Special Care and Paediatric Dental Services

Location

Woking

Description

Special Care and Paediatric Dental Services provide essential dental care for patients who cannot be treated in general dental practice due to complexity. Special Care Dentistry focuses on individuals with additional needs, such as physical or learning disabilities, complex medical conditions, severe mental health issues, sensory impairments, or extreme dental anxiety. These patients often require tailored treatment plans, longer appointments, and specialist facilities, including sedation or general anaesthetic (GA) options. Care is delivered in community clinics, hospitals, and sometimes domiciliary settings for housebound patients, ensuring equitable access for vulnerable groups. Paediatric Dentistry provides specialist care for children with advanced or complex dental needs, including extensive tooth decay, developmental anomalies, dental trauma, and cases requiring sedation or GA. These services are delivered by specialist paediatric dentists in hospital or community settings and emphasise early intervention, prevention, and family education. Both services are critical in reducing health inequalities and supporting integration with wider health and social care pathways. The contract to be awarded to the HCRG Group includes provision of Emergency and Domiciliary services within this provision.

Total Quantity or Scope

These services are commissioned together because they share similar characteristics and infrastructure requirements. Both require dentists with advanced training and overlapping clinical skills, such as managing complex medical conditions and delivering treatment under sedation or GA. They are typically delivered in the same clinical environments, which avoids duplication of facilities and resources. Combining the services under one contract supports efficiency, integration, and streamlined referral pathways, while simplifying commissioning and monitoring processes. This approach ensures consistent standards and equitable access across Surrey Heartlands. Notably the HCRG Group contract also includes provision of Emergency and Domiciliary services. It is intended to award a contract to an existing provider following direct award process C from 01/04/2026 - 31/03/2028. The lifetime value of the contract is £5,496,058.88. This procurement has been carried out by NHS South, Central and West Commissioning Support Unit (SCW) on behalf of the Commissioners.

Award Detail

Award Criteria

CPV Codes

• 85130000 - Dental practice and related services

Indicators

• Award on basis of price and quality.

Legal Justification

This is a Provider Selection Regime (PSR) intention to award notice. The awarding of this contract is subject to the Health Care Services (Provider Selection Regime) Regulations 2023. For the avoidance of doubt, the provisions of the Public Contracts Regulations 2015 and the Procurement Act 2023 do not apply to this award. The publication of this notice marks the start of the standstill period. Representations by providers must be made to the relevant authority by midnight on 14/03/2026. This contract has not yet formally been awarded; this notice serves as an intention to award under the PSR. Any written representations should be sent to robert.kitt1@nhs.net

