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The Services file is used to store, add, and edit services that the practice provides to patients.
The List Service Items window
The Services file is represented by the List Service Items window, accessible from Configure > Services:
From this screen you can:
- View the characteristics of all services: Code, Payor Code, Description, Chart graphic, Pricing Method, price options,
- Print the service item list,
- Find, edit and add services,
- View, edit and add fee schedules,
- Apply fee updates,
- Set up the Services List,
Service Items are used in the Chart tab
In the Chart Tab, available services (from the Service file) appear on the right side of the screen. Use this list to create treatment plans for the patient.
This is why it is important to maintain an accurate and up to date Service file.
Also Edit, Add and Delete services from the Chart tab
You can also edit, add and delete services from the chart tab by means of the right-click menu and the buttons below the Service List and the Base Charting List:
List Service Items Screen
Using the List Service Items window may require appropriate security settings, depending on your practice
Select Configure > Services..
The List Service Items screen opens with a list of existing (configured) service items displayed:
Functionality
This screen lists services in the Services File.
From this screen you can:
- View the characteristics of all services: Code, Payor Code, Description, Chart graphic, Pricing Method, three price options,
- Print the service item list,
- Find, edit and add services,
- View, edit and add fee schedules,
- Apply fee updates,
- Set up the Services List,
See also: Use the Service Setup Wizard window to configure the content and layout of the Service List in the Chart tab.
Using the column headers
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To change sort order
Click any heading to change the sort order from ascending to descending and back.
To sort by Code or Payor Code
Click the Code header or the Payor Code header:
This will 1) sort the displayed list and 2) at bottom left of the window, display the Code or Payor Code search box respectively:
or 
Enter a code or part of a code into this box to jump to the service for that code.
To change layout of column settings
The order of the columns can be set using the Change Column Settings
button 
on the far right-hand end of the column headings.
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Code
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To go directly to a service in the list
Select either the Code header or the Payor Code header to list the services and to display the corresponding search box at bottom left:
or
Type a Service code (or partial code) into the search field at bottom left to move directly to that code in the list.
NOTE: All payor codes will have an alphabetical code and a numerical payor code.
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Schedule
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To display the fees for a specified fee schedule
With your selector in this field, select CTRL-L or the List button to display a list of available fee schedules for editing or supplementing with new schedules.
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Screen Filter
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To filter the list and display just a subset of it
Select a Service Category to display a subset of the full list. e.g. Hygiene, Private Services Only, Perio.
To view the complete list of Services
Select the All Category.
This is the same filter mechanism that is available in the Chart tab.
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Fee Updates
Click to open a Fee Update window with options to change current fees by a given percentage, or to create a NEW set of fees that you will use from a given date.
To increase or decrease your fees by a given %
Select OK to open the Percentage Fee Adjust window:
Change all fees within the service list or just a specific category, for example you may want to increase the fees for cosmetic treatments only.
Note that to change individual fees you must edit the service itself.
You can also Undo the last fee change that you made.
To create a NEW set of fees to use from a given date
Select OK to see the Add Fee Schedule window:
Use this to change all fees within the Service list or just a specific category. For example you may want to increase the fees for just cosmetic treatments.
To change individual fees you need to edit the individual Service.
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To set up the Service List - columns, categories, tabs, treatment planning
This button opens the Service List Setup Wizard window to configure the content and layout of the Service List:
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To edit a Service
Double-click a Service within the list, or highlight the Service and then click the Edit button to open the Edit Service Item screen.
The service can also be edited directly from the service list within the patient chart tab.
A Service may be edited for several reasons, such as changing the description, changing the category the Service is viewed in, setting the service as a lab item, adding preset notes, or attaching custom screens and altering the fee.
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To add a New Service Item
Create New, including Stock items.
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To print the Service Items List
Click this button, select the required options (see below) and then select Print.
The options enable services to be printed for the whole service file, or just a particular category. There is an option to print only services that have a fee assigned to them.
The above selection includes a range of items by code number within a selected Fee schedule.
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To delete a Service
Service items can be deleted under certain circumstances.
Creating New Services
As much or as little information as desired can be entered when creating a service, and additional information can be added later. The service may not function correctly, however, until the configuration is complete.
When adding a new service item it is advisable to first check if the code already exists. If a duplicate code is used, a prompt will appear saying that this code is already in use. To check if a code is already in use, type the code into the ‘Sort By Code’ box at the bottom of the screen. If it already exists the service will be highlighted in the area above.
