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Access the Appointment Workflow Wizard and then configure from the Departure Details screen for any or all of these options:
Configuration Tasks |
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| Configure the Appointment Arrival Task options. This includes configuring arrival tasks for Medical History, Oral Health Survey, Terms and Conditions and Marketing Consent. |
| Specify the parameters for the Departure List (which standard tasks the Receptionist must process during patient departure), and create custom tasks for the Receptionist to process. |
| Prompt the Receptionist to schedule bookings based on the Providers' planned treatment on the chart |
| Prompt the Receptionist to issue a web address to the patient via SMS and/or Email so that the patient can self-book planned treatment appointments online. |
| Prompt the Receptionist to book future Recall appointments for patients whose current treatment is completed, and for whom no further treatment has been planned on the chart. |
| Prompt the Receptionist to process patient payments |
| Prompt the Receptionist to ask for contact details if a patient's email address is missing, or mobile phone number is missing from the records. |
Prompt the Receptionist for custom reasons that are not by default included on the Departure Details screen. For example:
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- How often to check patient details
- Medical History
- Oral Health Survey
- Terms and Conditions
- Marketing Consent
These options apply also to Clinipad, which offers a means of independent electronic data capture by patients or practitioners.
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Consequently, Medical History will be prompted for update once a month, and the arrival window Send a Medical History form to Clinipad tick-box will be ticked by default, unless the patient has already completed their MedHist forms within the last month.
See also: Using Clinipad with Patient arrival
To disable this auto-prompt for a patient, set the value in the above field to 0, and click OK.
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Terms and Conditions | Contact Consent | Patient Data Use | ||
When checked, EXACT will display Contact Consent as a required task in the Arrivals Task List, if the patient has not yet given consent. Contact Consent text EXACT delivers a simple contact consent text template, but you can optionally edit this as required - simply click in the text box and edit it, or paste text from another application. For Clinipad users, your custom text can extend to up to three Clinipad pages. The Practitioner view of Contact Consent From the Arrivals Task List window practitioners may see either paper signature, electronic or Clinipad options:
If the Receptionist fails to capture Contact Consent at arrival, EXACT will then prompt again at departure, from the Departure Task List:
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- Select Configure > Appointment Book, and in the Appointment Book Setup screen, select the Arrival Options button to display the Appointment Arrival Options window:
- In the Appointment Arrival Options window, click the Oral Health Survey button to open the Oral Health Surveys Configuration.
(This configuration is also accessible in the Patient's Chart tab on the Oral Health activity tab):
Refer to the Configuring Oral Health Surveys and it's sub-topics for details.
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Configuring Arrival Procedures for Terms and Conditions
Select Configure > Appointment Book, and in the Appointment Book Setup screen, select the Arrival Options button to display the Appointment Arrival Options window:
| Terms and Conditions | |
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| Check patient details every [x] months | Set how often to ask patients to check their details. Patient details are sent to Clinipad alongside every other request for a form or update, so this option only comes into its own if no other forms are due when the patient checks in. Note that 0 months = Don’t check patient details. From v11.6 this configuration is no longer in the Configure > Patient File screen |
| Terms and Conditions Enabled | This check box toggles the entire Terms and Conditions feature on or off.  |
Who needs to sign a Terms and Conditions document:
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In the Appointment Arrival Options window, click the Contact Consent tab:
When checked, EXACT will display Contact Consent as a required task in the Arrivals Task List, if the patient has not yet given consent.
Contact Consent text
EXACT delivers a simple contact consent text template, but you can optionally edit this as required - simply click in the text box and edit it, or paste text from another application.
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If the Receptionist fails to capture Contact Consent at arrival, EXACT will then prompt again at departure, from the Departure Task List:
Accessing the Appointment Workflow Wizard
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This creates a template for the possible tasks in the Departure List that appears as a pane on the left side of the Main screen.
To configure the Departure Details screen
- Access the Appointment Workflow Wizard to display the first screen, the Departure Details:
Check the appropriate boxes on this screen. When you click Next >, the appropriate configuration screens will display.
Book a Planned Treatment Appointment
Prompt the Receptionist to schedule bookings based on the Providers' planned treatment on the chart.
Book a Recall Appointment for Treatment Complete Patients
Prompt the Receptionist to book future appointments for patients whose current treatment is completed, and for whom no further treatment has been planned on the chart. This is only selectable if your Manage Recalls parameters are configured.
Process a Payment
Prompt the Receptionist to process patient payments. This by default includes all invoiced amounts, and can be configured to include completed, un-invoiced treatments, and planned treatments.
