Transmission Specification
Version: v2
Valid from 01/04/2013
Contents
1.Process Data Sets
1.1Practice/Performer Details
1.2Patient Details
1.3Appointment Details
1.4Oral Health Assessment
1.5Treatment/Interim Care Management
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1.Process Data Sets
The sections below contain an entire list of potential data capture items that will be collected as part of the pilot. The following points should be noted:
- Items required for Urgent Appointments and Care are included in a separate column. Should a dentist provide tooth level data for a particular tooth in connection with an urgent assessment they must provide fully populated data for that tooth.
- There are separate columns for Edentate patients and for Children under 3.
- Where there are no columns for Urgent, Edentate or Children under 3 patients the information required is generic.
- The ‘Valid From’ column indicates the point from which an item should be transmitted. V1 refers to items required from the start of the Pilot in 2011. V2 refers to items required under the new schema from 1 April 2013.
- The ‘Discontinued’ column indicates items that are not required from 1 April 2013. These have either been replaced or are no longer required.
- The fragment constraints are modelled in the xml schema. This prevents the submission of incomplete data-sets.
1.1Practice/Performer Details
Every appointment needs to be linked to the practice and the relevant performer.
XML tag / Data Item/description / Data item/Field Name / Validation / Mandatory/Optional / ValidFrom / Discontinuedcno / Contract / Contract Number / an - unbounded / M / V1
perf / Performer / Performer Number / an - unbounded / M / V1
loc / Location / Location / an - unbounded
Unique code to show main location of address / M / V1
authori / Authorisation / DPB PIN / Personal ID assigned to a dentist to authorise message transmission / M / V1
1.2Patient Details
Patient details should be recorded when the Patient first makes contact with the practice.
The patient details will link to the performer and contract number.
XML tag / Data Item/description / Data item/Field Name / Validation / Mandatory/Optional / ValidFrom / Discontinueddpmsptid / Unique DPMS patient identifier / DPMS patient ID / Varchar 64 / M / V1
ptsur / Patient’s details / Surname / a64 / M / V1
ptfn / First forename / a64 / M / V1
ptttl / Title / a..12
Free text / O / V1
adrln / Address Line / an..32
Repeat 5 times. / Line 1 Mandatory
Line 2–5 Optional / V1
pc / Postcode / an..8 / O / V1
prevadrln / Previous Address Line / an..32
Repeat 5 times.
If lived at current address for less than three years / Line 1–5 Optional / V1
prevpc / Previous Postcode / an..8 / O / V1
tiprevis / This item to be entered once when patient is new or hasn’t attended in the past 2 years. / Time since previous visit to dentist / n1
Drop-down list:
1 – 0 - 6 months (V1 and V2)
2 – 6 – 12 months (V1 and V2)
3 – 1 – 2 years (V1 and V2)
4 – More than 2 years (V1 and V2)
5 – First Appointment (from V2) / O / V1
connuml / Contact Details / Phone number - landline / an32 / O / V1
connumm / Phone number - mobile / an32 / O / V1
email / E-mail address / an64 / O / V1
prvsur / Previous surname / a 64 / O / V1
sex / Sex / a1
Drop-down list:
M
F / M / V1
ethnor / Ethnic origin / n2
Drop-down list:
1 – White British
2 – White Irish
3 – Other White Background
4 – White + Black Caribbean
5 – White and Black African
6 – White and Asian
7 – Other Mixed Background
8 – Asian or Asian British Indian
9 – Asian or Asian British Pakistani
10 – Asian or Asian British Bangladeshi
11 – Other Asian Background
12 – Black or Black British Caribbean
13 – Black or Black British African
14 – Other Black Background
15 – Chinese
16 – Any Other Ethnic Group
99 – Patient Declined
As currently coded into FP17 / M / V1
usofeng / Use of English / How well does the patient speak English? / n1
Drop-down list:
1 – well
2 – with help
3 – interpreter required
The ability of the patient to communicate in English / M / V1
dob / DOB / date
DDMMYYYY / M / V1
nhsno / NHS no / an..10 / O / V1
parguasur / Parent/Guardian / Surname of Parent or Guardian / a64 / O / V1
parguafn / First forename of Parent or Guardian / a64 / O / V1
exrmcd / Exemptions and remissions / n2
Drop-down list:
27 – Patient under 18 – No evidence seen
28 - Patient under 18 – evidence seen
13 – Full remission – No evidence seen
14 - Full remission– evidence seen
15 – Partial remission – No evidence seen
16 – Partial remission – evidence seen
