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Introduction
This window is identical for both Single and Multi column appointment books and is used to book a new appointment or edit an existing appointment.
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Dentist and Hygienist Recall dates | The number to the right counts down the number of days until the patient’s recall is due. If this figure is negative the patient is overdue. |
Location | For a practice with configured Locations, select the Location for this patient appointment. See Also: Location Support for Online Booking |
Fee Estimate | This is the estimated fee of the selected appointment, based on the fees entered for planned services in the patient's charting. When an appointment is linked to charting, the fee estimate is the fee for the linked chart appointment. When the appointment is not linked to charting, the fee estimate is based on the appointment provider(s) private fees for the services listed in the appointment Services field. |
Patient Details Area
The patient’s Personal Details are displayed on this window.
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Dentist and Hygienist Recall dates | The number to the right counts down the number of days until the patient’s recall is due. If this figure is negative the patient is overdue. |
Fee Estimate | This is the estimated fee of the selected appointment, based on the fees entered for planned services in the patient's charting. When an appointment is linked to charting, the fee estimate is the fee for the linked chart appointment. When the appointment is not linked to charting, the fee estimate is based on the appointment |
Patient Tool Buttons
The tool bar is displayed across the top of the Patient file.
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| Select a patient | |
| View a patient’s transactions | |
| Edit a patient’s Details | |
| Enter a new patient. | |
| Link to other windows. | |
| Create a new Pop Up note; this will allow notes to be created. Relating specifically to the selected patient, they appear as pop up notes. The note could be to reception, or it could be a reminder note for Clinical staff regarding the patient’s next appointment. Any notes that are made are recorded in the ‘Notes’ tab, within the ‘Notes’ section. | |
| Used to record notes regarding any telephone conversation that may occur between the practice and the patient. These notes will be recorded within the ‘Contacts’ tab. This symbol is displayed in many different screens within EXACT. | |
| The BPE button displays the patient's highest BPE score. Mouseover for a summary. Click to open the BPE window for recording. See also Using the toolbar BPE button | |
Service Field (and Quick Services)
The convenience of appointment book Quick Services
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To increase/decrease the time allowed for the appointment, click in the Length Box and type in the new length. Time is entered in the format HH:MM. A 30-minute appointment would be typed as .30, and a 1 hour 20 minute appointment would be typed as 1.20. Alternatively you can use the 
arrows to increase or decrease the time in the box.
Category
This indicates the type or importance of the appointment. It is based on the service and is usually displayed automatically. It can be altered if necessary, using the scroll arrows, the 
button or 
. The appointment colour displayed in the ‘View Week’ area can also indicate the Category:
Dentist and Hygienist Fields
These fields show the patient’s usual providers, based on information entered when the patient was first registered in the program. The entries can be changed using either or the button to display and select options.
Planned Treatment
The Planned Treatment section displays any incomplete treatment for the selected patient.
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With the appointment selected, you can increase or decrease the time allowed if required, using the method described in Service.
Time
This is the current scheduled time of the appointment.
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If the appointment is created from the Clipboard this field will be blank until the appointment is dragged onto the View Day area.
Length
This is the length of time scheduled for this appointment, displayed in HH:MM format.
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- Click in the box and type in the new length
- Use the arrows to increase or decrease the time.
Fee Estimate
This is the estimated fee of the selected appointment, based on the fees entered for planned services in the patient's charting.
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When the appointment is not linked to charting, the fee estimate is based on the appointment provider(s) private fees for the services listed in the appointment Services field.
This Patient's Appointments
This box is a summary of all the patient’s past, present, and future appointments. This area displays the appointment date, time, provider, treatment and status.
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| Cancel the appointment. |
| Display who created the appointment and when it was created. |
| Edit the appointment. The 'Edit Appointment' window will update with the highlighted appointments details, ready for editing. |
| Print the selected patients’ next appointment or all future appointments. |
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Notes about this Appointment
These notes are used to communicate any details specifically about this appointment, between the provider and the person who is booking the appointment.
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The notes will be visible at Reception (Appointment Book) and also attached to the particular appointment within the Treatment plan:
Notes about this Patient
These notes are used to record information about the patient that is important to know when booking appointments for this patient.
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These notes are displayed in the Edit Appointment Window every time an appointment is booked for the patient.
Other Appointments Book Buttons
| Save button: Save the scheduled appointment details into the appointment book. |
| Cut to Clipboard button: Moves the selected appointment from the ‘View Day’ area to the Clipboard. This option is generally used to move a booked appointment to a different day. The appointment can remain on the Clipboard while a suitable day and time is located. The appointment can then be dragged from the Clipboard to that time. Appointments on the Clipboard are not saved if the appointment book is closed. From EXACT v12.2 onwards the Clipboard has a comprehensive right-click menu from which you can for example search for an appointment slot for the currently selected clipboard appointment, or search for appointment slots for all appointments in the clipboard. See also: Using the Clipboard | Searching for appointment slots using the Clipboard |
| Copy to Clipboard button: Outs a copy of the selected appointment from the ‘View Day’ area onto the Clipboard. This option is generally used if booking multiple appointments for the same patient, e.g. for a follow up check after an extraction or a series of appointments for Dentures. The details for the next appointment would then be edited by double-clicking on the appointment on the Clipboard, and selecting the required options. This edited appointment can then be dragged from the Clipboard to another time in the ‘View Day’ area. |
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New Patients Appointments
This functionality is identical for both Single and Multi-column appointment books.
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- Double-click on the Clipboard. This will display the ‘Edit Appointment’ window.
- Click on the
button on the Tool Bar as pictured below:
- This will display the Add Patient window:
- Enter the required details and click the
button to create the new patient record. - This will load the patient into the ‘Edit Appointment’ window with the details you have entered. You will notice the patient has a tick in the ‘1st Visit’ check box to identify this patient as a ‘New’ patient.
- The appointment details can now be entered as normal and saved, you can then find a suitable time found for the patient’s appointment by dragging from the clipboard to a convenient appointment time.
- When you book the patient into the appointment book you will notice a red star beside the patient’s name. This is the ‘New’ patient symbol so that when the patient arrives you know they are new and therefore need to complete a Medical History form.
Double Booking
This function is identical for both Single and Multi-column appointment books.
EXACT caters for booking more than one appointment in the same time-slot. These double booked times are clearly identified with the use of colour in the ‘View Week’ and ‘View Day’ area.
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Double-booked appointments are identifiable by bright colouring of the appointment block in the appointment book.
From EXACT version 11.3 SP5 onwards there is an option to configure Appointment Colour Status, where the appointment blocks are coloured according to the patient stage of care within the practice.
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If you can see the time to double book in the View Day area (such as 2.45pm in the above example), set up the appointment on the clipboard without entering a time and then drag it to the required appointment time.
Answering Patient Appointment Queries
This function is identical for both Single and Multi-column appointment books.
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