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This introductory section covers topics such as the dental practice roles, components of EXACT,controls, and how to find your way around the menus.

Portal Video: New User Basics

The Patient Journey and Appointment Workflow

EXACT software facilitates and automates the Patient Journey through a dental practice:

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They receive automated recall, reminder and other notifications by SMS, Email or EasyPost.

EXACT can automatically acknowledge SMSes and Emails that Patients send to the Practice.

The patient file contains detailed personal and dental data from which EXACT generates a pop-up medical history screen for the appropriate practitioners.

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Receptionists work primarily in the Appointment Book, which includes multiple utilities to speed, simplify and streamline their tasks.

EXACT tracks the location and status of patients as they move sequentially through arrival - clinic - departure.

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Treatments are predefined in EXACT. When the Provider finalises a treatment, EXACT prompts for planning for the next treatment, which is then defined as a Recall, to be facilitated by EXACT.

Dentists use an innovative Quick Chart to chart treatments.

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• Understand how the Recall Manager module affects the Receptionist role
• Use the Appointment Book Recalls Tab and the Patients Recalls Tab, and Respond to the Recalls Prompt
• Recall patients. Manually run EXACT's automated recalls. Manually contact patients from the Recalls List

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• Understand how the Instant Message utility affects the Receptionist role
• Send an Instant Message to: selected EXACT users / all EXACT users
• Create and send a 'Panic' message

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• Facilitate patient processing through the practice by means of the Appointment Workflow
  (move the patient to the clinic chair following arrival processing at reception, and process the patient back to reception after treatment)
• Understand the functionality of the 'Arrivals Door' in the EXACT interface, especially how to move the next patient to the chair and how to return a patient to the waiting room

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• Medical History - display, update and monitor the patient medical details
• Mark medical records as Reviewed
• Add Medical Notes (including popup notes)
• View and use the Medical History List
• View/set patient Anaesthetic Preference
• Configure EXACT to automatically open patient medical history on 'Move to Chair'
• Create a new patient record
• Search for, Add, Edit and Delete patients (including families) in the Patient File > Details tab

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• Understand how the Instant Message utility affects the Clinician role
• Send an Instant Message to: selected EXACT users / allEXACT users
• Create and send a 'Panic' message

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1. Either click the Start button and choose EXACT Dental:

   

   - or -

   Double-click the EXACT Dental icon on the Desktop:

   

2. A Login screen will appear:
3. Enter the appropriate User Name and Password by accepting the defaults if they are correct, or click in these fields and change them if necessary (Note that all entries are automatically converted to UPPER-CASE):

   

   If you make a mistake on user name and/or Password, the fields will flash in red as a warning:

   

   If you change the User Name you will see a new checkbox field: Set new default login (below).

   Check this box if you want the new name to be the default in future:

   

4. Accept the default value at the Practice field, or click the drop-down list to choose from those displayed.
5. Click OK when all entries are correct, to open the EXACT program window:

   

   NOTES ABOUT LOGIN:

   Date: In extraordinary circumstances when logging into EXACT you can enter a date other than the default of today's date, if you require records to be created for an earlier or later date.

   Set new default login: Place a tick in this checkbox to change the default login 'User Name', 'Password' and 'Practice' to those for the current login. The new defaults will apply every time you login until they are changed again by using this method.

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There are several different ways you can exit from EXACT.

Important: Use the method that suits you best, but never simply turn off the computer, as this could potentially corrupt the EXACT database.

To exit EXACT

Use either of these four methods:

• Click the 'Close' button in the top right-hand corner of the EXACT window:

  

  - or -

• Select the ‘Exit’ command from the File menu:

  

  - or -

• Right-click on the bar at the very top of the EXACT window, and select the 'Close' option:

  

  - or -

• Hold down the button on your keyboard, press and then release both keys.

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This section introduces the screen and window layout in EXACT, lists the Menus and explains how to perform specific on-screen operations.

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Parts of the EXACT Screen

This is a normal EXACT screen:- the Patient File, with the Patient Details tab selected.

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• It displays the name of the active window, and for some screens (Patient File, Provider File, etc.) it also displays the record name and/or other pertinent information.
• By means of the header bar you can drag the window around the screen.

To move the EXACT Window

If a window is not maximised (does not occupy the whole screen) you can drag it around the screen from the header bar.