Prompt for Email Address or Mobile Phone, if Missing Prompt the Receptionist to ask for details if a patient's email address is missing, or mobile phone number is missing from the records. Custom Options Prompt the Receptionist for custom reasons that are not by default included on the Departure Details screen. This could be any task that is relevant to the practice.
Configuring Planned Treatment Appointment
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When the patient moves through to reception to depart the practice, the Receptionist is prompted in the Departure List to schedule these planned treatment appointments, following the Provider's guidelines.
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To configure Planned Treatment Appointment departure tasks
- Access the Appointment Workflow Wizard and check
Book a Planned Treatment Appointment.
- Book a Planned Treatment Appointment: Check / select this if you want patients with planned treatment appointments to book those appointments before leaving the Practice.
- Sending to the Follow Up Tab is an option to send unbooked appointments to a postponement area, for handling later (for example, if receptionists are expected to be exceptionally busy):
- Select Prompt to have the system ask whether to send the unbooked appointment to the Follow Up tab.
- Select Always to send unbooked appointments to the Follow Up tab anyway.
- Select Never if you do not want to configure this option.
- When Providers specify appointment requirements, they may include a booking interval - the minimum time required before the next appointment. These intervals carry through to the display on the Departure List, where the EXACT software calculates and displays the first available time slot in the appointment book. EXACT uses the default booking interval unless a Provider manually specifies otherwise. the default options are from 1-7 days, and then 2 weeks, 3 weeks, or 4 weeks.
For example, today the patient has had a crown preparation visit, and Lab work is now required. There is no point in re-booking the patient for the crown fitting before the Lab work has been completed, so a minimum interval must be specified, anticipating the Lab work duration.
- No further configuration is required for Planned Treatment Appointments. Click Next> or Finish.
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This is checked by default
However, this functionality is resource-intensive, so if your system struggles to cope, you may opt to un-check this box. When un-checked
NOTE: Users with appropriate permissions can achieve the same result by enabling the Configure > Settings > patret.disable first available hyperlink option:
Summary: If your system is performing well you need do nothing.
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To configure Treatment Completed departure tasks
- Access the Appointment Workflow Wizard, and check Book a Recall Appointment for treatment Complete patients:
- No other configuration is necessary. Click Next >.
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To configure for payment processing in the Appointment Workflow
- Access the Appointment Workflow Wizard, and check the process a Payment checkbox:
- When you click Next, you will be prompted for further details:
By default, the receptionist will be prompted to process all treatments for which the patient has already been invoiced.
Select
Planned Treatment to also prompt for payment processing of planned treatments that have not yet been invoiced.Select
Completed Treatment to also prompt for payment processing of completed treatments that have not yet been invoiced.
For Invoiced Treatment, select one of two options:The Balance payment is based simply on what the patient owes overall (this is selected by default).
The Open Invoice payment is based on particular invoice payments that are due, irrespective of the patient overall balance. Even if the patient balance is positive, they may still need to pay against an open invoice.
Let's look at an example where the patient has an overall positive balance, but may still be required to pay against a particular open invoice:
- Select Next or Finish.
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This task relates to blank Email and/or Mobile Phone fields in the patient record. If either of these change for a patient, EXACT has no way of knowing, and will not create a task in the Departures Task List. To cover this possibility, you could configure a Custom task to "Ask patient if any contact details have changed."
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To configure a Departure List prompt for Email Address or Mobile number
Access the Appointment Workflow Wizard, select the Email and Phone options, and select Next / Finish.
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To configure Custom Options in the Departure List:
- Access the Appointment Workflow Wizard, and in the Departure Details screen, select Custom Options:
- Click Next >
- Depending on your configuration selections, you may need to configure other screens first, but you will come to the Custom Options screen, from which you need to select the
button:
- When the Add Custom Option screen displays, complete the fields to create your custom task for the Receptionist to process. For example:
Type a Description (up to 25 characters) and free text Notes, in a way that will be understandable when later displaying on the Departure List.
- Select Patients by Query Template. Select a template using the
or 
buttons (the latter will allow you to create a new query, if required). - Select OK.
The new custom task displays in the Custom Options window, from where you can use the buttons to Edit selected, Add another task, or Delete the selected:
- Click Finish. This task will now appear in the Departure List.
Selecting Patients by means of Query Templates
At various points in EXACT you can select patients by means of Query Templates, which are saved queries/searches.
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- Open Configure > User Settings.
- Select the User (in this example, "DEMO"):
- Under the Appointments area, check (tick) Hide Appointment Workflow:
(You will only see this checkbox if you have EXACT version 11.3 or later, and the Appointment Workflow has been enabled under Configure > Practice Settings)
- Click the Save button at the top of the page:
- NOTE: If the User is logged on, he/she will need to close and re-open the Main (Appointment) screen to see the change.
To close:
