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- From the appointment book View Day area, double-click on an available appointment time
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- Double-click on the Clipboard.
- Select the patient that requires an appointment using the normal code search procedures to open the Edit Appointment window:
The patient’s personal details are displayed on this window.
Also displayed are the following:
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. |
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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)
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- Double-click the appointment in the appointment book.
- In the Edit Appointment window, click the Service dropdown and select a service.
- Select the Save button.
SEE ALSO: Removing services from Appointment Book Quick Service
To enter Services into a patient appointment
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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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| 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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Making an Appointment for a New Patient
- 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.
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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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To double-book an appointment
- Double-click on the Clipboard to open the Edit Appointment window.
- Select the required patient.
- Enter the required appointment details (services, provider, length, notes etc.)
- In the Appointment Time field type the time for the appointment, as shown below.
(Remember to use am or pm at the end of the time, if using the 12-hour clock)
- Click the Save button. The appointment will now be saved at the Time specified.
You will notice that the View Week and View Day area will change to a different colour for the time these appointments overlap. This clearly identifies any double booking when looking through the appointment book (shown as bright green in the example below).
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