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Chart Graphic | The graphics box dictates how the Service will be charted and displayed on the Tooth Chart.
Some chart graphics are not editable:
Others are partially editable and you can choose the colour only:
Select graphic and it's colour:
Examples of available graphics: | |
Filling
| Use your mouse to chart fillings on different surfaces. Click a tooth surface with the left mouse button to chart a one-surface filling. Click a tooth surface with your right mouse button to add additional surfaces to the existing filling. | |
Crown
| Click to creates a coloured circle around the tooth as shown. | |
Bridge
| Create a series of tooth graphics with lines joining them. Use your right mouse button to select the teeth for the Denture. | |
Tooth Frame
| This outlines the tooth sections. | |
Extraction
| Initially this graphic is a diagonal line through the tooth. When the extraction has been completed a cross will appear through the tooth and the tooth graphic will disappear from the display. | |
Tooth Specific
| This graphic will note the code of the Service either above or below the tooth but will not change the graphical appearance of the tooth. This graphic type is ideal to use when entering notes for a particular tooth. | |
Eruption
| The Tooth Frame becomes pale indicating the tooth is unerupted. In the case of exfoliated deciduous teeth the tooth graphic will disappear. Hold your mouse cursor over a tooth that is either unerupted or exfoliated to display a tool tip confirming this.
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Up, Down, Left and Right Arrows
| Use these graphics primarily to indicate tooth movement but you can also use them to chart supernumerary teeth. | |
None | Use this graphic to chart Services that cannot or do not require a graphic. Chart by double-clicking the Service, which is then added to the current treatment plan area but is not displayed on the Tooth. Use this graphic type for general Services such as; exams, x-rays and scalings, that are not specific to a particular tooth. | |
Character
| Use this graphic to chart characters on a tooth, rather than use any of the other available graphics, e.g. a crown graphic could be replaced with CR, or a root filling RF. Characters are limited to 2 letters only. When you select the character graphic an additional Characters field becomes available. To create a character; click into this box and type in the required characters. | |
Drawing | This graphic will allow drawing on the tooth in the tooth chart, e.g. tooth jewellery. Select the service and click a tooth to see a 3D representation of the tooth which appears with a colour and size selection available. Simply draw the desired shape on the tooth and click OK. This will not be visible on the initial tooth chart but will be visible on the 3D tooth chart
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Invoice Summary | The Invoice Summary field can display a summary group for the Service for reporting purposes. This requires setting up for each related Service. Advantage of setting up Invoice Summary groups: the Invoice Summary Report (see the appropriate Reports Tutorial) can then be run to identify the total amount invoiced for different groups of related Services, e.g. the total amount invoiced for Crown and Bridgework in a specified period, or the total amount invoiced for Hygiene Services. Click in this field to display the List button or scroll box from which you can select or add the appropriate Invoice Summary group to the available list. | |
Watch Type | A Watch Type also summarises Services into groups for assistance in clinical patient management. If a treatment is allocated a Watch Type (for example x-rays) within the Watch tab of the Patient Chart screen, all x-ray Services that have been allocated the Watch Type will be listed in date order under the Watch Tab. Advantage: By selecting a particular Watch Type in the chart you can view a condensed treatment history of a certain group of Services. For example, for x-rays you will save time time when wanting to check the date last x-rays were taken, or whether x-rays exist of a particular tooth. You can set up multiple Watch Types. Typical examples include Perio, fillings, crowns, and examinations. | |
Failure Category | If applicable, specify a Failure Category. Failure Categories are attached to services for which a failure is used for clinical audits. The Failure Categories can be viewed and edited via any of the screens on which services are listed, such as the Service List tab in the Patient Chart, or you can access services directly from the Configure > Services menu item. | |
List in Chart tab | With the checkbox ticked, this Service displays in the Chart Tab in the patient file. Ensure that this is ticked if you currently provide the selected Service. If you do not currently provide this service but it has been provided in the past, or you intend using it in the future, un-tick the checkbox. This removes the Service from the list in the Chart Tab but the service still exists in the | |
Only for Provider | This field is only used if only one provider provides this Service, for example an Orthodontist would be the only provider needing to view orthodontic codes. Only the provider specified in this field will see this Service in the list of Services displayed in the Chart Tab. | |
List in Appointment Book Quick Services | If you tick this checkbox, the Service will not display in the chart tab but for appointment booking purposes will show in the Quick Service dropdown menu in the Edit Appointment window (e.g. Tooth Ache). Receptionists can then quickly select the service while editing an appointment. | |
| Appointment Category | Optionally specify an appointment category for colour grouping in the appointment book. This field allows treatments to be grouped under Appointment categories, which can then be displayed as different colour blocks in the Appointment book, if this feature has been activated. This can then identify the type of Service/treatment booked in the View Week Area in the Appointment book. This option is also used in conjunction with ‘Clinics’ to ensure certain treatments are booked at appropriate times. From the Services List Details tab you can specify, add, edit and delete Appointment Categories:
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| Appointment Length | field indicates the usual appointment length required to complete the Service. This length can be changed at the time of charting or booking the appointment. | |
The Service list grid behaves similarly to the Edit appointment window, but the appointment interval time does not adhere to the appointment book time interval rules because services are not directly associated with an appointment book. The time interval defaults to 5 minute intervals. If the grid is not visible, and the multi column Appointment book is being used, check the Appointment book configuration and tick [ ] Coordinated Duties. This grid defines which type of provider is required at various stages of an appointment, and is generally used to co-ordinate appointments between the dentist and hygienist. Clicking in a box will colour that box red, identifying that provider type is required for the selected time of the appointment. The light grey lines represent 5 minutes and dark grey 10 minutes. The Red Blocks show the time the patient will spend with each provider. The Start Time and Length indicators display information for a Red Block. Simply position the mouse pointer over a block and details will appear. In the image above both the dentist and hygienist are required. The hygienist will treat the patient for the first 20 minutes, followed by a 10 minute gap and then followed by 10 minutes of treatment with the dentist. | ||
| Auto | The Auto Charting fields enable you to select up to five other services that will also be charted with the current service. These services will automatically inherit any features of the original item, such as quantity and tooth notation. To select each service, click in the field, and use the
Auto charting does not occur when an item is charted as part of a Quickplan. | |
| Custom Screen | Use this field to associate a specific custom screen with the service. Custom screens can be a useful way of making sure that clinical notes are entered relating to a service, for example, recording root canal measurements. Click the selector to open the View Custom Screens window, from where you can select an existing custom screen, create a new one or edit an existing screen.
