The Notes tab is not the place to record any clinical notes, as any information entered onto this screen can be deleted. For clinical notes, use the Note button on the treatment area of the Chart tab.
Enter, modify and delete (subject to security) Patient Notes from the Notes tab of the Patient Details window:
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The Notes Tab can hold general notes on the patient, dated notes and Pop Up Notes.
Tp access the Notes area open a patient file and click on the Notes Tab.
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Updating a General Note
These are general notes about the patient. These may include notes about the patient’s interests or personality. To make this area easier to read, you may wish to type each note on a different line.
To Enter a General NoteUpdate a general note.
Select a Patient and select the Notes tab:
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Simply click in the top General Notes field and type in the required information.
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To edit the note text, click in the box and use the normal keyboard edit keys.
TIP: As it is possible to perform searches for information in this area, it is important to be consistent in your entry format (e.g. the format of abbreviations), so that the appropriate information is returned as the result of a search.
Dated Notes
These are specific notes about the patient that may need to be referred to at a future date, and are automatically 'stamped' with the creation date, time and creator's user code.
Dated notes may include notes regarding financial arrangements or conversations with other health professionals and/or the patient. It is also possible to search for information entered in this area. Any notes that are sent between surgery and reception, and vice-versa, using the pop-up note facility will also be stored within the Dated Notes section.
The pop-up note entries (which are in effect a type of dated note) are also automatically placed into this area.Dated Notes can be assigned to Note Types, which are in effect the categorisation of Notes.
Adding/editng a Dated Note
From anywhere in the Patients desktop either
Access an Add Note button when you view the Medical History (tooltip),
- or -
In the Notes tab, either click the +1 button at the bottom right, or right-click in the Notes window to open the +1 Add prompt
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to begin a new note or click on the Edit button e|d to edit and an existing note.
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An Add Notes window displays:
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Click in the Notes pane.
Type in the required note and click OK.
You can change the default colour for the note (yellow) and/or change the note type to Pop-up Note, but the other details are set by the system.
TIP: These notes are automatically stamped with the Date, Time of Entry and creator, which defaults to the current user. If the person creating the note is different to the logged-on user, prefix the note with their initials for future reference.
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Editing a Dated Note
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button. The ‘Edit Patient Note’ window will appear. This window has details of when the note was last modified.
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Click in the 'Notes' pane, and use standard field editing methods to add, delete or make changes as needed.
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When finished, click
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to save.
Deleting a Dated Note
Select the note and click the
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button.
Create Notes using the 'Notes' Button
Notes can be created from many windows in EXACT by means of the Notes button
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Any notes that are created are automatically stored within the patient’s Notes tab.
Also recorded is the User Code of the person who read the note.
Notes are linked to patients and should not be used for general chat.
Common uses:
Reminders to take some money from the patient at their next visit
Note to inform reception that they require a 2-week interval before a next appointment is booked.
Pop Up Notes
Pop Up notes enable practitioners to communicate with other members of the team regarding patients.
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To enable Pop-up Notes
Notes can be made to pop up by checking the Pop-up Note checkbox in either the Add Patient Note or Edit Patient Note windows.
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Only after a particular date.
Only until a particular date.
Only between two dates.
Create a Pop Up Note
Select a patient and click the
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In the Notes tab, either click the +1 button at the bottom right, or right-click in the Notes window to open the +1 Add prompt.
The following screen will appear:
Use these notes to either:
- Enter notes into the Notes tab.
- Create a Pop Up note that displays when a practitioner accesses the Patient anywhere in EXACT
Tick the Pop-up Note box to make the note pop up under a certain condition.
After choosing Pop-up Note, several further options become available. Select them as required:
 | Colour. Pop up Notes can be colour-coded. Use the button to choose a suitable colour. |
 | Pop-up options. Click this button if you wish to select how the note will appear |
If you select the ‘Pop-up Options’ button, the following screen appears:
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Select or deselect the relevant options. The last three are active only if you click the checkbox, and allow you to set applicable dates and/or restrict display to only particular users.
Select or deselect the relevant options and click the OK button.
The following shows how a Pop Up message would appear to reception as the patient’s Chart screen is accessed:
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NOTE:
This note is linked to this patient and it will pop-up each time the patient’s Edit Appointment, Payment and Patient files are accessed.
To prevent this message from appearing again tick the checkbox Do not pop up this note in the future. This indicates that the issue related to the message has been resolved.
All pop up notes will be recorded within the patients Notes tab. They appear as shown below:
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Even if a note is deleted, it can still be viewed if the ‘Show Audit’ box is checked.
Double-click a note from this list, or click the Edit button
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to display further information about the note, including the initials of the person who dismissed the note, i.e. marked it as ‘Dismissed’.
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In the example above, rather than use a pop-up note to notify other EXACT users that the patient has an allergy, a better option would be to add this information to the patient's medical details as a medical alert. It would then be permanently available when treating the
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Quick Notes
Quick Charting, Quick Plans, Quick Notes 
Besides specific 'one-off' notes on patient records, you can create Quick Notes to use for frequent notations, such as anaesthetic preferences, notes about invoicing, reminders for dental hygiene, etc.
The Quick Notes area is the right side of the Add Note, Add Clinical Note and Edit Chart Item windows:
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This pane is where you can create Quick Notes, or select existing Quick Notes via the
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button.
(If required, you can edit the note text once it is in the Notes tab).
To create a Quick Note
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Within the Quick Note area, click the
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button to display the Add Quick Note window:
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In the Description field enter an appropriate name and/or description of the note (such as 'Anaesthetic Preference', 'Payment Reminder', etc).
In the Type field, select an appropriate type for the Quick Note.
Note Types are simply categories to differentiate Quick Notes into common types. (e.g. Invoice, Clinical, Personal, Reminder) when you have a large number of Quick Notes.
To create Note Types,
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If the Quick Note is going to be a pop-up note, click the checkbox in the
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Pop-up Note field.
This will also allow access to the Colour field and Pop-up Options button.
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Click in the Notes field and enter the text for the body of the note.
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Click the OK button to save the Note.
It will also be added to the list of available Quick Notes under the Type you selected/created.
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Repeat the previous steps for any other Quick Notes that you wish to create
View Treatment History in Notes (optional)
The Notes tab also has an optional area called Treatment History.
If activated, a summary of both Historical and Current Treatment is displayed to the right of the Dated Notes area. This is ideal for reception users who do not have access to the Chart as it provides them with access to a non-editable record of treatment that has been performed and treatment that is planned.
Treatment History area of the Notes tab:
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To activate Treatment History in the Notes
(Requires Administrator security settings)
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Select Configure menu > User Settings.
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Click the Save button
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To deactivate Treatment History
Use the same method, ensuring that the checkbox is de-selected.