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The number of Icons or Window Names that you can display depends on the size of icon, length of window name, and the size of your available screen.

Note: EXACT minimum resolution is 1280 x 1024 (at lower resolutions the screen is truncated). However, some features and modules within EXACT require a widescreen monitor, for which we recommend screens capable of 1920 x 1080 and above.
The maximum resolution available depends on your computer hardware (monitor type/size and graphics adaptor card), and is set in Windows Control Panel.

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The Workspace bar enables you to access commonly-used EXACT screens via icon buttons on the top of your screen.

It is customisable per user (each user may customise their own workspace bar to suit their needs).

From EXACT version 11.3 you can opt to hide the Henry Schein button (see below).

TIP: Workspace settings are saved as part of the user record for the logged-in user, and will be applied each time the user accesses EXACT, even from another PC.

To customise the Workspace Bar for the current logged in user

1. Access the Customise Workspace window via the Configure menu:

   

   - or -

   Right-click with your mouse anywhere in the workspace bar and select Customise...

   

   This will open the Customise Workspace window:

   

   This has two panes:

   • Available windows at left - these are not displayed in your workspace bar.
   • Selected windows at right - these display in your workspace bar. The ordering is important - from top to bottom is how they will display in horizontal sequence.
2. Double-click any name to move it from its current pane into the alternative pane.

   (You can also select the name and then click a button to move it left << or right >>)

3. Move all required windows to the Selected Windows list in the right pane.
4. Move any unwanted windows back to the left pane.

   Note that this does not delete them from EXACT; it only removes the icons from the Workspace bar.

5. In the right pane, change the order in which the icons are displayed by selecting an icon and using the Up/Down buttons to move the icon up or down in the list.

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1. De-select the Enable Henry Schein button checkbox:

   

2. Select OK.
   

   TIP: Workspace settings are saved as part of the user record for the logged-in user, and will be applied each time the user accesses EXACT, even from another PC.

Using the Workspace Bar

Once your workspace bar is customised, it will display every time that you log on to EXACT.

This bar provides constant quick access to EXACT functions from anywhere in EXACT.

Click an icon to display the screen or process you wish to access.

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Lost-Connection Alert

- Applies from EXACT v12.6 onwards.

- The alert may indicate that maintenance is necessary from an IT-competent person.

- Please contact the Support Desk if you do not know what to do.

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• Connect to the DDX portal.
• Directly add a new case (if you are already logged in) - it will open a New Case with the current EXACT patient details populated.
• Display a list of DDX cases.

  NOTE: The DDX icon must be manually added to the workspace bar.

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1. Right-click the workspace bar and click customise:

   

2. In the Customise Workspace window, select the DDX Lab Link item.
3. Click the move-to-right button >>.
4. When the DDX Lab Link button appears in the right pane, select it and use the Up/Down arrows to reposition it in the list (to determine where it will appear in the workspace bar).
5. Click OK.

Menu Bar

The primary EXACT functions are accessible from the menus at the top of the screen:

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1. Press the ALT key on your computer keyboard to activate keyboard selection and show the underlined letter selection per menu item.

   Notice that a single letter in each word is now underlined:

   

2. Press the appropriate letter on your keyboard to choose that item.

   For example, in the system depicted above, the F key will access the File menu, and the T key the Transactions menu.

   You can also use the arrow keys on the keyboard; pressing the key while File is highlighted will move the focus to View, then to Transactions, etc.

3. Press the menu letter on the keyboard to drop down that menu.

   For example, show the File menu by pressing the F key :

   

4. To select a menu item either
   • Select the underlined letter (such as P key for Patients), or
   • Use the keyboard up/down arrow keys to move to the item you require, then press the Enter key .

Access the primary EXACT functions from the menu bar at the top of the screen:

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The content of these menus may vary by user permissions, practice setup, installed modules and geographic region.

File Menu

View Menu

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Transactions Menu

Administration Menu

Configure Menu

Window Menu

Help Menu

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Data Entry Screens

Information stored in EXACT is accessed via data entry screens or windows, as in the example below.

This is an example of the Patient file, which is the file most frequently used in EXACT.

A typical window within EXACT may contain fields for entering information, drop-down lists, option buttons, check boxes, spin boxes, switches and tool buttons.

