Orthodontic Transfer Cases 🏴
A transfer case occurs when treatment is started under one list number at one practice location and completed under another list number at a different practice location.
💡 Top Tip - For full details refer to the to the NHS Guidance here.
Finalise the original Dentist’s Claim
Dentist 1 (Practice A)
For completed treatments:
Submit a Final Payment Claim for all completed work.
For partially completed treatments:
Submit a Discontinued Fee Request for any appliances fitted but not completed.
Once approved, submit a Final Payment Claim including the codes/fees returned by the NHS for the discontinued appliances.
Examination Only Claim
If you have only carried out the examination and any diagnostic codes (for example, models, radiographs, and photographs) and will not be starting the active treatment, do not submit a discontinued fee request. You should only submit an examination claim.
Submitting the New Dentist’s Claim
Dentist 2 (Practice B - different practice location)
Submit a Prior Approval Request:
Include code 386101 (or 329185 for claims with acceptance dates on or after 01 November 2023).
Add relevant observations:
Detail the treatment still to be completed.
Include evidence such as records, the original OPT, and any relevant NHS references.
Submit the Final Payment Claim:
Once treatment is completed, submit a claim for:
Any treatments started and completed by the new dentist.
Code 386101 (or 329185 for claims with newer acceptance dates).
The balance of fees returned by the NHS.
Important Reminders
Always use the same date of acceptance across all claims to reflect a single course of treatment.
Submit parts in the correct sequence and allow sufficient time (minimum one day) between submissions to prevent rejections.
Avoid adding unnecessary details to the Observations field; use the appropriate claim fields instead.
For further guidance, visit the NHS Guidance webpage.
For additional support, consult NHS Practitioner Services or your local NHS Board.