When deciding on a new code bear in mind that the service list is sorted alphabetically, and also divided into sub-sections, such as Crowns. Therefore, it is advised that the new item code starts with the first letter of the group it is to appear in. For example if adding a Procera crown, the code would begin with C, e.g. 'CPRO'. If this were added into the service file as 'PRO', it could appear in the Perio section.
To Create a New Service:
- Select Configure > Services. The List Service Items window (List Service Items screen, Using the List Service Items window (Service File)) will appear.
- After checking that the code is not already in use, press the [+1] button.
The Add Service Item window will appear.
- Configure the areas of the List Service Items window:
- Add a Service - A (Code, Description, Pricing Method)
- Add a Service - B (Details tab)
- Add a Service - C (Fees tab)
- Add a Service - D (Notes tab)
- Configure the Details Tab information as necessary, i.e., selecting a price code, graphic and colour for the service and adding it to any categories. These options control what the service will look like and how it will function.
- In the Fees Tab, enter pricing information as appropriate.
- If required, enter Standard Clinical or’ Invoice/Estimate’ notes for this service.
- Press the OK button to create the new service and return to the List Service Items window.
Adding Service Items
Click the [+1] button at the bottom right to access the Add Service Item window, which will open at the Details sub tab
See The Service Item Details tab for details on how to change the fields.
This window controls how a service looks and functions.
Services can be edited as required, in the Edit Service Item window.
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The Add Service Item Window
- Open the List Service Items screen (List Service Items screen, Using the List Service Items window (Service File)) by selecting Configure > Services...
- Select the [+1] button at bottom right of the List Service Items
... to open the Add Service Item window:
This window controls how a service looks and functions.
Service details can be edited as required at any time in the Edit Service Item window.
To add a service you need to configure four areas of this window:
- Add a Service - A (Code, Description, Pricing Method)
- Add a Service - B (Details tab)
- Add a Service - C (Fees tab)
- Add a Service - D (Notes tab)
IMPORTANT:
When creating a service item you can load the usual fee. The price can usually be changed while creating a treatment plan by the Provider. However, some pricing methods will not allow the Provider to change the price while charting, regardless of security permissions, so only use these pricing options for fees that will not need to be adjusted.
The Pricing Methods that lock fees are By Jaw | By Tooth | Filter by Group | Per Appointment | Per Plan
Add a Service - A (Code, Description, Pricing Method)
- Add a Service - A (Code, Description, Pricing Method)
- Add a Service - B (Details tab)
- Add a Service - C (Fees tab)
- Add a Service - D (Notes tab)
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Code
The Code is a short name for the service and is used extensively throughout EXACT to identify/select the service.
It can be a combination of letters, numbers and special characters, e.g. EXM, XLA.
Once created the Code cannot be changed.
Services are frequently displayed in alphabetical code order.
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Description
The Description is used on the charting screen to help in recognising the codes. For example the description for XLA may be “Extraction using local anaesthetic”.
It prints on patient invoices, estimates and statements.
Pricing Method
The pricing method dictates how the fees for a particular service will be calculated.
Select the pricing method from the dropdown list:
IMPORTANT:
When creating a service item you can load the usual fee. The price can usually be changed while creating a treatment plan by the Provider. However, some pricing methods will not allow the Provider to change the price while charting, regardless of security permissions, so only use these pricing options for fees that will not need to be adjusted.
The Pricing Methods that lock fees are By Jaw | By Tooth | Filter by Group | Per Appointment | Per Plan
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Descriptions for each available pricing method are listed as follows:
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Per Item
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The same default price will be charged each time this service is charted, e.g. $15 per exam.
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Location
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Different prices can be allocated to work done depending on the location of the work in the mouth, based on Incisor/Canine, Upper Premolar, Lower Premolar or Molar.
Different prices can be charged for each location.
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Surfaces 1
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This option allows pricing by the number of tooth surfaces involved. This method is generally used for fillings or restorative services.
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Surfaces 2
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This provides different prices depending on the number of surfaces and whether they include an incisal + MO or DO.
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By Jaw
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Selecting the By Jaw method allows a service to be charged per jaw, e.g. root canal.
Treatment fees may vary depending on the number of teeth to be treated per jaw.