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You can customize the size of both the main EXACT window and individual windows within EXACT.

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1. Hover the mouse cursor over the edge of the window you wish to move; the cursor will change to a double-sided arrow:
2. Holding the mouse button down, drag the mouse pointer (and window edge) to where you want the edge of the window.
3. Repeat for any other sides of the window you wish to change.
4. Some windows can also be resized by clicking on and dragging a corner of the window with the mouse, in which case the cursor will appear at the corner:
   Drag the cursor diagonally to resize the window in two dimensions at once, and retain the window's proportions.

   NOTE: A few windows in EXACT (usually dialog windows or messages) are fixed in size and cannot be changed like this. In these cases, the cursor does not change when hovered over a border, and the window controls illustrated above are not present.
   If you make a window too small, some fields or buttons may disappear off the edge of the window, and be inaccessible until the window is resized. However, you can easily temporarily resize the window in these cases, or hide the window.

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Hiding and Restoring an EXACT Window

To hide (minimise) an EXACT window

If you want to temporarily remove a window from the screen (e.g., to hide it so another person cannot view the information on it, or to stop it obscuring another window), click the Minimise button in the top right-hand corner of the window:

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If you minimised or ‘hid’ the main EXACT screen, then it will show as an icon in the task bar at the bottom of the screen.

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Dialog boxes appear in multiple shapes and sizes, as they are used for interaction (dialog) between EXACT and the user.

They allow you to enter information or to confirm choices. An information dialog box will contain fields where information can be entered and edited.

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Fields are areas within a window where information is entered or displayed. All fields within EXACT Dental are shown with a name (prompt) to describe the information inside them.

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Note: Mandatory fields will have been specified for your practice when EXACT was installed. However, this can be changed by a user with appropriate security privileges, via the Patient File Configuration window.

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The Enter key has special meaning within the Windows environment and can be set up to perform a specific function in EXACT, so it is generally not used for moving between fields. However, an option in the User Settings window gives you the choice of using the Enter key to either move between fields or to act as if the button has been clicked.

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You can delete the highlighted text by pressing the key, key, spacebar, or simply by typing.

Field Validation:

EXACT automatically checks text as you type, ensuring that the characters are acceptable and that the information is valid. For example, is the date entered a real date? February 30th would fail the date validation rules, and a time of 11:78 would fail the time validation rules.

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The currency symbol is not required; this is configured at installation, and set within EXACT for display and for reports.

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NOTE: Where two or more keys are shown together, this means you should press those keyboard keys together. Because the and keys can each be held down without being interpreted as multiple key presses, the best practice when using several keys together is to first hold down any of these keys before momentarily pressing an arrow or letter key.

Controls

Controls are buttons or special fields on the screen that control EXACT functionality.

This section describes

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The main switch is used with regard to the tooth chart. It switches between the display of permanent/mixed/deciduous teeth; in the example below it is in the "Permanent' position.

The other main switch is the 'Base/Current' chart switch:

To change the position of the switch

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Tool Buttons are widely used in EXACT. They are usually grouped on a Tool Bar:

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1. Tool Buttons are the mouse equivalent of keyboard-issued commands. If you position or ‘hover’ the mouse button over one of the various icons on the tool bar, a 'tooltip' will appear explaining the purpose of the button, and any shortcut keystroke(s) that will operate the button:
   

   You can activate a button by either clicking on it, or using the appropriate shortcut keystroke(s) on the keyboard.

2. The following Tool Buttons are used universally within EXACT. Other Tool Buttons are discussed within other topics.

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Find the required code by using one of the following code search procedures, which are referred to throughout EXACT Help topics as "normal code search procedures".

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There are some keys or key combinations that may be used within EXACT to save time by eliminating a few keystrokes or mouse clicks.
If you are typing information such as patient information into EXACT, using key combinations can be more efficient than using the mouse, as you do not need to switch hands between mouse and keyboard.

Short-cuts in the Main EXACT screen

Press the key on your keyboard; this will underline the applicable key for each of the top-level menus along the top of the EXACT screen. You can then press a letter key to access them, as follows:

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Help

In any EXACT window, press the key to open context-specific Help (if available) for the window you are currently using.
This has the same function as clicking the button on the top-right corner of the window, and will open the Help file in a browser window.

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Many of the Note facilities in EXACT have a spell-checking option.

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