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The easiest way to see if a patient has already been entered into the EXACT database is to use the patient search facility.

On the toolbar at the top of the Patient File window is a search button:

This will open a window like the following example:

To perform a search for a patient (or several patients), enter a search term in the 'Filter on' box.

Example: To see if there is a John Smith in EXACT, you can type in "john" or "SMITH" or "John Smith" or "Smith JOHN".

If there are any records for John Smith, they will be displayed.

Notes: Image RemovedImage RemovedImage AddedImage Added You do not need to click the OK button or press the Enter key ; the search will begin immediately. If you wish the search to include inactive patients (that is, those with a * or ** before the name), click the checkbox. Note that a new search will begin each time you change the setting of this checkbox, and the list of patients 'found' will be updated as appropriate to reflect the active/inactive status.

The search term may be any of the following:

• The first part, or all of a patient's name; this may be part of the forename, surname, 'Also Known As' name, or email address. For instance, a search for 'GER' will find all patients with any part of their name starting with 'GER'.

• A date of birth; this must be entered in full, e.g., 24/12/1958.

• The first part of a numeric field; for example, "122" will find all patients who have a telephone number or a postcode (or other numeric field in their patient file) starting with 122.

If the search finds one or more records matching the search term, you can select the patient you require by either:

• Double-clicking on the one you require, or:

• Clicking on the record you want so it is highlighted, then press key, or:

• Using the or arrow keys on your keyboard to scroll to the appropriate record then press the key.

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Whichever method you use, EXACT will populate the screen with the record for that patient.

Notes:

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• The list of records found will remain active until you clear the search criteria, so if the record you chose was not the right one, you can return to the list and choose another one.

• To clear the list, simply delete the text in the 'Filter on' field, by pressing or the spacebar while the text in the field is highlighted. Alternatively, you can start another search by entering something else in the 'Filter on' field.

• To choose which fields are displayed in the 'Search Patients' window, and what order they are displayed, click on the button in the top right-hand corner of the window. This will open the Column Settings window; in here you can tick or un-tick multiple columns.
  
  If you do find that two or more duplicate records exist for one patient you can do a Patient Merge to merge the details, treatment, appointment information into one record and make the duplicates blank and inactive (or delete them if no longer needed)