3 – Expectant mother – No evidence seen
4 – Expectant mother – evidence seen
5 – Nursing mother – No evidence seen
6 – Nursing mother – evidence seen
1 – Aged 18 in full-time education – No evidence seen
2 - Aged 18 in full-time education – evidence seen
17 – Income Support – No evidence seen
18 – Income Support – evidence seen
31 –Tax Credit – No evidence seen
32 – Tax Credit – evidence seen
25 –Jobseekers allowance – No evidence seen
26 - Jobseekers allowance – evidence seen
33 – Pension credit guarantee credit – No evidence seen
34 - Pension credit guarantee credit – evidence seen
35 – Prisoner
84 – Income-related employment and support allowance – No evidence seen
83 - Income-related employment and support allowance – evidence seen / O / V1
gpnam / GP / GP Name / a64 / O / V1
gpconnuml / GP Phone Number / an32 / O / V1
predennam / Previous Dentist / Previous Dentist Name / a64 / O / V1
predenadrln / Previous Dentist Address line / an32
Repeat 5 times / Line 1–5 Optional / V1
1.3Appointment Details
For OHA, OHR, Urgent Care, Treatment, ICM, Domain Review
XML tag / Data Item/description / Data item/Field Name / Validation / Mandatory/Optional / ValidFrom / Discontinuedclrn / Unique identifier / Message Reference Number / Varchar(16)
This will be the unique identifier for each appointment. / M / V1
appttype / Type of Appointment / Type of Appointment / n3
multi-select
Drop-down list[.1]
1 – OHA– 1
2 – Urgent– 2
3 – ICM – 4
4 – Treatment – 8
5 – OHR – 16
6 – Domain Review – 32
67 – Referral –3264
78 – Domiciliary - 64128 / M / V2
apptdat / Appointment Date / Appointment Date / DDMMYYYY
Must be a valid date / M / V1
appttime / Appointment Time
(based on 24 hour clock) / Appointment Time / n4
HHMM / M / V2
apptdur / Appointment Duration
The time spent on an appointment or the time set aside for an appointment / Appointment Duration / n3
MMM
Time in minutes
We want the actual time if the appointment is kept and the time set aside if cancelled. / M / V1
XML tag / Data Item/description / Data item/Field Name / Validation / Mandatory/Optional / ValidFrom / Discontinued
ptatt / Did patient attend / Did patient attend / Boolean
True
False
This triggers non-attendance reasons below and for review/care segments
If ‘False’ must enter reason for non-attendance. / M / V1
nonatt / Non attendance / n1
Drop-down list:
1 – failed to attend
2 – cancelled by patient
3 - cancelled by practice / O / V1
apptcom / Was appointment completed / Appointment completed / Boolean
True
False
If ‘false’ must enter reason for non-completion. / M / V2
apptnoncom / Reason for non-completion / Non-completion reason / n1
Drop-down list:
1 – Loss of compliance from Patient
2 – Dentist decision
When an appointment has not been completed, a further appointment to complete the work should be offered to the Patient.
At this appointment the OHA, OHR, ICM or treatment must be completed. / O / V2
XML tag / Data Item/description / Data item/Field Name / Validation / Mandatory/Optional / ValidFrom / Discontinued
FP17started / Start of the capitation interval signified by the start of a course of treatment. The true statement must only be used once on the appointment against which an FP17 starts. (includes urgent ) / Has FP17 started / Boolean
True
False
This is to be derived from the system and is the date of acceptance of the FP17. I.e. the date of acceptance of a claim for dental activity.
Set as ‘true’ if the appointment coincides with the claim at the start of a treatment
Set ‘false’ if it does not. / M / V1 / V2
FP17startdate / Start of the capitation interval signified by the start of a course of treatment. The true statement must only be used once, on the appointment against which an FP17 starts. (complete also for urgent care but note that urgent care does not trigger capitation) / The date of the start of the FP17 / DDMMYYYY
Must be a valid date
This is to be derived from the system and is the date of acceptance of the FP17. I.e. the date of acceptance of a claim for dental activity. / M / V2
FP17enddate / Closure of the FP17 / The date the FP17 was closed. This can be the date of completion or the date of the last appointment / DDMMYYYY
Must be a valid date / O / V2
XML tag / Data Item/description / Data item/Field Name / Validation / Mandatory/Optional / ValidFrom / Discontinued
clrnlink / The OHA/OHR/Urgent assessment/Domain Review the appointment stems from. / Assessment Link Date / Where the appointment is ICM or Treatment record the date of the OHA, OHR, Urgent Assessment or Domain Review it stems from.
