12.20 GA

• On-boarding patients to the 3 Point Data portal. This feature is OFF by default and it will be initially handled by development.
• Patient Experience – Forms integration: Terms and Conditions.
• Patient Experience – Forms integration: Marketing Consent.

With the existing patients on-boarded, “Terms and Conditions” and “Marketing Consent” forms can be selected by patients from the 3PD portal. Once the forms are filled, they will be returned to EXACT (the “Marketing Consent” form can also be filled when a new patient books an online appointment for the first time). Although the implementation of the functions are completed, there are problems saving the forms data from the 3PD site. More development work needs to be done, so at this point we do not recommend that customers use any of these forms.

• Online Payments through the subscription service.
• Enhancement to Patient Merge, which allows a user to mark the source patient as Inactive and select an Inactive Reason: Patient Merge - Mark as Inactive (Jira EX-56627).

• Change to freeze all Perio labels to what they were set to prior to the upgrade. In addition, databases with non-standard perio chart labels will generate a canary email notifying SOE that the labels are non-standard, and whether or not any users have enabled the single screen perio option: Perio Label Freeze. A tool to map the original perio chart labels to the new single screen Perio chart is planned to be released in version 12.22. This change was also released in 12.18 PF1.

12.19 G

Refund Wizard Changes

Refund Wizard

1. Additional ability to correct a receipt if the amount has been entered incorrectly. This can be done without deletion even if the receipt has been partly or fully allocated.
2. Reworked the screens to provide more direction up front and show adjusted or involved amount where it makes sense. 
3. Options that can't be done are now grayed out.
4. Security can be set for each option in the 

Adjustments

1. The adjustment screen has been made simpler and shows you the net result of your adjustment before you make it
2. Deleting an adjustment will be dis-allowed if it would leave a transaction over allocated, or over adjusted.

Allocations

1. Where adjustments, refunds, re-submissions, write-offs and discounts occur that would leave a transaction over allocated, the over-allocation will be 'reversed' back to any source transactions from the adjustment. 
2. If deleting an allocation would leave a transaction over allocated then the deletion will be dis-allowed. 

Refund Wizard

The refund wizard front screen now shows a description for each of the options. Options that are not available are grayed out. Eg if the patient has a zero balance, the option to refund unused deposits is grayed. There is a new option to Correct a receipt, which is a available provided the patient has a receipt on their account. 

If you opt to correct a receipt, you are asked to select the receipt you want to change, and then enter the amount that the receipt should have been. You will not have to calculate any adjustments, this will be done automatically by the system.

If the amount is less then before and the receipt has already been allocated, then any shortfall will be reversed from the invoice. 

e.g 

A patient has an invoice for $20.  A receipt is entered for $50, so $20 is automatically allocated to the invoice. Unfortunately the $50 was a typo and the receptionist really meant to type in $5.   

With new correction option you can select the receipt and type in the correct amount, $5.  The system will calculate the adjustment (-$45) and calculate the $15 allocation, leaving the invoice with the correct open amount.

Adjustments

The adjustments screen has been made simpler, and now tells you what the result of the adjustment will be before you make it. 

Adjustments can also make use of the reverse allocations capability introduced for the refund wizard. If the amount adjusted is more than the unallocated amount remaining on a receipt, then funds will be retrieved from any invoices that they were distributed to. If adjusting an invoice and the amount remaining is lower than the amount of funds already allocated to the invoice, then they will be pushed back to the receipt.

Additional Changes

• The new EXACT services that were added for Patient Experience (SOE Communications Service, SOE Worker Service and SOE Scheduler Service) are installed automatically, but the feature flag is off by default (“internal.subscription provider.host” setting is blank). If the flag is turned on, the new services will be used for Online Booking – the user experience will not be altered though: New EXACT Services.
• The canary to notify us of chart/invoice mismatches have been retriggered (Jira EX-57301).
• Fix for inaccurate coding of deciduous teeth in adults (Jira EX-56763).

Bug Fixes

12.18 PF1

1. Jira EX-57212: PERIO - Buccal image and Palatal image labelled incorrectly.

This change will freeze all perio labels to what they were set to prior to the upgrade. In addition, databases with non-standard perio chart labels will generate a canary email notifying SOE that the labels are non-standard, and whether or not any users have enabled the single screen perio option. For more details, please refer to the following Confluence page: Perio Label Freeze. A tool to map the original perio chart labels to the new single screen perio chart is planned to be released in version 12.22.

1. Jira EX-57412: In England and Wales when a HC3 exemption has been marked for an NHS COT and a recession limit has been set, the patient fee is showing as £0.00 instead of £5.

Bug Fixes

12.18 GA

Contacts Tab

By default the Contacts tab of a Patients file are sorted by Oldest to Newest, with the latest contact at the bottom of the list.

You are now able to change the sort order of a Patients Contacts Tab to display the Newest contact entry at the top of the list.

