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Search these help files
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| Table of Contents | ||
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Communications via Care Manager | 12.28
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Care Manager: Sending Open Treatment Communications
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A new 'Contact' button in Care Manager now allows users to send communications to patients directing them to book appointments in their course's of treatment.
Once a course of treatment has been selected and 'Contact' clicked, a dialog will open where users can:
- Select which appointment within the course of treatment they wish to contact the patient about
- Review the appointment details
- Open the course of treatment edit window to review and update
- Select which message type they wish to send (Email or SMS)
- Select a template
Edit/Send
Selecting the 'Edit/Send' button will open the edit message windows for Email or SMS for users to review, edit and send communications.
Send
Selecting 'Send' will automatically send the message with no review/edit option. This provides users with a fast action option, saving time when templates do not require editing before sending.
Requirements
Contact can be selected for Open, Contacted and Booked appointments.
Practices must be enabled for Email and/or SMS in order to use this function.
Practices must be enabled for Online Booking in order to use the default Care Manager templates as these direct patients to book appointments online.
Contact will be disabled if any of the following occur:
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See Care Manager for full details on how to use.
Online Booking Planned Treatment Appointments | 12.28
The Online Appointment Bookings software enables new patients, existing patients, recall patients and patients with planned treatment to enables new patients, existing patients, recall patients and patients with planned treatment to independently book appointments at their convenience from an online booking page.
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Receptionists view patient online bookings in the appointment book and in the Online Appointments tab. Where online bookings appear in the appointment book they are differentiated by coloured icons: 
New 
Existing 
Recall 
Planned New Existing Recall Planned treatment
A patient can book book planned treatment treatment online if that patient's Provider has been appropriately configured for Online Booking
For Setup see see Configuring Planned Treatment online booking
From EXACT EXACT 12.1, OLB Planned Planned Treatment link functionality was extended to allow users to send a Follow Up Link to a Patient, if they had not yet booked their Planned Treatment appointment. (After it has been sent from the To Depart area see: HERE)
Planned Treatment Bookings made by patients were automatically deleted if there was no associated Follow Up entry.
This This has been addressed in EXACT 12.28
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Re-send a
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Patient their Online Booking Link
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Once the online booking link has been sent from the Appointment Workflow departure task list, it is also made available from the Follow Up tab, for re-sending the link to the patient as a reminder.
Simply select the patient and click the button:
Receptionists can see planned treatment patient bookings which have been made, in the appointment book and in the Online Appointments tab:
Bug Fixes
- [EX-39157] - Appointment work-flow: Recall entrance get dropped and never appears again, when recalls booked at wrong date range
- [EX-55391] - Fix for Online Booking Planned Treatment bookings that were automatically deleted if there was no associated follow-up entry, Online Appointment Bookings
- [EX-56369] - Appointment work-flow: Follow Up's unable to save to list when clicking X on depart bar
- [EX-57237] - Performance improvement from increasing the size of the appointment link cache
- [EX-57504] - Chart activity area doesn't update immediately when configured in modal patient file window
- [EX-57792] - Improved logging for chart/invoice line diagnostics
- [EX-57860] - Follow Up List - Error message changes
- [EX-57861] - Unable to add appointments to the Follow Up tab from the To Depart section for specific Appointment Book
- [EX-57877] - Incorrect Version number returned in GetVersion
- [EX-57890] - Care manager: Contact patient by email only is available if easy-post is registered
- [EX-57922] - Turn off Scottish base charting feature flag in 12.28
- [EX-57857] - Conversions: Reverse Upsize issue
12.27 GA (12.27.1.311.16)
Care Manager Communications
A new 'Contact' button in Care Manager now allows users to send communications to patients.
In 12.27 this is limited to sending an Email or SMS from a selected template, without review. More information about Care Manger can be found here
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| 12.28
You can now send re-send online booking links from the Follow Up Tab. See Re-send a Patient their Online Booking Link for full details
Changes to the Perio Chart | 12.27
The patient Perio Chart will now display neutral values with dash symbols when creating or editing a Perio Chart.
