The Services file is used to store, add, and edit services that the practice provides to patients.

The List Service Items window

The Services file is represented by the List Service Items window, accessible from Configure > Services:

From this screen you can:

• View the characteristics of all services: Code, Payor Code, Description, Chart graphic, Pricing Method, price options,
• Print the service item list,
• Find, edit and add services,
• View, edit and add fee schedules,
• Apply fee updates,
• Set up the Services List,

Service Items are used in the Chart tab

In the Chart Tab, available services (from the Service file) appear on the right side of the screen. Use this list to create treatment plans for the patient.

This is why it is important to maintain an accurate and up to date Service file.

Also Edit, Add and Delete services from the Chart tab

You can also edit, add and delete services from the chart tab by means of the right-click menu and the buttons below the Service List and the Base Charting List:

List Service Items Screen

Using the List Service Items window may require appropriate security settings, depending on your practice 

Select Configure > Services..

The List Service Items screen opens with a list of existing (configured) service items displayed:

Functionality

This screen lists services in the Services File.

From this screen you can:

• View the characteristics of all services: Code, Payor Code, Description, Chart graphic, Pricing Method, three price options,
• Print the service item list,
• Find, edit and add services,
• View, edit and add fee schedules,
• Apply fee updates,
• Set up the Services List,

See also: Use the Service Setup Wizard window to configure the content and layout of the Service List in the Chart tab.

Creating New Services

As much or as little information as desired can be entered when creating a service, and additional information can be added later. The service may not function correctly, however, until the configuration is complete.

When adding a new service item it is advisable to first check if the code already exists. If a duplicate code is used, a prompt will appear saying that this code is already in use. To check if a code is already in use, type the code into the ‘Sort By Code’ box at the bottom of the screen. If it already exists the service will be highlighted in the area above.

When deciding on a new code bear in mind that the service list is sorted alphabetically, and also divided into sub-sections, such as Crowns. Therefore, it is advised that the new item code starts with the first letter of the group it is to appear in. For example if adding a Procera crown, the code would begin with C, e.g. 'CPRO'. If this were added into the service file as 'PRO', it could appear in the Perio section.

To Create a New Service:

1. Select Configure > Services. The List Service Items window (List Service Items screen, Using the List Service Items window (Service File)) will appear.
2. After checking that the code is not already in use, press the [+1] button.

   The Add Service Item window will appear.

3. Configure the areas of the List Service Items window:
   1. Add a Service - A (Code, Description, Pricing Method)
   2. Add a Service - B (Details tab)
   3. Add a Service - C (Fees tab)
   4. Add a Service - D (Notes tab)
4. Configure the Details Tab information as necessary, i.e., selecting a price code, graphic and colour for the service and adding it to any categories. These options control what the service will look like and how it will function.
5. In the Fees Tab, enter pricing information as appropriate.
6. If required, enter Standard Clinical or’ Invoice/Estimate’ notes for this service.
7. Press the OK button to create the new service and return to the List Service Items window.

Adding Service Items

Click the [+1] button at the bottom right to access the Add Service Item window, which will open at the Details sub tab

See The Service Item Details tab for details on how to change the fields.

This window controls how a service looks and functions.

Services can be edited as required, in the Edit Service Item window.

NOTES:

The fields above the list of sub tabs are discussed in the Service Item Details Tab section.

Information on tabs can be saved independently, therefore each sub tab has its own OK and Cancel buttons

The Add Service Item Window

1. Open the List Service Items screen (List Service Items screen, Using the List Service Items window (Service File)) by selecting Configure > Services...
2. Select the [+1] button at bottom right of the List Service Items

   

   ... to open the Add Service Item window:

   

   This window controls how a service looks and functions.

   Service details can be edited as required at any time in the Edit Service Item window.

   To add a service you need to configure four areas of this window:

   

   1. Add a Service - A (Code, Description, Pricing Method)
   2. Add a Service - B (Details tab)
   3. Add a Service - C (Fees tab)
   4. Add a Service - D (Notes tab)

IMPORTANT:
When creating a service item you can load the usual fee. The price can usually be changed while creating a treatment plan by the Provider. However, some pricing methods will not allow the Provider to change the price while charting, regardless of security permissions, so only use these pricing options for fees that will not need to be adjusted.
The Pricing Methods that lock fees are By Jaw | By Tooth | Filter by Group | Per Appointment | Per Plan

Add a Service - A (Code, Description, Pricing Method)

Changing a Code

The codes for services cannot be altered, as this would create problems for existing treatment which includes these service codes. However, if you feel you need to change a code for a private service there are two alternatives:

1. Use the ‘Payor Code’ field to assign an alternate code and view the Services by Payor Code in the Chart Tab.
2. A new Service can be created with the code of choice, private and payor fees set if necessary and then the ‘List in Chart Tab’ box un-ticked for the old Service.

Add a Service - B (Details tab)

1. Add a Service - A (Code, Description, Pricing Method)
2. Add a Service - B (Details tab)
3. Add a Service - C (Fees tab)
4. Add a Service - D (Notes tab)

Add a Service - C (Fees tab)

1. Add a Service - A (Code, Description, Pricing Method)
2. Add a Service - B (Details tab)
3. Add a Service - C (Fees tab)
4. Add a Service - D (Notes tab)

Set and amend fees for Services in this Fees tab.

The layout of this screen will vary depending upon the Pricing Method selected.

(Optional) To prevent Providers changing fees when charting, tick the checkbox Editing of fee on chart is disallowed.

Price Codes

There are three price codes within EXACT: 1, 2 and 3, as shown in the Service Items Fee tab. Each price code can have a different fee assigned. Price codes are used to set different fee levels. An example of how the price code levels can be assigned is shown below:

Price Codes can also be allocated to providers. This feature is not used often but could be used if providers work from different fee scales.

For example, if there were a trainee graduate working in the practice, the fee scale would probably be lower for the trainee than for the principal dentist.

Fee Schedule

Use Fee Schedules whenever there is a need to apply different fees for the same treatment.

See also this portal video: Creating new Private Fee Schedules

Create fee schedules for different Providers:

When Providers have their own unique prices, create a fee schedule per Provider.

In a Provider file, specify the applicable default fee schedule so that this schedule's prices display by default in that Provider's treatment plans (Providers may still select non-default fee schedules and prices during treatment).

To view the different prices for each fee schedule, click in the 'Fee Schedule' field and select the appropriate fee schedule from the list. Once selected, the fees will be displayed in the Price 1, 2, and 3 fields.

Prepare a Fee Schedule in advance, to apply from a specific date:

Set up a pricing review in advance, where you create a new schedule, named for the date it applies, edited with the new fees.

This method is not used often as there is a % Fee Adjust button that can easily be used to immediately increase/decrease all fees by a percentage.

However, it does have advantages over the % Fee Adjust button:

• Pricing changes can be set up over over time, without affecting current patient charges, then introduced as an entire schedule when required.
• You can alter fees individually, by any amount up or down, rather than as a group by a set percentage.

Example:

1. Create a new fee schedule such as June2017.

   

2. For each service item, while June2017 is selected in the Fee Schedule field, enter the revised price.
3. Save the changes.
4. On the date that the price change is to begin, change the Fee Schedule for each provider in their Provider file to June2017. All new treatment charted will use the revised prices.

For further assistance, please contact the Support Desk.

Clinical Time

The time required for each service can also be set within the 'Fees' tab. This is the time that will appear alongside the service when it is selected in the chart. It is beneficial to enter time here as this assists clinicians in estimating required treatment time and whole appointment lengths. This information is then available to reception personnel to ensure that when the appointments for planned treatment are booked, they work from the times specified.

Enter here the most common Clinical Time for each Service; adjustments can easily be made in the Patient’s Chart Tab.

Editing Service Item Fees

The following describes the editing of Private and Stock item fees only.

To edit Service Item Fees

There are three ways to update fees:

1. To amend individual fees.
2. To create a new set of fees, set to take effect at a specified date (this is the recommended option).
3. To amend all fees automatically, by a set percentage. This is useful, for example, when applying a "cost of living" adjustment indexed to inflation.

to print a list of the services that currently have fees allocated

Prior to amending any fees it may be useful to print a list of the services that currently have fees allocated:

1. Click on the symbol at the bottom of the 'List Service Items' screen, then choose the 'Print' option.
   The options are to print a particular category, or to print only service codes that have fees attached to them.
2. Make the selections and then print.
3. Once the list is created, it can be used to amend the fees, by giving you a reference sheet to work from while entering the amendments.

Amending fees individually

To amend fees individually

1. In the Sort by Code at the bottom of the List Service Items screen, type the code of the service to be edited.

   The item will then be highlighted in the area above.

   

2. Double-click the service, select the Fees tab, and amend the price.

   

   
   

   (Optional) To prevent Providers changing fees when charting, tick the checkbox Editing of fee on chart is disallowed.

   
   

3. Save the service code record by clicking the OK button.

Amending fees by percentage

Fees can be amended automatically by applying a percentage increase (or rarely, a decrease).

To amend fees by percentage increase or decrease

1. Configure > Services... to open the List Service Items window:

   

2. Click the Fee Updates button located at the bottom right of the window.
3. In the Fee Update window, select the option to Increase or decrease your fees by a given percentage.
4. Select OK.
5. In the Percentages Fee Adjust window, under Increase/Decrease your fees by a percentage, check (tick) from options Price 1, Price 2 or Price 3.
6. Select OK.

   The Increase or Decrease Fees window displays:

   

7. The default percentage displays in the Percent Change field, but you can adjust this either up or down (into negative figures).
8. If required, round the increase/decrease up/down to the nearest figure (recommended).
9. Click once to select a category (shaded blue) and click again to de-select it.

   

10. When you've selected the categories required, select OK.

    All private fees and stock item fees will be increased or decreased accordingly.

To reverse the fees amendment

If you made a mistake in amending a fee increase/decrease, you can reverse the process for the last amendment made.

Follow the above procedure but in the final window (Percentage Fee Adjust), select Undo the last change you made, and then select OK:

To Reverse the ‘Amend Fees’ Process

If a mistake has been made in amending a fee increase/decrease, the process can be reversed for the last recent amendment made.

Click on the button once more, and then select the option ‘Undo the last fee change you made’ as shown below:

Add a Service - D (Notes tab)

1. Add a Service - A (Code, Description, Pricing Method)
2. Add a Service - B (Details tab)
3. Add a Service - C (Fees tab)
4. Add a Service - D (Notes tab)

In the Notes Tab you can create preset notes relating to a Service. Each time the Service is selected for a patient these notes will appear as attachments.

You can easily edit Notes for an individual patient by double-clicking the service within the treatment plan area of the chart tab.

The notes are divided into two categories:

• Clinical notes, which will not print on patient stationery.
• Invoice/Estimate notes, which will print on patient stationery.

Example:

Adding Stock Items

This topic describes how to set up consumables and items sold to patients (toothbrushes, whiteners, etc.) as services so they can be used when charting patient treatment.

To add stock items

1. Select Configure > Services.
2. Click on the [+1] button at the bottom of the screen and enter a code and a description for the stock item.
3. Select the Pricing Method required (usually ‘Per Item’).
4. Place a tick in the Ask For Quantity box to prompt for that information, so that if a patient wants to buy 3 toothbrushes, fees will be automatically calculated.
5. In the Graphic field, select None if not already selected.
6. To set up an Invoice Summary for stock items, click in the invoice summary box and then on the selector button which appears to the side.
   
   From within this next screen click on the [+1] button and type a description, e.g., "STOCK", then click the OK button.
   
   Optionally re-use this for all stock items as required.
7. To list stock items within a category in the Patient File, as opposed to stock items being sold through reception, create a Watch Type.

   This will display any stock items the patient has purchased in the Watch sub-tab of the Chart tab. (Optional)

   To display stock items in the Patient File, place a tick in the box List in Chart Tab.

8. Tick the List as Stock Item box.
9. Enter the Number in stock if required. Each time an item is sold this number will decrease. To check stock levels, from the service file locate the item and double click on it to open the Edit Service Item screen. Within that screen, stock levels can be checked and amended when new stock arrives.
10. To display stock items in the Patient chart, select which categories the item will appear in. Enter Stock Item as the first Category and then any further Categories in which it should be displayed, e.g. Hygiene Treatments.
11. Unless using the various price codes, enter the fee in the Price Code 2 column. If using the other price codes, enter fees in those accordingly.

