP17 S FP17 Frms Summary by Cntract Current FP17 Frms Find FP17 s NHS PENSIONS - ANNUAL RECONCILIATION REPORTS (ARR) Prvider Prcess Perfrmer Prcess Prvider Administratr View Year End Superannuatin Recnciliatin Guidance fr Cmpleting Annual Recnciliatin Reprt PAY STATEMENTS REPORTS Prvider Reprts Perfrmer Reprts EDI PIN Prvider EDI PIN Perfrmer EDI PIN USER MANAGEMENT Create an Administratr ii

3 13.2 Manage Administratr Users APPENDIX CONTRACT ACTIVITY & FP17 REPORTS FLOWCHART... 1 iii

4 1 INTRODUCTION This prject is intended t enhance the n-line services prvided by the Prvider and Perfrmer Prtal (PPP). The scpe f the prject will prvide additinal Prtal functinality t supprt the NHSBSA s drivers t get dentists nline and imprve custmer service. This functinality may be partially r fully replaced when the new payment management, cntract management, activity management and pensin management slutins are delivered. 1.1 Purpse The purpse f this dcument is t prvide a reference fr training and new users f the prtal as t the activities that can be perfrmed as a prvider, perfrmer, prvider-perfrmer r prvider administratr using the new functinality. 1.2 Scpe The scpe f this dcument is t cver detail the activities that can be perfrmed while using the prtal as a prvider, perfrmer, prvider-perfrmer r prvider administratr. 2 INITIAL STEPS Once yur activatin letter has been received yu shuld be able t activate yur prtal accunt using the activatin cde cntained therein. Click n the link (r cut and paste it int yur internet brwser navigatin bar) t pen up the Prtal activatin page. If yu haven t received an activatin cde yu can request ne by navigating t the Request Activatin Letter page - When activating yur Prtal accunt, yu will need t enter the fllwing mandatry details: Prvider r Perfrmer Number Activatin ID address & cnfirm address Passwrd and passwrd cnfirmatin Memrable wrd and memrable wrd cnfirmatin Security questin Security answer and cnfirm security answer Take care befre attempting t activate yur Prtal accunt t ensure that yur prvider/perfrmer number is t hand since yu will nt be able t cmplete the activatin prcess withut this infrmatin. Yu shuld als bear in mind that the address, passwrd, memrable wrd and in sme cases yur security questin and answer credentials will be required t lgin t the Prtal. Be sure t use credentials that cmply with the n-screen requirements and that can be remembered easily. All f these details entered are als case sensitive. Yur address will be used fr any further Prtal cmmunicatins, e.g. in the event f an EDI PIN request r frgtten credentials situatin. Dental prtal guidance manual v2 1

5 3 LOGIN When yu have cmpleted the activatin prcess the lgin page Figure 1 will be displayed: Figure 1: prtal lgin page Enter yur address, passwrd and memrable wrd characters requested and click the Lg in buttn in rder t prceed. Alternatively, click n the I have frgtten my passwrd r memrable wrd link in rder t reset yur frgtten details. 4 FORGOTTEN CREDENTIALS If yu have frgtten yur passwrd r memrable wrd, clicking n the I have frgtten my passwrd r memrable wrd link via the Lgin page will generate an t yur specified accunt. Figure 2: frgtten passwrd page Once received, the will cntain a link t the Reset Lgin Details page. Click n the link (r paste it int yur internet brwser navigatin bar) t pen up the page [Figure 3]. Dental prtal guidance manual v2 2

6 Figure 3: reset lgin details page Fill ut the required fields with yur prvider/perfrmer number, yur security answer and yur passwrd (if yu have frgtten yur memrable wrd) r yur memrable wrd characters (if yu have frgtten yur passwrd). If yu have frgtten yur security questin r yur address yu will need t cntact the BSA helpdesk fr further assistance via If yu enter yur prvider/perfrmer number, passwrd and security answer crrectly then the next page will enable yu t update yur memrable wrd credentials. Once yu have entered and cnfirmed yur new memrable wrd yu will be redirected t the lgin page t cnfirm yur lgin details nce mre. Having entered them crrectly yu will be allwed access t the Hme page. Dental prtal guidance manual v2 3

7 Figure 4: change memrable wrd page If yu enter yur prvider/perfrmer number, passwrd and memrable wrd crrectly then the next page will enable yu t update yur passwrd credentials. Figure 5: reset passwrd page Once yu have entered and cnfirmed yur new passwrd yu will be redirected t the lgin page t cnfirm yur lgin details nce mre. Having entered them crrectly yu will be allwed access t the Hme page. After lgging in, yu may lgut f the Prtal at any time by clicking n the Lg Out link in the tp lefthand crner f the page [Figure 6]. Please remember t clse yur internet brwser after yu d s. Dental prtal guidance manual v2 4

8 Figure 6: lgut buttn 5 HOME Having successfully lgged int the Prtal yu will be directed t the hme page [Figure 7], tailred t the specific requirements f yur rle. Navigatin Links click t navigate t the desired prtal functinality. System Messages annuncements and infrmatin frm the BSA. Users may see sme variatin in the messages displayed depending n varius criteria including rle, gegraphy, cmmissining bdy and ther factrs. Quick-start links - click t navigate t the desired prtal functinality. Users may see sme variatin in quick-start links displayed depending upn rle. Dental prtal guidance manual v2 5

