Guidance for the Year-End Statement of Activity
– Final Version
Gateway Reference: 11/NHSBSA/dental/03/18
Includes all activity completed on or between 1st April and 31st March scheduled1 on or between
April and June (see introduction for detailed criteria)
Introduction
The enclosed Year-End Statement of activity contains details of general dental and/or orthodontic activity
for your contract that met the criteria for inclusion (as set out below).
This statement of activity has been produced to inform and support the year-end review process. NHS
Dental Services has sent a copy of this statement of activity to your contracting health body (AT or LHB).
The layout of the statement is almost identical to the Mid-Year Statement of Activity.
NHS Dental Services will apply the following criteria to assess whether the activity data submitted on a FP17
will qualify for inclusion in the reporting year:
• A statement has been prepared for every contract that has been set up on NHS Dental Services’
CoMPASS software where there has been any FP17 activity submitted for treatment provided during the
period 1st April to 31st March or baseline payments made during the period 1st April to 31st March.
• The statements will include all activity data (including amendments) collected from FP17s scheduled in
any of the fifteen schedule months from April to June, where the date of completion is on or between
1st April and 31st March.
• Where FP17s do not have a date of completion, e.g. where the patient has failed to return to complete
the treatment, the activity will be included where the date of acceptance is before 1st April.
• FP17s for orthodontic assessments will be included if the start date of the treatment (or the date of
assessment if treatment was not started) was between 1st April and 31st March.
• From 1st June 2014 any FP17 (paper or electronic) received by NHS Dental Services more than two
months from the date of completion will be processed, but no units of dental activity will be allocated
to the course of treatment. The patient charge will still be deducted from the FP17.
• The reported activity excludes any forms that were withdrawn because they failed processing validation.
• Activity from Vocational Dental Practitioners has been included for contracts held in Wales.
• Activity from Vocational Dental Practitioners has been excluded for contracts held in England.
1The term scheduled means FP17s that were received and processed prior to the processing date as given in the rel-
evant month’s schedule programme. Please see our website for details of the current schedule dates
www.nhsbsa.nhs.uk/dentalservices.aspx
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Overview of the Year-End Statement
Benchmark figures
This information enables dentists and AT/LHBs to assess how a contract’s activity profile compares with the
local and national profile. There are five charts and two tables in total.
The charts provide breakdowns of scheduled UDA activity by patient charge status, charge band and patient
charge status by charge band.
The first table shows the percentage of UDA activity for: incomplete treatment, free repair/replacements,
late submitted FP17s, continuation treatments and treatment on referral.
The second table provides a breakdown of orthodontic assessments using the percentage of FP17Os as the
measure.
Please see the Definitions of Variables section for further explanation about the measures used.
Statement of activity
The layout of the statement is almost identical on pages 3 and 4 to the layout of the Mid-Year Statement
of Activity, giving a range of analyses that provide a summary of the contract and overviews of both the
general and orthodontic activity.
These tables should enable the user to assess how the contract has performed against expectations.
See the definitions of variables section for further explanation about the measures used.
General clinical data set
The table on page 5 describes the clinical data that has been reported for the contract.
A general clinical data set was introduced to FP17s on 1st April 2008. The clinical data set provides
information on the range and in some cases number of treatments being provided within the three
treatment bands. All contractors, including the salaried services, are required to record details of the
treatments provided (including any appliances) for each patient during each course of treatment. Further
items of clinical data were introduced on 1st April 2010 – Examination, Antibiotic Items Prescribed and
Other Treatment.
For England only the category “Best practice prevention according to delivering better oral health offered”
was introduced to electronically transmitted FP17s on 1st July 2011. From April 2012 this category was
available to paper FP17s for England.
This table provides an analysis of the clinical data reported on all FP17s that met the criteria for inclusion in
the Year-End Statement.
Each item of treatment that appears on the FP17 is reported separately. There are four levels of reporting
unit; courses of treatment (all treatments), teeth (most treatments), units (bridges only), and radiographs
taken.
We have also reported the number of courses of treatment where no clinical data has been reported and
those categories falling under “Part 6 Other Services” of the FP17.
Each item reported is further described as the Number (provided) and the Rate per 100 FP17s. We have also
provided a national rate per 100 FP17s for comparison purposes.
See the definitions of variables section for further explanation about the measures used to analyse the
clinical data.
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For England treatments performed by VDPs are not reported.
For Wales, the report includes any activity performed by VDPs.
Figures in italics indicate that the base number of cases is less than 100.
Average intervals (days) between attendances
This table on page 6 describes the attendance intervals that have been calculated for the contract.
