Online reports Terms and Conditions

Online reports Terms and Conditions

Included in these Terms and Conditions are the rights and responsibilities governing the use and access to the Online Reporting service.

Part 1 - Access

User accounts can be provided to general dentists, orthodontic contractors, public dental service practitioners, NHS Board Directors of Dentistry, NHS Board Clinical Leads, staff in NHS Education for Scotland Dental Directorate and Scottish Government representatives upon request.

Note: Assistant, Body Corporate Assistant (unless normal general dental service (GDS) list number held) and Vocational Dental Practitioners cannot apply for access.

To access the service, you must have an active personal NHS email account, an NHS Board provided email account or a Scottish Government email account. If you are a dentist and you do not have an NHS email account, please contact your IT (Information Technology) Facilitator to request one.

These Terms and Conditions must be read before completing the appropriate registration form. By submitting your request, you are agreeing to comply with these terms.

Part 2 – User accounts

The creation of these accounts incurs a cost to the NHS. Therefore, it is important to notify Practitioner Services if access is no longer required or if the dentist no longer has access to an NHS network. It is the responsibility of the account holder to notify Practitioner Services. See further details below under Part 4 - Variation/Termination of the Service.

General dentist, orthodontic contractor, or public dental service practitioner

An account providing access to your monthly schedule reports which relate to your own list numbers.

eSchedule contact

The eSchedule contact within a practice is a dentist who has been authorised by all dentists in the practice to have access to their monthly payment schedule reports (excluding the Account 7 Commitment Report).

It is not mandatory to have an eSchedule contact. It is, however, recommended to make sure there will always be access to the reports.

When a dentist submits a request to become the eSchedule contact, they are declaring that they have sought authorisation from all dentists within the practice. Practitioner Services will action the request on that basis. The responsibility lies with the dentist who has submitted the request.

If a dentist joins a practice where there is an eSchedule contact it is the responsibility of the practice to inform the dentist. All dentists within the practice must agree to have an eSchedule contact, if a new dentist has any objections it sits with the practice to resolve.

If there is a change to the eSchedule contact or access is no longer required, it is the responsibility of the practice to inform all dentists concerned and submit an updated access form or email, if appropriate, to Practitioner Services.

NHS Board Director of Dentistry or Clinical Lead

An account providing access to Management Information reports and/or the monthly payment schedule reports which relate to public dental service practitioners in your NHS Board only and/or specific Board reports.

Scottish Government

An account providing access to Management Information reports.

Part 3 - Availability of the Service

While we will make reasonable effort to provide this service, there may be occasions when you do not have access to some or all of the services when we, or our suppliers, are updating and doing routine maintenance to the systems used to provide the service. Where possible we will provide notification of planned maintenance periods via our website.

Part 4 - Variation/Termination of the Service

We reserve the right to change the service and will provide you reasonable notice of any material changes.

We may, where we consider appropriate, suspend, withdraw or restrict the use of the service or any part of the service. We will inform you as soon as practicable if we take such action. We may also end the service or any part of the service at any time by giving you reasonable notice.

If the reports you require access to change, it is the responsibility of the account holder to advise Practitioner Services, via submission of an updated access form or via email, if appropriate. This would include:

• Change of eSchedule contact;
• Change of reports that the account holder requires access to;
• An account closure, for example, when an individual is no longer in post with Scottish Government or NHS Board.

Part 5 - Duration of Access

If you resign and no longer have a list number in Scotland, then your access to eSchedules will cease when we are notified. This does not forgo your right to request copies of data from your previous practice, if you have a legitimate need, or from Practitioner Services via email.

Part 6 - Accessing the Online Reporting Service

Access to online reporting is via the Business Objects platform, which is only available over a secure Scottish Wide Area Network (SWAN) connection. This is a secure NHS network connection. If you do not have a SWAN connection, please contact the Practitioner Services Dental Helpdesk on 0345 034 2458 to find out how to apply for one.

If you have a SWAN connection, you will already have read and agreed to ‘The Code and Practice for Connection of Dental Practices’ and you will have confirmed that you have understood and comply with the content of that code of connection.

Part 7 - Security and Confidentiality

The online reporting service is hosted from NHS National Services Scotland’s secure data centre(s) located in Scotland and is only accessible over the secure SWAN network.

The web services used within online reporting use HTTPS (Hypertext Transfer Protocol Secure) with SSL (Secure Sockets Layer) encryption.

Some reports contain personal or patient confidential data. Following any national or local NHS security policies and procedures (for example in relation to encrypted storage, secure email, etc.) we cannot be held responsible for loss of personal or patient confidential data out with the online reporting service. If you download these reports in any way, you become responsible for the security and privacy of that information.

When you register you will receive two e-mails from nss.csd@nhs.scot. One email containing your username (DIS username), and the second email containing your temporary password (DIS: password).

You will be required to create a permanent password.

You must keep your security details (your username and password) private and take all reasonable precautions to prevent their unauthorised use to access the service.

You must not disclose your security details to any other person or record your security details in any way that may result in them becoming known to another person.

To log on you will need both your username and password.

We will never ask you for your password. If you are ever asked for your security details or password, report this to us immediately by email at nss.csd@nhs.scot or by phone on 0131 275 7777.

Part 8 - Data Protection Notice

Dental online reports provide access to confidential patient data. Users are authorised to access personal or patient confidential data based on their secure account.

You are responsible for ensuring you are appropriately trained in Data Protection law and the NHS Code of Practice on Confidentiality. You must ensure that no information of a personal or confidential nature concerning individuals (including patient data) is accessed by or shared with anyone without proper authority having first been given. Misuse of data and failure to comply with the above rules constitute a breach of codes of confidentiality and/or a criminal offence, which could result in disciplinary action and/or criminal prosecution.

Further information can be found on the Practitioner Services Data Protection Notice..

Part 9 - Other Information

If you are a dentist and unable to access your reports, you can request these from the eSchedule contact within the practice in the first instance. If this is not possible contact the Dental Helpdesk on 0345 034 2458 or by email at nss.psddental@nhs.scot who will arrange for the reports to be issued to you securely.