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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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17.2. Queue processing - Performer  Click on the relevant queue entry  This will bring up the details, 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.

–  –  –

Select 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, Performer option from the side menu and repeat the above steps until the queue is empty

17.3. Queue processing - Provider  Click on the relevant queue entry

–  –  –

 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 display, ‘This queue is empty’.

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

17.4. Queue processing – Payments  Click on the relevant queue entry  This will bring up the details, 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.

 Below amendments made to Total Contract Value (TCV), Total Monthly Baseline Allocation will be displayed. This represents the TCV divided by 12. If the TCV does not divide exactly by 12 then this will be split over two entries with the larger proportion on the first entry. If the start and/or end dates are mid month the relevant part month calculations will be shown with the appropriate fraction i.e. 17/31 = 17 days out of 31.

NB Retrospective changes to TCV or NPP will generate adjustments for the difference between the amounts paid and that which should now be paid as a result of the amendment.

If the retrospective changes go back into a previous financial year the changes to the TCV will generate adjustments for the previous and current financial year, however changes to the Provider/Performer NPP will generate adjustments for the current financial year only.

Any changes to Provider/Performer NPP in a previous financial year should be reflected in the Year End Superannuation Reconciliation pages (See section 30.3) Any retrospective adjustments generated as a result of confirmation can be viewed via the contract details page ‘List /Current Adjustments’.

–  –  –

 Click on the relevant queue entry  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 display, ‘This queue is empty’.

If there are further entries in the queue go back to the Queue Processing, Provider option from the side menu and repeat the above steps until the queue is empty NB. If the processing cycle for the start month of the adjustment has passed, then you will only be able to ‘reject’ the entry and the adjustment will have to be re-entered with a start date of the following month.

17.6. Queue processing – Rejecting an entry  Select the Queue Action option

–  –  –

 Click on Reject Action  A message ‘Rejection processed’ will be displayed. If there is no further entry in this particular queue it will also tell you that the queue is empty.

 Please note that the system does not notify the user who set up the change that it has been rejected.

–  –  –

This section details the process of:

 Checking for and creating a personal number for a VDP  Adding them to a contract  Entering in the relevant financial information

18.1. Check / Create VDP as a performer If a dentist has a current contract, their details will already be on the system as a performer. This means you can attach them to another contract as a performer.

If you want to check whether a VDP is on the system and whether they have been set up as a

performer:

 Select Performer, Search from the side bar  Enter search details i.e. forename, surname or GDC number etc and click Search  If the search finds more than one match, displays Performer List. Select personal number required.

–  –  –

 This will display the VDPs details If a VDP is not on the system, you will need to create a personal number for them.

 Select Performer, Create from the side bar  Displays Retrieve GDC Details screen

–  –  –

 Add the contact telephone number for the performer  Click Save Before you can enter other associated details, the performer creation has to be confirmed by another user.

18.2. Indicating VDP status If the performer is already on the Payments Online System with a personal number, but not shown as a VDP you will need to update the record to indicate their VDP status.





Use ‘Performer/Search’ to display the details.

Select ‘Performer/Update Performer’ from the menu at the top of the screen.

–  –  –

18.4. VDP working part-time at different practices If a VDP works part-time at two different practices, you can add the VDP as a part-time performer to the first contract but will need to contact the NHSDS to add the VDP to the second contract.

18.5. VDP payments – ENGLAND and WALES Payments in respect of VDPs are made up of four elements – a) Trainer’s Grant, b) Service costs, c) Superannuable pay and d) Earnings Related National Insurance Contribution (ERNIC).

Within the Maintain Baselines screen there are specific fields to record these amounts.

 Search for and display the contract to which the VDP has been added  Select Contract/Maintain Baselines from the top bar (above the screen name ‘Contract Details’) to display the Maintain Baselines screen Scroll down the page to where the VDP is listed as a performer, the annual amounts for Salary, Ernic, Trainer Grant and Service Costs will be pre populated with and start and end date that corresponds with the dates entered for the VDP.

NB. If the start and end dates are part way through a month the system will automatically apportion the amounts based on the number of days in the month.

Please note the amounts entered in this screenshot are for demonstration purposes only

–  –  –

18.6. The end of the VDP year If the VDP is to stay on at the same practice once they have qualified, the VDP will need to be added again to the provider’s contract as a performer without VDP status.

18.6.1. Ending the VDP Contract  Check that the existing entry for the VDP has an end date against the costs entered. If the End Date is missing select ‘Contract/Maintain Baselines’ from the top menu.

 Re-enter the original costs for the VDP together with the original start date plus the end date.

 Save this change and get it authorised by a colleague. Redisplay the contract and select ‘Contract/Update Contract’ from the top menu.

18.7. Adding the dentist as a Performer after VDP qualification The following process cannot be carried out until the period of VDP training has ended.

Refer to section 18.2 above to remove the VDP status indicator.

 Display the contract using ‘Contract/Search’.

