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At bottom right is a toolbar:

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Run Recalls Button

This appears if you have configured for manual initiation of the automated recall parameters. Click the button to run the recalls according to the configured parameters.

My Recalls Procedure Button

A notepad to type up procedures for quick reference.

Print Report Button

Click to print the Recall Breakdown Report.

Set up Recalls Button

this is the means to configure Recall Manager. Click to display the Recall Parameters screen.


How Providers set the Recall Details

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VARIABLE recall default values

From EXACT v12.2 onwards the Provider can opt per patient for that patient to use either default recall values or recall values that the Provider customises for the patient.

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Check the Use Default Values checkbox.

(This should in most cases be checked already by default following an upgrade from pre-v12.2 to post-v12.2 EXACT)

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Recall defaults have been expanded to included variable recall defaults - See also:

Patient Recalls Tab (for Providers)

The Recalls tab of the Patient File shows a number of appointment-related areas:

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Patient’s Recalls Due status for both the Dentist and Hygienist 

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Patient Appointment Preferences 

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Past appointments and modifications to appointments

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Information to help you track patient referrals to other practitioners and specialists 

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Changes:

  • From EXACT version 11.3 SP6, the Recall Prompt is constrained:

    • Only Providers with the appropriate setting in the Recall Manager configuration see the Recall Prompt.

    • Receptionists do not see the Recall Prompt.

    • The Recall Prompt only displays when EXACT calculates that some patient recall parameter needs to change, in which case it identifies suggested changes in red text.

    From EXACT version 11.3 SP6, the recall prompt allows Providers to either reject EXACT suggested recall updates: RecallPromptNoUpdateImage Removedrecall prompt allows Providers to either reject EXACT suggested recall updates, or re-instate them after rejection:RecallPromptDoUpdateImage Removed:.

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To set the Recalls based on EXACT suggestions

  1. When Providers with the appropriate settings finalise a treatment, they are prompted for patient recalls.

    For example:

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    The words in red text are suggestions from EXACT, following the treatment that the Provider is now completing.

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    There are three possible actions to perform with the screen:

    • Edit the suggested changes by means of the blue hyperlinks.

    • Reject the suggested changes by means of the RecallPromptNoUpdateImage Removed

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      button.

    • When the recall details are correct, click the OK button.

  2. To reject these changes, select the RecallPromptNoUpdateImage Removed

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    button and then click OK. Note that once you reject the changes, the button toggles to RecallPromptDoUpdateImage Removed,

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    which you can click to reinstate the suggested changes that you rejected.

  3. To edit these recall details, click the blue Recall hyperlink/s, for an Edit Recall Detail screen, change the fields, then click the Update button:

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  4. To accept these suggestions and / or any edits that you made, simply click OK.

    The information will then be updated in the Recalls Due area in the Patient's Recalls Tab.

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... then the recall details screen will include both toggle buttons, enabling you to either reject suggestions or reinstate the previous suggestions:

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Variable Recall Default Values

Variable Recall Default Values are an optional feature from EXACT v12.2 onwards. On upgrade your recalls will work exactly as before unless you reconfigure them.

Recall Manager historically had a single default appointment service, length and recall interval for each recall type, and this was applied to all New patients.

From EXACT v12.2 the recall defaults can be flexibly overridden so that the appointment service, length and recall interval vary depending on patient Age, Payor, and Provider.

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This feature enables flexible recall settings, greater automation, and easy recall changes by group rather than individual patient

Overview

Recall Manager historically had a single default appointment service, length and recall interval for each recall type, and this was applied to all New patients. For example an Examination service set at 20 minutes would apply to all patients, even though this appointment length may be more suited to an adult than a child. With this configuration, where a different recall was required, Providers would manually customise the default recall appointment length when they created the recall.

From EXACT v12.2 the recall defaults can be flexibly overridden so that the appointment service, length and recall interval vary depending on patient Age, Payor, and Provider.

