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Configuring LabManager for Mydentist/IDH invoicing

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To create CSV files for invoicing Mydentist / IDH, you will need to complete the steps in this document, and use the EDI Invoicer. 


Mydentist/IDH CSV requirements - (introduced January 2014)

From January 2014, Mydentist/IDH rolled out new invoicing requirements to labs. Mydentist require a CSV file to be emailed to them, containing the invoice data for the month. LabManager contains a tool which can produce this electronic file, which means less work for labs when invoicing Mydentist at the end of the month.

Once you have configured LabManager with these instructions, you will be able to produce invoices in the Mydentist/IDH preferred format whenever required.


PART 1 - CONFIGURING

You will only need to perform these setup steps once, although if you add new dentists in the future you will need to add their GDC number and tag them as 'Mydentist' or 'IDH'.


Step 1

If you have received Patient Reference numbers on orders from Mydentist you should always enter these on the PATIENT line item on your jobs. 


Step 2


Enter your lab's Mydentist details into LabManager, by following these steps:

  • In the Control Centre click 'Setup Wizard' (top left)
  • Click 'My Company' (on the left), then click 'Edit this page' to allow modifications
  • Check your company details are correct and ensure you have entered your registered company number (ie. your company number as held by Companies House). Mydentist require you to enter this information.
  • Click on the "Other settings" category in the vertical menu on the left,  then click 'Edit this page' to allow modifications
  • In the appropriate box, enter your Mydentist/IDH account number

Step 3


Enter the Mydentist practice reference numbers, by following these steps:  
  • In the Control Centre click 'Setup Wizard' (top left)
  • Click the 'Practices' category (on the left)
  • Locate your first Mydentist practice in the list, double click on them to allow editing of their details
  • Enter the practice's Mydentist reference into the 'Group reference' box, then click OK
  • Repeat for each of your Mydentist practices

Step 4

Enter the dentist's GDC numbers and Mydentist/IDH tag, by following these steps:

First we just have to check that the 'Mydentist' or 'IDH' tag is an available customer tag in LabManager: 

  • In the Control Centre click 'Advanced' (top left)
  • Click 'Tags' (on the vertical menu on the left), Click on "Customer" in the Type box and look at the list of tags in the box to the right of it:  If you do not have a "Mydentist" or "IDH" tag available, you can add it by clicking on the green plus icon. Add a tag with the name "Mydentist".
Now we can edit the dentists, by following these steps:
  • In the Control Centre click 'Setup Wizard' (top left)
  • Click the 'Dentists' category (on the vertical menu on the left).

The top box lists all your practices, by clicking on a practice you will then see all the dentists that work out of that practice listed in the lower box.
Find your first Mydentist practice and click on it. The dentists at that practice are then listed in the box below. 
  • Locate each of your Mydentist dentists in turn, you can double click on them to allow editing of their details
  • Enter the dentists's GDC number into the 'Group reference' box
  • Click the green 'Select Tag' ( + Icon ) and select the "Mydentist" tag
  • Click OK to save the dentist's details and repeat for any other dentists in the practice
You should not skip the above step to add the Mydentist/IDH tag to your dentists. Doing so will result in those missed dentists not appearing in your Mydentist run at the end of the month, and hence no invoice will be created for them.

If you do not have the GDC number, and Mydentist has been unable to supply it, you may be able to look it up on the GDC website:    www.gdc-uk.org


Step 5


LabManager will need to know the equivalent Mydentist codes for each of your products. Mydentist codes are relative to whether the product's price is NHS, Private or Independent so you will need to determine the Mydentist code for each of your products using each price band that will be used on Mydentist jobs. For example, if you have an NHS price band you should only enter the NHS Mydentist product codes into the product code mapper for that price band.

You can map your product codes Using the Product Code Mapper

Note that when adding products to Mydentist jobs, you MUST use a price band and do not enter a custom price, as this will clear the price band associated with that product on that job. Without a price band, no work type will appear on the invoice. See Step 6 below.


Step 6


You will need to enter the Work Type next to your existing price bands, so these show on the CSV invoice. Follow these steps:

  • Go to Control Centre
  • Click Price Bands
  • Double click on a price band that is appropriate for products you produce for Mydentist
  • Enter the appropriate work type in the "Work type (optional)" box. eg. NHS, Independent or Private
  • Repeat for each price band that you might use for Mydentist work


PART 2 - PRODUCING MONTHLY INVOICES

Every month (or other period that you decide) you will need to use the EDI Invoicer to produce the Mydentist CSV invoice. 

CSV Invoices:

Using the EDI Invoicer module



PART 3 - RECEIVING A REMITTANCE FROM MYDENTIST 

When MyDentist pays your invoices, they will send you a remittance CSV file via email. You can process this file using the EDI Remitter - please refer to the help page linked below.

The Remitter uses a separate customer account as a repository for the full payment from MyDentist, and this credit is moved to the individual dentist accounts. Therefore, for clarity, a MyDentist customer account should be configured in your LabManager as follows, and this can be used when you receive your remittance from MyDentist:

  • Create a new customer account, using Customer menu > Select or Add New > Click the Add New button
  • Set the customer type as "Principal Account"
  • Name the account "MyDentist"
  • Either enter the MyDentist head office address details, or enter something simple, such as a dash, or "TBC". The address is not important.
  • Click OK to save the account. If you are asked if you want to link the account to a practice, choose No.


When you receive your first remittance from MyDentist, use this guide to process it, and choose the "IMPORT REMITTANCE" button from the main screen.

EDI Remitter






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