The view only version of the Perio Chart will continue to display blank values where perio data has not been entered. Click here to view more about the See Perio Chart for full details
Payment Plan Resubmissions | 12.27
An issue concerning payment plan resubmissions doubling clinical costs both on-screen & within certain reports has been addressed.
NB: The duplicated text has been modified to "Estimate Less Invoiced to Date".
Please Note: Resubmission functionality in UK Versions of EXACT produces 'full resubmissions' whereas APAC versions have 'partial resubmissions'.
The screenshots on this page show UK Full Resubmission results.Evolution (NLD) does not contain the Payment Plan module.
Previous Output | Output in 12.27 |
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Previous to the introduction of this setting EXACT would automatically allocate Stock item Invoices which are processed at Payment time, to the earliest available Advanced Payment(s).
On Upgrade to EXACT 12.27 this setting will be introduced and enabled by default so as NOT to change current behaviour.
Bug fixes
- [EX-42702] - Incorrect allocation for stock items under some circumstances
- [EX-56909] - Allocation of stock payments incorrect if taken before the treatment money
- [EX-56990] - PRO-UK- Basic Perio Charting Screen (Blank fields)
- [EX-57305] - Payment plans duplicating costs on resubmissions
- [EX-57659] - EXACT eDental - 694 Response when charting items on Supernumerary tooth
- [EX-57696] - Cancelling the appointment from 'Recalls' tab and then clicking on it disables the 'Delete the selected Appointment' button
- [EX-57739] - PatientExperience: Patient details isn't considered as updated if updated via patient portal
- [EX-57790] - NHS Wales, IoM 'date of referral' incorrectly made mandatory 1-Apr-19 (only mand for NHS Eng)
- [EX-57792] - Improved logging for chart/invoice line mismatch diagnostics, part 2
- [EX-57839] - Appointment Follow Up/Reminder does not generate for patient who satisfies the configured contact query criteria
- [EX-57856] - Patient Portal cannot login with some patients
- [EX-57900] - Patient Experience Update Patient DOB/Last name request
- [EX-57477] - Add audit log entry to capture user decision when saving patient
- [EX-57715] - Prior Approval - Allow PA reviews in EXACT
12.26 PF2 GA
Bug fixes
- [EX-58060] - SMS replies responses not received into EXACT
12.26 PF1 GA
Bug fixes
- [EX-57839] - Appointment Follow Up/Reminder does not generate for patient who satisfy the configured contact query criteria
12.26 GA
Discount Allocations | 12.26
Discounts can now be allocated against line items for invoices if line items function is enabled (preview only)
Scottish Base Chart Categorisation Field
A new field has been added to the Service table for Scottish Base Chart categorisation
(preview only)Patient Experience: Improve the stability of the subscription service(preview only)
Bug fixes
- [EX-57245] - NLD-BSN street numbers in address with "spaces" cause claim error "incorrect address"
- [EX-57397] - Colour fade on patient file toolbar cut off
- [EX-57676] - Unlocking Exact with wrong password doesn't do anything (popup window saying that the password is incorrect is expected)
- [EX-57689] - Cannot TC Prototype NHS COT if there is a separate private COT with a service that contains a custom screen
- [EX-57782] - System cannot generate recall automation for EasyPost unless a manual EasyPost been sent first
12.25 GA
The following Patient Experience (PE) features are behind feature flags, so they are not accessible unless turned on. If you need to turn these features on, please let Andy or myself know.
- NHS England only: Practices can now request FP17PR forms, which can be sent to the portal automatically when an appointment reminder is generated.
- Telemetry to be able to see how much use a feature is getting and if anything is going wrong.
- Defaulting of Patient Demographic Information.
The following features and enhancements are available now:
- 1st of April 2019 changes for NHS England (Jira EX-57649): NHS England April 2019 Changes.
- Lock on chart merger reads (Jira EX-57682). This is to prevent ‘dirty reads’, where one process reads a patients charting mid-way through a write of the same charting for the same patient, which may be the cause of, or exacerbate, the chart/invoice mismatch issue. We need to continue to monitor the affected sites.