The rows in the By Jaw price structure are as follows:
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Up To:
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The Up To column allows a limit to be set on the price charged for a given number of services performed within either the upper or lower jaw.
Examples:
The fees charged for 1 root canal treatment on the upper jaw would be $400,
the second would be zero (as the fee is the same for 1 or 2),
the third one would be $100 (to total the limit set of $500).
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Additional:
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Any additional services charted on the same jaw will be charged at the price entered in the Additional row.
An additional service is defined as any service charted after the maximum number in the Up To column is reached.
In the example above the 4th service would be charged at the additional rate.
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Max. Additional:
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This is the maximum amount for all additional services that can be charged. Once this maximum has been reached, any more additional services will not be charged for.
Examples:
Additional services are priced at $ 125 each.
If we set a ‘Max. Add’. of $300 the 4th Root Canal would be $125 as would the 5th.
The 6th however would be $50 as we have reached our Maximum Additional Fee.
Any further Root Canals would be charged at $0.
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Total Maximum:
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This is the maximum total price this service can be charged on any one jaw. This is the most the patient would ever have to pay.
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By Tooth
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This charges for the service depending on the number of Services being applied to one tooth.
This pricing structure works exactly as the 'By Jaw' method except that the prices are for one particular tooth.
It uses the ‘Up To’, ‘Additional’, ‘Max. Additional’ and ‘Total Maximum’ as above but is in relation to 1 tooth instead of a jaw, e.g. up to 2 pins in 1 tooth.
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By Group
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This charges for the service on an ‘up to’ basis.
For example, treatment of up to 3 teeth at once may be a set price; whereas the price may go up for 4 or more teeth.
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Bridge Unit
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This option allows charging based on the number of units in the bridge, where Units are the number of teeth in the bridge.
It uses only the ‘Up To’ column to specify the price based on the number of units involved, e.g. a 3-unit bridge is $300, a 4-unit bridge is $400.
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Per Appt.
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Prices can be structured depending on the number of services within an appointment.
This pricing structure works exactly as the 'By Jaw' and 'By Tooth' method except that the prices are for one particular appointment.
It uses the 'Up To', 'Additional', 'Max. Additional' and 'Total Maximum' as above but is in relation to 1 appointment instead of a jaw or single tooth.
This method is often used for extractions, e.g. the more extractions per appointment, the lower the cost.
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Per Plan
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Prices can be structured depending on the number of services within a Treatment plan.
This pricing structure works exactly as the By Jaw, By Tooth and By Appointment method except that the prices are for per Treatment plan.
It uses the Up To, Additional, Max. Additional and Total Maximum as above but relates to a particular Treatment Plan instead of a jaw, single tooth, or appointment.
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By U/L Jaw
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A fee can be set based on whether the service is in the upper or lower jaw.
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Per Hour
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An Hourly Rate can be entered. When charging this item a prompt will ask for the actual time taken. A fee will then be calculated for the service.
Example: For an hourly rate of $100, if we set the Actual Time to 30 minutes EXACT calculates a fee of $50.
The fee can still be rounded up or down as required.
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Per Time Unit
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This utilises the Treatment Timer clock at the top of the Treatment Planning area, to allow charging by portions of time.
It is important that the timer be used consistently to ensure equitable charging. For example, if a rate of $250 per hour was assigned to a type of treatment and the timer started, the program would begin logging the elapsed time.
If the timer was stopped by marking the appointment complete after 15 minutes, and the treatment ‘Charged’, EXACT would charge the treatment out at $250 x 0.25, or $62.50
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Per Gram
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For services where the patient is charged for the quantity of materials used, e.g. billed separately for the gold in a gold crown at a cost per gram.
At the time of entering the treatment, specify how many grams were used and the appropriate fee would appear.
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[ ] Ask for Quantity
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Tick this box to be prompted for quantity each time the item is selected.
This is useful for service items that are charted in volume (e.g. Xrays - x 2) or services charged per time units.
For example, scaling = $40 per 15 mins therefore 2 quantities would be $80 for 30 minutes.
Changing a Code
The codes for services cannot be altered, as this would create problems for existing treatment which includes these service codes. However, if you feel you need to change a code for a private service there are two alternatives:
- Use the ‘Payor Code’ field to assign an alternate code and view the Services by Payor Code in the Chart Tab.
