When a patient is removed from a registered practice list, it’s known as a withdrawal. This happens when a request comes in, usually from the dentist, and is approved by the NHS Health board.

Patients are withdrawn on a monthly basis to identify and report registration changes, and withdrawn patients are reported in the monthly payment schedule.

What to do if a patient has been mistakenly withdrawn

If you believe a patient has been withdrawn in error, please download and complete a dental 289 form.

Email the completed dental 289 form to nss.psd-customer-admin@nhs.scot

How to withdraw a patient

Request a GP200 form from your local NHS Health board and return it to them, stating the reasons for the request.

If the request is approved, the NHS Health board will send the form to us and our administrators will withdraw the patient.

The GP200 process is outlined below. This process assists practices and NHS Health Boards to ensure that details submitted are correct and can be actioned without unnecessary delay.

GP200 process

The timelines which we work to is that practices and NHS Health Boards should submit a GP200 as close to the 3 months advance notice as possible. We will then aim to process those GP200s within the current month. We will not accept retrospective submissions received for previous months.

The updated process and guidelines are noted below.

Guidance for Practices

Individual GP200 (max of 100 withdrawals)

• Individual GP200’s can be submitted if there are a maximum of 100 patients being withdrawn (but lists can be provided for under 100 if preferred). The information must be checked on the eSchedule report to confirm the patient is registered with the list number prior to sending to your local NHS Health Board. The “Registration Detail” report can be accessed via eSchedules. There is a guide on how to do this here;
• The report must be checked prior to the GP200 being submitted to your local NHS Health Board to ensure the information you are providing is accurate.

List of Patients (where 100 or more withdrawals from same list number)

Lists of patients to be withdrawn MUST be taken from eSchedules using the report named “Registrations Detail”. Each dentist and any designated eSchedule contacts have access to this report which has a definitive list of patients registered with a dentist.

• All patient lists must be provided on an excel spreadsheet (registration detail report from eSchedules), excel format is selected when you are exporting the report. There is a guide on how to do this here; *Provide a separate report for each list number (only ONE list number per e-mail). The data must be sorted to present surnames in alphabetic order, only showing the patients to be withdrawn and name the report by list number when you save it to your PC;
• The GP200 can be a scanned PDF file type to accompany the attached excel list of patients;
• Data Quality – we will check the first 20 withdrawals requested and if we find the data to be inaccurate the list will be returned to you to update and check the “Registration Detail Report”.

Guidance for Health Boards

All GP200’s must have a future de-registration date to allow Practitioner Services to withdraw the patients within a timely manner (as outlined above).

• Individual GP200 (max of 100 withdrawals) - The email subject field must include GP200, NHS Health Board, the number of patients to be withdrawn and the withdrawal month eg. GP200, NHS Health Board, 100 withdrawals, July 2023, Only one withdrawal month per email;
• List of Patients (where there are 100 or more withdrawals) - The email subject field must include GP200, NHS Health Board, dentist list number, the number of patients to be withdrawn and the withdrawal date eg. GP200, NHS Health Board, list number, 450 withdrawals, 01/12/2023. All patient lists must be provided on an attached excel spreadsheet (registration detail report from eSchedules), Only one list number per email.