 Select ‘Contract/Update Contract’ to add the dentist as a performer from the day they are starting (this cannot be before the date that they completed their training.)  Save this change and get it authorised by a colleague.

 Re-display the contract using ‘Contract/Search’.

 Amend the Total Contract Value if required and add the NPP for the performer, showing the appropriate Start Date.

Date 01 April 2015 42 Payments Online Guidance Issue: 9 Amendment 0

19. Adding a performer to an existing contract If the performer has not yet been created then follow the procedure in section 4 to create them as a performer first. Once they have been created or if it is an existing performer then use the following process;

 Display the contract using ‘Contract/Search’.

 Select ‘Contract/Update Contract’  Click on the Twisty Arrow next to ‘New Performers’  Enter the Performer number and the date on which they are starting on the contract in the appropriate fields.

 Enter the performer’s personal number, start date, and end date if appropriate.

 If the performer will not be allocated any Net Pensionable Pay (NPP) on the contract, select the appropriate exemption reason, for example they are only working as a locum in the practice or are in receipt of maternity pay.

 If the performer is a VDP, enter the trainer’s personal number. The trainer must also be set up as a performer on the contract.

 Save this change and get it authorised by a colleague.

 Re-display the contract using ‘Contract/Search’.

 Amend the Total Contract Value if required and add the NPP for the performer, showing the appropriate Start Date.

–  –  –

If the provider or performer is taking a retirement benefit then there is no alternative at the moment but to manually close down the existing contract and set up a new contract re-entering the Providers, Performers, associated finance and UDA targets. This is necessitated because the Pensions regulations require a non-superannuable period of service to be opened for practitioners who take a Pensions benefit and return to work. All adjustments entered against the old contract must also be closed and new ones entered if they are to continue under the new contract.

In relation to the FP17's/EDI for closed contracts the Regulations state that the contract between the patient and the provider ends with the closure of the contract. As long as the provider gives the PCT the minimum three months notice of contract closure they should be able to complete their responsibilities to their patients. Most courses of treatment should be able to be completed prior to the practice sale, but those that span the transition will not be subject to a two form procedure as with previous dental contracts. Any treatment provided after the practice sale by the new provider or one of his performers would be subject to a fresh patient charge.

It is inevitable that the outgoing Provider or his Performer's) will collect amounts of patient charges prior to the contract close but the relevant FP17s/EDI will not have been processed until after the contract closure. In some cases the processing of these FP17s/EDI will result in negative schedules.

Historically, the negative amounts would have to be recovered from another of the outgoing Provider's open contracts or where he has retired and there are no other contracts, this amount would be in suspense and reported to the PCT at a later date and the PCT will need to chase this as a civil debt.

However, under the new Regulations it states that the contract between PCT and practitioner 'shall make suitable provision for arrangements on termination of a contract including the consequences (whether financial or otherwise) of the contract ending', so the above is a contracting and/or seller/buyer issue and not a processing issue. We would advise that Health Bodies should hold back monies until the final forms have been processed and a final payment made after the amount of patient charge revenue is known.

Retaining Payment prior to contract closure Use of the new WH1 adjustment code in POL enables Health Bodies to retain payments prior to a contract closing as a way of reducing the risk of ‘Negatives’ on closed contracts.

Negatives can occur due to receipt of the FP17s submitted for work that was performed under the contract before it closed and the associated patient charges need to be recovered. It could also be as a result of any “claw backs” for under-performance once the performance information for the contract has been finalised.

Retaining Payments - To retain all of part of the payments due in the last few months of a contract, the adjustment code WH1 may be used. This has the benefit of not changing the recorded base line or any net pensionable pay as any retained funds will not affect pensionable pay.

Record the adjustment against ‘The Provider’ for the amount of money you wish to retain in the month or range of months preceding the contract closure.

Releasing Retained Payments - once the Health Body is assured that the final PCR and any underperformance repayments have been processed, any retained final payments can be released.

The effect of this will be to either pay the final net sum due to the Provider or generate a residual debt.

The Health Body will need to make arrangements for this debt to be collected.

To release retained payments, record a further WH1 adjustment in POL for the same amount as that which was originally retained with a start and end month of the month in which the payment should be released. Select the ‘reverse’ radio button which will release the payment.

Paragraphs 38 and 39 of the GDS and PDS Regulations states that FP17s should be submitted within 2 months of the date of completion of treatment, we would therefore recommend that you hold the final payment for at least 2 months unless you have confirmation from the provider that all claims have been submitted sooner.

–  –  –

 Display the contract and select Contract/Maintain Baselines.

NB Remember if you are closing a contract part way through a month the system will automatically apportion the amounts based on the number of days in the month.

If the contract has only been open for part of a financial year, the Contracted Activity will need to be pro-ratered to reflect this.

–  –  –

Enter a zero value, together with a start and end date the day after the contract is closing  Save the changes and get it authorised by a colleague.



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