Specialist details are stored in the Specialist (also called Referral) File located under the File Menu. This is an address book for storing details for all of the specialists your practice uses, as well as for referral sources.
Adding a Specialist / Referral Record
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Select File > Specialists:
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This will open the Edit Specialists window, by default on the Details tab:
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Click the +1 button to add a new record.
This will open the Add Referral window, which has the same fields as the window above, with the addition of the Code field.
Enter the specialist details as follows:
Code
Enter an appropriate short code to uniquely identify this specialist.
Title
Enter the title (Mr, Doctor, Etc.) as appropriate.
First Name
Enter the first name or initials.
Last Name
Enter the specialist's last name.
Specialty/ Profession
Enter the type of specialtyor profession (e.g., oral surgeon, edontics, periodontics, etc.).
Company
Enter the name of the company the specialist is employed by.
Address
Enter the address (postal or physical, as required) of the specialist.
Post Code
Enter the appropriate post code.
Work Phone
Enter the specialist's telephone number.
Home Phone
Enter the specialist's private telephone number (if appropriate).
Mobile
Enter the specialist's mobile telephone number.
Fax
Enter the specialist's facsimile number.
Email Address
Enter the specialist's email address, if applicable.
EmailReferral Source
Tick this checkbox if this record is for a referral source, such as Yellow Pages, NHS, "word of mouth", etc.
Specialist
Tick this checkbox if this record is for a specialist.
Doctor
Tick this checkbox if this record is for a doctor.
Supplier
Tick this checkbox if this record is for a supplier.
Lab
Tick this checkbox if this record is for a laboratory.
GDP
Tick this checkbox if this record is for a general dental practice.
Open the Contacts Tab and optionally Import contacts:
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Click the Save button to save the details of the new specialist record to file.
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If you wish to add an image for the specialist, right-click the photo placeholder, and select the "Choose a new photo" option. This will allow you to choose the appropriate image file from you computer.
Editing a Specialist Record
From the File menu, click on “Specialists” :
This will open the Specialist File window:
Enter the code for the Specialist, or use the buttons to scroll through the Specialists till you find the one you're looking for, or click the button to display the 'View Specialists' window:
Options/Buttons in the View Specialists Window
Sorting
By default, the specialist records are sorted in ascending alphanumeric order by 'Code'.
To sort by 'Last Name', click on the header for that column, or click on the 'First Name' column heading to sort by that column.
Each time you click on each of these column headings, they are toggled from ascending to descending order and back again.
Records Displayed
If you have a large number of records in the Specialist file, you can filter the records displayed by clicking the 'Type' drop-down button and choosing a specific type:
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This filter is also present anywhere that the Specialist file is used in EXACT: in the Patient file, when creating letters or emails, etc.
Buttons
Note that all the usual buttons are present on the toolbar at the bottom right corner of the 'View Specialists' window:
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These enable you to edit, add, print, or delete one or more records; and to phone, write to, email, or create a mailing label for the one or more specialists.
Contacts Tab (Specialists)
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Each time a contact is generated within EXACT, an entry will appear in the specialist’s Contacts tab.
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Standard Features of the Contacts tab:
Phone Conversations can be listed with a brief description
Letters Sent can be listed with a brief description.
Features with EXDOC installed:
If the EXDOC document management module is installed, the following additional features are enabled:
Phone conversations can be listed with extensive notes
Letters sent can be listed and viewed
Documents received can be listed
Specialist documents can be imported and viewed
Documents can be scanned with a TWAIN-compatible scanner.
Features with EXDOCe installed:
If the EXDOCe document management module is installed, the following additional features are enabled:
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Sent email and SMS messages (such as appointment reminders) are recorded.
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Fields in the Contacts Tab
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