- A new Service can be created with the code of choice, private and payor fees set if necessary and then the ‘List in Chart Tab’ box un-ticked for the old Service.
Add a Service - B (Details tab)
- Add a Service - A (Code, Description, Pricing Method)
- Add a Service - B (Details tab)
- Add a Service - C (Fees tab)
- Add a Service - D (Notes tab)
Chart Graphic
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The graphics box dictates how the Service will be charted and displayed on the Tooth Chart.
Some chart graphics are not editable:
Others are partially editable and you can choose the colour only:
Select graphic and it's colour:
Examples of available graphics:
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Filling
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Use your mouse to chart fillings on different surfaces.
Click a tooth surface with the left mouse button to chart a one-surface filling.
Click a tooth surface with your right mouse button to add additional surfaces to the existing filling.
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Crown
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Click to creates a coloured circle around the tooth as shown.
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Bridge
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Create a series of tooth graphics with lines joining them.
Use your right mouse button to select the teeth for the Denture.
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Tooth Frame
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This outlines the tooth sections.
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Extraction
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Initially this graphic is a diagonal line through the tooth.
When the extraction has been completed a cross will appear through the tooth and the tooth graphic will disappear from the display.
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Tooth Specific
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This graphic will note the code of the Service either above or below the tooth but will not change the graphical appearance of the tooth.
This graphic type is ideal to use when entering notes for a particular tooth.
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Eruption
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The Tooth Frame becomes pale indicating the tooth is unerupted.
In the case of exfoliated deciduous teeth the tooth graphic will disappear.
Hold your mouse cursor over a tooth that is either unerupted or exfoliated to display a tool tip confirming this.
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Up, Down, Left and Right Arrows
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Use these graphics primarily to indicate tooth movement but you can also use them to chart supernumerary teeth.
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None
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Use this graphic to chart Services that cannot or do not require a graphic.
Chart by double-clicking the Service, which is then added to the current treatment plan area but is not displayed on the Tooth.
Use this graphic type for general Services such as; exams, x-rays and scalings, that are not specific to a particular tooth.
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Character
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Use this graphic to chart characters on a tooth, rather than use any of the other available graphics, e.g. a crown graphic could be replaced with CR, or a root filling RF.
Characters are limited to 2 letters only.
When you select the character graphic an additional Characters field becomes available. To create a character; click into this box and type in the required characters.
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Drawing
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This graphic will allow drawing on the tooth in the tooth chart, e.g. tooth jewellery.
Select the service and click a tooth to see a 3D representation of the tooth which appears with a colour and size selection available.
Simply draw the desired shape on the tooth and click OK.
This will not be visible on the initial tooth chart but will be visible on the 3D tooth chart
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Invoice Summary
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The Invoice Summary field can display a summary group for the Service for reporting purposes.
This requires setting up for each related Service.
Advantage of setting up Invoice Summary groups: the Invoice Summary Report (see the appropriate Reports Tutorial) can then be run to identify the total amount invoiced for different groups of related Services, e.g. the total amount invoiced for Crown and Bridgework in a specified period, or the total amount invoiced for Hygiene Services.
Click in this field to display the List button or scroll box from which you can select or add the appropriate Invoice Summary group to the available list.
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Watch Type
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A Watch Type also summarises Services into groups for assistance in clinical patient management.
If a treatment is allocated a Watch Type (for example x-rays) within the Watch tab of the Patient Chart screen, all x-ray Services that have been allocated the Watch Type will be listed in date order under the Watch Tab.
Advantage: By selecting a particular Watch Type in the chart you can view a condensed treatment history of a certain group of Services. For example, for x-rays you will save time time when wanting to check the date last x-rays were taken, or whether x-rays exist of a particular tooth.
You can set up multiple Watch Types. Typical examples include Perio, fillings, crowns, and examinations.
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Failure Category
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List in Chart tab
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With the checkbox ticked, this Service displays in the Chart Tab in the patient file.
Ensure that this is ticked if you currently provide the selected Service.
If you do not currently provide this service but it has been provided in the past, or you intend using it in the future, un-tick the checkbox. This removes the Service from the list in the Chart Tab but the service still exists in the
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Only for Provider
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This field is only used if only one provider provides this Service, for example an Orthodontist would be the only provider needing to view orthodontic codes.
Only the provider specified in this field will see this Service in the list of Services displayed in the Chart Tab.