For example an EX20 examination service default length of 20 minutes can be overridden as

  • 10 minutes for patients under 18 years of age

  • 25 minutes for Provider A

  • 30 minutes for Provider B

The mechanism to enable this flexibility in v12.2 and later is the Override Patient Group:

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The settings in these Groups take priority over the standard default recall settings.

Define as many Override Patient Groups as required.

Each group must be a unique combination of Age, Payor and Provider (and, in Australia, Healthfund).

NOTE: A combination of the ALL groups is not allowed because this is already covered by the default values set for the recall type: All (Ages), All (Payors), and All (Providers) - if you try to set this combination you will see an error message:
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For patients who are configured to use the default settings...

For each group, specify the values that will override the system defaults: recall Service, appointment Length and recall Interval.
Order the groups carefully by means of the Up/Down arrows because EXACT identifies only the first group that a patient matches, working from the top of the list to the bottom.

EXACT then assigns to the patient the override Service, appointment Length and recall Interval as defined for that first applicable group.

Benefits

  • Flexible recall settings.

  • Greater automation.

    For example, recall settings can now automatically change when patient parameters change, such as when patients turn 18 or when they are assigned to a different Provider.

  • It is possible to change patient recall values by changing group membership configuration - by means of the Overrides your practice can easily update an entire group of patients to a new recall setting - for example if the practice policy changes a standard 30 minute recall slot to a 20 minute slot.

  • Choose any service as the recall default, even if the service has been elsewhere set up with no defined length.

  • Multiple Providers can book the same recall service but with appointment lengths customised for each Provider.

    NOTE: Variable appointment lengths don't apply if co-duties are set as On (in Configure > Appointment Book...), in which case the appointment length will be fixed to the service length and shape, as before the v12.2 upgrade.

  • The recall services are now primarily configured in the recall configuration rather than in the services setup

Upgrading to a version with Variable Recall Default Values

Upgrading from v12.1 or earlier

The upgrade preserves any default recalls configuration in the practice, so if the practice makes no changes on upgrade the recalls will continue as before the upgrade. And where patients use Provider-customised recall values, these will continue as before the upgrade.

However, because each patient file requires a "Use" or "Don't Use" default recall values setting after upgrade, EXACT follows this policy:

  • Where patients use Provider-customised recall values, EXACT keeps the Use Default Recall Values checkbox unchecked, as before the upgrade.

  • Where patients already use default recall values, on upgrade EXACT checks the new Use Default Recall Values checkbox:

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  • On upgrade EXACT also checks the Use Default Recall Values checkbox for the following types of patients:

    • Where the patient's recall settings don't exist at all,

    • Where the patient's recall settings are identical to the practice default values at the time of upgrade,

    • Where the patient is set to do not recall.

    • Future new patients.

Consequently, on upgrade, all of the above patient types with the checked box become subject to any updates that the practice later makes to its default recall settings.

When these patients' recalls are advanced, EXACT looks at the recall default settings and at the Overrides at that time, and changes the patients' recalls to match.

When recall changes are activated for patients, Providers are notified at time of treatment that the patient recall is changing, and are able to view the new recall settings.

Practitioners may notice these visible changes to recall configurations:

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For example an EX20 examination service default length of 20 minutes can be overridden as

  • 10 minutes for patients under 18 years of age

  • 25 minutes for Provider A

  • 30 minutes for Provider B

The mechanism to enable this flexibility in v12.2 and later is the Override Patient Group:

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The settings in these Groups take priority over the standard default recall settings.

Define as many Override Patient Groups as required.

Each group must be a unique combination of Age, Payor and Provider (and, in Australia, Healthfund).

NOTE: A combination of the ALL groups is not allowed because this is already covered by the default values set for the recall type: All (Ages), All (Payors), and All (Providers) - if you try to set this combination you will see an error message:

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For patients who are configured to use the default settings...

For each group, specify the values that will override the system defaults: recall Service, appointment Length and recall Interval.
Order the groups carefully by means of the Up/Down arrows because EXACT identifies only the first group that a patient matches, working from the top of the list to the bottom.