- Changes to the login screen to display a validation error when the user is unable to login.
- HS1 Connect: The User Registration code can be stored in the database configuration settings so that it can be used within EXACT. This has to be done manually and the Registration Key will be prepopulated so the user can register quicker.
- A Payment Method API was added so that SOE Pay can be set up outside of EXACT.
Bug fixes
- [EX-57595] - No response (or error) when clicking Request Form button with Worker Service OFF
- [EX-57632] - Auto request form ignores the advanced or default format when requesting medical history
- [EX-57633] - Simple Medical history form: only show view document button when the form is available
- [EX-57662] - Patient Experience: Add future acceptance date for FP17PR form in audit table to link to future NHS COT
- [EX-57682] - Implement lock on chart merger reads
- [EX-57713] - Manage SMS reply list is not showing patient names.
12.24 GA
The following features are behind feature flags, so they are not accessible unless turned on. If you need to turn these features on, please let Andy or myself know.
- NHS England only: Practices can now request FP17PR forms, which can be sent to the portal. The FP17PR form has all the default information filled out.
Bug fixes
- [EX-40982] - Filing email should give warning when the email belongs to a specialist or insurance company
- [EX-56167] - Patient's SMS Replies comes as half text
- [EX-57244] - Task linked to a patient is accessible whilst EXACT is locked (GDPR issue)
- [EX-57487] - NHS Prototype - Provider getting prompt to transmit at random times
- [EX-57522] - eDental continuation COT's should carry over value and prompt for prior approval
- [EX-57525] - Continuation details should pass to SOE Connect
- [EX-57635] - Double clicking an appointment sometimes pops up the Patient capture window
- [EX-57662] - Patient Experience: Add future acceptance date for FP17PR form in audit table to link to future NHS COT
- [EX-57677] - Patient Experience - Auto request forms fails due to a 500 error
Enhancements
- [EX-56883] - Obfuscation of log files which contain Personally Identifiable Information (stage 1)
12.23 GA
The following features are behind feature flags, so they are not accessible unless turned on. If you need to turn these features on, please let Andy or myself know.
- FP17 button was added to the Patient Experience dialog to request the form (do not use in practice as the default patient information sent with it is wrong).
- ‘Medical History’ button was modified to only show in the Patient Experience dialog when the Advanced Medical History form is selected.
- The HTML view for Advanced Medical History is now enabled in EXACT (it used to only be saved in the database folder).
- Patient Experience – Forms are now sent to the patient portal when creating appointment reminders.
The following features and enhancements are available now:
- Perio tool to rectify the Perio Label/Data order: Perio Shuffle Tool.
- The version number was added to the service executables.
Bug fixes
- [EX-56910] - NHS Transmission shows error when trying to receive files
- [EX-57427] - Perio data fix tool
- [EX-57435] - Chart Invoice Mismatch tool optionally shows associated notes
- [EX-57466] - North Ireland NHS - claim can get 'stuck' with a "Treatment on Referral tick", when they have actually deleted the service related to that tick
- [EX-57468] - NLD Perio - Remove and reset Evolution to only use Single Screen Perio option
- [EX-57488] - Perio - Single screen - Add identifier labels for Buccal, Palatal, Lingual and Buccal
- [EX-57490] - EXACT crash when access to perio tab from edit patient modal window
- [EX-57602] - Microsoft DLL version handling can cause transport service to crash
- [EX-57576] - Perio - Remove UI Setting for 'Full' Perio
12.22 GA
The following features are behind feature flags, so they are not accessible unless turned on. If you need to turn these features on, please let Andy or myself know.
- Patient Experience – Forms integration: Patient Demographics.
- Patient Experience – Forms integration: Advanced Medical History (fixed form).
- Patient Experience – Smile Survey forms are now viewable in HTML format from the Oral Health dialog.
- Patient Experience – Patient Self Check-in: Self check-in patient via Patient Experience.