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List in Appointment Book Quick Services
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If you tick this checkbox, the Service will not display in the chart tab but for appointment booking purposes will show in the Quick Service dropdown menu in the Edit Appointment window (e.g. Tooth Ache).
Receptionists can then quickly select the service while editing an appointment.
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Optionally specify an appointment category for colour grouping in the appointment book.
This field allows treatments to be grouped under Appointment categories, which can then be displayed as different colour blocks in the Appointment book, if this feature has been activated.
This can then identify the type of Service/treatment booked in the View Week Area in the Appointment book.
This option is also used in conjunction with ‘Clinics’ to ensure certain treatments are booked at appropriate times.
From the Services List Details tab you can specify, add, edit and delete Appointment Categories:
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field indicates the usual appointment length required to complete the Service. This length can be changed at the time of charting or booking the appointment.
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The Service list grid behaves similarly to the Edit appointment window, but the appointment interval time does not adhere to the appointment book time interval rules because services are not directly associated with an appointment book. The time interval defaults to 5 minute intervals.
If the grid is not visible, and the multi column Appointment book is being used, check the Appointment book configuration and tick [ ] Coordinated Duties.
This grid defines which type of provider is required at various stages of an appointment, and is generally used to co-ordinate appointments between the dentist and hygienist.
Clicking in a box will colour that box red, identifying that provider type is required for the selected time of the appointment.
The light grey lines represent 5 minutes and dark grey 10 minutes. The Red Blocks show the time the patient will spend with each provider.
The Start Time and Length indicators display information for a Red Block.
Simply position the mouse pointer over a block and details will appear.
In the image above both the dentist and hygienist are required. The hygienist will treat the patient for the first 20 minutes, followed by a 10 minute gap and then followed by 10 minutes of treatment with the dentist.
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The Auto Charting fields enable you to select up to five other services that will also be charted with the current service.
These services will automatically inherit any features of the original item, such as quantity and tooth notation.
To select each service, click in the field, and use the 
or 
buttons.
Auto charting does not occur when an item is charted as part of a Quickplan.
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Use this field to associate a specific custom screen with the service.
Custom screens can be a useful way of making sure that clinical notes are entered relating to a service, for example, recording root canal measurements.
Click the selector to open the View Custom Screens window, from where you can select an existing custom screen, create a new one or edit an existing screen.
Popup selector
Use the Popup button to set one of three possible statuses for this custom screen:
- Popup disabled stops it displaying - this is the initial default while you set up.
- Popup when planned displays the custom screen when you add this service item to a course of treatment.
- Popup when completed displays the custom screen when the course of treatment is completed.
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Discount allowed - check (tick) to allow it
List as Stock Item - check (tick) so that
- The service can be viewed in the payments screen
- It can easily be added to a patient’s account without having to chart it as a service item in the Chart tab.
Number in Stock - the current inventory
Full Stock Number - how many there should be when this item is fully stocked
The difference in the two figures is the number that your practice should order.
Barcode Number - if the stock item has a barcode number it can be recorded here.
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Services can be grouped into Categories to enable smaller, more manageable subsets of the complete Service list. e.g. crown and bridgework, cosmetic work, hygiene treatments, frequently used private Services.
You can see this in the Chart tab where it helps dentists to quickly locate and use categorised services:
A Service can belong to more than one category.
To manage Service Categories:
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Enter a code as a means to identify this service to a payor when claiming for treatment.
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To alter it, use the Code field at the top of this window:
Add a Service - C (Fees tab)
- Add a Service - A (Code, Description, Pricing Method)
- Add a Service - B (Details tab)
- Add a Service - C (Fees tab)
- Add a Service - D (Notes tab)
Set and amend fees for Services in this Fees tab.
The layout of this screen will vary depending upon the Pricing Method selected.
(Optional) To prevent Providers changing fees when charting, tick the checkbox 
Editing of fee on chart is disallowed.
Price Codes
There are three price codes within EXACT: 1, 2 and 3, as shown in the Service Items Fee tab. Each price code can have a different fee assigned. Price codes are used to set different fee levels. An example of how the price code levels can be assigned is shown below:
Price Code | Level |
1 | High |
2 | Average |
3 | Low |
Price Codes can also be allocated to providers. This feature is not used often but could be used if providers work from different fee scales.
For example, if there were a trainee graduate working in the practice, the fee scale would probably be lower for the trainee than for the principal dentist.