EXACT then assigns to the patient the override Service, appointment Length and recall Interval as defined for that first applicable group.

Recall Prioritisation with Variable Recall Default Values

Patients are recalled by the first recall guidelines that apply to them in this prioritisation:

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Patients with Provider-customised recall values are recalled according to those custom values.

Recall values can be set by Providers during treatment for specific patients in those patient's Recalls tab:

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Patients without Provider-customised recalls,

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who are checked to Use Default Recall Values

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but to whom Overrides apply

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Are recalled by the first Override that applies to them in the ordered list of default recall Overrides.

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Patients without Provider-customised recalls

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who are checked to Use Default Recall Values

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and to whom no Override applies

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Are recalled by the standard default recall values, as set from the Manage Recalls > Recall Parameters window: Edit Recall Type.

This includes the service, the length of the service and the recall interval:

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Using Variable Recalls

Providers can set patients to either use Recall Defaults or not.

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With the variable recall flag set, when a patient is due to advance their recall, EXACT compares the patient to all the override options and chooses the first match. If there is no match it uses the global default values.

Recall Prompt auto-displays to Providers when patient recall default settings change

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Error Messages and Prompts 

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Monitoring Recall Effectiveness

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The main screen displays figures and a colour graphical display per month:

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Columns

From v11.3 SP5 the The display includes Success percentages:

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- (minus) + (plus) / (divided by)

Patients

If a patient has more than one recall, the recall is counted as one

Total Recalls

Total - Inactive - Do Not Recall

Total Success

Booked + Completed

Total Success %

Total Success / Total Recalls

Dentist

Dentist Total - Dentist Inactive - Dentist Do Not Recall

Dentist Success

Dentist Booked + Dentist Completed

Dentist Success %

Dentist Success / Dentist

Hygienist

Hygienist Total - Hygienist Inactive - Hygienist Do Not Recall

Hygienist Success

Hygienist Booked + Hygienist Completed

Hygienist Success %

Hygienist Success / Hygienist

Therapist Recalls

These could constitute part of either the Dentist or the Hygienist figures, depending how you have configured the Recall Manager.

The Effectiveness graphic display has a colour code, and you can mouseover (hover your mouse cursor over) any line to see a detailed tooltip breakdown of recall types. 

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Roll over any graph area for tooltip Effectiveness statistics display:

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Representing



Good or bad indicator?


Dark green

Booked: Patients with recalls whose appointments have been booked.

Committed business. This is the best recall status.
The more dark green in the display the better.

Light green

Future: Patients with recalls in the future who do not haveappointments.

Still good.
Patients remain as likely revenue for the future.

Light blue

Completed: Patients who completed treatment.

Indicates work done.

Dark blue

Moved On: Patients with appointments that have been postponed.

Okay.
"The appointment did not happen, but we haven't lost them yet; they are still in the system."

Grey

Inactive: patients who are permanently lost to the Practice.

Lost.
There will be no further business from these patients.

Dark red

Do not recall: whether due to a patient decision or a Provider decision.

Not lost just yet.
We will not recall them, but these patients may still choose to come back for further treatment.

Red

Failures: Patients who failed to be recalled, with no further planned recalls or appointment bookings.

"The life blood of the Practice draining away".
These patients were allowed to walk away.

NOTE: The Recall Display should not show much red. If the Practice hasn't seen patients for a few years, or if they are

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(failed to be recalled) for 6 months later, the result is MovedOnImage Removed

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If you recall this booking FutureBooking3Image Removed

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(a recall in the future) for 6 months later, the result is FutureBooking2Image Removed

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.The difference? One starts from a failed recall in the past (red icon) and the other starts from a possible future recall (green icon).

Edit Recall:

Result:

Starting from a Failed Recall (in the past, red icon):

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Because it started in the past, we record the fact that this patient did not come in, and we have moved the patient on to a new date. There is a change of recall status, so the colour changes.

