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«Payments Online Guidance Part of the NHS Business Services Authority Supporting the NHS, supplying the NHS, protecting the NHS Date 01 April 2015 1 ...»

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12. Amending Contracted Activity for the previous financial year As the Contracted Activity entered into Maintain Baselines relates to the current financial year only, a screen is available for you to amend and update the Contracted activity relating to the previous financial year. You can use this screen to amend both UDAs and UOAs for a contract together with the number of courses of treatment including Domiciliary Visits and Sedations. You can also amend the Carry forward activity.

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13. Trust Based Contracts - Recording Contract Activity  •Select Contract, Search from the side bar Date 01 April 2015 23 Payments Online Guidance Issue: 9 Amendment 0  •Enter contract number and tag number and click Search  •If searching on any other criteria unselect the Current option  •Displays Contract  •Select Contract, Maintain Baselines, from the top bar (above the screen name)  •Displays Maintain Baseline Allocations  Enter New Total UDA Activity and or New Total UOA Activity. The totals entered here should reflect the actual amount of UDAs and/or UOAs that the contract should achieve in the current Financial Year, and will be used when calculating the contracts progress towards achieving these targets.

 If appropriate you can also enter the number of courses of treatment including domiciliary visits or sedations that you expect the contract to achieve.

 There is a facility to enter a + or - carry over activity figure from the previous financial year.

Enter a minus if the contract over performed and carry over figure is to be deducted from the current year, and just the enter figure if the contract underperformed, and this figure will be added to the current years activity, there is no need to enter a + before this figure  If there is a Vocational Dental Practitioner (VDP) on the contract there is a facility to enter their contracted activity for the period of tenure

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14.1. Selecting the appropriate adjustment code To find out if additional payments are payable to the provider or the performer, reference should be made to Part 2 (Payments for Specific Purposes) of the GDS and PDS Statement of Financial Entitlements (SFE).

In the SFE, if a fee is quoted as being payable to ‘The Contractor’, the adjustment should be recorded against ‘the Provider’ and the monies will only be paid to them.

In circumstances where payments are payable to ‘a contractor in respect of a Dentist Performer, the adjustment should be recorded against the performer’s personal number and the monies will be paid to the provider but included on the performer’s pay statement.

If you are not sure which adjustment code is appropriate you can use the Adjustment Code Search option from the left hand navigation menu (If you cannot see this, ask your administrator to give you the permission for ‘View Adjustment codes’) This option allows you to search for adjustment codes by type, payee, superann status etc.

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 The following page will then be displayed.

 Select the appropriate adjustment code, these will be restricted by the nature of adjustment you selected on the previous screen and the payee selected.

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The start date for an adjustment cannot be prior to the latest processing month and details of this date will be displayed at the top of the screen for your reference. Adjustments cannot be backdated. If you attempt this an error message “Start Month cannot be prior to the current month” will be displayed.

Where appropriate for certain adjustments a mandatory end date will be enforced.

NB Adjustments for Business Rates Maternity, Paternity Pay, Adoption Leave or Long Term Sickness From 01 April 2013 all applications for the above SFE payments will be made to NHSDS and they will be responsible for calculating and recording the adjustments in Payments Online.

14.3. Backdating of adjustments To make a backdated payment users should record an additional adjustment for the missed month(s), entering the start and end date as the Current month. Alternatively users can recalculate the monies owed for the remaining period.

14.4. Checking for adjustments There are two options for checking the adjustments made on a contract.

14.4.1. Current adjustments  Display the relevant contract and select ‘List/Current adjustments’ from the menu at the top of the screen. This screen shows all adjustments that have been authorised and are either still to be paid or are in the progress of being paid.

 If payment of the adjustment has yet to start then update and delete functions will be available from the drop down menu.

Date 01 April 2015 27 Payments Online Guidance Issue: 9 Amendment 0  If payment of the adjustment has already started then only the update function will be available.

 Selecting the update function will present you with the Adjustment Update page.

 Selecting the delete function will present you with a confirmation box. If you confirm this then the adjustment will be marked as cancelled.

NB. Deletions do not go into a queue to be authorised. If you cancel the confirmation you will be returned to the Adjustment Details page and the adjustment will not have been deleted.





14.4.2. All adjustments for a contract/performer  Select ‘Adjustments/Search’ from the menu at the left-hand side of the screen.

 Enter the appropriate contract number and tag number and/or performer number.

 De-Select the ‘Current’ box and click on Search. This screen shows all adjustments that have been made and completed or are still in progress.

 Leaving the tick in the ‘Current’ box and clicking on Search will only display those adjustments that are still in progress.

14.5. Updating an adjustment If you have created an adjustment and realise that there is an error or something has changed you have the facility to update the adjustment.

 Display the relevant contract and select ‘List/Current adjustments’ from the menu at the top of the screen. This screen shows all adjustments that have been authorised and are either still to be paid or are in the progress of being paid.

 Click on the adjustment that you wish to update  Select Adjustment – Update Adjustment from the top navigation menu  If payment of the adjustment has yet to start then you will be able to amend any of the fields within the adjustment to the correct details.

 If payment of the adjustment has already started then you can only update the end date.

 Click on Save and get a colleague to authorise the changes.

NB. When the adjustment has been updated and is awaiting queue processing an asterisk * will be displayed by the side of the adjustment code.

14.6. Correcting an adjustment If you become aware of any adjustments that have entered onto the Payments Online system and paid in error, although you cannot delete an adjustment once it has been paid, you can make a correction in the following way.