9 Figure 7: prvider hme page 6 MY PROFILE The My Prfile page [Figure 8] enables yu t update yur persnal cntact details and lgin/security credentials, with ptins t: Change yur address Change yur crrespndence address Change yur cntact telephne number Change yur passwrd Change yur memrable wrd Change yur security questin and answer Dental prtal guidance manual v2 6

10 Figure 8: my prfile page All actins n this page fllw mre r less the same basic steps, namely being: 1. Click n the item t be changed 2. Enter the new item values (e.g. new telephne number) 3. Click Save changes 4. Cnfirm yur current passwrd 5. Click n Prceed t save the changes 6. Optinally yu may quit the change at any time by clicking n the Cancel buttn Sme things yu shuld be aware f: If yu change yur address, yu will never be able t revert t the previus . Please think very carefully befre yu g ahead with this actin since it is irrevcable. Yur crrespndence address can be searched fr by pstcde and selected frm a list f results r entered manually. Whichever methd yu chse, the Title field is mandatry. Yur security credentials (passwrd, memrable wrd, security questin details) must fllw the n-screen requirements and shuld nt be shared with anyne. cnfirmatins are sent t yur registered address fr all My Prfile changes. An cnfirmatin will als be sent t yur previus address in the event f an address change. 7 CONTRACTS Clicking n the Cntracts buttn will immediately pen the current cntracts page. Optins t search fr cntracts via the find cntracts page r update cntract bank details via the manage bank details page are als made available. Dental prtal guidance manual v2 7

11 7.1 Current Cntracts Figure 9: current cntracts (prvider view) Depending n whether yu are a prvider [Figure 9: current cntracts (prvider view)figure 9] r a perfrmer [Figure 11] yu may see a slightly different view: Bth Cntract number Bth Prvider Perfrmer Start Perfrmer End Prvider Cntract value Prvider UDA cntracted Bth UDA scheduled Bth UDA prcessing Prvider UOA cntracted Bth UOA scheduled Bth UOA prcessing The unique cntract reference, made up f the prvider number and the cntract iteratin [tag]. The name f the cntract prvider. The start date f the cntract The end date f the cntract The ttal cntract value fr the current financial year. The Units f Dental Activity cntracted fr the current financial year. The units f Dental Activity with a status f prcessed and included n a Pay Statement, received t-date fr the current financial year. The Units f Dental Activity with a status f prcessing and nt included n a Pay Statement, received t-date fr the current financial year. The Units f Orthdntic Activity cntracted fr the current financial year. The Units f Orthdntic Activity with a status f prcessed and included n a Pay Statement, received t-date fr the current financial year. The Units f Orthdntic Activity with a status f prcessing and nt included n a Pay Statement, received t-date fr the current financial year. Perfrmer cntracted allcatin The perfrmer allcatin fr the cntract Dental prtal guidance manual v2 8

12 Perfrmer superannuatin amunt. The perfrmer superannuatin amunt fr the cntract. If yu are a prvider-perfrmer (lgged in as a prvider - by default), yu may change t the perfrmer view by clicking n the Switch t perfrmer link [Figure 10]. When viewing pages as a perfrmer, yu can switch back by clicking n the Switch t prvider link. Figure 10: change t perfrmer r prvider view here Each clumn can be srted int alphabetic r numeric rder (depending n the clumn data) by clicking n the filter buttn belw the clumn header (highlighted in red - Figure 11). Figure 11: current cntracts (perfrmer view) Clicking n the Cntract number link will pen up the cntract details page. 7.2 Cntract Details Prvider view As with the current cntracts view, the infrmatin available in the cntract details page(s) will vary depending n whether yu are a prvider r a perfrmer, r a prvider-perfrmer in prvider/perfrmer view see abve. Clicking n the cntract number as a prvider pens the prvider details page initially with several further pages enabling yu t drill dwn further int cntract infrmatin: Cntract ther addresses Cntractual summary Perfrmers n this cntract We ll g thrugh each page in turn. All infrmatin n these pages is read nly. Dental prtal guidance manual v2 9

13 Figure 12: prvider cntract details Cntract summary Cntract number 1. The unique cntract reference, made up f the prvider number and the cntract iteratin [tag]. Prvider name 1. The name f the cntract prvider. Cntract start date 1. The date n which the cntract started. Cntract end date 1. The date n which the cntract ended. If it is a current cntract the end date field may nt be ppulated. Cntract purpse 1. The intended remit f the cntract. General, rthdntic r bth. Cntract type & [Cntract sub-type] 1. The type f cntract. GDS, GDS [Pilt], PDS, PDS [Plus], PDS [Pilt], Trust, Trust [Plus]. Prisn cntract Dental prtal guidance manual v2 10

