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Mid-year review and year-end reconciliation

National Dental Contract Management (NDCM) service - England only

Following the successful pilot and phase one completion of the mid-year review and year-end reconciliation activities in 2017 and 2018, the national roll out of contract reconciliation activities for all NHS Dental contracts in England by the NHSBSA Provider Assurance Dental team (NHSBSA PAD) was completed in October 2019.

NHSBSA PAD now supports all NHS England & NHS Improvement (NHSEI) regional dental commissioning teams in the delivery of mid-year reviews and the year-end reconciliation.

The objectives of the collaboration between NHSEI regional teams & NHSBSA PAD is to:  

  • enable the development of a single operating model for mid-year and year-end reconciliation
  • ensure consistency for providers 
  • enable providers to address any underperformance issues before the end of the financial year 
  • allow NHSEI a greater focus on dental commissioning
  • provide a single point of contact for dental providers querying their mid-year and year-end activity

Mid-year review overview

The mid-year review gives providers the opportunity to identify and correct any potential issues before the annual year-end reconciliation.

Providers who have not met their expected contracted activity from the previous year may have activity carried forward into the current financial year. They must complete this carried-forward activity first.  It does not count towards the achievement of the mid-year review for the current financial year. Any activity carried forward is deducted from the current year’s activity to give an adjusted figure. All providers receive their adjusted figure as part of their mid-year review.

Providers whose adjusted activity is more than 30% of their contracted delivery at the mid-year point are encouraged to review their activity. This will help providers to deliver activity for the rest of the year that’s consistent with their contract. No further action is required.

Providers with less than 30% must complete a mid-year review action plan. This should detail their plans on how they expect to deliver the agreed activity to meet their contract obligations.

For a very small number of providers, failure to provide an action plan, or failure to deliver against the agreed action plan, may result in contract sanctions being levied against the contract.  Prior to any contract sanctions being placed on the contract, the commissioner or NHSBSA Provider Assurance will be in open dialogue with the provider.

Year-end reconciliation overview

The completion of a year-end final reconciliation is a requirement for all dental contracts. The following service lines are reconciled at the end of each financial year:

  • Units of Dental Activity (UDA).
  • Units of Orthodontic Activity (UOA).
  • Courses of treatment that involve provision of sedation services.
  • Courses of treatment that involve provision of domiciliary services.

We support NHSEI regional commissioning teams to review the annual contracted target against the actual delivered activity. This reconciliation process is completed by September each year.

PDS+ contracts and advanced service providers sit outside the scope of the reconciliation process for the NHSBSA PAD. NHSEI regional dental commissioning teams should contact PDS+ and advanced service providers to explain their contract attainment and the process to follow.

Information and data overview

The information and data included in the year-end reconciliation and mid-year review is submitted by providers using:

  • FP17
  • FP17O

Claims are accepted on the Compass system up to 2 months from the completion date of the course of treatment.

Claims submitted later than this must still be submitted, as per the regulations. However, these claims will not be included in mid and year-end reconciliation. 

Only claims submitted up to and including 30 September are included as part of the mid-year reconciliation. To make sure all claims are included in your reconciliation you should submit all claims by the mid and year-end cut off dates.

Providers should discuss the Compass scheduling dates with their team responsible for submitting claims. The responsibility to submit claims within 2 months remains with the provider.

‘Late claims’ submitted outside of the 2-month window should still be submitted to ensure accurate reporting of patient treatments. These are processed for patient charge revenue but do not count towards delivery figures. This includes when a course of treatment is closed before completion.

You can find out more information about late claims in our Knowledge Base.

All submission information is available to providers by 1 July every year on the year-end statement. Be aware that this is the activity data gathered directly from Compass and is still subject to change following the year-end reconciliation process. This is finalised in the year-end letter before 31 July. Providers also have access to monthly schedules in Compass, as well as the year-end report.

From 2020/21, providers will also be able to view their year-end data in the year-end dashboard on Eden.