DDMMYYYY
Must be a valid date / M / V2
cpclosedate / The point of closure of the care pathway / The Care Pathway closure date / DDMMYYYY / M / V2
cpclosecomplete / Has the Care Pathway (all planned care) been completed? / Has the Care Pathway been completed? / Boolean
True
False
If ‘false’ you must give the reason for the pathway not being completed. / O / V2
cpnoncomreason / The reason for the care pathway not being completed / The Care Pathway non-completion reason / n1
1 – Patient failed to return
2 – Patient Request
3 – Dentist decision / O / V2
1.4Oral Health Assessment[.2]
Includes separate requirements for Urgent rather than OHA/OHR.
Also includes separate requirements for Edentate Patients and for Children under 3 where these differ to the normal Care Pathway.
Patient details should be checked and where necessary updated during every appointment.
Assessment must be linked to patient,performer and contract number.
Data Item Description / Data item/Field Name / Validation / OHA/OHRMandatory/ Optional / Urgent
Mandatory/ Optional / Referral / Domiciliary / ValidFrom / Discontinued
OHA/OHR must be sent only when complete. / Type of Oral Assessment / n1
Drop-down list:
1 – OHA
2 – OHR
Where this is the first assessment appointment since the start of the Pilot the Patient should have an OHA.
All subsequent assessments will be an OHR
New Patients to the Practice should have an OHA. / M / N/A / N/A / N/A / V1
Data Item Description / Data item/Field Name / Validation / OHA/OHR
Mandatory/ Optional / Urgent
Mandatory/ Optional / Referral / Domiciliary / ValidFrom / Discontinued
A Declaration that[.3] the Clinician has reviewed the pre-populated data, made any updates required and confirms that the data is correct. / Has the pre-populated data been reviewed and where necessary updated and is the Performer now confirming this as correct? / Boolean
True
False / M / M / N/A / N/A / V2
Urgent Care Assessment - Caries / Are Caries present / Boolean
True
False / N/A / M / O / O / V1
Urgent Care Assessment - Plaque / Is Plaque Control satisfactory / Boolean
True
False / N/A / M / O / O / V1
Pattern of patient attendance / Frequency of attendance / n1
Drop-down list:
1 – Attends regularly (v1 and v2)
2 – Attends for urgent care only (v1 and v2)
3 – Attends Irregularly (from v2)
4 – First Appointment (from v2)
This question is to help discover the past history of attendance. It should be asked at the OHA and of patients attending for urgent care. / M / M / O / O / V1
Data Item Description / Data item/Field Name / Validation / OHA/OHR
Mandatory/ Optional / Urgent
Mandatory/ Optional / Referral / Domiciliary / ValidFrom / Discontinued
Edentate Patient / Is the patient edentate? / Boolean
True
False
If ‘True’ follow endentate fast-track where not all assessment fields and questions need to be completed.
The items required for edentate patients can be found in the edentate column appearing where relevant throughout this document. / M / M / O / O / V2
Includes the introduction of a ‘fast track’ for Edentate patients.
XML tag / Data Item Description / Data item/Field Name / Validation / OHA/OHRMandatory/ Optional / Edentate
From V2 / Urgent
Mandatory/ Optional / Referral / Domiciliary / ValidFrom / Discontinued
patchoi / Patient Choice / Type of care chosen by patient / n1
Drop-down list:
1 – Urgent care only (v1 and v2)
2 – OHA and full Care Pathway (from v2)
3 – OHA and Treatment only (from v2) / M / M / M / N/A / O / V1
orthoassess / Has an Orthodontic assessment been carried out? / Has an Orthodontic assessment been carried out? / Boolean
True
False / O / N/A / N/A / N/A / O / V2
medhist / Medical history / Medical History recorded/reviewed/amended / Boolean
True
False / M / M / M / O / O / V1
extexam / Record external examination / Findings of external examination recorded / Boolean
True
False / M / M / O / O / O / V1
asunca / Assessment of Unerrupted Canines / Assessment of Unerrupted Canines Completed / Boolean
True
False / O / N/A / O / O / O / V1
Current Problems
XML tag / Data Item Description / Data item/Field Name / Validation / OHA/OHRMandatory/ Optional / Edentate
From V2 / Urgent
Mandatory/ Optional / Referral / Domiciliary / ValidFrom / Discontinued
curprodes / Current Problems / Current problems description / n1
Multi-select:
1 – Infection
2 – Pain
3 – Concerns about appearance
4 – Concerns about dental health
5 – Concerns about function
6 – Denture problem
7 – Restoration problem (e.g. crown
come off, filling come out)
8 – Other
9 – No problems present
Can choose more than one unless ‘9 –
No problems present’ is selected.