14 1. Indicates whether the cntract is fr a prisn(s) with a Yes r N. The prvider s address and bank details are als displayed n the initial cntract details page. The cntents shuld be self explanatry. Nte that the Prvider bank details sectin cntains a Manage bank details buttn hwever. Clicking n this buttn will pen the Manage bank details page, which we ll cver in sectin 7.6 belw. Clicking n the Cntract ther addresses buttn pens up the Prvider ther addresses view. Obviusly where there are n additinal addresses the table will be empty. The clumns can be rerdered where necessary by clicking n the filter buttn. Figure 13: prvider ther addresses Clicking n the Cntractual summary buttn pens up the Cntractual details view cntaining figures fr each year (r perid) during the cntracts previus histry: Date frm Date t Cntracted value Cntracted UDA Cntracted UOA Cntracted Dm visits Cntracted sedatins Date cntractual details start frm. Date cntractual details end n. (The date may nt be present if an end date hasn t been specified). Cntracted value fr the frm and t dates n the applicable rw. Cntracted UDA fr the frm and t dates n the applicable rw. Cntracted UOA fr the frm and t dates n the applicable rw. Cntracted number f curses f treatments fr dmiciliary visits fr the frm and t dates n the applicable rw. Cntracted number f curses f treatments fr patient sedatins fr the frm and t dates n the applicable rw. Dental prtal guidance manual v2 11

15 Again clumns can be re-rdered as required. Figure 14: prvider cntractual details Clicking n the Perfrmers n this cntract buttn pens up the List f perfrmers assciated with the cntract. Figure 15: perfrmers n the cntract The clumns are self explanatry. Yu can drill dwn int further perfrmer infrmatin by clicking n the Perfrmer name link. Dental prtal guidance manual v2 12

16 Figure 16: perfrmer details This page [Figure 16] details varius items relating t the perfrmer: Perfrmer Details Name Perfrmer number Message Perfrmer address details 1. This perfrmer is superannuable. 2. This perfrmer is eligible fr senirity. Details f addresses assciated with the perfrmer n the cntract. Persnal address fr the perfrmer can be fund within my prfile. Perfrmer cntractual details May cntain mre r less items depending n relevance t specific perfrmer. Message 1. There will be n cntributins t the NHS Pensin scheme and n life insurance can be paid if Annual Net Pensinable Earnings des nt have an amunt. Dental prtal guidance manual v2 13

17 Displayed if the perfrmer is superannuable but the net pensinable amunt is zer. T cmply with the NHS Pensin scheme requirements the Annual Cntracted Allcatin must be cmpleted t ensure the crrect calculatin f the Net Pensinable Earnings fr the cntract. Trainer 1. Displayed if the perfrmer is superannuable but the allcated annual amunt is zer. VDP salary Annual grss allcatin Allcated annual amunt displayed in the event the allcated amunt fr the perfrmer is > 0 and the perfrmer is superannuable. Annual allcatin 1. Displayed if the perfrmer is nt superannuable. Annual net pensinable earnings 1. Displayed if the perfrmer is superannuable. Annual ERNIC amunt Annual Grant amunt Annual service csts Start date VDP cntractual earnings start date fr cntract. End date VDP cntractual earnings end date fr cntract. Clicking n the internet brwser back buttn at this pint will take yu back t the list f perfrmers fr further scrutiny. Alternatively yu can use the navigatin links t pen up anther view, e.g. the find cntracts page [sectin 7.4Errr! Reference surce nt fund.]. 7.3 Cntract Details Perfrmer View Clicking n the cntract number as a perfrmer directs yu straight t the perfrmer details view described in sectin 7.2 abve. 7.4 Find Cntracts Opening the find cntracts view presents yu with a number f ptins with which t lcate bth current and histric cntracts using varius criteria. Only thse cntracts that have been pened since 1 st April 2006 are available t view within the Prtal. We ll run thrugh the ptins belw: Dental prtal guidance manual v2 14

18 7.5 Figure 17: find cntracts Health Bdies Cntract Numbers Prvider names Starting between Ending between Current cntracts nly Type Purpse Restrict search t a single health bdy by selecting ne frm the drp dwn list and then clicking the Update list buttn. Restrict search t a single cntract number. Restrict search t a single prvider. Refine the cntract start dates between which yu wuld like t search e.g. selecting dates starting between 01/06/2006 and 28/06/2010 will return cntracts that started n r between the tw selected dates. Refine the cntract end dates between which yu wuld like t search e.g. selecting dates ending between 01/09/2008 and 28/02/2011 will return cntracts that ended n r between the tw selected dates. Restrict the search t current cntracts nly. Restrict the search t specified cntract types. Restrict the search t cntracts with the specified purpse. Warning! Clicking Bth here will nly return cntracts that are bth general and rthdntic, nt cntracts that are general r rthdntic. Dental prtal guidance manual v2 15