This table provides an analysis of the re-attendance interval between courses of treatments for FP17s
scheduled in the period. Re-attendance is further analysed by charge band. The analysis is for all types of
contracts - GDS, PDS or salaried, and all types of treatment - orthodontic and general. For both England
and Wales the report includes VDP activity.
Performer summary
The performer summary at page 6 provides dentists and AT/LHBs with a breakdown of UDA activity against
each performer listed on the CoMPASS software. All performers will be listed where one or more FP17 has
been processed for the performer on any of the schedules from April to June.
An asterisk against any performer’s data is an indicator that there is an inconsistency between the
performer dates (on CoMPASS) and the treatment dates (on FP17s).
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Definition of variables on reports
Name
Description
Adjusted scheduled activity
Scheduled UDAs less carried forward UDAs
Same calculation used for UOAs Relates to the FP17s submitted with the arrest of bleeding box ticked.
Arrest of bleeding without banded treatment or other charge-exempt
items generates 1.2 UDA. Figures relate to the FP17s with arrest of
bleeding rather than the number performed.
Arrest of Bleeding
Relates to the FP17s submitted with the arrest of bleeding box ticked.
Arrest of bleeding without banded treatment or other charge-exempt
items generates 1.2 UDA. Figures relate to the FP17s with arrest of
bleeding rather than the number performed.
Assess and Accept/start
FP17s where the assess and accept box has been ticked and the date
treatment
treatment began has been entered. In effect, this is the number of
treatment starts.
Assess and Refuse
FP17s where the assess and refuse treatment box in part 5 has been
ticked.
Assess and Review
FP17s where the assessment and review box in part 5 has been ticked.
Balance of activity
The difference between the contracted and scheduled levels of activity,
where:
Contracted activity = Contracted UDA
Scheduled activity = UDA scheduled minus Carry forward UDA
Same calculation used for UOAs
If the level of activity scheduled minus the carry forward activity exceeds
the contracted level of activity the balance will be shown as a credit (CR).
If the level of activity scheduled minus the carry forward activity is less
than the contracted activity the balance will show as a debit (DR).
The UDA and UOA include VDP activity in Wales and exclude VDP activity
in England.
Bridge Repairs
FP17s where the Bridge Repairs box in part 5 (Charge Exempt Items) was
ticked. Bridge repairs with no other treatment items ticked generate 1.2
UDA.
Carry forward activity (UDA)
The number of UDAs carried forward from the previous year as entered
on CoMPASS by the AT / LHB.
Carry forward activity (UOA)
The number of UOAs carried forward from the previous year as entered
on CoMPASS by the AT / LHB.
Charge exempt activity
FP17s where the no banded treatment was provided just charge exempt
items.
Children
Patients aged less than 18 years at the date of acceptance of their
treatment.
Continuation treatments
Continuations are identified in part 6 of the FP17.
Contract End Date
Where provided on CoMPASS an end date will show. This figure will be
blank if no end date has been entered onto the CoMPASS software.
Contract Start Date
The start date of the contract, from CoMPASS.
Contract Type Name
GDS – General Dental Services
PDS – Personal Dental Services
TDS – Trust led Dental Services
Contracted activity scheduled % ((UDA scheduled minus carry forward UDA) divided by (Contracted UDA))
*100
Same calculation used for UOAs
This includes VDP activity in Wales and excludes VDP activity in England.
Contracted general activity
The contracted units of general dental activity to be achieved. This figure
(UDA)
is taken directly from CoMPASS.
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Name
Description
Contracted orthodontic activity The contracted units of orthodontic activity to be achieved for the
(UOA)
period. This figure is taken directly from CoMPASS.
Date of completion
This is the date of completion for a course of treatment. The date of
last visit is not currently held for EDI if the course of treatment was
incomplete.
Denture Repair
Relates to the FP17s submitted with the denture repair box ticked.
Denture repairs without banded treatment or other charge-exempt items
generate 1 UDA. Figures relate to the FP17s with denture repairs rather
than the number of repairs performed.
Domiciliary visits
FP17s where the domiciliary visits box in part 6 was ticked.
Exempt or remitted adults
Adult patients where a reason for exemption, full remission or partial
remission from payment was recorded on the FP17.
Free repair/replacement
Free repairs/replacements are identified in part 6 of the FP17.
General activity scheduled
Total UDA scheduled. This includes VDP activity in Wales and excludes
(UDA)
VDP activity in England.
Incomplete treatment
FP17s where incomplete treatment was identified in part 3 of the FP17.
The incomplete treatment band is used to determine the patient charge
and may be of the same or lower value than the charge band recorded in
part 5 of the FP17 – for which UDA are accrued.
