Electric Data Interchange (EDI)

EDI is a system for submitting your treatment claims to the DPD electronically.

The advantages of using EDI
You no longer need to fill in GP17 forms
EDI transmissions can be sent at any time.
After using EDI for three months you receive a grant of £700

What you will need to use EDI
A computer with a modem and telephone access.
Software accredited for transmitting claims (Merlin Professional is accredited).
Stock of forms GP17PR, GP17RA and 283.
Starter Pack from the DPD, which includes all the forms required to get your Location Number and Pin Numbers

How EDI works
When you send a transmission, the number that the software dials connects your computer, via a telephone line, to a network owned and run by a limited company called Global Crossing. This company supplies public access and data routing to the medical market.
The claims are in the form of files, which are transmitted to your Practice's mailbox at Global Crossing and then forwarded to the DPD.
Response files are handled similarly, i.e. delivered to your Practice's mailbox at Global crossing where they sit until your EDI software connects to Global Crossing and collects them.
Global Crossing provides the Network User ID (NUI), mailbox and password for the Practice.
The DPD provides the Site Number and PINs for your individual dentists.
Each Practice will have one NUI, one password and one site number, but each dentist will have his/her own PIN.

To obtain your Starter Pack
Telephone DPD Customer Services on 0131-551 8585 or e-mail to edi@psd.csa.nhs.uk

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Using EDI in Merlin Professional

How to specify the EDI Machine
The default machine is the server, but EDI transmissions must be prepared and sent from the machine on which the modem is installed.
If the modem is installed on the server no further action need be taken, unless you are replacing this computer.
To specify a different computer open 'File...Preferences' on the new machine and click on 'Use this computer for EDI transmissions'. You will be asked to type in 'I confirm' and click on 'OK'.

IMPORTANT: Please consult Merlin Support before carrying out this procedure

How to setup Merlin Professional to use EDI
Open Merlin
On Menu Bar select 'Files….Preferences'
Select 'Practice Staff'
Select 'Dentist '
Click on 'PIN…'
Enter PIN (as provided by DPD)
Enter PIN again to confirm
Click 'OK'
Repeat for each dentist (each dentist has their own PIN)
Click 'OK' to close 'Merlin Preferences' box

On Menu Bar select 'EDI'
Select 'EDI preferences'
Enter Network User ID (NUI) - supplied by Global Crossing in two parts
Enter Mailbox Name
Enter Password
Enter Site (Location) Number (This should be a five digit number - enter leading zeros, if neccessary)
Click on 'OK'

You are now ready to use EDI

Before you start using EDI, you should read the 'EDI User Guide' supplied by the DPD

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IMPORTANT NOTES
It is important that treatments are entered in the correct way, as failure to do so will result in rejection by the DPD.

When opening a course of treatment it is important that the correct details are entered on the NHS Claim Options form. e.g.
If the patient has an exemption, the claim reference number or name of college/university should be entered in the 'Supporting Details' box.
If radiographs or models are available, the appropriate boxes should be "checked."
For claims including NHS treatments, the "Transmit GP17/FP17" box should be "checked".
For wholly Private treatments, the "Transmit GP17/FP17" should be "unchecked

NOTE: Following conversations with the DPD, it would appear that the DPD system does not conform to the DPD's own EDI specifications when dealing with PFTR. You should, therefore, note PFTR in the ‘Observations’ part of the NHS Claim Options form. (Do NOT select the ‘Patient failed to return’ option on the ‘Type of Claim’ drop-down menu).

Treatments should be entered using the Clinical Charting system within Merlin. The DPD will reject codes which are not wholly numeric, e.g. you can no longer use code 0201b for 2 small x-rays (see below).

The following are the correct methods for entering specific treatments. You may find it necessary to change the details on your treatment buttons. For details of how to do this, consult the Clinical section in the Merlin Tutorial.

Patients under 18 years of age
Open course of treatment
Enter clinical treatments, but DO NOT enter examinations.
Close course of treatment.

X-rays
For each x-ray taken, click on "1 radiograph".

Extractions
Select the tooth/teeth to be extracted.
Click on "xt 1 tooth" in all cases.
Also click on "xt - additional fee for each visit"

Partial Dentures (incl Chrome)
Select teeth to be included on the denture.
Click on "Partial Denture ("upper" or "lower")

Full Dentures
It is not necessary to specify all the teeth. Simply select 'Full upper/lower/upper & lower denture'.