- SOE Pay (EXACT side) – Ability to process a claim and payment in a single SOE Pay call.
The following features and enhancements are available now:
- Negative invoices are blocked from being created.
- Telemetry for Reverse Allocations.
Bug fixes
- [EX-57434] - Reverse refund not allocating negative invoices
- [EX-57440] - LNOTE incorrectly identified as 'long note' - should be 'logical note'
- [EX-57467] - EXACT crash during mouse hover over the appointment hyperlink in appointment book Short Notice List tab
- [EX-57513] - Patient Experience - forms failed to save in EXACT for merged patient
- [EX-57527] - EXACT crash when you create marketing campaign under certain circumstances
12.21 GA
The following features are behind feature flags, so they are not accessible unless turned on. If you need to turn these features on, please let Andy or myself know.
- Patient Experience – Forms integration: Oral Health Survey.
- The “Patient Experience” button is now available in the Patient Details toolbar and in the Edit Appointment window.
- Buttons to add forms to the Patient Portal are now available for Patient Demographics, Contact Consent, Oral Health Survey and Terms and Conditions. The “Jump to Portal” button will open the Patient Portal in the embedded browser, from where the practice can access the portal and update the patient information. This feature is behind a feature flag that must be turned ON for the functionality to be available (internal.3pd.request forms needs to be set to 1).
The following features and enhancements are available now:
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Negative Invoices | 12.22
Negative invoices are not blocked from being creates
Re-open Arrival Window from for an appointment | 12.21
A new button "Action Required" is now available to reopen the Arrival
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window. This
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is
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available in the by Edit Appointment window or Context menu or by right clicking an appointment in the appointment book when the status is one of the following: Arrived, Seated, Return to Waiting room, Re-seated and Departure
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Changes to the Recall Screen
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Bug fixes
- [EX-56617] - NHS - Mobile number must contain 11 digits (NHS Contact Preference)
- [EX-57116] - eDental Continuation of Treatment Part 2 will not go through if Part 1 has been resubmitted
- [EX-57254] - eDental Prior Approvals - Under ADMINISTRATOR>NHS>PRIOR APPROVALS .. PA status just displays Unknown & doesn't update
- [EX-57296] - HICAPS payment can be adjusted via Adjust button as well as Refund Wizard
- [EX-57300] - EXACT server install sometimes fails to install communication, worker, and scheduler services
- [EX-57308] - PA - EXACT lets you go to Connect without a practice address line
- [EX-57325] - Improved logging for chart/invoice line mismatch diagnostics
- [EX-57349] - Adjust button is enabled for payment (eg. Online payment, SOE Pay) where it should NOT
- [EX-57355] - Refund Wizard: Credit note doesn't support reverse allocation
- [EX-57366] - Submission count in previouscaseid of eDental continuation details can be incorrect
- [EX-57406] - FP17 - "under care of another treatment" is automatically being marked as a referral
- [EX-57453] - Easypost failed to generate if auto onboard patient to 3pd is turned on
Recall Screen Changes
- [EX-57230] - Recall Add/Edit dialog layout change to make it simpler
| 12.21
The following changes have been made to the Recall screen to improve usability.
A future date can be chosen for a recall whilst using default recall values for the patient:
If a user wishes you wish to change the defaults for a patient, they can simply un-tick the "Use Default Recall Vales" option so that Interval and Service become enabled:
An Indication of which recall details will be saved to file is now displayed at the bottom of the screen, in blue.
Changing the Interval for a patient changes the recall date to today plus the Interval, clicking OK will update the patients recall
Clicking the "Use Default Recall Values" option again returns the recall date to today plus the default recall Interval value:
If a user chooses you choose the "Do Not Recall Patient" option, that this is clearly indicated before the user clicks OK:.
Other Enhancements
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NHS: Mobile Numbers now contain 11 digits | 12.21
Mobile numbers now contain 11 digits. Invalid characters are stripped out and 11 digit numbers appear on Exemptions popup in 'NHS Contact Preference', 'Send Mobile Number' field