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IMPORTANT: If you change Patient File settings you need to restart EXACT to activate the changes.

To configure the Patient File

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The Patient File window has the following fields and controls:

Set Patient Triggers

(See Patient Triggers (Alerts) for detail)

Custom toolbar colours on the patient record or custom messages can alert users to certain patient conditions.

The feature uses the Patient Coloured Toolbars, the Pop Up Notes facility and query functions to pop up preset messages when certain query conditions are met.

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Example:
To easily identify child patients, create a query to identify patients under the age of 18.
The Patient Toolbar of the patients that meet the criteria in the query will be displayed in the pre-selected colour (see below).

See Patient Triggers (Alerts) for further details on this feature.

Default Patient Details

You can pre-populate data fields with defaults based on the most commonly entered options, so that for the majority of your patients you do not need to enter these details.

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Patient Code Format: Creates a Patient Code to identify a patient within EXACT, based on the surname and first name; the standard "6+1" format will use the first six letters of their surname and the the first letter of their firstname. For example, the code for John Smythe would be "SMYTHE J".
Subsequent patient codes with similar names will then be numbered, e.g., "SMYTHE J1", "SMYTHE J2", etc.

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This will display a window similar to the following example:
When a field is designated as mandatory, it is highlighted with a yellow background in the Patient screen. If fields are designated as ‘Mandatory’ it is not possible to save a new patient record unless every mandatory field is filled in during data entry. This does not necessarily mean that once the mandatory fields are entered that patient record is complete as far as EXACT is concerned. More details can be added later, at a more expedient time. For instance, if a new patient calls the practice to make an appointment, you can ask them over the phone for just the mandatory details such as name and a contact telephone number and enter this into EXACT to make an appointment. When the patient attends their first appointment, they could fill out a brief questionnaire with any other details you may require for their treatment, such as postal address, medical details, dental history, etc.

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Perio Options

This button sets up the ‘Perio’ tab in the Patient File:

It allows you to set up your preferences for what charts are displayed on the perio tab, and in what positions.
The DMF checkbox enables full Deciduous, Missing and Decayed indexing in the program.

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This button displays the window to allow you to set preferences for letters sent to patients who have been set up in EXACT as family members. You can specify rules for the practice which determine who is to be the recipient of any correspondence regarding patients who are dependants (children, elderly or infirm relatives, etc.). This can avoid mistakes where for example a child is sent an appointment reminder or other information that their parent or guardian is unaware of.

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This is only the default setting, and can be overridden at any time by clicking on the Permanent/Deciduous switch on the patient chart.

Default Perm Teeth Unerupted

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To set up a custom questionnaire

In the Patient File Configuration screen, you can specify that you wish to use a custom screen of predefined questions for the patient's Medical Tab.

To set up predefined questions for a custom Medical Questionnaire:

1. Use the Custom Screens window in the Configure menu, to create a new questionnaire or modify an existing one.
2. Go to the Patient File Configuration screen, and ensure that the checkbox in the Enable preset medical questionnaire field is not ticked.
3. At the Enable Custom Medical Questionnaire field, enter (or select from the drop-down menu) the custom screen to use.
4. In the field for Alert if medical notes [ ] months overdue, set the number of months; this is used to keep the medical questionnaire information current (see below).
5. Click the OK button in the Patient File Configuration screen to save the changes.

   Now the Medical Tab in the Patient File will have a Med Questions button , which when clicked will open the custom screen of medical questions you have created. Each time the patient medical questions are saved, the current date is recorded. If this date is not set, or is older than the value in the "Alert if medical notes x months overdue" field, an alert appears at the top of the Patient File as a reminder to have the patient fill in a new questionnaire.

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Setting up a Custom Medical Questionaire

1. Use the 'Custom Screens' window in the Configure menu, to create a new questionnaire or modify an existing one.
2. Go to the Patient File Configuration screen, and make sure the checkbox in the "Enable preset medical questionnaire" field is not ticked.
3. At the "Enable Custom Medical Questionnaire" field, enter (or select from the drop-down menu) the custom screen to use.
4. In the field for Alert if [ ] months overdue, set the number of months; this is used to keep the medical questionnaire information current (see below).
5. Click the OK button in the Patient File Configuration screen to save the changes.

   Now the Medical Tab in the Patient File will have a button, which when clicked will open the custom screen of medical questions you have created. Each time the patient medical questions are saved, the current date is recorded. If this date is not set, or is older than the value in the "Alert if medical notes x months overdue" field, an alert appears at the top of the Patient File as a reminder to have the patient fill in a new questionnaire.