Starting from a Future Recall (green icon):

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(Future booking)

We don't count this as a "Moved On" because the change in recall date is not an

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  1. Click the Print Recall Breakdown button at the bottom right of the Recall Manager main screen or Recall Manager Month View:

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  2. The Print Recall Breakdown configuration screen displays:

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    Optionally select Multiple Providers:

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  3. Modify the parameters as you require.

  4. Optionally view the Print Preview.

  5. Either Print, Email or Export the Report.

Printing the Recall Breakdown Report

Recall Breakdown printing configuration

The Recall Breakdown Report is configured for printing in Configure > Printing Setup...

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  1. Email or Export the Report.

Printing the Recall Breakdown Report

To Print the Recall Breakdown Report
  1. Access the Recall Breakdown Report and select report parameters.

  2. Click the Print button and follow instructions.

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Emailing the Recall Breakdown Report

  1. Access the Recall Breakdown Report and select report parameters

  2. Click the Email button.

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    The Contact by Email screen displays:

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    NOTE: You need to specify Provider and Specialist if your email template has these as merge fields.

  3. Click OK to display the Create Email screen:

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  4. Complete all required fields and click Send.

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  1. Access the Recall Breakdown Report and select report parameters

  2. Click the Export button.

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  3. If necessary, name the file when prompted, and save to a custom folder (by default exported files are saved in .CSV format to C:\EXACT Exported Reports).

    You may see a popup explanation screen:

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Notepad - My Recalls Procedure

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  1. From the Recalls Manager screen, click MyRecallsProcedureButtonImage Removed

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    at bottom right.

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  2. Type notes in the window and then click OK:

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    The window has a header Detailed Recalls Procedure for [practicename] where the practice name is defaulted by EXACT. The text field below it is a custom notes field.

  3. Click in the field and type, or edit the existing text, and then click OK.

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In this example, Receptionists have been limited from editing the content:

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Recall Manager Month View

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The Month View displays the details of its recall patients.

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Hyperlinks

Note: all line entries in this screen are hyperlinks. the functionality is the same as for the Appointment Book Recalls Tab.

Month Selector

Use this to change the month:

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Column headers

The default sort order is Last Name, alphabetical.

Click a column header to sort the list by that parameter.

First Name / Last Name

Click a First or Last name to open the Patient Information tab.

You can then edit any Patient fields that need updating.

Dates

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These are the Recall dates.

Coloured icons represent the same colour recall statuses as for the Effectiveness Tooltip display.

Click any of these dates for editable information for the recall.

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If you edit these fields and click Update, it will immediately update the display.

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Prior contacts with patients are recorded as icons in the Prior Contacts Column.

Click a Prior Contact icon to display details of the contact.

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Click any of these hyperlinks to display a contact screen. A small star behind the icon indicates the preferred method of contact.

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Home Address. Recall is by letter.

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Business phone.

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Home phone.

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Home phone, SMS.

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Mobile phone.

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Mobile phone, SMS.

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Email.

To view Recall History for a patient Month View

  1. Open Recall Manager from Administration > Manage Recalls...

  2. Double-click a month (line) in the Effectiveness display screen:

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    The Month View displays the details of its recall patients.

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Click an icon in the Prior Contacts column:

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Filtering the month view

By default the month view displays with all information for both dentists and hygienists.

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This will result in a display where each patient has one contact preference (indicated by a subtle star behind the icon):

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The month view toolbar

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Manually contacting just one recall patient

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  1. Click the Phone icon for that patient.

  2. Optionally type a Description for records purposes.

  3. Optionally type contact notes.

  4. If you have the CTI module installed, click for digital dialling:

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  5. You can at any time click the equivalent phone icon that appears in the Prior Contacts column to see all details of the call.

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Create from multiple locations

Patient letters can be created from multiple locations such as the patient file, recalls or contact lists by clicking on the Create a Patient document button wherever it is visible.

Patient Contacts tab lists letters

If EXDOC is installed these letter contacts are automatically stored on the patient’s Contacts tab and can be viewed and/or edited by double-clicking on the required letter.

NOTE: Without EXDOC the letter symbol will indicate the creation of a letter, but the actual letter itself will need to be either saved manually on one of the practice's computers or printed in duplicate and the copy held on file.

Patient letters can be created from multiple locations such as the patient file, recalls or contact lists by clicking on the Create a Patient document button wherever it is visible.

Patient Contacts tab lists letters

Letter templates

Letter Templates are used when writing letters. These templates contain the standard layout and wording common to all letters of the same purpose, and merge fields that are automatically resolved with actual data when the letter is processed. For example, all referral letters will contain merge fields for basic information about the patient such as name and date of birth, and may begin with a first sentence of ‘Thank you for seeing…’

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  1. Select the Create a Patient document button

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    .

  2. Complete details in the Contact by Letter screen:

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    Select the type of letter: Create either a single letter to the selected patient or multiple letters to patients within the contact list.

    Select Group by Family if there are several members of the same family, and you want to send one letter for the family.

    You have the checkbox option to Tick as complete when printed. If you check this box, EXACT will remove each patient from the contact list when the letter for that patient is printed, leaving only patients on the list with unprinted letters.

    With this unchecked the patient is not marked as Complete on the contact list until further manual action is taken. In other words, leave the checkbox unchecked if you want a reminder to take further action.

  3. Select OK.

    A Contact Multiple Patients window will appear:

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  4. With these fields appropriately configured, select OK.

    The Document Details window displays, as described below.

    If you have Presentation Manager enabled, the Document Details window will have a preview window and slightly different fields.

    The Document Details window enables you to write to the patient as well as create/modify the Letter Templates that are the basis of the individual letters written.

    Letter Templates can include merge fields. These are placeholders for patient, provider, specialist, practice and other details that can be inserted directly into a letter from EXACT,which are replaced with actual data when the letter is processed.

    Document Details window:

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    Complete the following fields (as appropriate) to create the document:

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Provider: Click in the field and use the selectors to select a Provider under whose name the document will be written.

Note: If you are logged in as a Provider, your Provider Code will appear here by default, and if the patient has a Provider assigned, that Provider will display by default.

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Specialist: Click in the field and use the selectors to select a Specialist under whose name the document will be written.

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Category: This defaults to Admin Document but you can select an alternative type from the list.
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button to display the View Contact Categories window, where you can Add, Edit and Delete categories:

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There is no limit to the number of Categories that you can create.

These Categories are significant in the Patient File Contacts tab (as indicated below), where contacts can be displayed/sorted by the Category. Note also how the template Description field is shown under the Description column:

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Description: Type a description for the document content. This will be displayed in the list of contacts.

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Document Templates pane:

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Templates: These can be Standard (delivered with the software), created/customised and/or imported.

EasyPost templates display the EasyPost icon: icon-EasyPostImage Removed

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Arrange templates by dragging them into folders templates into folders.
Hover your mouse cursor over a template to display an Edit and a Delete button.
Use the +1 button at the bottom of the screen to add templates by means of the Create Template screen.

Edit button DocumentPicker-EditButtonImage Removede|d: This opens the RTF format document for editing using Microsoft Word (or the Presentation Manager window, if it is enabled). A Merge Fields selector overlays the document, enabling you to conveniently insert merge fields into the content. For details on editing, see Creating a New Template.

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Categories: Use these as a means of rationally arranging templates (drag templates into folders).

Create any number of Categories.

Hover your mouse cursor over a category to display a Delete button.

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You can also select and add Categories from the Create Template screen.

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Preview of the selected template.

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Add new category button:

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+1 button opens the Create Template window. See Creating a New Template.

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Print: Print the selected letter template for this patient.

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EasyPost: Click to send the template to EasyPost (populated with the selected patient's details) for third party printing, addressing and posting (requires the EasyPost module and Presentation Manager).

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Preview: Without Presentation Manager this will pop up the template document for viewing.

With Presentation Manager, this displays the document preview at right, with merge fields populated with sample patient details:

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Cancel button: Cancel the document details and close the window.