If selecting ‘8 – other’ complete ‘curprodes_other’. / M / M / M / O / O / V1
curprodes_other / Other Reason / Free-text
Varchar 64 / O / O / O / O / O / V1
Tooth Assessments
XML tag / Data Item Description / Data item/Field Name / Validation / OHA/OHRMandatory/ Optional / Edentate
From V2 / Urgent
Mandatory/ Optional / Referral / Domiciliary / ValidFrom / Discontinued
toothid / Dental chart record / Tooth ID - All Teeth
Permanent
Deciduous / an3
Drop-down list:
UR8
UR7
UR6
UR5
UR4
UR3
UR2
UR1
URS
UL1
UL2
UL3
UL4
UL5
UL6
UL7
UL8
ULS
LR8
LR7
LR6
LR5
LR4
LR3
LR2
LR1
LRS
LL1
LL2
LL3
LL4
LL5
LL6
LL7
LL8
LLS
URE
URD
URC
URB
URA
URS
ULA
ULB
ULC
ULD
ULE
ULS
LRE
LRD
LRC
LRB
LRA
LRS
LLA
LLB
LLC
LLD
LLE
LLS
URS, ULS, LRS, LLS are to indicate additional teeth. Use these for deciduous and adult teeth. / M
This is a compound list. / N/A / O
Only complete for teeth that have been examined during an urgent assessment / O / O / V1
XML tag / Data Item Description / Data item/Field Name / Validation / OHA/OHR
Mandatory/ Optional / Edentate
From V2 / Urgent
Mandatory/ Optional / Referral / Domiciliary / ValidFrom / Discontinued
unerup / Unerupted / Boolean
True
False
Indicate for each tooth using tooth id codes / M / N/A / O / O / O / V1
toores / Restoration to tooth / Boolean
True
False
Indicate for each tooth using tooth id codes. This relates to any restoration and is intended as a quick count. / M / N/A / O / O / O / V1
stattoo / State of tooth / n2
Multi-select
(Values 1 – 20 are V1 and V2.
Value 21 is from V2)
Drop-down list of state of teeth:
1. Sound Tooth
2. Missing Tooth
3. Artificial Tooth
4. Gold Crown
5. Ceramics
6. Porcelain Crown
7.Porcelain Retainer – Bridge
8. Gold Retainer – Crown
9. Gold Pontic – Bridge
10. Porcelain Pontic – Bridge
11. Partially erupted
12.Root Filling
13.Unerupted Tooth
14. Veneer
15. Pin
16.Mesial Movement – (Half)
17.Mesial Movement – (Full)
18.Distal Movement – (Half)
19.Distal Movement – (Full)
20.Other
21.Fractured Tooth
‘2. Missing’ means missing due to extraction. / M / N/A / O / O / O / V1
Tooth Surface Data
XML tag / Data Item Description / Data item/Field Name / Validation / OHA/OHRMandatory/ Optional / Edentate
From V2 / Urgent
Mandatory/ Optional / Referral / Domiciliary / ValidFrom / Discontinued
surface
stattoosurf / Sate of tooth surface / Tooth surface
State of tooth surface / unbounded
Distal
Mesial
Palatal
Labial
Incisal
Buccal
Occlusal
State of tooth surface drop-down list:
(Values 1-6 are V1 and V2.
Values 7-9 are from V2)
1. No filling
2.Filling – Decayed
3.Filling – Amalgam
4.Filling – Composite
5.Filling – Ionomer
6.Filling - Gold
7.No caries-defective tooth/restoration-replacement of restoration required’
8.No caries-defective tooth/restoration-replacement of partof restoration required’
9.No caries-defective tooth/restoration-replacement of restoration notrequired’
Drop-down lists of tooth surfaces. There are 5 surfaces for each tooth.
For each tooth surface, link to one or more of the items from the state of teeth drop-down list.
Transmit the state of each surface on every tooth in the mouth even if there has been nothing charted on that tooth. / M
M / N/A
N/A / O
O / O
O / O
O / V1
V1
XML tag / Data Item Description / Data item/Field Name / Validation / OHA/OHR
Mandatory/ Optional / Edentate
From V2 / Urgent
Mandatory/ Optional / Referral / Domiciliary / Valid From / Discontinued
Caripres / Caries present / n1
Drop-down list:
1 - None
2 –Early
3 – Arrested
4 – Established
Indicate worst case for each tooth surface using tooth surface id codes – toosurf / M / N/A / O / O / O / V1
Mouth Level Data
XML tag / Data Item Description / Data item/Field Name / Validation / OHA/OHRMandatory/ Optional / Edentate
From V2 / Urgent
Mandatory/ Optional / Referral / Domiciliary / Valid From / Discontinued
toosurlos / Tooth Surface Loss / n1
Drop-down list:
1 - Excessive (Red)
2 - Moderate (Amber)
3 - Normal (Green)
This is a summing up for the whole mouth / M / N/A / O / O / O / V1
sinsep / The presence of Dental Sinus Sepsis in the mouth / Dental Sinus Sepsis / Boolean
True
False
This is mouth level rather than tooth level data / M / M / M / N/A / N/A / V1
reslev / Restoration Level in Mouth / Restoration Level / n1
Drop-down list:
1 – High
2 – Medium
3 – Low
This is mouth-level rather than individual tooth data.