Popup selector Use the Popup button to set one of three possible statuses for this custom screen:
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| Stock Items |
Discount allowed - check (tick) to allow it List as Stock Item - check (tick) so that
Number in Stock - the current inventory Full Stock Number - how many there should be when this item is fully stocked The difference in the two figures is the number that your practice should order. Barcode Number - if the stock item has a barcode number it can be recorded here. | |
| Categories | Services can be grouped into Categories to enable smaller, more manageable subsets of the complete Service list. e.g. crown and bridgework, cosmetic work, hygiene treatments, frequently used private Services. You can see this in the Chart tab where it helps dentists to quickly locate and use categorised services:
A Service can belong to more than one category. To manage Service Categories:
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| Payor Code | Enter a code as a means to identify this service to a payor when claiming for treatment. | |
| Code | This is a display-only field where you can see the code that this item will show on the Service Items list. To alter it, use the Code field at the top of this window:
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There are three price codes within EXACT: 1, 2 and 3, as shown in the Service Items Fee tab. Each price code can have a different fee assigned. Price codes are used to set different fee levels. An example of how the price code levels can be assigned is shown below:
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- Failure Categories are attached to those services for which a failure is used for clinical audits. The Failure Categories can be viewed and edited via any of the screens on which services are listed, such as the Service List tab in the Patient Chart, or you can access services directly from the Configure > Services menu item.
See Explanation of Failure Categories for further information.
- Once you have accessed the Services list, select the required service, then either double-click it, or click the Edit Details
button. - The Failure Category is displayed on the Service Details tab:
- To add a Failure Category or change the existing one, click in the Failure Category field, and select the required category using the
or 
button. The button will display the View Failure Categories window, as shown above.- The Failure Categories shown above are those that shipped with EXACT, and are all BACD categories.
- To create your own categories, click the
button, which will display the Add Failure Category Details window. - To edit a Failure Category, or view the Failure Modes for the category, click the Edit Details button, which will display the Edit Failure Category Details window.
- When you have finished in the View Failure Categories window, click the OK button to save any changes you may have made, or the Cancel button to exit without saving.
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Click the [+1] button in the View Failure Categories window, which will display the Add Failure Category Details window:
Failure Category Name | Click in the field and enter a name for the new Failure Category; this must be unique to distinguish it from other Category codes. |
[ ] BACD Category | If (and only if) this Failure category is an official BACD category, click the checkbox. Do NOT delete the tick on BACD codes unless instructed to do so by the BACD. |
Failure Modes | This field is used to select the Failure Modes for this Category. Click in the field, and click the |
Editing Failure Category Details
Click the [e|d] button in the View Failure Categories window, which will display the Edit Failure Category Details window:
Failure Category Name | Click in the field and enter a name for the new Failure Category; this must be unique to distinguish it from other Category codes. |
[ ] BACD Category | If (and only if) this Failure category is an official BACD category, click the checkbox. Do NOT delete the tick on BACD codes unless instructed to do so by the BACD. |
Failure Modes | This field is used to select the Failure Modes for this Category. Click in the field, and click the |
Explanation of Failure Categories and Failure Modes
Standard (BACD) Failure Modes
Failure | Any complications that lead the patient to return to you. |
Aesthetic failure | A failure that the patient has made the provider aware of and wants correcting. |
Whitening | If the patient had unrealistic expectations and there is a visible colour change (3 or more Classic vita shade guide shift) one week post whitening then do not record as failure. |
Direct anterior bonding | Involves any composite material placed within the smile zone on the front six anterior teeth (upper or lower). |
Endodontic treatment | Unplanned endo that is carried out after the definitive restoration is fitted. It is recorded in the calendar year it is started irrespective of when the restoration was placed. |
Standard (BACD) Failure Categories
Direct anterior bonding | Upper and lower front 6 teeth, e.g. UL1, UL2, UL3, UR1, UR2, UR3, LL1, LL2, LL3, LR1, LR2, LR3. |
Posterior composite | Upper and lower for all teeth except anterior (see above). |
Crowns, inlays, onlays | Any crown, inlay or onlay which is not implant supported. |
Restored implant units | Implants that have been restored, i.e. definitive restorations fitted on the implants. |
Orthodontic cases | Number of patients who have had orthodontic treatment as part of their current treatment plan. |
Lingual orthodontic cases | Number of patients who have had lingual braces as part of their current treatment plan |
Labial orthodontic cases | Number of patients who have had labial braces as part of their current treatment plan. |
Please note: if a patient has lingual braces in one arch and labial in another count it as one case and use the brace in the UPPER arch. | |
Invisalign orthodontic cases | Number of patients who have had Invisalign as part of their current treatment plan. |
Removable orthodontic cases | Number of patients who have had a removable orthodontic appliance to MOVE the teeth as part of their treatment plan (do not count appliances that are used to stop teeth from moving). |
Failure Modes for Failure Category Codes
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