19 Attributes Restrict the search t cntracts f the specified attributes. The search filters can als be cmbined t restrict the search further, e.g. as in the screensht [Figure 17] selecting the Health bdy, Prvider names, Purpse and Starting between criteria sufficiently restricts the search parameters t nly return a single cntract result. Clicking the Clear criteria buttn will reset all search filters. Please nte als that the clumns displayed in the results table will depend n whether yu are viewing the page as a prvider r a perfrmer. Sectin 7.1 refers. 7.6 Manage Bank Details Befre making any changes t yur bank details, yu must answer the imprtant infrmatin questins in [Figure 18Figure 1] belw. Figure 18: manage bank details imprtant questins Once yu have cnfirmed that yu are nt changing yur bank details t a limited cmpany accunt, and that yur bank accunt resides within the UK nly then will yu be able t prceed and make changes t yur bank details. If yu are changing t a limited cmpany accunt r, if yur accunt is based utside f the UK please cntact yur cmmissining bdy regarding the change. Dental prtal guidance manual v2 16

20 Figure 19: manage bank details view Once n the manage bank details view, yu may prceed and update ne r many cntracts with valid bank details: 1. Select the cntract yu wish t update by checking the checkbx(es). Use the Select all r Select nne buttn t check all r nne f the cntract checkbxes. Use the Current cntracts nly r All cntracts link t tggle the display between current and all cntracts. 2. Enter yur valid bank srt cde 6 digits. 3. Enter the accunt name. 4. Enter yur valid bank accunt number 8 digits. 5. Enter the rll number if necessary. 6. Click n the Update selected cntracts buttn. 7. Cnfirm identify and authrity t change by validating yur passwrd. 8. Cnfirm that yu definitely want t g ahead and change the bank details (r nt) by clicking Yes (r N) n the pp-up. If validatin f yur accunt details fails (see steps 2-5), the update will fail with an errr message indicating what the prblem is. If validatin succeeds the crrespnding bank details will be updated and an cnfirmatin sent t the prvider address with details f the affected cntract(s). Dental prtal guidance manual v2 17

21 7.7 Cntract Activity Frm the Current r Find cntracts views, clicking n a value in the UDA (r UOA) Scheduled r Prcessing clumns [Figure 20] will pen up the Cntract activity page [Figure 21], fr the cntract (rw). Figure 20: UDA & UOA clumns The cntract activity page displays a summary f activity against the selected cntract fr current r previus financial years. The financial year being viewed can be changed by clicking n the activity year buttn, e.g. 2012/2013 activity in Figure 21 belw. Figure 21: Cntract activity page Reading frm left t right acrss the page we can see the fllwing data items: Mnth FP17 ttal UDA 2012/2013 UDA 2011/2012 UDA Previus The schedule mnth fr the financial year The ttal number f FP17s received fr the schedule mnth less any adjustments (e.g. rejected r deleted claims) Mnthly UDA activity fr claims prcessed and dated in the current financial year Mnthly UDA activity fr claims prcessed and dated in the previus financial year Mnthly UDA activity fr claims prcessed and dated fr any time prir t the current r previus financial years Dental prtal guidance manual v2 18

22 UOA 2012/2013 UOA 2011/2012 UOA Previus Net patient charges Mnthly UOA activity fr claims prcessed and dated in the current financial year Mnthly UOA activity fr claims prcessed and dated in the previus financial year Mnthly UOA activity fr claims prcessed and dated fr any time prir t the current r previus financial years The ttal net patient charges cllected fr the schedule mnth As is the nrm, all clumns can be rdered by clicking n the clumn headers Cntract Activity By Perfrmer We can drill dwn int this data still further if we wish (and if we are viewing in Prvider mde). By clicking n the Mnth link (e.g. June) we pen up the Cntract activity by perfrmer page, as shwn in Figure 22. Here we see the cntract activity acrss all f the perfrmers n the cntract. The perid being viewed is displayed abve the activity table ( Shwing activity fr <mnth> ). The mnth can be changed by selecting a new value frm the Mnth drpdwn list (highlighted) and then by clicking n the Update list buttn. Yu may return t the Cntract activity summary page by clicking n the Shw annual summary buttn. Dental prtal guidance manual v2 19

23 Figure 22: Cntract activity by perfrmer (available in Prvider mde nly) FP17 frms Clicking n the FP17 ttal link [Figure 23] in either the Cntract activity view r in the Cntract activity by perfrmer view will pen up the FP17 frms page, displaying all f the frms received fr the mnth r by a perfrmer fr the mnth respectively. This view is available t bth prviders and perfrmers. Figure 23: FP17 Ttal link The varius FP17 views are cvered in mre detail in sectin 8 FP17 s belw. 8 FP17 S 8.1 FP17 Frms Summary by Cntract In additin t the Cntract activity pages described in the previus sectin, claim data can be viewed in summary frm by clicking n the FP17 frms navigatin link, thereby pening the FP17 frms summary by cntract view [Figure 24: FP17 frms summary by cntract. This page is exactly the same whether displayed as a prvider, r as a perfrmer; hwever the figures displayed will be specific t Dental prtal guidance manual v2 20