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  1. Click the Print labels button to open the Print Labels window:

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    Select Group by Family if there are several members of the same family in the list, and you want to print one label for the family.

    Tick as complete when printed: If printing the labels completes the printing process, you have the option at this time to mark all entries in the list Complete as the labels print, as an alternative to marking them off manually at a later stage, perhaps when the patient responds.

    With this unchecked the patient is not marked as Complete on the contact list until further manual action is taken. In other words, leave the checkbox unchecked if you want a reminder to take further action.

  2. Single and Multiple label options:

    Single Label option

    The Single label option will launch the Label Details window.

    Multiple Label option

    If the multiple label option is selected, you will be presented with the Contact Patients window with the contact preference defaulted to Letter:

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To contact by Email

  1. Click the Email button

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    at bottom right of the screen to open the Contact by Email screen:

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    Select Single or Multiple Emails.

    Select Group by Family if there are several members of the same family, and you want to send one Email for the family.

    You have the checkbox option to Tick as complete when sent. If you check this box, EXACT will remove each patient from the contact list when the letter for that patient is printed, leaving only patients on the list with unprinted letters.

    With this unchecked the patient is not marked as Complete on the contact list until further manual action is taken. In other words, leave the checkbox unchecked if you want a reminder to take further action.

  2. Select OK.

  3. If you selected Multiple Emails, complete the standard Contact Patients screen, but as applicable for Email:

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  4. With details specified, click OK to advance to the Email Details screen:

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  5. Complete the appropriate fields.

  6. Choose an Email template by means of the selectors.

  7. Document attachment options are greyed out unless you first check the Attach Document checkbox. Click any document attachment to see a preview at right.

  8. Click OK to advance to the Create Email screen.

    This will either be blank (if you did not specify an Email template), or it will contain the Email Template that you specified:

    Blank:

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    With sample specified template:

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  9. Optionally Attach any documents, image files (x-rays, photos, etc.) or other files.

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    When you select Finish, the attachment/s appear in the Create Email screen. You can right-click them to see further options:

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    To add a further attachment, click the +1 button.

    To delete an attachment, select it then click the Delete button.

    To save an attachment to another location, select it, click the Save button, and specify the location.

    To open (view) an attachment, select it then click the Open button; this will open the attachment with the appropriate program.

  10. Complete the email as you require and then click the large Send button to have EXACT automatically send off the emails to the specified contacts.

  11. Check in the Patient file Contacts tab for records of contacts.

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... or select from a pop-up screen:

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Print, Email, Export a list of recall patients

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  1. Access the month view screen.

  2. Optionally apply a month view filter.

  3. Click the Print Recall List button:

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    The Print Recall List window displays:

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Printing the Recall List

Recall List printing configuration:

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  1. Access the Recall List Print screen and select report parameters.

  2. Click the Print button.

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Emailing the Recall List

  1. Access the Recall List Print screen and select report parameters.

  2. Click the Email button:

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    The Contact by Email screen displays:

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  3. Click OK to display the Create Email screen:

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Exporting the Recall List

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  1. Access the Recall List Print screen and select report parameters.

  2. Click the Export button:

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  3. If necessary, name the file when prompted, and save to a custom folder (by default exported files are saved in .CSV format to C:\EXACT Exported Reports).

    You may see a popup explanation screen:

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Appointment Book Recalls Tab

The primary means of managing Recalls is likely to be the Appointment Book Recalls Tab.

This is a tab in the Activity Bar that displays identical recalls information as the Month View.

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AppointmentBookIconImage Removed Select the Appointments interface.

When enabled, the Recalls tab displays at the bottom of the screen:

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Enabling the Appointment Book Recalls Tab

  1. Select the Setup icon:

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  2. When the Setup Wizard displays, tick Select the tabs for your activity bar, and then click Next:

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    You will see a screen with this message:

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  3. Click the Next button.

    In the Select Tabs screen, move Recalls from the Available Tabs column to the Selected Tabs column, and then arrange the tab order with the Up/Down arrows:

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  4. Click the Finish button.

