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To configure automated prompts in the Departure List that the Receptionist needs to act upon
Access the Appointment Workflow Wizard and then configure from the Departure Details screen for any or all of these options:
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Prompt the Receptionist for custom reasons that are not by default included on the Departure Details screen. For example:
- To wish the patient Happy Birthday for birthdays in the following week.
- To issue a brochure on practice special offers for the next 6 months.
- To issue a list of services offered by the practice.
- To discuss discounts offered for patient referrals.
- To direct patients to the comprehensive practice website where they can view special offers and be further educated on the benefits of various dental services.
- To sign-up the patient for a newsletter.
- To request the patient complete an evaluation form on the practice's customer service.
Configuring Appointment Arrival Options
Configure arrival options from a single Appointment Arrival Options screen:
- 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.
To configure Appointment Arrival options
- Select Configure > Appointment Book.
- In the Appointment Book Setup screen, select the Arrival Options button:
- Configure the Appointment Arrival Options window as described in the images below and in the hyperlinked topics:
With Terms and Conditions tab selected:
With Terms and Conditions tab selected:
With Contact Consent tab selected:
With Patient Data Use Disclaimer selected
Clinipad software includes a default (but editable) disclaimer on the use of patient data.
By default this is shown to the patient in the Clinipad patient demographic form, but it can be optionally de-activated / hidden.
To view or edit the Patient Data Use Disclaimer
- Select Configuration > Appointment Book.
- In the Appointment Books window, click the Arrival Options button to display the Appointment Arrival Options window:
The option to Show patient information on data use is ticked by default.
- Edit the text if required (TIP: copy and save it first).
Note that Superusers can also edit and save the text by means of this setting: clinipad.patient.data.disclaimer.
- To reinstate the original text after editing, either
- Be sure to copy it before editing, then paste it back.
or
- Delete all text then click OK to close the window. When you re-open the window the original text will be reinstated. However, the checkbox will be have been de-selected to guard against you adding a blank page to Clinipad, so you also need to Tick the checkbox again to continue using Patient Data Use
To stop displaying Patient Data Use text to patients
Deselect the checkbox:
To reinstate the original Patient Data Use text
- Delete all text.
- Click OK.
When you re-open Clinipad the original text will be reinstated.
However, the checkbox will be have been de-selected to guard against you adding a blank page to Clinipad.
- Tick the checkbox again to continue using Patient Data Use:
Configuring Arrival Procedures for Medical History
To configure arrival options for Medical History
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To configure automated prompts in the Departure List that the Receptionist needs to act upon
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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Configuring Appointment Arrival Options
Configure arrival options from a single Appointment Arrival Options screen:
- 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.
To configure Appointment Arrival options
- Select Configure > Appointment Book.
- In the Appointment Book Setup screen, select the Arrival Options button:
- Configure the Appointment Arrival Options window as described in the images below and in the hyperlinked topics:
With Terms and Conditions tab selected:
With Terms and Conditions tab selected:
With Contact Consent tab selected:
With Patient Data Use Disclaimer selected
Clinipad software includes a default (but editable) disclaimer on the use of patient data.
By default this is shown to the patient in the Clinipad patient demographic form, but it can be optionally de-activated / hidden.
To view or edit the Patient Data Use Disclaimer
- Select Configuration > Appointment Book.
- In the Appointment Books window, click the Arrival Options button to display the Appointment Arrival Options window:
The option to Show patient information on data use is ticked by default.
- Edit the text if required (TIP: copy and save it first).
Note that Superusers can also edit and save the text by means of this setting: clinipad.patient.data.disclaimer.
- To reinstate the original text after editing, either
- Be sure to copy it before editing, then paste it back.
or
- Delete all text then click OK to close the window. When you re-open the window the original text will be reinstated. However, the checkbox will be have been de-selected to guard against you adding a blank page to Clinipad, so you also need to Tick the checkbox again to continue using Patient Data Use
To stop displaying Patient Data Use text to patients
Deselect the checkbox:
To reinstate the original Patient Data Use text
- Delete all text.
- Click OK.
When you re-open Clinipad the original text will be reinstated.
However, the checkbox will be have been de-selected to guard against you adding a blank page to Clinipad.
- Tick the checkbox again to continue using Patient Data Use:
Configuring Arrival Procedures for Medical History
To configure arrival options for Medical History
Select Configure > Appointment Book, and in the Appointment Book Setup screen, select the Arrival Options button to display the Appointment Arrival Options window:
Medical History configuration
By default the Arrival screen shows the Medical History prompt as ticked:
Receptionists can un-tick this field if it proves unnecessary.
Background:
This default setting is controlled per patient from the Medical History Configuration screen.
To configure Arrival procedures for Medical History
Select either
Configure > Appointment Book > Arrival Options > Medical History
or
Patient File > Medical (tab) > 
:
The Alert if Medical History is [x] months overdue field is by default set to a value of 1.
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.
Configuring Arrival Procedures for Contact Consent
- Select Configure > Appointment Book, and in the Appointment Book Setup screen, select the Arrival Options button to
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- display the Appointment Arrival Options window.
- In the Appointment Arrival Options window, select the Contact Consent tab:
In the Appointment Arrival Options window, click the Contact Consent tab:
Medical History configuration
By default the Arrival screen shows the Medical History prompt as ticked:
Receptionists can un-tick this field if it proves unnecessary.
Background:
This default setting is controlled per patient from the Medical History Configuration screen.
To configure Arrival procedures for Medical History
Select either
Configure > Appointment Book > Arrival Options > Medical History
or
Patient File > Medical (tab) > :
The Alert if Medical History is [x] months overdue field is by default set to a value of 1.
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.
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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Configuring Arrival Procedures for Oral Health Survey
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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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Type the changes or paste (CTRL+V) from an existing terms and conditions document.
Formatting is limited to spacing and carriage returns.
Configuring Arrival Procedures for Contact Consent
- 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, select the Contact Consent tab:
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:
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- 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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- 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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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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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:
