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Users can review Medical Histories and record them as reviewed
From v11.10 EXACT includes a means of recording that Medical History records have been Reviewed.
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The most important medical information has been migrated out of the medical interface into the toolbar, so that it is visible from anywhere in the EXACT interface:
From any tab in the interface, hover your mouse cursor over the medical icon in the button bar:
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The Medical tab is available by default in EXACT.
Enhanced functionality is available from EXACT version 10.16. An upgrade to earlier version to v0.16 or later includes automated mapping of previous to new functions. For example:
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The Medical Tab screen layout
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| The Workspace Bar This is customisable, and you can Hide/Show it |
| The patient toolbar, with functions that are independent of tabs |
| Tabs |
| Medical Record Status, showing clearly if the patient records are in-date or not |
| Update patient Medical History Form - this is a detailed pop-up form with checkboxes |
| Add a Medical Note - these Notes will then display in the list on the Medical tab |
| Medical History List - this is a summary of the medical issues and notes, viewable in the Medical tab screen |
| Show an Audit Trail of voided Medical History items |
| Change default doctor or add a new doctor for patient |
| Configure the Medical History Form (requires permission to the Configure-Patient File screen) |
| View details of the highlighted list item, or edit it. |
| Specify patient Next Of Kin |
| View patient Anaesthetic Preference |
| Define the Medical Status Icon (appears in the patient toolbar above). Note: Hover the mouse cursor over this icon to see the Medical History (tooltip) |
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Marking medical records as Reviewed
From v11.10 EXACT includes a means of recording that Medical History records have been Reviewed.
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The medical Status icon is an important feature of the EXACT interface, providing instant medical status information, and functioning as a launch point for the Medical History (Tooltip).
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The flashing property of this icon can be activated or de-activated per EXACT system user.
- Select Configure > User settings...
- From the user Settings screen, under the Patient File area, select or de-select the Med Alert Flashing field:
- Re-start EXACT for the settings to take effect.
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Because there needs to be a complete audit trail of Medical Notes, the software does not allow deletion.
However, from EXACT version 11, Medical Notes can be edited in a way to hide them from the Medical History tooltip.
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Entry Date | This defaults to today's date when you open the dialog. | |
Entry Time | This defaults to the time the 'Add Notes' dialog was first accessed. | |
Entered By | This defaults to the name of the currently logged-in user. | |
Pop-up Note | Click this checkbox box if the note is to be a pop-up note. This will cause the note to be displayed whenever the patient's record is accessed in EXACT. When 'Pop-up Note' is selected, the pop-up options below become active. (See also To Create a Pop Up Note) | |
Colour | Applies to pop-up notes, and allows you to select a background colour for the note from the drop-down menu. | |
Pop-up Options | Click this button to view and select the options governing the pop-up note's behaviour - when it is to be displayed (based on which trigger/s), and for which EXACT users. | |
Notes | You can choose a note type by clicking on the appropriate icon above the entry box: | |
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| Click a pre-set Quick Note template name in the list at the right, then click the 'Move Left' button to add the note text to the text box. You can then edit the text as required. | |
When you have finished with the 'Add Note' dialog, click the | ||
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Click the 
'spanner' button to open the Medical History Configuration dialog, where you can specify the custom screen used for the medical questionnaire, and customise other settings.
Customising the display for the Medical History List
- Click
to display the Column Settings window
- Follow the instructions in the window and then click OK.
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- Select the listed item (except for prescriptions).
- Click the Edit icon
and then update the screen that displays (this is the same as that item's initial creation screen).The edit item will be saved with the current date and time, and the current user login.
Viewing FULL or SUMMARISED Medical History List
The Medical History List is often complex and large. To facilitate this form fitting on the screen, by default EXACT displays a summarised version, with just the ticked fields listed.
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You may wish instead to print out a questionnaire and have the patient fill it out before the appointment, and you can then enter the results into EXACT at a later time.
To update a patient's Medical History
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Printing patient details, with Medical History
Upgrades to this report:
EXACT v12.3 SP5
From EXACT v11.3 SP5 there is an option to print an audit trail of all medical history entries for a patient, by means of the Include all medical history checkbox in the Print Patient Details screen.
EXACT v12.8
From v12.8 the Print Patient Details dialog has a checkbox option to 
Include Pricing. This is a sub-option underneath 
Print patient Transactions and applies to ALL Pricing:
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The standard Patient Details Report historically had option of hiding prices, so practices that did not want to print prices had to choose the No$ layout file, which shipped as a selectable layout within EXACT.
These practices are now able to use the default Print Patient Details Report. To this end, on upgrade to v12.8 the EXACT software automatically switches to the new SOEstd1.408 layout even if the practice is using a customised PRX.
IMPORTANT: EXACT automatically switches the VREPORT.layout value to SOEstd1.408, even if your practice is using a customised PRX for VREPORT.layout. If this applies to you and you wish to continue using your custom PRX, you will need to manually switch back to your custom PRX layout after upgrading.
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| Select this option to print a summary of the patient's medical details, including medical history, their medical record (or a note to say if it has not been initialised); any infectious notes, current medication, and any medical notes. |
| This is intended for audit purposes, and not for transferring data to another clinician. If you check this checkbox, the printout will have ALL historical medical history entries, including those that were changed within the same day (whether from error correction or update). |
| This option will print any patient notes (as recorded on the Notes Tab of the Patient Details window). |
| Select this option for a summary of the patient's transactions, including invoices, receipts, estimates, etc., and what treatment the transactions relate to. |
| Show the prices of services on the report. |
| Click this option for a summary of the patient's treatment history, including historical and current treatment and their charges. If you wish to include individual Chart only items (those items recorded on a patient's chart to represent existing conditions), and/or voided treatment items, click the appropriate checkbox. |
| Click this option to print a representation of the patient's tooth chart, using the checkboxes to choose to show either deciduous or permanent teeth or both. |
| Click on this checkbox if you wish to include the patient's DMF (Decayed, Missing, Filled) scores from their Perio tab. |
| Click on this checkbox to include the current patient's Basic Periodontal Exam score in the Patient Details report. |
| Tick this option to display/print the patient's appointment dates, times, which provider the appointment was with, and the appointment status. |
| Click the 'Print' button to send a copy of the Patient Details to the printer. |
| Click the 'Preview' button to view the Patient Details on the screen. If you wish to print the details after viewing them, there is another 'Print' button on the Preview screen, or you can print an individual page of the preview screen. |
| Click the 'Email' button if you wish to email the patient details to the patient, with a copy to the specialist if required. |
| Click the 'Export' button if you wish to export the report from EXACT as a 'csv' file, to be opened by other applications such as a spreadsheet program. |
| If you wish to exit from the 'Print Patient Details' dialog, click this button. |
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Printing an Audit of All Medical History
(EXACT v11.3 SP5 and later)
This is intended for audit purposes, and not for transferring data to another clinician.
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IMPORTANT: If youwant to change your Fixed Medical History Form between Simple, Default and Advanced be aware that prior medical history information will not be retained on the new form, which will start from blank. 
(EXACT will warn you of this fact when you attempt to change)
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- Select either
Configure > Appointment Book > Arrival Options > Medical History
or
Patient File > Medical (tab) >
:
Users without permissions to the Configure-Patient File screen will not see this configure icon.
This screen includes custom settings per user that were previously configurable in User Settings.
- Decide whether to use a Custom medical history form or a Fixed template.
----If Custom---- - Specify the custom screen used for the medical questionnaire (the system comes with a default screen, but this can be customised or you can create new screen options by means of the Configure > Custom Screens menu item):
Choose the required Medical Questionnaire by either
- Entering the appropriate code, or
- Using the
(up/down) buttons, or - Click the
(List) button to display the available options, select an option, and then click OK:
This questionnaire has been configured from the Patient File Configuration > Custom Medical Questionnaire.TIP: If you need to create a new custom screen, or edit an existing one, you can do this (provided you have the appropriate security permissions) via the Configure > Custom Screens menu item.
----If Fixed---- - Select the Fixed Medical History radio button. You'll see that the drop down menu becomes accessible:
- Select either Simple, Default or Advanced option from the drop down menu (see screen samples further down this page):
Default is available from v11.3 SP5.
If you use Simple, on upgrade to v11.3 SP5, Simple will still remain applicable unless you change it.
Advanced is available from v11.10.IMPORTANT: If youwant to change between these options, be aware that prior medical history information will not be retained on the new form, which will start from blank. EXACT will warn you of this fact when you change:
- Configure the Alert if necessary.
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.
To disable this auto-prompt for a patient, set the value in the above field to 0, and click OK.
- Select a user from the User settings for dropdown list:
(The options that you configure in the User settings for box will apply to this Provider only)
- Checkbox - specify whether the Medical Alert must flash for this user.
Leave this box checked to cause the medical alert icon shown below to flash at the top of a patient’s details view if the patient has a medical condition. This is useful too in circumstances where a patient has both the medical and infectious alerts active, as it will alternate between each icon. However, some users prefer to have the flashing icon turned off as it can be distracting.
Prior to v11.10 this setting was in the Configure > User Settings window.
- Checkbox - specify whether the Medical History Form must open when this user selects Move to Chair to move the patient from reception to clinic.
If set, this option will cause the medical history tooltip to open in a window when either of the "Move to chair" buttons (Patient preview, or Sidebar appointment book) is clicked. This allows the provider to view the patient's medical history and update it if required.
Prior to v11.10 this setting was in the Configure > User Settings window.
(Clinipad only) Checkboxes - specify a strategy for this User's review of the Forms, with options as follows:
Clinician review and signature is not required.
The form only has a patient signature area.
The patient completes and signs the form independently in Reception and hands it back to the Receptionist.
In this scenario,
When the patient fills in the medical history form as part of the arrivals process, they are not asked to sign the form, and a PDF copy of the form is not created.
When the patient goes into the surgery and the dentist reviews the medical history, some text informs them that there is new medical data that needs to be signed.
Using the Update MedHist using Clinipad then sends the new data back to Clinipad where it can be reviewed with the patient, and this time there is a signature box present for the patient (but not for the Dentist in this scenario).
Once the patient signs this, Clinipad generates a PDF.
This scenario is exactly as the one above, but when the patient signature box appears, so does a signature box for the Dentist to counter-sign, after which EXACT generates the PDF.
- Select OK to save the Medical History Configuration.
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- From the Medical tab, click the Configure button to open the Medical History Configuration.
NOTE: Users without permissions to the Configure-Patient File screen will not see this configure icon.
From EXACT v11.9 this screen includes custom settings per user that were previously configurable in User Settings.
- Select a User from the dropdown list:
The options that you configure in the User settings for box will apply to this user only.
- Check (tick) Open Medical History on 'Move to Chair' to specify that the Medical History Form must open when this user selects Move to Chair to move the patient from reception to clinic:
- Click the OK button to save.
- Repeat this procedure for all applicable users.