You can view a video guide using the link below:

https://www.youtube.com/watch?v=to6fbkM5kXE

You can view a video guide using the link below:

https://www.youtube.com/watch?v=xhvm6ssc1d0

Voiding treatment from the tooth chart

Go to the patient's chart that you wish to edit

Hover over the tooth to find out the precise code that was used originally

Highlight this in the Base Chart service list

Click onto the tooth in question and this will remove the incorrect base charting on the patient's tooth chart.

Voiding treatment from the patient's history

Use the steps in ‘Viewing Treatment History’ to access the history window

Scroll up to find the base charting section and highlight the item you want to remove

Then click on Void in the bottom right-hand corner and this will remove the charting.

Configuring classic perio

From the patients file select the ‘Perio’ tab you will see the options below

1. Separate tabs will allow you to record perio on the upper and lower arches on separate tabs

   

2. Combined Upper/Lower tabs will allow you to record perio on the upper and lower arches on the same tab.

   

Recording Perio using the classic perio screen

Go to the Perio tab then click on the +1 at the bottom of the top window to the left-hand side

You can now begin charting from the R8 – L8 on each of the arches

1. You can type numbers in to chart the pockets and recession. If the number is above 9 you will need to click on ‘+’ on your keyboard followed by the number e.g. 15 is ‘+’ followed by 5 – these will show in blue. In order to chart an overgrowth press the ‘–‘ key on your keyboard followed by a number, these will show in red.

2. To add Furcation you will need to click on the triangles. One click will give you grade 1, two clicks grade 2 and three clicks grade 3.

3. To chart Suppuration click ‘s’ on your keyboard and to add bleeding click the ‘b’ key.

Turning on Single Screen Perio

Go to Configuration > User Settings

From the user setting screen click on the box next to ‘Use single screen perio’

Click on the save icon shown below on the toolbar.

Configuring single screen Perio

Go to the 'Perio’ screen on a patient file

Click on the Spanner shown below in the bottom right-hand corner

On the screen below you can set the way that you chart including the order in which date is entered, attachment level threshold and recession data.

Using Single Screen Perio

From the Perio tab click on the +1 beneath the top window on the left

Add a title for your perio charting

From the chart, you can add the following

1. Mobility – Click on the field; one click is 1, two clicks is 2 and three clicks are 3

2. Furcation – Click on the field; one click is 1, two clicks is 2 and three clicks are 3

3. Plaque – Click in the field

4. Recession and Bleeding, Pus & Pocket Depth – add numerical values

5. Attachment – will automatically total from the recession and Bleeding, Pus & Pocket Depth.

Once you are finished select OK and your charting will be saved.

Updating the Medical History with Clinipad

If you are using clinipad your patient would have filled out their medical history form on arrival. When you move the patient to the chair you should see the pop-up box below

From this window you can do two things:

1. Update MedHist – this will need to be pressed if the patient remembers anything that they did not add when filling in the clinipad.

2. Mark as Reviewed – If there are no changes required and you have confirmed this with the patient click Mark as reviewed. This will save a line entry on the medical history tab with the date that you reviewed it.

Updating the medical history from a paper form

If you are working with paper-based medical history forms when the patient arrives you will see the box below:

From this screen click on ‘Update MedHist’. From the medical history, window select all that apply and put a tick in Reviewed by at the bottom of the form then select Save.

Please then scan the paper form into the patient file using the steps below:

1. Click on the contacts tab

2. Click on Scan in the bottom right-hand corner

3. From the screen below select the scan type – if your medical history is only one page select ‘Single Page Scan’ and if it is more than 1 select ‘Multi-Page Scan’

   

4. From the screen below select the paper source from the drop-down (this is whether you will be using your flatbed or feeder) and choose the picture type – I would advise using Black and White as this will be a smaller file.

   

5. Click on Save

6. You will see the screen below:

• The date will automatically generate to the date you are scanning the item in. If you need to backdate this you can.

• You will need to enter a description so that people can easily identify the document is.

• The creator will automatically be set as the person who is logged in when the scanning is taking place.

• The category will automatically set as the first in your list. To change the category click on the list button and select from your available categories.

Adding Medical alerts

1. Go to the patients ‘Medical’ tab

2. At the bottom of the screen, you will see the icons below

   

3. Click into the relevant box to add an alert to a patient

Viewing Medical Alerts

On the patient's toolbar, you will see the medical history ‘+’. The icon will show in different colours depending on the alert set:

	No Medical Alert Set
	The Alert box is checked or both the Infectious and Alert box are ticked
	The infectious box is checked

GMS and PRSI fees can be amending within Exact;

1. Click on File > Payors

   

2. Then find which Payor you wish to amend the fees for;

   

3. Click on the fee schedule box;

   

4. This will bring you into the list payor fees and will bring up all your service codes. Find which code you wish to amend the fee for, by either scrolling through the list, or by searching in the bottom left corner.