Price Code | Provider |
1 | Roger Preston |
2 | Andrew Price |
3 | Sherin Merry |
Fee Schedule
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Use Fee Schedules whenever there is a need to apply different fees for the same treatment.
See also this portal video: 
Creating new Private Fee Schedules 
Create fee schedules for different Providers:
When Providers have their own unique prices, create a fee schedule per Provider.
In a Provider file, specify the applicable default fee schedule so that this schedule's prices display by default in that Provider's treatment plans (Providers may still select non-default fee schedules and prices during treatment).
To view the different prices for each fee schedule, click in the 'Fee Schedule' field and select the appropriate fee schedule from the list. Once selected, the fees will be displayed in the Price 1, 2, and 3 fields.
Prepare a Fee Schedule in advance, to apply from a specific date:
Set up a pricing review in advance, where you create a new schedule, named for the date it applies, edited with the new fees.
This method is not used often as there is a % Fee Adjust button that can easily be used to immediately increase/decrease all fees by a percentage.
However, it does have advantages over the % Fee Adjust button:
- Pricing changes can be set up over over time, without affecting current patient charges, then introduced as an entire schedule when required.
- You can alter fees individually, by any amount up or down, rather than as a group by a set percentage.
Example:
- Create a new fee schedule such as June2017.
- For each service item, while June2017 is selected in the Fee Schedule field, enter the revised price.
- Save the changes.
- On the date that the price change is to begin, change the Fee Schedule for each provider in their Provider file to June2017. All new treatment charted will use the revised prices.
For further assistance, please contact the Support Desk.
Clinical Time
The time required for each service can also be set within the 'Fees' tab. This is the time that will appear alongside the service when it is selected in the chart. It is beneficial to enter time here as this assists clinicians in estimating required treatment time and whole appointment lengths. This information is then available to reception personnel to ensure that when the appointments for planned treatment are booked, they work from the times specified.
Enter here the most common Clinical Time for each Service; adjustments can easily be made in the Patient’s Chart Tab.
Editing Service Item Fees
The following describes the editing of Private and Stock item fees only.
To edit Service Item Fees
There are three ways to update fees:
- To amend individual fees.
- To create a new set of fees, set to take effect at a specified date (this is the recommended option).
- To amend all fees automatically, by a set percentage. This is useful, for example, when applying a "cost of living" adjustment indexed to inflation.
to print a list of the services that currently have fees allocated
Prior to amending any fees it may be useful to print a list of the services that currently have fees allocated:
- Click on the symbol at the bottom of the 'List Service Items' screen, then choose the 'Print' option.
The options are to print a particular category, or to print only service codes that have fees attached to them. - Make the selections and then print.
- Once the list is created, it can be used to amend the fees, by giving you a reference sheet to work from while entering the amendments.
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To amend fees individually
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The item will then be highlighted in the area above.
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(Optional) To prevent Providers changing fees when charting, tick the checkbox Editing of fee on chart is disallowed.
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Amending fees by percentage
Fees can be amended automatically by applying a percentage increase (or rarely, a decrease).
To amend fees by percentage increase or decrease
- Configure > Services... to open the List Service Items window:
- Click the Fee Updates button located at the bottom right of the window.
- In the Fee Update window, select the option to Increase or decrease your fees by a given percentage.
- Select OK.
- In the Percentages Fee Adjust window, under Increase/Decrease your fees by a percentage, check (tick) from options Price 1, Price 2 or Price 3.
- Select OK.
The Increase or Decrease Fees window displays:
- The default percentage displays in the Percent Change field, but you can adjust this either up or down (into negative figures).
- If required, round the increase/decrease up/down to the nearest figure (recommended).
- Click once to select a category (shaded blue) and click again to de-select it.
- When you've selected the categories required, select OK.
All private fees and stock item fees will be increased or decreased accordingly.
To reverse the fees amendment
If you made a mistake in amending a fee increase/decrease, you can reverse the process for the last amendment made.
Follow the above procedure but in the final window (Percentage Fee Adjust), select Undo the last change you made, and then select OK:
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If a mistake has been made in amending a fee increase/decrease, the process can be reversed for the last recent amendment made.