Late submitted FP17s
Late is defined as FP17s where the treatment was completed and the
time between receipt at NHS Dental Services and date of completion of
treatment was greater than two months (62 days).
Name or Company Name
Name of the provider or the name of the company that is responsible for
the contract.
Non-banded FP17s
FP17s where the only reported activity was provision of sedation
treatment or a domiciliary visit and non-orthodontic Reg.11 FP17s.
Non-exempt adults
Adult patients where no exemption or remission category has been
provided on the FP17. Such patients generally pay the full calculated
patient charge.
Number of FP17s
This is a count of the number of FP17s scheduled including adjustments
for amended and deleted FP17s. Withdrawn FP17s are not included in the
total count of FP17s. This figure may be zero or negative if deleted FP17s
have been processed.
Number of patients treated
Count of the unique patient identities on scheduled FP17s. A patient
may have attended more than once in the year and received different
bands of treatment, so the total figure has been adjusted for duplicate
patient IDs. Patient identities are counted for all valid FP17 transactions
– including amendment, deletion and withdrawn records. Therefore, it is
possible for the count of patient identities to be greater than the count
of FP17s for this report.
Number of Performers
This is a count of performers appearing within the performer summary
list. Performers appear in the list unless, at the time the report was run,
they had no activity scheduled and either their CoMPASS start date was
after the end of the period or their CoMPASS end date was before the
start of the period.
Orthodontic activity scheduled Total UOA scheduled. This includes VDP activity in Wales and excludes
(UOA)
VDP activity in England.
Patient age range
The age of the patient in years at the date of acceptance.
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Name
Description
Patient charges calculated
The amount of patient charges calculated as recoverable from the
contract payment based on the activity scheduled and patient charges
recorded on the FP17. The total patient charge calculated includes any
patient charge calculated on withdrawn FP17s. Amendments/deletions of
FP17s can result in refunds of patient charges to contracts.
Performer Name
Name of the performer.
Prescription
Relates to the FP17s submitted with the “prescription only” box ticked.
Prescription issues without banded treatment or other charge-exempt
items generate 0 UDA. The figures relate to the FP17s with prescription
issues rather than the number of prescriptions issued.
Purpose of Contract
“General”, “General and Orthodontic” or “Orthodontic”.
Regulation 11 appliances
FP17s where the Regulation 11 replacement appliance box in Part 5 has
been ticked.
Removal of Sutures
Relates to the FP17s submitted with the removal of sutures box ticked.
Removal of sutures without banded treatment or other charge-exempt
items generates 1 UDA. Figures relate to the FP17s with removal of
sutures rather than the number performed.
Repairs
FP17s where the repair to appliance box in part 6 has been ticked.
Sedations
FP17s where the sedation box in part 6 was ticked.
Treatment Abandoned
FP17Os where the treatment abandoned box in part 6 has been ticked.
Treatment Completed
FP17Os where the treatment completed box in part 6 has been ticked.
Treatment Discontinued
FP17Os where the treatment discontinued box in part 6 has been ticked.
Treatment on referral
FP17s where the treatment on referral box (part 6 of the FP17) was
ticked.
UDA
Units of Dental Activity accrued from scheduled FP17s. The figures
for UDA are net of amendments and therefore can be negative. This
includes VDP activity in Wales and excludes VDP activity in England.
UOA
Units of Orthodontic Activity accrued from scheduled FP17s. The figures
for UOA are net of amendments and therefore can be negative. This
includes VDP activity in Wales and excludes VDP activity in England.
VDP general activity (UDA)
Total UDA scheduled for VDP performers.
VDP orthodontic activity (UOA) Total UOA scheduled for VDP performers.
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Allocation of units of dental activity
Each course of dental treatment is weighted to reflect the complexity of the treatments carried out. These
weightings are the units of dental activity, and they relate directly to the patient charge band. There is
also a weighting for the five charge exempt treatments if they are carried out separately from a banded or
urgent course of treatment. The weightings are shown in the table below.
Treatment
Units of Dental Activity (UDA)
Patient Charge Band 1
1
Patient Charge Band 2
3
Patient Charge Band 3
12
Urgent Treatment
1.2
Other Treatments not incurring patient charge
Arrest of Bleeding
1.2
Denture Repairs
1
Bridge Repairs
1.2
Removal of Sutures
1
issue of Prescription
0
Allocation of units of orthodontic activity
Each course of orthodontic treatment is weighted according to the age of the patient at the date the
treatment started. Units of orthodontic activity are allocated to a contract at the start of a course of
orthodontic treatment. Orthodontic assessments that do not result in treatment are allocated one unit of
orthodontic activity.