Transaction Changes

Refund Wizard

1. Additional ability to correct a receipt if the amount has been entered incorrectly. This can be done without deletion even if the receipt has been partly or fully allocated.
2. Reworked the screens to provide more direction up front and show adjusted or involved amount where it makes sense. 
3. Options that can't be done are now grayed out.
4. Security can be set for each option in the 

Adjustments

1. The adjustment screen has been made simpler and shows you the net result of your adjustment before you make it
2. Deleting an adjustment will be dis-allowed if it would leave a transaction over allocated, or over adjusted.

Allocations

1. Where adjustments, refunds, re-submissions, write-offs and discounts occur that would leave a transaction over allocated, the over-allocation will be 'reversed' back to any source transactions from the adjustment. 
2. If deleting an allocation would leave a transaction over allocated then the deletion will be dis-allowed. 

Refund Wizard

The refund wizard front screen now shows a description for each of the options. Options that are not available are grayed out. Eg if the patient has a zero balance, the option to refund unused deposits is grayed. There is a new option to Correct a receipt, which is a available provided the patient has a receipt on their account. 

If you opt to correct a receipt, you are asked to select the receipt you want to change, and then enter the amount that the receipt should have been. You will not have to calculate any adjustments, this will be done automatically by the system.

If the amount is less then before and the receipt has already been allocated, then any shortfall will be reversed from the invoice. 

e.g 

A patient has an invoice for $20.  A receipt is entered for $50, so $20 is automatically allocated to the invoice. Unfortunately the $50 was a typo and the receptionist really meant to type in $5.   

With new correction option you can select the receipt and type in the correct amount, $5.  The system will calculate the adjustment (-$45) and calculate the $15 allocation, leaving the invoice with the correct open amount.

Adjustments

The adjustments screen has been made simpler, and now tells you what the result of the adjustment will be before you make it. 

Adjustments can also make use of the reverse allocations capability introduced for the refund wizard. If the amount adjusted is more than the unallocated amount remaining on a receipt, then funds will be retrieved from any invoices that they were distributed to. If adjusting an invoice and the amount remaining is lower than the amount of funds already allocated to the invoice, then they will be pushed back to the receipt.

Additional Changes

• New EXACT services were added for Patient Experience. These services are idle in this release, unless activated by SOE for testing purposes.
• Chair time analysis invoice revenue splitting incorrectly (Jira EX-44969).
• NHS Wales Urgent exams can now be charged for under 25 & over 60 (Jira EX-57143): NHS Wales Urgent Exam Charge - under 25 & over 60.
• The contacts on Patient File can now be sorted by date, with the newest contact being displayed at the top of the list (Jira EX-53487): Contacts Tab Sorting.
• A workspace icon for Live Chat is now available for UK and Ireland (Jira EX-57082): Live Chat Workspace Icon.
• A security option to edit allocations is now available, so non-admin users can now edit allocations (Jira EX-57046): Edit Allocations Security Option.
  

  Previously, only administrators could edit allocations. EXACT Users need to be ticked as 'Administrator' in order to Edit Allocations.

  There is now a new Security option which will enable User Groups to be able to Edit Allocations. 

  

• The 'Patient Extra Tab' screens now have the option to filter, with most recent entry at the top (Jira EX-56743).
• The practice email address has been extended to 99 characters (Jira EX-56704).
• The DXperience trial version message is no longer displayed when accessing the UDA Manager (Jira EX-56572).
• The “internal.payor.nhs.eDental.server” setting is no longer overwritten if the 'Transmit Setup' wizard is used (Jira EX-56320).
• E-dental 622 for treatment on children with no fee has been fixed (Jira EX-56511).

Bug Fixes

12.17 PF2

1. EX-57228 - PA - Provider tier limit upgrades needs to be rerun.
2. EX-57236 - Reset/Clear or allow stations with a long name to sign in/register after the changes made as part of EX-42226 (Similar/changing computer names allows sharing of a single license).

An upgrade process will Delicense and then Relicense any License Manager entries that have a computer name of 14 characters or longer. This means that only entries for computers that would have a problem with the licensing being fixed will be touched. We are not relicensing any entries that are currently in the Delicensed state. The freed up licenses will be automatically assigned as users login, if they require a license. Computers with names less than 14 characters will maintain their existing licenses.

Bug Fixes

12.17 GA

• [New Feature] - Associates Report, which shows all invoices, receipts, adjustments, and allocations for a selected time period – the report is turned on by default in this version of EXACT.
• EXACT user insights: information on practice name, user, machine, operating system and EXACT version.

Single Screen Perio \ 12.15 GA

For full information on this feature please see Single Screen Perio Charting

FULL Perio Charting, with all data on a single screen

• Having all the data on a single screen is useful for both online viewing and printing.
• Print paper forms or digital digital forms
• Forms can be physically printed or sent by e-mail.
• You can also print a blank card with only the name and date of the patient, showing only the Elements present:

Colour coding
Some Status fields are coloured to represent different values.
For example, attachment over a certain value can trigger colouring the field red. Note how different values have associated colours in these fields.

Configure Exact to follow your specific order when you enter data
You can specify the order in which you enter data as you go around the mouth, so that EXACT automatically links the data in that order. You can choose the order in which you do quadrants and which direction they should be done. You can choose to enter recession data immediately after each pocket, after each quadrant, or after all the pocket depths have bee charted.