24 the cntract-perfrmer (when viewed in perfrmer mde) r t the cntract (i.e. acrss all perfrmers) when viewed in prvider mde. Figure 24: FP17 frms summary by cntract Again, the clumns displayed are much the same as thse detailed fr the Cntract activity pages but with summarised ttals instead f the mre granular activity shwn in the by-mnth r by-perfrmer views: Cntract Number Prvider Ttal frms UDA 2012/2013 UDA 2011/2012 UDA Previus UOA 2012/2013 UOA 2011/2012 UOA Previus Net patient charges Yur cntracts fr which there is current activity. The cntract prvider. The ttal number f FP17s received fr the schedule mnth less any adjustments (e.g. rejected r deleted claims) Mnthly UDA activity fr claims prcessed and dated in the current financial year Mnthly UDA activity fr claims prcessed and dated in the previus financial year Mnthly UDA activity fr claims prcessed and dated fr any time prir t the current r previus financial years Mnthly UOA activity fr claims prcessed and dated in the current financial year Mnthly UOA activity fr claims prcessed and dated in the previus financial year Mnthly UOA activity fr claims prcessed and dated fr any time prir t the current r previus financial years The ttal net patient charges cllected fr the current schedule mnth Dental prtal guidance manual v2 21

25 8.2 Current FP17 Frms As per the Cntract activity pages cvered earlier, we can click n the FP17 Ttal frms value t drill dwn and view the actual claims received. Ding s pens up the Current FP17 frms page - Figure 25 belw. Figure 25: Current FP17 frms All infrmatin relating t the FP17 claims is displayed here, mst f which is self explanatry: Reference number Cntract number The reference number can be either the image index number r the EDI claim reference number dependent upn the prcessing rute. Clicking n the reference number pens up the claim details view, as shwn abve [Figure 25]. Dental prtal guidance manual v2 22

26 Patient name (surname, frename) Patient date f birth Patient gender Perfrmer persnal number The perfrmer assciated with the claim UDA UOA Net Patient charge Schedule number The schedule mnth/year against which the FP17 is assigned Status (i.e. Prcessed, Deleted r Rejected ) It s imprtant t nte that this screen can be viewed via several rutes, each ne with a slightly different perspective n the verall FP17s picture s, as demnstrated in Figure 26, the FP17 ttal fr the current mnth culd be viewed by fllwing varius paths: Current cntracts Cntract activity (via UDA/UOA link fr cntract) FP17 ttal fr mnth (via mnth (t date) link). Alternatively: FP17 frms summary by cntract FP17 ttal fr mnth (via Ttal frms link). The mnth and year values are always displayed abve the results table t serve as a reminder f which FP17 view is currently being displayed. Figure 26: FP17 reprting rutes A mdel f the varius paths and crrespnding links is included as an appendix - sectin 14. Yu can use this t learn hw the varius cntract activity and FP17 pages are related t each ther and the links that are used in rder t navigate t them. 8.3 Find FP17 s FP17 s can als be searched fr via the Find FP17 s link, which pens the Find and View FP17 s page, Figure 27. Dental prtal guidance manual v2 23

27 The number f FP17s being seared fr can and shuld be filtered by using the varius search ptins listed belw. Health Bdies Cntract Numbers FP17 frm status Schedule number frm Perfrmer names Patient Surname Patient Frename Patient DOB Restrict search t a single health bdy by selecting ne frm the drp dwn list and then clicking the Update list buttn. Restrict search t a single cntract number. Restrict search t FP17s with a specific status. Refine the FP17 schedule dates between which yu wuld like t search e.g. selecting dates starting between 04/2010 and 06/2010 will return claims that were prcessed in schedules 04/2010, 05/2010 and 06/2010. Restrict search t a single perfrmer Search by patient surname Search by patient frename Search by patient date f birth FP17 Frm Received between Acceptance Date Between Refine the FP17 receipt dates between which yu wuld like t search e.g. selecting dates ending between 01/09/2011 and 28/02/2011 will return claims that were received n r between the tw selected dates. Refine the FP17 acceptance dates between which yu wuld like t search e.g. selecting dates ending between 01/05/2012 and 30/05/2012 will return claims that were accepted n r between the tw selected dates. Cmpletin Date Between Refine the FP17 cmpletin dates between which yu wuld like t search e.g. selecting dates ending between 01/01/2012 and 01/03/2012 will return claims that cmpleted n r between the tw selected dates. Due t the large number f claims in the system, searches fr claims withut sufficiently restrictive criteria may take sme time (upwards f 1min) t cmplete. Dental prtal guidance manual v2 24

28 Figure 27: Find FP17's page 9 NHS PENSIONS - ANNUAL RECONCILIATION REPORTS (ARR) At the end f each financial year it is necessary t carry ut a recnciliatin exercise t ensure that the actual net pensinable earnings (NPE) r net pensinable earnings equivalent (NPEE) fr each perfrmer are recrded and validated. Prir t April 2013 it was the PCT s and NHSBSA s respnsibility t cllate this infrmatin frm prviders and recrd it within the NHSBSA systems. It is nw the respnsibility fr prviders and perfrmers t recrd this infrmatin fr themselves making the prcess transparent fr all parties. Dental prtal guidance manual v2 25