5. Click in the code you want to amend and with GMS where there is only the payor fee to amend if will bring up this box;

   

6. You can then amend the fee in the payor amount box. With PRSI fees, you can change the Payor amount and also the Patient contribution. When you follow the above steps but in the PRSI payor you will get this box when you click into the service you want to edit;

   

There is an additional box of fee, this is the total amount that you receive for the service being done, so the patient contribution and the payor amount added together will equal the total fee

So using the service above the patient will pay €40 and you will receive €31.10 payor contribution, totalling €71.10 for the total service fee.

Setting Med2 Type on Services

The Med2 Type should already be set on services within Exact if you have added a new service and have not added the Med2 type, it will not appear on the Med2 form when printing this for a patient. To set this up complete the following steps:

1. Go to Configure > Services

2. Locate the service you wish to set the type for – you can do this by scrolling through the service list or entering the services code into the bottom left-hand corner

   

3. Double click on the service

4. Choose the correct Med2 type from the drop-down list

   

5. Select OK

6. Repeat for any additional services you need to set the Med2 Type for.

Printing the Med2 form

1. Click on the € from the patient's toolbar

2. Click on  on the bottom right-hand side of the screen

   

3. Set the date range on the screen below

   

4. You can now Print the form or select Preview to view it first

   

You can view a video guide using the link below:

https://www.youtube.com/watch?v=-BmMKIoQiUs

To print an invoice click on the € button on the patient's toolbar

Click on the invoice line for that the patient needs

Click on the print icon shown below under the transaction window on the right-hand side

On the screen below select how to would like to give the patient their invoice

1. Print – this will print at the practice and you can hand it to the patient

2. Preview – will allow you to view the invoice before printing

3. Email – will attach the invoice to an email as a PDF

4. EasyPost – will send a letter out to the patient without you having to do anything further.

Your estimate will contain the patient's name and address and any items which have been charged through under that invoice line.

You can view a video guide using the link below:

https://www.youtube.com/watch?v=uvpU10fjsdY&t=2s

When to use this report:

It is recommended that this report is run at regular intervals, at least once a month or once a week, for each Provider.

This is used to print a report listing the patients who have:

• Unclaimed complete treatment plans (all items charged but not TC'd)

• Incomplete treatment plans (plans which are partially charged)

• Incomplete treatment plans with uncharged items (plans which have items which are ticked but not charged).

• For these three options, you can include

• All treatment plans (will show all three options above)

• Only plans with completed treatment

To run the 'Outstanding Treatment' Report

1. Select Administration > Reports > List Outstanding Treatment:

2. The Sort Patients By option allows the report to sort on a number of criteria:

3. Use the Select Patients field to select or define a query for the patients in the From and To date range. 

In the case where some of the chart items have planned or completed dates outside this date range, use the tick by Include all treatment on matching COTs/Treatment Plan checkbox to specify whether those chart items will be included in the Report or not.

For example: If you run the report for a date range over the last month with this option deselected, it will display any COTs with their information from the last month only, and any COTs prior to the last month will display as headings only. However, if you select this option it will show those matching COTs prior to this last month with their treatment item information, and COTs within the last month also with their treatment item information.

TIP: A useful query to use would be for patients with no future appointments booked. That way any patient who appears on the list will either need to be invoiced for completed work or scheduled for another appointment.

1. Optionally select a 

Provider from the list by clicking in the field and using the list button. The report will then print for the selected provider only. Use the Multiple button to select more than one provider.

1. Alternatively, you can select a

Provider Category rather than one or more providers.

1. Use the Treatment 

From and To dates to specify the date range for the planned or completed treatment.

1. Other options are:

Report Output

The example below shows an Outstanding Treatment report for all patients, with all checkboxes selected. Included in this report are:

• Patients who have had Treatment completed in the last 2 months that was not charged; e.g. the treatment has been saved in the Chart tab but the Charge button has not been pressed.

• Treatment that remains planned on the patient's chart tab.

• Treatment details.

Ideally, the report will be run with each option selected.

For the Treatments not completed option, once the list has been printed, where the patient does not have any further appointments they can be contacted and if necessary the Course of Treatment closed and sent to the Payor as incomplete treatment.

For the Treatments completed but not charged and the Treatments completed but not claimed (TCed) options, there will be duplicates in the report, as TCing treatment also acts as a method of charging. If the treatment has not been TC'd then it may not have been charged also.

When selecting these options it may save time when cross-referencing patients to run one of the reports, deal with the patients who appear on the list, and then run the other option separately.

General EXACT Queries

Contact the SOEUK Support Desk on 00441634 266 800

Department of Employment Affairs and Social Protection

Phone numbers: 01 704 3000

Emails: info@welfare.ie