EXACT knows the order in which each provider records data in order to correctly apply it. Each provider can adjust this order to suit their preference.

Option to Skip the 8s
You can optionally configure Exact to ignore the 8s in your sequential movement around the mouth.

Element comment field
Each Element has an optional comment field of up to 10 characters.
(Note that depending on the character chosen not all may be visible.

Diagnosis and Treatment comment fields
The Perio Chart has comments fields for diagnosis and treatment plan:

Enter data using the keyboard

To speed up data entry, providers can enter data using the numeric keypad.
Many keys function as a toggle, by going through the values for that field.

Application Proxy \ 12.15 GA

For full information on this please see Application Proxy

EXACT 12.15 sees the unveiling of the Application Proxy, which can be used instead of the old XrayProxy, for sites that only need Examine Pro.

Images are captured in a local copy of Examine Pro and then automatically synced back to the server, where they can be viewed on the chart by all users. 

Application Proxy is installed on the PC which has the locally accessible Xray/IO Device, along with a locally installed copy of EXAMINE Pro.

Initially, Application Proxy will service EXAMINE Pro, with new Partners being brought on as and when required.

Genuine Server Check \ 12.15 GA

In order to allow our SOE Connect central services to access the correct databases out in a practice, we need to make sure that Triton has the correct databases tagged as genuine. Genuine server check is the ideal tool for this, but it past implementations have been very fault intolerant, causing the help desk to melt down with calls if Triton goes offline for a period.  In part this was due to the instant alerting of outages, but also in part due to the instant shut down of communications. The V12.15 version of GSC has been re-written so that both of these issue have been addressed.

In 12.15 the GSC is still shipped turned off by default, but it can be turned on by setting "internal.genuine server check.enabled" to 1. 

When turned on the check will behave as follows:

Note: Start State is whether the database has previously been flagged as 'Not Genuine' by an authorised user. 

Note: There is another setting called "internal.genuine server check.prevent send receive" which is also turned off by default. This setting is currently not supported as it doesn't fully do what we want yet. The intention is that when implemented Sending and Receiving of SMS, Emails, Easypost and Claiming will be disabled. Currently with this setting off ( set to 0) then sending is available in all circumstances except the Error state. 

If the user sees the not genuine iconin the work space bar they can click on to see what the problem is. Hovering over the icon will give a tooltip.

Clicking on the icon will bring up a dialogue with more detailed information.

The user can make a decision about this dataset. If they decide to claim that this is their real data they will be shown another dialogue asking for Administrator credentials to prove that they are allowed to make this choice. 

If the user enters enters valid credentials then then request to make the database the genuine copy is made. If the request is successful then the icon goes away. 

If the user chose "This is a Copy" the as not genuine, then the not genuine steady icon will show in the toolbar.  It won't flash. It acts as a non-intrusive reminder that the database is not the practice's real database. The dialogue is available through the icon if it is flashing or in steady state. If the user wishes to change their mind and make the database genuine, they can click on this icon.

Obfuscate a Database \ 12.15 GA

A Tool which can be utilised in order to obfuscate an EXACT database. ("alter code while preserving its behavior but conceal its structure and intent..." ) 
This tool deletes the practice ID & creates false patient communication information, making it impossible for the data to connect to 3^rd party systems automatically.

For full information see Obfuscate a Database

Live Chat \ 12.15 GA

As of EXACT 12.15, the UK/EIRE Country install will contain functionality to initiate a Live Chat session with an EXACT Support Rep.

There will be a controlled roll out of this Live Chat Service, and ultimately access to it needs to be controlled centrally via SOE Connect, but for MVP it will be enabled per database via a Super User config setting.
If Trials are successful, and resources are available, APAC Support may well require the Live Chat options to be enabled in a future version

To Enable/Disable Live Chat:

Configure->Settings->OK. Search for Chat.

Value is set to "0" by default, which disable Live Chat. Set value to "1" to enable Live Chat.

Restart EXACT for changes to take effect.

When enabled - Access will be through the familiar Help Icon:

NOTE:  If uptake is good, we can introduce a dedicated Live Chat button very easily into a release.

And also through the Help Dropdown Menu:

Clicking Live Chat opens the PC's Browser, and launches:  https://chat.soeidental.com/ and Submitting a request will send an Alert to a Live Chat enabled Rep via the BOMGAR Representative Console.

NHS Scotland Prior Approvals Button | 12.15 GA

In 12.15+ (July 2018), inside EXACT, we are including a revised method (visible during TC) of including Prior Approval date (existing, current method) and new optional "Prior Approval Reference" number.

The optional PA reference number is 30 alpha numeric characters. If user enters longer than 30 characters, XML (claim) data is cut off at 30 characters.  (A reference number will be given if using SNHS' Portal - or when we launch SOE connect to submit online directly to SNHS.)

For more information see NHS Scotland Prior Approval

Additional updates | 12.15 GA

• Scotland NHS: Code changes required for the latest Scottish fee updates (for 1^st July).
• Scotland NHS: Ability for sites to manually enter the Prior Approval reference number in EXACT
• Pop-up notes can now be assigned to other security groups:
• Inactive Patients can now be excluded from sending Contact Lists