 Display the contract concerned and select 'Contract/Record adjustment'.

 Select the same adjustment code as entered before, together with the same payee details.

 Change the radio button from Normal to Reverse.

 Enter the total amount of money that needs to be recovered/repaid.

 Enter a start date. The start date for an adjustment cannot be prior to the latest processing month and details will be displayed at the top of the screen for your reference.

 Enter this same date for the end date.

 Click on ‘Save’ and get the adjustment authorised.

Date 01 April 2015 28 Payments Online Guidance Issue: 9 Amendment 0

15. Recording a Repayment Plan Where a provider has agreed a repayment plan in respect of monies owed, this can be recorded, and therefore monitored, on dedicated adjustment codes. The benefit of using this system is that full value of the adjustment can be reflected in the Health Body’s financial figures.

There are two steps to recording a repayment plan:

Step 1 Agree the amount of debt owed and record an adjustment in the usual manner (see section 14.2) for the full amount of debt owed under the appropriate adjustment code. For example ‘UD4 – Under performance yr 12/13 non-superannuable’, with a start and end month of the same month. (e.g.

October) Establish the total amount of debt that is to be paid in instalments (deferred debt) and the number of months over which the recovery will take place.

The value of the deferred debt is not necessarily the same amount as the debt owed. For example, you may want to recover £80,000 but only agree a repayment plan for £70,000, the balance of £10,000 therefore being repayable immediately.

Step 2 Record the Repayment Plan using adjustment code PXX - “Debt Repayments Deferred” this step will create the instalments to be paid over the required months as well, under adjustment code DXX – “Debt Repayment Plan”.

For example: a dentist has agreed a recovery of £80,000 to be paid in 8 instalments of £10,000.

Repayment Plan Example

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The system has calculated the instalments and recorded a DXX adjustment for the appropriate number of months.

The start date for an adjustment cannot be prior to the latest processing month and details of this date will be displayed at the top of the screen for your reference. Adjustments cannot be backdated. If you attempt this an error message “Start Month cannot be prior to the current month” will be displayed When you enter the Payment amount, the start month and the number of repayment months the system automatically calculates the instalments over the number of months selected. If the amount is not equally divisible by the number of repayment months any odd pence will be added to the first instalment.

 Click Save and get the changes authorised by a colleague.

NB. Once the first instalment of a repayment plan has been processed, the plan cannot be amended or cancelled.

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Health body agrees the payment details with the dental contract provider.

Health body enters and authorises the payment on the Payments Online (POL) system using the adjustment code P09 advance payment, at the same time the system will enter the recovery of the payment on POL using adjustment code D09 advance recovery. The P09 and D09 will both be recorded for the same month.

 Select the Record adjustment option from the top navigation menu  Enter the nature of the adjustment as Advance and Repayment Plan The system automatically generates the recovery of the advance under code D09 for the same month.

 Click Save and get the changes authorised by a colleague The start date for an adjustment cannot be prior to the latest processing month and details of this date will be displayed at the top of the screen for your reference. Adjustments cannot be backdated. If you attempt this an error message “Start Month cannot be prior to the current month” will be displayed The health body will then need to send an email to nhsbsa.dentalservices@nhsbsa.nhs.uk to advise NHS Dental Services that the appropriate information has been entered and authorised on POL and requesting an immediate payment. This email should contain the following information as a minimum  Health body code  Contract number and amount of payment requested  Health body contact details including telephone number  Brief description of why the payment is required e.g. new contract, expenditure not yet entered on POL.

You will receive an automated response to your email that says NHS Dental Services aims to respond to all email requirements in 2 working days. This mailbox is checked regularly and is checked at 12 noon each working day (see 6 below). It is recommended that the subject of your email is ‘Request for Payment – Urgent’. If you wish to check your email has been received you can telephone the Helpdesk on 0300 3301348.

NHS Dental Services will check POL (updates are immediate) against the information contained in your email and also check to see whether there is a negative value i.e. debtor amount due, and check with the health body if a material negative value exists.

Date 01 April 2015 33 Payments Online Guidance Issue: 9 Amendment 0 If the information entered and authorised on POL agrees with the email a BACS payment will be made to the bank account normally used for that provider. The BACS payment will normally be made the same working day for emails that are received before 12 noon. A request processed by NHS Dental Services (working day 1) will be processed by bank the following working day (working day 2) and received in the Providers bank account the next working day (working day 3).

NHS Dental Services will email the health body to confirm the payment has been made.

Date 01 April 2015 34 Payments Online Guidance Issue: 9 Amendment 0

17. Queue Processing When a user creates or updates a contract, confirmation of the action is required by another user to control this process.

To access the queues select Queue Processing from the side menu and select the queue you wish to enter, this will display the queue search screen. Enter the criteria you wish to search by or just click search to bring up all the results

17.1. Queue processing - Contracts  Click on the relevant queue entry

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 This will bring up the contract details, with those changes to be authorised shown in purple and the name of the user who last made changes.

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 The new entries will be identified in Purple, those to be deleted will be red and those entries that remain unchanged will be shown in black.

 Go to Queue Action from the menu in the top bar and select Confirm Action  A message ‘Confirmation Processed’ will be displayed. If there are no further entries in the queue it will also say ‘This queue is empty’.

 If there are further entries in the queue go back to the Queue Processing, Contracts option from the side menu and repeat the above steps until the queue is empty



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