On behalf of NHSEI, we're hosting guidance documents to support Issue 7 of the preparedness letter:

Guidance to support preparedness letter issue 7 and dental contract management arrangements for the 2020/21 year-end reconciliation (PDF: 547KB)Issue 6 - Clarification points to support 20/21 year-end reconciliation guidance (Word:260KB)

Additionally, on behalf of NHSEI, PCC have published four webinars which will help you to understand the Issue 7 Preparedness Letter and supporting guidance for dental contract management arrangements for the 2020/21 year-end reconciliation.

The webinars cover:

  • Webinar 1- Time periods 1 and 2
  • Webinar 2- Time period 3 (UDA contracts)
  • Webinar 3- Time Period 3 (UOA contracts)
  • Webinar 4- Time Period 3 (Other contract types)

PCC have also made text transcripts of the webinars available.

NHSBSA PAD have worked with NHSEI central team to revise the contract management activities that PAD deliver on behalf of NHSEI Regional teams for the 2020/21 year due to the impact of the COVID-19 pandemic. The following documents relate to each element of the mid-year review and year-end reconciliation process.

Mid-year review 2020/21

Due to the COVID-19 pandemic and the impact on dental activity, the mid-year review for 2020/21 was revised in line with the contract management arrangements detailed in the NHS England & NHS Improvement letters of preparedness.

NHSEI and NHSBSA PAD have put produced a letter template for contractors to communicate their mid-year position:

Mid-year letter template (Word:248KB)​​​​​

Year-end reconciliation 2020/21

The 2020/21 year-end reconciliation encompasses the full 2020/21 contractual year, in line with the time periods set out within the NHS England and NHS Improvement Preparedness letters for primary dental care and the supporting guidance.

We have produced a letter template for contractors to communicate their final reconciled year-end position:Year-end 2020/21 reconciliation letter template (Word:272KB)All letters will be uploaded into Compass and we will send a communication to all business owner email addresses held in Compass to advise when the letters are available to view.

For contractors to view the letter:

  1. Select Reporting.
  2. View Published Reports.
  3. Input AYRPR into the Report Type field.

For commissioners to view the letters:

  1. Select Reporting.
  2. View Published Reports.
  3. Input AYRCR into the Report Type field.

Key dates and information for contractors and commissioners for the 2020/21 year-end reconciliation process:Year-end 2020/21 operational workflow (Word:168KB)

NHSEI/NHSBSA PAD process for handling exceptional events and force majeure with accompanying documents:Exceptional circumstances process guidance (Word:282KB)

NHSEI/NHSBSA PAD process for carried-forward activity from the 2019/20 year-end reconciliation including NHSEI regional teams letter of intentions:2019/20 Carry forward operational process (Word:240KB)2019/20 Carry forward letter (Word:247KB)

NHSEI/NHSBSA PAD operational process and letter for enacting and communicating the abatement (1 April to 7 June 2020):Abatement (1 April to 7 June 2020) operational process (Word:92KB)Abatement (1 April to 7 June 2020) letter template (Word:255KB)

As part of the year-end reconciliation process, contractors will be required to complete and submit an annual declaration form via Compass. In order to fully meet the year-end reconciliation obligations, the declaration and associated documentation must be submitted in full. All GDS and PDS contract holders in England will need to submit a year-end declaration by 11:59pm on 31 May 2021.Guidance on completing your declaration (PDF:214KB)

On behalf of NHSEI, we're hosting guidance documents to support the NHS dental contract reform and arrangements letter:Guidance to support preparedness letter issue 8 and dental contract management arrangements for April 2021 to 30 September 2021 (PDF: 383KB)Issue 2 - Clarification points to support April to September 2021 to 2022 guidance (Word:246KB)

Mid-year review 2021/22

NHSBSA PAD will deliver a mid-year review for 2021/22 in line with the contract management arrangements detailed in the NHSEI preparedness letter issue 8.

The mid-year review is communicated to dental contracts, in relation to the following service lines only:

  • Units of Dental Activity (UDA)
  • Units of Orthodontic Activity (UOA)

All letters will be uploaded into Compass and we will send a communication to all business owner email addresses held in Compass to advise when the letters are available to view.

For contractors to view the letter:

  1. Select Reporting
  2. View Published Reports
  3. Input MYRPR into the Report Type field

For commissioners to view the letters:

  1. Select Reporting
  2. View Published Reports
  3. Input MYRCR into the Report Type field