Click on the 
button once more, and then select the option ‘Undo the last fee change you made’ as shown below:
Add a Service - D (Notes tab)
- Add a Service - A (Code, Description, Pricing Method)
- Add a Service - B (Details tab)
- Add a Service - C (Fees tab)
- Add a Service - D (Notes tab)
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In the Notes Tab you can create preset notes relating to a Service. Each time the Service is selected for a patient these notes will appear as attachments.
You can easily edit Notes for an individual patient by double-clicking the service within the treatment plan area of the chart tab.
The notes are divided into two categories:
- Clinical notes, which will not print on patient stationery.
- Invoice/Estimate notes, which will print on patient stationery.
Example:
Adding Stock Items
This topic describes how to set up consumables and items sold to patients (toothbrushes, whiteners, etc.) as services so they can be used when charting patient treatment.
To add stock items
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This will display any stock items the patient has purchased in the Watch sub-tab of the Chart tab. (Optional)
To display stock items in the Patient File, place a tick in the box List in Chart Tab.
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Edit Service Item
You can edit Service Items from the Configure > Services : List Service Items screen or by means of the right-click menu in the Chart tab.
To edit a Service Item
- Select Configure > Services to open the List Service Items screen.
- Locate and double-click the Service Item, or
Highlight the Service in the List Service Items screen and then either
- Right-click and select Edit, or
- Select the Edit button at the bottom right
- The Edit Service Item window displays.
- Edit the header information and each tab as required, then click the OK button to save the changes.
See theses links for details of the editable fields:
- Add a Service - A (Code, Description, Pricing Method)
- Add a Service - B (Details tab)
- Add a Service - C (Fees tab)
- Add a Service - D (Notes tab)
Deleting a Service
Deleting a Service should be undertaken only when the following criteria are met:
- It is a Service that the practice neither provides nor intends to provide
- The practice is not new and the Service has never been used.
If these criteria are not met, instead of deleting the Service remove the tick from the ‘List in Chart Tab’ box in either the ‘List Service Items’ window (below) or the ‘Edit Service Item’ window (below right):
Un-ticking the Service will remove the Service from the list of Services on the right hand side of the Chart Tab which will prevent this Service being used again in the future.
To Delete a Service:
If the above criteria have been met and it is still decided to delete a Service:
- Highlight the Service by clicking on it once.
- Click the button on the bottom right-hand side of the screen.
- A prompt will appear to confirm the deletion. Click ‘Yes’ to permanently delete the selected Service, or click ‘No’ to return to the ‘List Service Items’ window.
Note: It is not possible to delete a service that has previously been used.
Favourite Services
'Favourites' are frequently used services, grouped together in the service list for ease of access.
Add a Service to Favourites
- Have the required ‘Edit Service Item’ screen open. This is done by locating the Service item in the Service file and double-clicking on it.
- Click the
icon to the right of the ‘Categories’ field; this will open the 'View Service Categories' window:
- To insert the service into the category of choice, click on the checkbox under 'Base' or 'T.Plan' as appropriate, so it is ticked.
This will add that category into the list on the 'Categories' field on the Service item window.
To remove an item from a particular category, highlight it in the 'Categories' field, and click on the
button. - To create a ‘Favourites’ category, click on the button within the ‘View Service Categories’ screen, type a description for the category, e.g. ‘RGP’s Favourites’. Click on the ‘OK’ button and then ‘OK’ again to complete the process.
- Work through all service codes to be placed into the favourites category using the icon.
Configuring Failure Categories
- Failure Categories are attached to those services for which a failure is used for clinical audits. The Failure Categories can be viewed and edited via any of the screens on which services are listed, such as the Service List tab in the Patient Chart, or you can access services directly from the Configure > Services menu item.
See Explanation of Failure Categories for further information.
- Once you have accessed the Services list, select the required service, then either double-click it, or click the Edit Details button.
- The Failure Category is displayed on the Service Details tab:
- To add a Failure Category or change the existing one, click in the Failure Category field, and select the required category using the or button. The button will display the View Failure Categories window, as shown above.
- The Failure Categories shown above are those that shipped with EXACT, and are all BACD categories.
- To create your own categories, click the button, which will display the Add Failure Category Details window.
- To edit a Failure Category, or view the Failure Modes for the category, click the Edit Details button, which will display the Edit Failure Category Details window.
- When you have finished in the View Failure Categories window, click the OK button to save any changes you may have made, or the Cancel button to exit without saving.