Assessment only
Assessment & review
1 UOA
Assessment & refuse treatment
Active treatment started
Assessment and start treatment
• Patient under 10 years
4 UOA
• Patient aged 10-17 years
21 UOA
• Patient aged 18 or over
23 UOA
Repairs
Repairs to an appliance fitted by another
0.8 UOA
dentist
Replacement appliances
Replacement appliances (regulation 11)
0 UOA – instead the
dentist can retain 30% of
the band 3 patient charge.
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Your questions answered
I think these activity figures are incorrect, what can I do?
The Provider of the contract the FP17 activity figures relate to can request a CD containing the FP17 activity
that met the criteria for inclusion within this Year-End statement. This information should be requested
from
xxxxxx.xxxxxxxxxxxxxx@xxxxxx.xxx.xx. Should you find errors or omissions between this information
and your monthly schedules, please contact us via our main help desk on 0300 330 1348.
Some of my forms have gone through under the wrong treatment category; can they be amended?
You can correct any errors by using CoMPASS, however NHS Dental Services will not be able to re-issue Year-
End statements. Changes that affect activity will be reported to the AT/LHB as part of the standard monthly
reports.
I have a number of FP17s that meet the criteria but which I haven’t submitted yet. This means that the
Year-End Statement does not reflect my activity?
NHS Dental Services will continue to process FP17s for treatment that was completed within the reporting
year; reporting both on the provider schedules and to commissioning health bodies. By continuing to report
the activity pertaining to the reporting period, commissioners and providers will have enough information
to agree a way forward locally. NHS Dental Services cannot change the amount of activity reported on the
Year-End Statement, but submissions or amendments scheduled by June will be included in the Final Year-
End Statement.
The activity figures provided by NHS Dental Services are not the same as those from my practice software;
can I use my figures?
Health bodies will use NHS Dental Services’ activity figures to account for the Patient Charge Revenue for
the reporting year’s activity and to ensure that the activity provided by each contract has been measured
consistently. The Provider of the contract the FP17 activity figures relate to can request a CD containing the
FP17 activity that met the criteria for inclusion within this Year-End statement. This information should be
requested from
xxxxxx.xxxxxxxxxxxxxx@xxxxxx.xxx.xx. Should you find errors or omissions when comparing
this information with your monthly schedules, please contact us via our main help desk on 0300 330 1348.
Why have you sent me information for a contract that I do not recognise?
In some cases, ATs/LHBs may have set contracts up in error, however, there is no way for NHS Dental Services
to know where this may have happened. All contracts were reported in the Year-End Statements, but we
have excluded irrelevant contracts from the Year-End Statements by applying the following criteria.
A statement has been prepared for every contract that has been set up on NHS Dental Services’
CoMPASS software where there has been any FP17 activity submitted for treatment provided during
the period 1st April to 31st March or baseline payments made during the period 1st April to 31st
March.
Any changes to contract status or dates should be made by the AT or LHB through CoMPASS.
Will the performers on this contract receive this statement too?
No, NHS Dental Services provides the statements directly to you as the contract provider and to the AT or
LHB as contract commissioner. It is for providers to pass on the relevant information to performers where
necessary.
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Some of the information reported about my contract is incorrect; can you change it?
NHS Dental Services cannot change information about a contract such as name, address, start dates,
contracted levels of activity or contract type. This must be done by your AT/LHB through NHS Dental
Services’ CoMPASS software.
Has VDP activity been included in the activity?
The UDA and UOA figures
include VDP activity for contracts held in
Wales and
exclude VDP activity for
contracts held in
England.
Has carry forward activity from the previous year been included in the calculations?
Yes. Please see the entries for “Balance of Activity” and “Contracted activity scheduled %” in the Definition
of variables on reports section of the accompanying Guidance document for details.
The UDA and UOA figures
include VDP activity for contracts held in
Wales and
exclude VDP activity for
contracts held in
England.
The associated Technical Guidance document can be found within the Dental Activity Form Processing page
of the Contract Management section of NHS Dental Services website at:
www.nhsbsa.nhs.uk/DentalServices/1145.aspx
Contact details
Dental data can be contacted via the NHS Dental Services Helpdesk on
0300 330 1348 or email
xxxxxx.xxxxxxxxxxxxx@xxx.xxx. For general and CoMPASS queries contact our helpdesk on
0300 330 1348 or email
xxxxxx.xxxxxxxxxxxxxx@xxxxxx.xxx.xx
Website
www.nhsbsa.nhs.uk/dentalservices.aspx
(V1) 03/2018
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