NHS dentistry in ChiralCloud

You can switch on a patient’s NHS status so the NHS tabs and NHS charging appear.

Why this matters ChiralCloud only treats a patient as NHS when the NHS box on their record is ticked. That one tick changes a lot. The patient record gains the NHS Registration and NHS Claims History tabs. The appointment editor shows the NHS KPIs tab and the NHS FP17(DC0) button. Most importantly, the payment button at the end of an appointment becomes Commit Appointment, which works out the NHS charge and stacks a claim. If the tick is missing, the patient goes down the private sales route and no claim is made.

Where to find it Patients › Find Patients, open the patient, then the Personal tab.

How to

1. Open the patient’s record and go to the Personal tab.
2. Find the NHS tick box next to the name details.
3. Tick it for a patient you are seeing under your NHS contract.
4. Click Save on the toolbar.
5. Close and reopen the record. The NHS Registration and NHS Claims History tabs now appear.
6. Go to NHS Registration and complete the details (see Registering NHS patients).

Good to know

• The NHS logo appears beside the patient’s name in the appointment editor. It is a quick visual check before you commit an appointment.
• Only tick the box once you have agreed with the patient that they are being seen on the NHS. Changing status part-way through a course has rules of its own (see NHS and private patients side by side).
• The NHS tick is not shown on tablet registration screens. Reception sets it on the full record.

More detail: Patient personal details.

You can add, edit and delete the NHS contracts that claims are made under.

Why this matters Every NHS claim must name the contract it belongs to. NHSBSA checks the contract number and site details on each claim. Wrong details mean every claim from that contract is rejected. You set contracts up once, then link each performer to one.

Where to find it Preferences › NHS Registration. You only see this tab if you have the UDA manager permission (AID_UDAMANAGER).

How to

1. Open Preferences and choose the NHS Registration tab. The NHS Contracts panel lists your contracts with Name, Site, Location and Contract No.
2. To add one, click the + button (Add Contract) in the panel header. The Create New Contract dialog opens.
3. Fill in:
   – Description: a name your team will recognise, such as “Main GDS contract”.
   – Site: the site number NHSBSA uses (up to 35 characters).
   – Location: the 6-digit location number. Shorter numbers are padded with leading zeros.
   – Contract No.: the contract number, 10 to 15 digits.
4. OK stays greyed out until every field is valid. Click OK.
5. To change a contract, right-click its row and choose Edit Contract.
6. To remove one, right-click and choose Delete Contract, then answer Yes to “Are you sure you want to delete this contract?”
7. Click Save (or Save & Exit) on the Preferences toolbar to keep your changes.

Good to know

• Take the numbers from your contract paperwork or Compass. Don’t guess them.
• Don’t delete a contract that performers are still linked to. Move them to the new contract first in UDA Management.

More detail: Nhs registration.

You can place a clinician under UDA management with their contract, performer number and PIN.

Why this matters NHSBSA only pays for claims made by a registered performer under the right contract. In ChiralCloud a clinician becomes a performer when they are placed under UDA management and have a 6-digit performer number and PIN. Until then, they are not listed in NHS Management. When they commit an NHS appointment, ChiralCloud asks someone to pick a performer instead.

Where to find it Users › Find Users, open the clinician, then the UDA Management tab.

How to

1. Open the clinician’s user record and choose UDA Management.
2. In the NHS Registration Details panel, tick Place under UDA Management. The fields below become active.
3. Choose the Contract from the drop-down. These are the contracts set up in Preferences › NHS Registration.
4. Enter the 6-digit Performer Number.
5. Enter the 6-digit Performer PIN. It is masked as you type.
6. Click Save or Save & Exit.

Good to know

• ChiralCloud will not save or close the user while they are under UDA management unless both the performer number and PIN are exactly 6 characters. If nothing seems to happen when you click Save, check these two fields. The message “The NHS registration details are not complete” means the same thing.
• The PIN is what authorises claim submission. Treat it like a password. Clinicians should not share it beyond the person who submits claims for them.
• Dental care professionals who now open NHS courses (for example, dental nurses applying fluoride varnish under the 2026 reform) also need adding to the contract with NHSBSA before they can claim. Check that this is done before you register them here.

More detail: User uda management.

You can describe each stage a claim passes through and who acts at each one.

Why this matters Most NHS claim problems start well before submission: a missing exemption, an unmapped treatment code or the wrong performer. If you know the whole journey, you can spot problems at your own stage.

How a course becomes a claim

1. Book. Reception books the appointment. For a referred patient, tick Treatment On Referral and enter the Referral Date in the NHS panel of the booking dialog.
2. Register. Reception checks the NHS Registration tab: NHS number, exemptions and evidence seen, and the signed patient declaration.
3. Treat and chart. The clinician charts treatment in the appointment editor and ticks the NHS KPIs.
4. Commit. At the end of the course, click Commit Appointment. ChiralCloud works out the band and the patient charge, takes the payment, then shows Claim Stacked – Claim successfully stacked.
5. Check and submit. The administrator reviews the claim on the Stacked tab of NHS Management, corrects it with Edit Claim, and submits with the performer’s PIN.
6. Response. The claim moves to Submitted. When NHSBSA processes it, it shows as Scheduled (accepted, with units and value) or Rejected (with a rejection message to fix).
7. Reconcile. Each month, the administrator compares scheduled units with the performer’s target.

Good to know

• Submit claims promptly. NHSBSA expects claims within two months of the course finishing. Late claims may not count towards the contract year.
• A claim that never leaves Stacked earns nothing. Check the Stacked tab at least weekly.
• Cancelled claims go to the Removed tab, so there is always a record of why a claim wasn’t sent.