29 The end f year declaratins will be made available t all prviders and perfrmers n the prtal frm the 1 st April. Prviders and perfrmers are encuraged t cnfirm their NPE r NPEE directly with each ther which makes the recnciliatin prcess simple fr all parties. Once agreement has been achieved the figures can be recrded n the Prtal. The Prtal applicatin is available t all prviders and perfrmers within England and Wales, the superannuatin functinality caters fr:- Prvider and Perfrmer nline Prvider is nline and Perfrmer is ffline Prvider is ffline and Perfrmer is nline Prvider and Perfrmer are ffline Where a prvider r a perfrmer des nt have an active Prtal accunt a paper ARR will be sent and their declaratins will be managed by the NHSBSA. 9.1 Prvider Prcess Prviders will be given the ptin t accept r enter an alternative figure fr each f their perfrmers n each cntract they wn. The ttal NPE and NPEE figures entered against each cntract cannt exceed 43.9% f the ttal cntract value, an errr message will be displayed t the user if this ccurs and it will be the respnsibility f the prvider t crrect the figures accrdingly. When the prvider is satisfied with the figures they will be requested t cnfirm and declare all figures entered, at this pint s will be sent ut t each perfrmer n the cntract if they have an active Prtal accunt. The will infrm the perfrmer t lg int the Prtal and assess their figures. A perfrmer will then be able t lg nt the Prtal and accept r reject the figure a prvider has entered. If a perfrmer rejects the figure they will be frced t enter an alternative value. When a perfrmer enters a respnse an ntificatin will be send t the prvider if they have an active prtal accunt. 9.2 Perfrmer Prcess Perfrmers are required t respnd t the figures that have been entered n the Prtal befre the declaratin deadline (30 th June each financial year). Once a respnse has been made an ntificatin will be sent t the prvider if the prvider has an active Prtal accunt. 9.3 Prvider Administratr View Prviders can set up administratr users wh can have the ability t view and update the superannuatin declaratins n behalf f their prvider. When updates are cnfirmed an ntificatin will be sent t each perfrmer n the cntract that has an active Prtal accunt. 9.4 Year End Superannuatin Recnciliatin If a prvider r perfrmer cannt cme t an agreement by the declaratin deadline (30 th June each financial year) a set f business rules will be applied acrss the cntract, if the business rules fail the NPE/NPEE applied thrughut the year will be used as the final figure and a pensin statement will be issued t the perfrmer. Any cntributin adjustments will be effected in the next available Pay Statement/Superannuatin Ntificatin. The Pensin Statement (SD86C) cntaining the cnfirmed superannuable figures will be viewable via the Prtal. It is wrth nting at this pint that the Pensin Statement will cntain all pensinable earnings frm all cntracts that a practitiner wrks n. 9.5 Guidance fr Cmpleting Annual Recnciliatin Reprt A full guide t cmpleting yur Annual Recnciliatin Reprts can be fund Dental prtal guidance manual v2 26

30 10 PAY STATEMENTS The Pay statements view enables perfrmer and prvider users t search fr and dwnlad Pay statements. When selecting a cntract frm the list and clicking n the Shw details buttn, a list f the available pay statements are displayed fr the highlighted financial year [Figure 28]. Clicking n the reprt mnth link in the Mnth clumn will spawn a new web internet brwser windw with ptins t: Open Open the file fr immediate viewing (additinal sftware e.g Adbe Reader may be required fr this actin). Dwnlad Save the file t yur PC (check yur dwnlads flder r specify a lcatin). Cancel Please nte that dwnlads t yur PC shuld nt be cnsidered private. Take n further actin and exit the new windw. The pay statements list cnsists f three clumns: Mnth Identifies the mnth t which the pay statement pertains. Opens dwnlad windw in internet brwser if clicked n. Pay statement & Schedule Indicates type f pay statement - examples in Table 1 belw: Mnth Pay Statement Schedule Descriptin March Yes Yes Pay Statement March Yes N Cpy Pay Statement February Yes Yes Cleared previus mnth pay statement January N Yes Schedule December Yes Yes Released payment statement Nvember Yes N Extra payment statement Table 1: Pay Statement type examples Dental prtal guidance manual v2 27

31 Figure 28: pay statements The selected financial year can be changed by clicking n the year link (e.g. 2009/10 abve), hwever the link will nly appear if there are reprts held fr the year. If fr example there are n reprts held fr 2009/10, fr the cntract selected the financial year link will nt be visible. Equally, if a reprt is nt available fr e.g. January, this will nt appear in the list as per Figure REPORTS The Reprts page enables prvider and perfrmer users t search fr and dwnlad reprts r pensin statements respectively. Dental prtal guidance manual v2 28

32 11.1 Prvider Reprts Navigating t the reprts view [Figure 29] as a prvider (remember the perfrmer-prvider switch [page 8] if yu need t change view) equips yu with several search and filter mechanisms, listed belw: Type Filter search by reprt type Annual Activity Reprt General Vital Signs Orthdntic Vital Signs Within financial year Filter search by financial year. Within financial perid Filter search by reprt perid 1. Mnthly 2. Quarterly 3. Mid & Year end. Cntract number Filter search by cntract. Nte: If there are n instances f a reprt type, year r perid the checkbx filter will nt appear fr the assciated filter mechanism (checkbx). The filters can be cmbined in rder t refine yur search as per the example [Figure 29] belw: Search filter = {Annual Activity Reprt, , (5C3) } Dental prtal guidance manual v2 29