    The Recalls tab appears in the Activity Bar, in Month View:

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Adding Recalls to Appointment Book slots

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  1. Double-click the Recall Date

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    in the Recalls Tab to display details for the Recall:

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    This shows the duration of the appointment needed (taken by default from the services configuration), the service type, and the last seen Provider. Ideally your appointment should be to this same Provider for this duration. The service type may be important for booking if your Practice groups services by dates and times.

  2. Locate an available slot in the Appointment Book to match the Provider in the recall (Dentist or Hygienist). Note that EXACT won't let you add a Dentist booking to a Hygienist Provider, or vice versa.

3. Drag the recall date from either the Dentist or Hygienist column in the Recalls Tab, and drop it in the slot.


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The Patient details will show in the appointment booking, and the recall will show as "Booked" in the Recalls Tab:

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Cancelling Recall Appointments

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A Recall that you have booked as an appointment shows an occupied appointment slot, and a "Booked" status in the Recalls Tab:

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  1. To cancel this booking, click to select it in the Appointment Book, and then click the Cancel button at lower right of the screen:

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  2. Click Yes to confirm in the confirmation screen:

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  3. Use the selector controls to add a Cancellation Reason, and then click OK:

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  4. Type Notes if necessary, and then click OK:

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    The appointment slot again becomes available, and the Recall reverts to its previous status in the Recalls Tab:

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    (Note how in this example the Recall has reverted from "Booked" (green) status back to "Failed" (red) status. This happens when an appointment date is missed and the appointment is not moved on. A Booked status only applies when it assists in the future. )

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Open Recall Manager > Click the Configure Recalls spannericonImage Removed

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button > Click the Automation button > de-select (un-check) the checkbox,grey-unchecked Run Recalls automatically checkbox:

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  1. Open Recall Manager either from Administration > Manage Recalls... or from a manually-created shortcut on your task bar:

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  2. Click the Run Recalls button at bottom right of the screen:

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  3. Take note of the popup message, identifying when last the recalls were run (another user may already have run them). Select Yes to continue:

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    EXACT then runs the configured recall parameters.

  4. (Optional) Locate the current month in the Recall Manager display and watch the statistics change in real time (Live) as EXACT processes the recalls:

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  5. (Optional) double-click to open the month view and watch the status of recall notifications to individual patients. These will appear under the Prior Contacts column as icons representing the recall media:

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    You can click any icon for details of that particular patient recall.

Manually contacting patients from Recalls List

From release 11, it is possible to configure automated recalls and then either 1) let EXACT continuously contact patients based on this automated recalls configuration or 2) manually initiate this automated recalls configuration.

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    You can click any icon for details of that particular patient recall.

Manually contacting patients from Recalls List

You can manually contact patients in relation to their recalls, either singly or in multiples...

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  • Contact individuals by means of the hyperlinks in the list:

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  • Contact multiple patients by filtering the list and then applying the action buttons in the toolbar beneath the Recall List to the entire filtered list:

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Contacting single Patients from the Recalls List

This section applies to the Recalls list in both the Month View and the Appointment Book Recalls Tab.


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Click any of these hyperlinks to display a contact screen. A small star behind the icon indicates the preferred method of contact.

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Home Address. Recall is by letter.

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Business phone.

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Home phone.

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Home phone, SMS.

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Alternative Phone

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Mobile phone.

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Mobile phone, SMS.

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Email.

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behind the icon identifies the patient's preferred means of contact.

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  1. Filter the Recalls List to specify patients.

  2. Select actions from the Recalls List toolbar:

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Viewing Patient Recall History

  1. Locate the Patient and click a Recall Hyperlink from the Patient's Dentist or Hygienist column to display editable details, then click the History button

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    to display the Recall History for the Patient:

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  2. Select a record and select the Show Audit button

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    to display all historical changes

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Prebooking patient recalls

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For example, here the Receptionist is viewing a task to issue a brochure:

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