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- This option requires that your software is enabled for Single Column Appointment Book
- The Appointment Colour Status option is not available in Single Column Appointment Book
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The main parts to the single column appointment book:
| The Provider Area – select the provider, restrict appointment times, access the View Month area, and configure the appointment book parameters for the selected provider. | |
| The View Week Area, displaying a graphical representation of the appointments booked for the days of the week (the columns are hours of the day). | |
| The View Day Area, displaying the patients booked for the selected day. | |
| The Appointment Book Tools – additional options: | |
| To delete appointments, drag them onto this Bin. | |
| To copy an appointment, drag it onto this Clipboard (the Clipboard is a temporary storage place used to move appointments to a new time or date not currently visible on the screen). | |
| To open the patient file for the selected appointment, click this Edit patient button. | |
| To process payments for the selected appointment, click this Payment button. | |
| To print a list of scheduled appointments for the selected provider(s) and date(s), click this Print button. | |
Provider Area
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| Click to Restrict Appointment Times in the Single Column Appointment Book |
| Click to edit the parameters for the Single Column Appointment Book |
| Click for the Month View rather than the Week View. |
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Your appointment book will display automatically if
- you are logged into EXACT as a provider, and
- an appointment book is opened from the File menu.
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- Click the
button to the right of the header bar.
- This will display the "Restrict Appointment Times" window.
Here you have a number of options:
- Click the Create Block Rota button to Set up a Rota that specifies when the Provider is available and unavailable in a weekly cycle to be repeated for a specified number of rotations .
- Click the Create Block, Clinic or Roster button to open the Add Extra Block window from which you can set up the blocks for the times the provider will be unavailable.
- Click the Extend Block Rota button to extend the weekly rotations for the defined Block Rota.
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Lighter colours are easier to work with than very dark hues as they make text and symbols more readily visible.
You can change the change the colours if the chosen colours are unsuitable.
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- In the appointment book, click the Parameters button:
This will open the Edit Single Appointment Book Parameters dialogue. - Click the Set Colour button
next to the parameter for which you wish to change the colour. - The standard Color window displays:
- Select a standard colour in the Basic colors section.
- If you then want to have a lighter/darker shade of a standard colour, click the colour, then drag the slider on the far right up or down, or click on the graduated bar until the shade you want is displayed in the
box.
If you wish to save this colour for the duration of your current computer session, click the
button. - You can also select a colour by clicking in the colour palette, or by entering numbers in the area to the bottom right. You will notice the box above changes colour.
- If you are not selecting a basic colour, and wish to set the same colour in another provider's book, save it as a custom colour.
NOTE: It is prudent to write down the Red, Green and Blue colour settings numbers, in case the custom colour is overwritten or not saved ("Add to Custom Colors" only works for the current computer session).
- Click the
button to save your changes.
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Also shown on the appointment are the appointment status, and icons to show the status of any contacts made with the patient by telephone, SMS and email.
To edit an appointment that is displayed in the Single Column Appointment Book
Double-click the appointment time to display the Edit Appointment window.
Appointment Status
Each appointment has a Status box in the top left corner, with status indicators of the patient's current stage in the appointment workflow: 
If a patient does not arrive there is also a Failed to Arrive (FTA) icon: 
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These icons are especially significant for practices that use the appointment workflow to track and process patients through the practice.
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Status | Trigger for colour change | Icon |
Booked | Appointment is scheduled in the appointment book |
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Confirmed | The Receptionist clicks the existing box in the top right hand corner of the appointment. This can also be auto-checked / enabled by means of the automated SMS confirmation. |
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Late | The system time clock reaches the time of the appointment + 1 minute: | - |
Arrived | The Receptionist clicks the existing box in the top right hand corner of the appointment |
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Seated in Chair | Dentist/Hygienist digitally "moves patient to Chair" |
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Treatment Complete | The Dentist / Hygienist completes Treatment, or... The Receptionist clicks the existing box in the top right hand corner of the appointment. |
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Checked out | Treatment is completed and the patient has left the surgery, so the Receptionists clicks the existing box in the top right hand corner of the appointment |
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F.T.A | Patient has failed to attend their dental appointment (automatic process) |
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Moved | Appointment has been moved. |
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Deleted | Appointment Deleted Only visible if the Show Audit checkbox is checked |
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Resetting the appointment status
Requires EXACT v12.2 or later.
It is possible to manually reset or change a patient's appointment workflow status to either
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IMPORTANT: When you reset the appointment status EXACT resets its expectation of where that patient is in the practice and what actions are applicable to that patient's current stage of the workflow.
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You'll see the status icon in the appointment change: _ Booked
EXACT expects that this patient has not yet arrived in reception.
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You'll see the status icon in the appointment change: _ Booked
EXACT expects that this patient has not yet arrived in reception.
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You'll see the status icon in the appointment change: _ Arrived
EXACT expects that this patient has been through the Arrivals process and is queued, awaiting treatment by the Provider.
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You'll see the status icon in the appointment change: _ In the chair
EXACT expects that this patient is in the chair being treated by the Provider.
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You'll see the status icon in the appointment change: _ Complete
EXACT expects that this patient has been treated and moved to Reception, and pops up the patients Departure Task List, where applicable.
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You'll see the status icon in the appointment change: _ Checked out
EXACT expects that this patient has been processed through departure and left the practice.
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Double-click the View Month button on the Provider Bar:
The View Month area displays an overview of booking information for the selected provider.
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The colours are as specified in the Configure Parameters screen for the Single Column Appointment Book.
Typical values:
Unavailable Provider Time | Light Grey |
Available time not yet booked | Light Yellow |
Attended and Completed Appointments | Dark Grey |
Future Appointments | Blue |
Failed Appointments | Bright Green |
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Viewing More than one Single Column Appointment Book at the Same Time
If you have a screen resolution of 800 x 600 or greater you can view two or possibly three appointment books at once.
- Open the first appointment book as you would normally.
- From the ‘File’ menu, select Appointments > Single Column Appointment Book...
This will open a second appointment book that hides the one currently displayed. - From the ‘Window’ menu, select ‘Tile’:
- EXACT will evenly arrange all the windows you have open within the program to display on screen together.
- If the scroll bars and arrows to the right of the ‘View Week’ and ‘View Day’ areas do not appear, click your mouse once on the window frame bar of each appointment book displayed. The scroll bars and arrows will then appear.
TIPS:
- When two or more appointment books are displayed on screen at the same time, they may be viewing different dates.
- With more than one appointment book on the screen, sometimes the tool buttons on the bottom of the book may not be displayed correctly. If a button you wish to use is obscured, temporarily maximise the book using the
button in the upper right corner of the book