Creating your own Failure Categories
Click the [+1] button in the View Failure Categories window, which will display the Add Failure Category Details window:
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Failure Category Name
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Click in the field and enter a name for the new Failure Category; this must be unique to distinguish it from other Category codes.
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[ ] BACD Category
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If (and only if) this Failure category is an official BACD category, click the checkbox. Do NOT delete the tick on BACD codes unless instructed to do so by the BACD.
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Failure Modes
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This field is used to select the Failure Modes for this Category. Click in the field, and click the button to insert a Failure Mode into the list, or click on an existing Failure Mode code and use the button to remove it from the list.
Editing Failure Category Details
Click the [e|d] button in the View Failure Categories window, which will display the Edit Failure Category Details window:
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Failure Category Name
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Click in the field and enter a name for the new Failure Category; this must be unique to distinguish it from other Category codes.
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[ ] BACD Category
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If (and only if) this Failure category is an official BACD category, click the checkbox. Do NOT delete the tick on BACD codes unless instructed to do so by the BACD.
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Failure Modes
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This field is used to select the Failure Modes for this Category. Click in the field, and click the button to insert a Failure Mode into the list, or click on an existing Failure Mode code and use the button to remove it from the list.
Explanation of Failure Categories and Failure Modes
Standard (BACD) Failure Modes
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Failure
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Any complications that lead the patient to return to you.
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Aesthetic failure
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A failure that the patient has made the provider aware of and wants correcting.
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Whitening
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If the patient had unrealistic expectations and there is a visible colour change (3 or more Classic vita shade guide shift) one week post whitening then do not record as failure.
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Direct anterior bonding
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Involves any composite material placed within the smile zone on the front six anterior teeth (upper or lower).
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Endodontic treatment
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Unplanned endo that is carried out after the definitive restoration is fitted. It is recorded in the calendar year it is started irrespective of when the restoration was placed.
Standard (BACD) Failure Categories
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Direct anterior bonding
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Upper and lower front 6 teeth, e.g. UL1, UL2, UL3, UR1, UR2, UR3, LL1, LL2, LL3, LR1, LR2, LR3.
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Posterior composite
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Upper and lower for all teeth except anterior (see above).
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Crowns, inlays, onlays
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Any crown, inlay or onlay which is not implant supported.
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Restored implant units
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Implants that have been restored, i.e. definitive restorations fitted on the implants.
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Orthodontic cases
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Number of patients who have had orthodontic treatment as part of their current treatment plan.
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Lingual orthodontic cases
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Number of patients who have had lingual braces as part of their current treatment plan
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Labial orthodontic cases
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Number of patients who have had labial braces as part of their current treatment plan.
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Please note: if a patient has lingual braces in one arch and labial in another count it as one case and use the brace in the UPPER arch.
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Invisalign orthodontic cases
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Number of patients who have had Invisalign as part of their current treatment plan.
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Removable orthodontic cases
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Number of patients who have had a removable orthodontic appliance to MOVE the teeth as part of their treatment plan (do not count appliances that are used to stop teeth from moving).
Failure Modes for Failure Category Codes
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Failure Modes
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Failure Categories
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Sensitivity leading to treatment discontinued.
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Home Tray Whitening
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Sensitivity for more than 24 hours
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Surgery Whitening
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Patient not happy with outcome
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Home Tray Whitening
Surgery Whitening
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Fracture
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Porcelain Veneers
Crowns, Inlays and Onlays
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Debond
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Porcelain Veneers
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Sensitivity after one month
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Porcelain Veneers
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Aesthetic failure
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Porcelain Veneers
Direct Anterior Bonding
Posterior Composites
Crowns, Inlays and Onlays
Bridge Units
Implants Placed
Restored Implants
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Endo
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Porcelain Veneers
Posterior Composites
Crowns, Inlays and Onlays
Bridge Units
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Chip
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Posterior Composites
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Sensitivity
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Posterior Composites
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Recement
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Crowns, Inlays and Onlays
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Porcelain fracture
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Bridge Units
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Suprastructure fracture
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Bridge Units
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Osseointegration failure
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Implants Placed
Restored Implants
Restorative failure
Implants Placed
Restored Implants
Lingual Orthodontic Cases
Labial Orthodontic Cases
Invisalign Orthodontic Cases
Removable Orthodontic Cases
Gingival only Aesthetic Gum Recontouring
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