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How to prepare EDI Transmissions
Open Merlin
On Menu Bar select 'EDI'
Select 'Prepare EDI Transmission...'
Select Dentist
Set 'From Date '
Set 'To Date'
Click on 'OK'

A list of those Courses of Treatment claims to be sent will appear
Uncheck any which are not to be sent
Close the list
You will be asked if you wish to save the changes - Select 'YES'
A file will be built and the courses updated
If Merlin detects any errors, eg. in address or postcode, an Error Log will be displayed (click here)
If there are no errors detected the process will end and the window will close

Sending & Receiving EDI Transmissions
On the Menu Bar select 'EDI'
Select 'Send & Receive Now'
The 'Device Selection' box will show your modem type. Click 'OK'
When you send a transmission, Merlin will automatically pick up any responses that are waiting for you. If you are not sending a transmission, Merlin will pick up any responses that are waiting for you.
On completion a message will say "Inbox Processing Complete"
Close the 'EDI Send & Receive' box

Saving and Viewing the Error Log
Open 'Windows Explorer'
Go to 'C:\Program Files'
Click on 'Merlin Folder'
Rename the file 'EDI Errors.htm' (see below) to a suitable name e.g. the date it was created
Save the file to a suitable place eg. 'My Documents'
To view the contents of the Error Log, double click on it

Renaming the Error Log
Right-click on the 'EDI Errors.htm' file
Click on 'Rename'
Highlight the words before the dot
Type your choice of title
Click on 'Return'
Save the file to a suitable place eg. 'My Documents'
To view the contents of the Error Log, double click on it

You can now correct the errors and re-transmit the claim

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The Merlin/EDI Folder
There are five files in the EDI folder:
INBOX: This receives the responses from the DPD, which are automatically processed and transferred to the 'Received' or 'Reports' file.
OUTBOX: When a transmission file has been prepared, Merlin puts it into this file to await the 'send' command.
RECEIVED: When a response is received from the DPD, it is processed and placed in this file (see below).
SENT: Contains the transmissions that have been sent to the DPD.
REPORTS: Contains the .htm files which have been processed into a readable form (see below).

View the Received Folder
Open Windows Explorer
Go to 'Program Files'
Go to the 'Merlin' Folder
Go to 'EDI' folder
Click on 'Received'

The received folder shows three types of file:

.REP: an acknowledgement from the DPD of receipt of transmitted files
.RCV: the DPD transmissions to the practice - using their codes
.htm: .RCV files processed into text (see below)
To view the contents of a file, double click on it.

View EDI Reports
Response messages from the DPD are automatically translated into a readable form by Merlin
To read these messages, on the Menu Bar select 'EDI'
Select 'Reports...'
Double-click on the report you want to see.

The different types of EDI reports
There are four types of EDI Report:
BRDCST (Broadcast)
This contains either:
Bulletins - These are messages from the DPD, eg schedule closing dates andare accessed by clicking on Bulletins… in the EDI drop-down list.
or
Error Codes - These list the error codes used by the DPD, which are processed into text by Merlin and are accessed by clicking on Response Message Error Codes… in the EDI drop-down list.
CONTRL (Control)
This contains details of transmissions which have been accepted or rejected by the DPD.
RESPCE (Response)
This contains details of courses of treatment, which have been rejected and the reason.
SCHEDL (Schedule)
This contains details of courses, which have been reconciled for payment.
Merlin automatically reconciles these courses and removes them from the schedule reconciliation list.

Rejected EDI Transmissions
If an entire transmission file is rejected by the DPD, you should contact DPD Customer Services, on 0131-275 6300, to find the reason.

Rejected Treatment Courses
If an individual course of treatment is rejected, the DPD report will give a reason. Corrections can be made to the course and it can then be re-transmitted. If the treatment course shows a 'Schedule Adjustment' no further action need be taken, unless you wish to dispute the adjustment.

BACK-UP
When backing up your data (merlin.str), you should also back-up a copy of the EDI folder which is to be found at:

C:\Program Files\Merlin Professional\EDI

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