Edit Service Item

You can edit Service Items from the Configure > Services : List Service Items screen or by means of the right-click menu in the Chart tab.

To edit a Service Item

1. Select Configure > Services to open the List Service Items screen.
2. Locate and double-click the Service Item, or

   Highlight the Service in the List Service Items screen and then either

   • Right-click and select Edit, or
   • Select the Edit button at the bottom right

   

3. The Edit Service Item window displays.
4. Edit the header information and each tab as required, then click the OK button to save the changes.

   See theses links for details of the editable fields:

   

   1. Add a Service - A (Code, Description, Pricing Method)
   2. Add a Service - B (Details tab)
   3. Add a Service - C (Fees tab)
   4. Add a Service - D (Notes tab)

Deleting a Service

Deleting a Service should be undertaken only when the following criteria are met:

• It is a Service that the practice neither provides nor intends to provide
• The practice is not new and the Service has never been used.

If these criteria are not met, instead of deleting the Service remove the tick from the ‘List in Chart Tab’ box in either the ‘List Service Items’ window (below) or the ‘Edit Service Item’ window (below right):

Un-ticking the Service will remove the Service from the list of Services on the right hand side of the Chart Tab which will prevent this Service being used again in the future.

To Delete a Service:

If the above criteria have been met and it is still decided to delete a Service:

1. Highlight the Service by clicking on it once.
2. Click the button on the bottom right-hand side of the screen.
3. A prompt will appear to confirm the deletion. Click ‘Yes’ to permanently delete the selected Service, or click ‘No’ to return to the ‘List Service Items’ window.

   Note: It is not possible to delete a service that has previously been used.

Favourite Services

'Favourites' are frequently used services, grouped together in the service list for ease of access.

Add a Service to Favourites

1. Have the required ‘Edit Service Item’ screen open. This is done by locating the Service item in the Service file and double-clicking on it.
2. Click the icon to the right of the ‘Categories’ field; this will open the 'View Service Categories' window:

   

3. To insert the service into the category of choice, click on the checkbox under 'Base' or 'T.Plan' as appropriate, so it is ticked.

   This will add that category into the list on the 'Categories' field on the Service item window.

   To remove an item from a particular category, highlight it in the 'Categories' field, and click on the button.

4. To create a ‘Favourites’ category, click on the button within the ‘View Service Categories’ screen, type a description for the category, e.g. ‘RGP’s Favourites’. Click on the ‘OK’ button and then ‘OK’ again to complete the process.
5. Work through all service codes to be placed into the favourites category using the icon.

Configuring Failure Categories

1. Failure Categories are attached to those services for which a failure is used for clinical audits. The Failure Categories can be viewed and edited via any of the screens on which services are listed, such as the Service List tab in the Patient Chart, or you can access services directly from the Configure > Services menu item.

   See Explanation of Failure Categories for further information.

2. Once you have accessed the Services list, select the required service, then either double-click it, or click the Edit Details button.
3. The Failure Category is displayed on the Service Details tab:

   

4. To add a Failure Category or change the existing one, click in the Failure Category field, and select the required category using the or button. The button will display the View Failure Categories window, as shown above.
   • The Failure Categories shown above are those that shipped with EXACT, and are all BACD categories.
   • To create your own categories, click the button, which will display the Add Failure Category Details window.
   • To edit a Failure Category, or view the Failure Modes for the category, click the Edit Details button, which will display the Edit Failure Category Details window.
5. When you have finished in the View Failure Categories window, click the OK button to save any changes you may have made, or the Cancel button to exit without saving.

Creating your own Failure Categories

Click the [+1] button in the View Failure Categories window, which will display the Add Failure Category Details window:

Editing Failure Category Details

Click the [e|d] button in the View Failure Categories window, which will display the Edit Failure Category Details window:

Explanation of Failure Categories and Failure Modes

Standard (BACD) Failure Modes

Standard (BACD) Failure Categories

Failure Modes for Failure Category Codes