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NHS Wales Dental Referral Management System
Your Health Board
The Digital Audit
We have now completed the digital audit and you can sign up directly to the service.

Sign up to Online Referrals

Our online system is now available for all dentists to join. It enables you to directly enter referral data into an online referral form and send it straight to our triage team. The system is suited to practices that can upload digital radiographs or who can scan their original films (see scanners section for more information). The system has a number of benefits – see below. If you are interested in joining the scheme please contact us and we can get you set up and ready to go. Practices that sign up to use the system will make a commitment to use this route of referral submission for all referrals apart from those requiring a scanned DPT radiograph. The system is practice based ensuring that all practice details are pre-populated in the forms requiring only the referrers name and GDC number to be completed.

PLEASE NOTE: The logins are practice and not person specific, therefore all users at a practice will use the same username and password but the codes to login can be sent to individual phone numbers.

CALL HANDLING: Please note if your practice utilises call handling (Press one for…etc) the system cannot use that phone number. Please provide mobiles and direct numbers only.

V Code: Your V code is your organisation code – this is typically the means by which you are identified within the NHS. An example of its usage is in the information governance toolkit which also offers a means of finding your V code.

Please click here Then search for your practice name to find your V code.

Please note: Additional numbers can be added to the login (up to 15 in total), by emailing us at from the email address that is your username for the system.

Here is a short video showing how the system works.

Benefits to practices

Data is entered directly – onto the system and the forms are condition – this means you only need to complete those sections of the forms that are appropriate for the referral. It also means less rejections – the forms will not enable a referral to progress if it doesn’t have the correct information.

Auto-populated fields – The system will automatically populate the fields with the required practice contact details and we are able to offer a postcode look up system for patient and GP addresses – this ensures accuracy and saves time.

Sample Radiographs
If you are testing the system and want some sample radiographs you can download these here

Speed – your referral will automatically be sent to the appropriate triager – and hence a decision is reached sooner. In our test referrals take around 2 minutes to complete and be with the triager.

Review – can will be able to log in and view all your active referrals and assesses their status quickly.

Rejections – data is live in the system so rejection handling is improved – just login, provide the additional data and your referral is resubmitted.

Data Processing Agreement

With the upcoming GDPR requirements there is a need for a Data Processing Agreement (DPA) to be signed – this is an easy process and we will send you a signed copy to keep with your records. You can read a copy of the DPA here and more information on the General Data Protection Regulations here.


Sign up to Online Referrals

Step 1 of 3

  • For example, contract holder or practice manager
  • Your NHS organisation number (if you are a private practice please leave this blank)
  • This is the email address that information about your referral will be sent to - for example if you referral is rejected for any reason. No patient data is sent to this email so it can be any one you like, for example GMail, Hotmail or a practice address
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