Guidance to be developed to define high, medium and low during training with clinicians. / M / N/A / O / O / O / V1 / V2
plaqcon / Plaque Control / n1
Drop-down list:
1 – Satisfactory
2 – Unsatisfactory
This is mouth level rather than tooth level data / M / N/A / O / O / O / V1
XML tag / Data Item Description / Data item/Field Name / Validation / OHA/OHR
Mandatory/ Optional / Edentate
From V2 / Urgent
Mandatory/ Optional / Referral / Domiciliary / Valid From / Discontinued
softisass / Soft Tissue Assessment / n1
Drop-down list
1 – Lesions requiring
referral
2 – Lesions
3 – No lesions
This is mouth level rather than tooth level data / M / M / O / O / O / V1
Sextant Section (This section is optional however any sub data entered is mandatory)
XML tag / Data Item Description / Data item/Field Name / Validation / OHA/OHRMandatory/ Optional / Edentate
From V2 / Urgent
Mandatory/ Optional / Referral / Domiciliary / Valid From / Discontinued
sextantid / Plaque level, bleeding and bone loss. / BPE Score / n1
Drop-down list:
If no teeth in sextant do not send data for that sextant
1 - Sextant 1 – upper right
2 - Sextant 2 – upper front
3 - Sextant 3 – upper left
4 - Sextant 4 – lower left
5 - Sextant 5 – lower front
6 - Sextant 6 – lower right / M / N/A / O / O / O / V1
XML tag / Data Item Description / Data item/Field Name / Validation / OHA/OHR
Mandatory/ Optional / Edentate
From V2 / Urgent
Mandatory/ Optional / Referral / Domiciliary / Valid From / Discontinued
bpescore / n1 Drop-down list:
0 - periodontium healthy
1 - bleeding after probing
2 - calculus present around
defective margins of fillings
or crowns
3 - 3 - 5.9mm pocketing
4 - =>6mm depth of pocketing
5 - '*' Attachment loss (probing depth plus recession) of 7mm or more at any site
For each sextant select a score from the drop down list. This should be the highest score for each sextant.
The sextants correspond to teeth as follows:
8-4 (upper right); 3-3 (upper front); 4-8(upper left); 4-8 (lower left); 3-3(lower front); 8-4 (lower right). / M / N/A / O / O / O / V1 / V2
XML tag / Data Item Description / Data item/Field Name / Validation / OHA/OHR
Mandatory/ Optional / Edentate
From V2 / Urgent
Mandatory/ Optional / Referral / Domiciliary / Valid From / Discontinued
bpescoretwo / Bpescore
For each sextant select a score from the drop down list. This should be the highest score for each sextant.
The sextants correspond to teeth as follows:
8-4 (upper right); 3-3 (upper front); 4-8(upper left); 4-8 (lower left); 3-3(lower front); 8-4 (lower right). / Bpe score / n1 Drop-down list:
0 - No pockets >3.5
mm, no calculus/
overhangs, no
bleeding after probing
(black band
completely visible)
1 – No pockets
>3.5mm, no calculus/
Overhangs; but
bleeding after probing
(black band
completely visible)
2 - No pockets
>3.5mm, but supra-
or subgingival
calculus/overhangs
(black band
completely visible)
3 – Probing depth
3.5-5.5mm(black
band partially
visible, indicating
pocket of 4-5mm)
4 – Probing depth
>5.5mm(black
Band entirely within
The pocket,
Indicating pocket of
6mm or more)
bleeding
/ M / N/A / O / O / O / V2
5 – 1* No pockets
>3.5mm, no calculus/
Overhangs; but
Bleeding after probing
and Furcation
6 – 2* No pockets
>3.5mm, but supra-
or subgingival
calculus/overhangs
and Furcation
7 – 3* Probing depth
3.5-5.5mm and
Furcation
8 – 4*Probing depth
5.5mm and
Furcation
blee / Bleeding / Boolean
True
False
Select for each sextant. / M / N/A / O / O / O / V1
Risk Screening (includes a ‘fast track’ for children <3)