33 Figure 29: prvider reprts example The Select all and Select nne links can be used t check/uncheck all filter checkbxes as required. The clear criteria buttn wipes ut any changes made s yu can start again. The results table cnsists f the fllwing clumns: Type Financial year Financial perid Cntract number Guidance ntes The type f reprt t be dwnladed Clicking n the reprt name pens the internet brwser dwnlad windw with ptins t Open, Dwnlad r Cancel. The financial year t which the reprt refers. The financial perid t which the reprt refers. The cntract number t which the reprt refers. Guidance ntes fr the reprt t be dwnladed. Dental prtal guidance manual v2 30

34 Clicking n the link pens the internet brwser dwnlad windw with ptins t Open, Dwnlad r Cancel Perfrmer Reprts When viewing reprts as a perfrmer, nly the financial year can be used t filter the reprts since nly ne type f reprt is available the Persnal Superannuatin Statement, displayed by selecting ne r mre financial years and clicking the Shw details buttn. Figure 30: perfrmer reprts The statements can be dwnladed by clicking n the Persnal Superannuatin Statement link. 12 EDI PIN Yur EDI PIN r temprary EDI PIN can be requested via the EDI PIN page. Once again, the facilities available t yu n this page will vary depending n whether yu are a prvider r a perfrmer Prvider EDI PIN The EDI PIN page when viewed as a prvider will enable yu t request temprary EDI PINs fr perfrmers assciated with yur cntracts. Their perfrmer number and name is displayed alng with a request EDI PIN link [Figure 31: ]. Befre requesting an EDI Temprary PIN fr ne f yur perfrmers yu will need t knw the Site Number that they transmit frm. The temprary PIN will allw yu t submit utstanding claims fr a perfrmer wh is n lnger at the practice. Dental prtal guidance manual v2 31

35 Figure 31: Prvider request temprary EDI PIN fr Perfrmer initial page Selecting a perfrmer and then clicking n the Request a temprary EDI PIN link will pen a new page [Figure 32] in which yu may specify the site number fr which the temprary EDI PIN is required. Figure 32: Prvider requests temprary EDI PIN fr Perfrmer After entering the site number and clicking the Send request buttn, the Prtal will ask fr passwrd cnfirmatin. Having cmpleted this, the temprary EDI PIN request will be sent fr prcessing. Alternatively yu may discntinue the request at any stage by clicking the Cancel buttn. If an additinal PIN(s) is required fr the same perfrmer then further requests can be made, prviding they are nt fr the same site number. Once the request has been sent yu will be returned t the Temprary EDI PIN page with a cnfirmatin f request(s) displayed [Figure 33]. Yu will receive a respnse fr the request via within 24 hurs, the PIN number will nt be held within the this will be visible within the Prtal. Figure 33: temprary EDI PIN request cnfirmatin After the request has been prcessed, yu will receive an cnfirming the request utcme (nrmally within apprximately 24 hurs) EDI PIN created r EDI PIN request rejected. The utcme can als be verified (with the rejectin reasn if the request failed) n the Prtal EDI PIN page as per Figure 34 belw. Perfrmer has 2x EDI PIN requests lgged The pin fr site has been rejected. Dental prtal guidance manual v2 32

36 The pin fr site has been apprved and is listed [2222] alngside the temprary PIN expiry date Perfrmer has 1x EDI PIN request lgged The PIN fr site has been apprved [1111] and expires Figure 34: temprary EDI PIN status 12.2 Perfrmer EDI PIN As a perfrmer the EDI PIN request relates t yur persnal EDI PIN number. As such, the page appearance is slightly less cmplex [Figure 35]. Figure 35: perfrmer EDI PIN view Clicking n the Request new EDI PIN buttn will redirect yu t the cnfirm passwrd page. Once yur credentials have been verified the request will be lgged [Figure 36]. Yu will receive a respnse fr the request via within 24 hurs, the PIN number will nt be held within the this will be visible within the Prtal. Figure 36: perfrmer EDI PIN request cnfirmatin Once the request has been prcessed yu will receive an ntificatin f the utcme, success r failure. Yu may view the EDI PIN page t btain the PIN if the request was successful [Figure 37] r the rejectin reasn [Figure 38] if it culd nt be prcessed. Dental prtal guidance manual v2 33

37 Figure 37: perfrmer EDI PIN Figure 38: rejected perfrmer EDI PIN 13 USER MANAGEMENT It is pssible fr Prviders t create additinal user accunts and assign privileges and restrictins fr the administratin f varius tasks within the Prtal. Prviders can create and manage their administratr-users n the User management page Create an Administratr The first time yu navigate t the View and maintain user s page it will lk like Figure 39 belw. Once sme administratr users have been created, we ll see a bit mre activity. Figure 39: manage users first view Let s create ur first ne by clicking n the Create new user buttn. This will start the user creatin prcess by requesting the fllwing mandatry user details: New user address This is the address that the Prtal will use t cmmunicate with yur admin-user. Be sure t use the crrect address as they will need t activate their accunt (refer t sectin 2 Initial Steps fr mre infrmatin abut the activatin prcess) via the address entered here. The address shuld be unique. Duplicate addresses will nt be accepted by the system. Dental prtal guidance manual v2 34