Other Information

Award decision-makers: Amy Galea, Chief Commissioning Officer, Neighbourhood Health and Partnerships, NHS Surrey Heartlands ICB Conflicts of Interest have been considered in forums associated with the commissioning of this service; none have arisen and required mitigation. Key Criteria are considered of equal value regards this service and the incumbent provider demonstrates fulfilling provision to the standard required and is anticipated to continue doing so. Quality and Innovation • Consistent delivery of high-quality care aligned with national clinical standards. • Patient outcomes and experience measures demonstrate effective, safe, and person-centred care. • Successful management of complex cases and effective transitions from paediatric to adult services. • Innovation is embedded in clinical practice, enhancing both quality and efficiency. Innovative Sedation Techniques include introduction of nasal spray sedation enabling complex procedures in community settings, avoiding hospital admissions. • Use of diagnostic imaging tools for early detection and complex case planning. • Utilisation of child-friendly solutions and approaches. • Use of teledentistry for pre-assessment and follow-up, improving access and reducing unnecessary travel. • Use of enhanced and combined sedation techniques for complex cases. • Robust clinical governance demonstrated • Clinical Excellence: Over 8,300 patients treated in 2024-25 with a case mix ratio of 83%, indicating high complexity care. • Friends and Family Test scores consistently exceeded 98%, peaking at 99.4%. • Investment in digital records and scheduling systems for improved efficiency and patient experience. • Staff nominated for awards, reflecting peer recognition of quality. • No SIs during 24/25 and year to date. Value Value to Patients • Reduced waiting times through effective triage and prioritisation. • Improved experience via trauma-informed care, behavioural support, and accessible environments. • Continuity of care for vulnerable patients, including transitions from paediatric to adult services. Value to Providers • Efficient use of clinical time through digital triage, virtual consultations, and streamlined referral pathways. • Workforce development through training in sedation, safeguarding, and special care techniques. • Participation in local pilots (e.g. DPASS). • Efficient use of Resources evidenced e.g.clinic utilisation consistently around 80%. Value to the System • Unnecessary referrals to secondary care and reduced hospital admissions minimised. • Sedation pathways to reduce reliance on GA freeing up hospital capacity. • Data-driven service planning using activity reports, patient feedback, and predictive analytics. • Service aligns with ICS priorities on reducing health inequalities and improving access. • Contribution to population health through early intervention and prevention. • Evidenced support for integrated care models and shared outcomes. • Competitive tariff and financial resilience e.g. despite inflation and rising costs, the service maintained financial stability through resource management. • Any surplus reinvested into service improvements e.g. equipment upgrades, staff training. • Clear ROI metrics to track impact of investments, including reduced cancellations and improved throughput. Integration, collaboration and service sustainability •The provider operates in alignment with ICS priorities and local oral health strategies, is embedded within local care pathways in partnership and working closely with health, education and social services e.g. community services, safeguarding teams, and hospital trusts for MDT care planning - Integrated Community Framework and embedded in Surrey's health system since 2012. Engagement with safeguarding boards, community dental networks, and ICB-led working groups. • Shared protocols with Surrey Heartlands ICB acute trusts for hospital-based procedures and transitions of care. Provision of various staff networks: • EMBRACE: For colleagues from ethnically diverse backgrounds, advocating for racial equity and celebrating cultural diversity • Disability and Wellbeing Network: Supports staff with disabilities and neurodiversity, focusing on accessibility and reasonable adjustments • Armed Forces Network: Builds community among staff with military connections • LGBTQ+ and Religion & Belief Networks: Foster safe spaces and promote understanding across identities • Participation in local transformation programmes and pilots to improve access and reduce inequalities. Service Sustainability via demonstrated workforce planning and strategies to ensure retention of specialist staff and ongoing training. • Use of shared care records and interoperable systems to support continuity of care. • Contribution to population health goals through prevention, early intervention, and outreach. • Multi-site coverage: Seven clinic locations across Surrey, plus domiciliary and out-of-hours services. • Resilience Planning evidenced in response to operational challenges ensuring continuity of care. Improving access, reducing health inequalities and facilitating choice Improving Access • Multiple clinic locations across the ICB footprint, including outreach and domiciliary services. • Flexible appointments, including extended hours and virtual consultations. • Urgent care slots maintained for patients with acute needs or safeguarding concerns. • Digital tools to support triage and reduce travel barriers • Reduced Waiting Times: Majority of patients assessed within 12 weeks; nearly all treated within 18 weeks. Reducing Health Inequalities Targeted care for underserved populations provided, including: • Children with special educational needs. • Adults with learning disabilities or mental health conditions. • Patients from socioeconomically disadvantaged backgrounds. • Partnership working with public health teams, community organisations, and social care. • Collection and use of demographic and outcomes data to monitor equity and inform improvement. Facilitating Choice • Clear information about service locations, referral pathways, and treatment options • Support provided for informed consent and shared decision-making, especially for those with communication needs. • Flexible appointments provided to accommodate family needs and reduce barriers. • Choice and Control evidenced by involving patients in treatment decisions, with tailored communication and consent processes. Social Value Economic and Community Value • Service employs local staff and supports skills development through apprenticeships, training, and CPD. • Service engages with local schools, charities, and community groups to promote oral health education. • Participation in flexible commissioning initiatives to address gaps in access and provision. • Inclusive Employment evidenced through strong focus on EDI&E, including neurodiversity toolkit. • Evidenced spending on oral health campaigns and education materials to reduce long-term treatment needs. Social Impact Socially excluded groups are targeted to improve dental wellbeing and quality of life, including: • Children with special educational needs. • Adults with learning disabilities or mental health conditions. • Families in deprived areas or from minority ethnic backgrounds • Trust established through culturally competent care and consistent outreach. • Patients and carers involved in service design and feedback loops. • Case studies demonstrate life-changing outcomes for patients and families, including reduced anxiety and increased independence. Environmental Sustainability • Use of digital records and virtual consultations reduce paper and travel. • Green policies implemented in clinical settings (e.g. waste reduction, energy-efficient equipment). • Participation in ICS-wide sustainability programmes. • Investment in energy-efficient lighting and water-saving sterilisation systems. This is a Provider Selection Regime (PSR) intention to award notice. The awarding of this contract is subject to the Health Care Services (Provider Selection Regime) Regulations 2023. For the avoidance of doubt, the provisions of the Public Contracts Regulations 2015 and the Procurement Act 2023 do not apply to this award. The publication of this notice marks the start of the standstill period. Representations by providers must be made to decision makers by midnight on 14/03/2026. This contract has not yet formally been awarded; this notice serves as an intention to award under the PSR. Any written representations should be sent to robert.kitt1@nhs.net