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Overview
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IMPORTANT: If you change Patient File settings you need to restart EXACT to activate the changes. To configure the Patient File From the Configure menu, select Patient File:  The Patient File setup window displays:  |
Patient File Configuration
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The Patient File window has the following fields and controls: Extra tab list 1 / 2 These fields allow up to two additional tabs to record and display extra information as part of the Patient File tabs. If required, click in a field and use the |
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 button to select the custom screens from a predefined list to be used for each tab. |
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Independent Type 1 and Type 2 Fields This checkbox allows independent lists of patient types to be maintained in the ‘Types’ fields in the ‘Extended Details’ sub tab. Check or uncheck as required. |
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Note: If this field is unchecked, both ‘Types’ fields will display the same Patient Types in the lists. Check patient details every [ ] months From EXACT v11.6 this has been moved into the Arrivals Configuration Screen. |
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Enable Pathology tab The Pathology tab is an optional element in the Patient File. Tick this checkbox to enable the tab. |
Set Patient Triggers
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For full details see: https://soeidental.atlassian.net/wiki/spaces/PHS/pages/302187224?search_id=f0f15588-6858-48a8-9503-49146ad1e6ff  Custom toolbar colours on the patient record or custom messages can alert users to certain patient conditions. The feature uses the Patient Coloured Toolbars, the Pop Up Notes facility and query functions to pop up preset messages when certain query conditions are met. If the patient record matches the set criteria, the Patient Toolbar will be displayed in the selected colour(s), or the selected message will be displayed. Example: |
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Default Patient Details
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 You can pre-populate data fields with defaults based on the most commonly entered options, so that for the majority of your patients you do not need to enter these details. These defaults apply to all new patients, but they can be edited during data entry. |
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 For example, if most of your patients live locally, set the default Suburb and City codes, and edit these only for patients who live remotely. Patient Code Format: Creates a Patient Code to identify a patient within EXACT, based on the surname and first name; the standard "6+1" format will use the first six letters of their surname and the the first letter of their firstname. For example, the code for John Smythe would be "SMYTHE J". Appointment Preferences: allow you to set the usual default days and times for patient appointments. This is merely a convenience, and the default may be overwritten at the time appointments are made |
Mandatory fields
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 Displays the window for setting the mandatory fields in the Patient File.  Which fields are mandatory can be set to suit the practice’s particular requirements, by clicking to select or de-select checkboxes for each field. At a very minimum, this should be at least sufficient details to uniquely identify a patient, and to contact them. This will display a window similar to the following example: In the Mandatory Fields window, there are two sets of fields listed. Those in the upper part of the window are mandatory (patient record cannot be filed unless all mandatory fields have an entry). Those in the lower part of the screen will prompt you to make an entry, but the record can still be filed if one is not made. Note that the two lists are mutually exclusive. |
Perio Options
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 This button sets up the ‘Perio’ tab in the Patient File:  It allows you to set up your preferences for what charts are displayed on the perio tab, and in what positions. |
Configure Family Addressees
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This button displays the window to allow you to set preferences for letters sent to patients who have been set up in EXACT as family members. You can specify rules for the practice which determine who is to be the recipient of any correspondence regarding patients who are dependants (children, elderly or infirm relatives, etc.). This can avoid mistakes where for example a child is sent an appointment reminder or other information that their parent or guardian is unaware of.
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These radio buttons determine the default display of the Debit and Credits for the patient in the Patient Transactions window when the 
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button is clicked, and whether a running balance of the patient's account is displayed, or only the latest unpaid transaction.
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Check (tick) this to automatically default all patient permanent dentition as un-erupted
Colour COT Tabs
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These settings determine how Treatment Plan Tabs will be colour coded in the Chart tab, to easily distinguish them from one another.
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Use the Custom Screens window in the Configure menu, to create a new questionnaire or modify an existing one.
Go to the Patient File Configuration screen, and ensure that the checkbox in the Enable preset medical questionnaire field is not ticked.
At the Enable Custom Medical Questionnaire field, enter (or select from the drop-down menu) the custom screen to use.
In the field for Alert if medical notes [ ] months overdue, set the number of months; this is used to keep the medical questionnaire information current (see below).
Click the OK button in the Patient File Configuration screen to save the changes.
Now the Medical Tab in the Patient File will have a Med Questions button
, which when clicked will open the custom screen of medical questions you have created. Each time the patient medical questions are saved, the current date is recorded. If this date is not set, or is older than the value in the "Alert if medical notes x months overdue" field, an alert appears at the top of the Patient File as a reminder to have the patient fill in a new questionnaire.
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This checkbox determines whether the preset (checkbox ticked) or custom questionnaire (checkbox empty) is used in the ‘Medical’ tab.
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Enable Custom Medical Questionnaire
If the above check box is not checked, this area allows a custom questionnaire to be selected.
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Alert if Med Notes [ ] months overdue
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