38 New user frename New user surname New user telephne number Figure 40: create admin-user - new details Clicking n the Next buttn when dne will check the details entered fr any errrs (e.g. the address is nt valid) and then prgress t the next sectin Assigning actins and cntracts/prviders t the user [Figure 41]. Check the apprpriate bx accrding t which cntract(s) yu wuld like yur admin-user t be able t administrate n yur behalf, then click the Next buttn t prceed when dne. Figure 41: create admin-user - assign r restrict cntracts On subsequent visits t the admin-user creatin prcess, yu will see the screen belw [Figure 42] prir t the Assign cntracts view. This prvides yu with the facility t simply assign cntract/prvider rights t the new user based n the privileges f a user created previusly. Selecting a user and then clicking n the Cpy user buttn will assign the same cntract/prvider level privileges t the new admin-user as fr the selected user. Clicking n the Dn t cpy buttn will skip the assignment and take yu t the Assign cntracts page [Figure 41] fr manual selectin. Dental prtal guidance manual v2 35

39 Figure 42: ptinal create admin-user step assign actins based n anther user Once cntracts and/r prviders have been assigned, yu may prceed t select which actins will be available t yur new admin-user [Figure 43]. Check r uncheck the areas f the Prtal yu wish t give the admin-user access t. Nte: The Manage Bank Details area requires access t Cntracts als, since access t the Manage Bank Details area is via the Cntracts pages. Yu must enable bth Cntracts and Manage Bank Details actins tgether, r neither. Once dne, click the Next buttn t prceed. Figure 43: create admin-user - assign r restrict available actins Having given yur admin-user sme credentials, access t cntracts, prviders and actins we re dne! A summary f yur chices is displayed fr yu t cnfirm [Figure 44]. Click n the Finish buttn if yu re happy. Otherwise, click Back thrugh the admin-user creatin pages and mdify as required. Figure 44: create admin-user - cnfirm details Dental prtal guidance manual v2 36

40 Once dne, a cnfirmatin message is displayed [Figure 45]. An will be sent t the users address cntaining an activatin link. Once activated [sectin 2 Initial Steps refers] yur admin-user will be ready t g. Figure 45: create admin-user - cnfirm creatin An verview f the permissins available t admin-users is included belw fr reference. Update the Prvider(s) assciated with the user Where mre than ne prvider is available, admin-users can be restricted t ne r mre prviders as required using the All prviders r individual prvider checkbxes. Update the cntracts accessible t the user Where mre than ne cntract is available, admin-users can be restricted t ne r mre cntracts as required using the All cntracts r individual cntract checkbxes. Update the actins available t the user The user may be restricted t areas f the prtal by selecting r deselecting actins as required, r by checking the All Actins checkbx. Actins crrespnd t chapters f this dcument as fllws: Cntracts sectin 7 FP17 frms sectin 7 Reprts sectin 11 My Prfile sectin 6 Pay statements sectin 9 EDI PIN sectin 12 User management sectin 13 Manage Bank Details - sectin Manage Administratr Users Once sme admin-users have been created, we need t manage them. This can be dne via the user management screens. Clicking n the User management link pens up the View and maintain users summary page with a list f all ur admin-users [Figure 46]. We can see there are tw admin-users listed belw. One with an active accunt (i.e. they have received their activatin link and used it t activate and lgin t their user accunt) and ne nn-active user [Accunt status clumn]. We can examine these users mre clsely by clicking n the Manage user link and thereby pening the User details view [Figure 47]. Clicking n the admin-user address instead f the Manage user link will pen up the User details view in nn-editable mde. Clicking n the Edit buttn at the bttm f the page will enable yu t make changes where required. Nte: The user details view will pen by default if yu have nly ne user (there is n list t display). Clicking n the Edit buttn enables changes t be made. Dental prtal guidance manual v2 37

41 Figure 46: manage admin-users view Once in the edit user details view [Figure 47], we can make varius changes: User details Accunt lcked Accunt access remved Cpy existing user prfile Check this bx t frce the admin-user t change their security credentials (passwrd r memrable wrd) the next time they lgin. Or, if the the user has frgtten their passwrd checking this bx will enable them t reset their details (sectin 4 Frgtten Credentials refers). Check this bx t remve the user-admin frm the system. Please nte that this actin is irreversible. The user will nt be able t lgin again using the same ever! Cpy prvider r cntract privileges frm a previus admin-user. Update the Prvider(s) assciated with the user Add r remve prvider privileges by checking the relevant bxes. Update the cntracts accessible t the user Add r remve cntract privileges by checking the relevant bxes. Update the actins available t the user Add r remve actin privileges by checking the relevant bxes. When dne, click Save t cnfirm the changes r Cancel t revert. Dental prtal guidance manual v2 38

42 Figure 47: edit admin-user details view Dental prtal guidance manual v2 39

43 14 APPENDIX CONTRACT ACTIVITY & FP17 REPORTS FLOWCHART Figure 48 : Cntract Activity and FP17 Flwchart Dental prtal guidance manual v2 1