If you do not have access to some of the areas mentioned here please see a higher EXACT user to assist or amend your security permissions. If you would like the article as a PDF, use the 3 Dot's in the top right to Export |
PLEASE NOTE: If you have previously done NHS work under your previous PMS you will need to inform us of the highest COT number (claim reference) that you have sent in order for us to ensure that there are no duplications leading to rejected claims. |
Before you start this you will need your Personal Identification Number (PIN), if you do not have a PIN or have forgotten it contact CSA Support on 02895 360 333. You will then need to create a Web EDI account on the internet, to do this go to the web page below and follow the links from there. Remember to print out a copy of your account details for future reference.). |
Adding your WebEDI account and site numberIn order to add your WebEDI username, password and site number into Exact please follow the steps below:
Adding your location number
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Adding an NHS ContractPlease use the link below to view a video which details how to create a new NHS Contract within Exact. https://www.youtube.com/watch?v=eJXUHtUjhT0 Rolling over your contractPlease use the link below to view a video which details how to roll over your NHS Contract in Exact. This will need to be done each contract year. https://www.youtube.com/watch?v=2om99AyFYSc Increasing the NHS band feesPlease use the link below to view a video which details how to update the NHS band fees within Exact. Please note: These are not the correct fees and you will need to refer to NHS fees released for your contract year. |
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Go to File – Payors or if you have one, the ‘NHS’ button along the top. To the right of ‘Sort by name/Sort by code’, find NHS. To the right of this screen, click on the button that says ‘Claim’. On the next screen, select the providers you wish to bundle claims for, leave blank for all providers, or select multiple to the right. The date field is set to today's date, so it will bundle everything up to today. Click ‘OK’. The system will bundle the claims, and once finished, will prompt you to print the list of claims, press print if you would like to print, or cancel to skip this. If you get a message saying ‘No Claims Found’, nothing is ready to send, and if you get a message saying ‘There are too many claims for the bundle…’, once finished, you will need to press the ‘Claim’ button and bundle again, to bundle these extra claims ready to transmit. You will then get the ‘Transmit Claim’ screen click OK, the transmission is complete.
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You can view NHS responses by clicking on ‘Unresolved Responses’ from the claims central screen shown in the ‘How to Transmit’ section. Alternatively, you can access NHS responses from the NHS button on the workspace by clicking on the drop-down arrow and selected responses as shown below.
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To amend/resolve any responses you receive; Click into responses under the NHS dropdown. Highlight the responses you want to deal with; Click on Resubmit in the bottom right-hand corner; Once you have resubmitted, click on to the Patient icon at the top of your screen and it will load the patient that you have resubmitted the treatment for and allow you to amend the treatment. Before you TC the treatment back through, please check that you have “prompt for date when charging” checked under your user settings; You can turn this on by going to configure > user settings then making sure there is a tick in the option shown below which shows under the chart section on the left-hand side. |
NHS Schedules will be received once a month, and you will notice they come in when you transmit. To deal with the schedule:
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a. if you agree with the difference, which you can check by double-clicking, click the 'adjust' button at the bottom. This will adjust the amounts on the system, and you are accepting what the board has paid you. b. If you disagree with the difference, contact the NHS board to discuss the claim. If they accept that the claim should be paid you can resubmit and send the claim again,
If a response has come back but is not part of a schedule you can resubmit and resend |
Viewing NHS SchedulesNHS Schedules will be received once a month, and you will notice they come in when you transmit. To deal with the schedule:
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In order to check if there are any Courses of Treatment that have been transmitted to the board within the scheduled cut off dates but have not come back on a schedule please use the steps below:
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A users security defines what they have the ability to do one the system, these are divided into groups that users are a part of. If you adjust a security setting it will amend it for all users in that group. You will need to be a superuser or admin user to amend security groups
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To add a new user or Provider into Exact you must first click on configure > Add User / Provider; Then on the first window on the Add User Wizard, put in the way you want the user to appear on the appointment book and user name when logging in. When selecting if they require an appointment book, if they are a provider but aren’t starting yet, still click yes – this is what makes them a provider and not an admin user. Click Next > and the next screen will want you to select the security group that the provider requires and add in a temporary password for them to just get logged in (make sure you tick “User must change password at next login” Press Next> and the next page will be for any additional details you wish to add such a the providers' name and qualifications. This is the section where you fill in the provider type; Press Next > and this page you can add in the providers' address/telephone numbers and an email address if they would like to receive an email every time an appointment is made with them. Press Next > and this section is where you can pick the providers' appointment book colour and text colour. Press Next > where you will be asked to tick which recall type the provider will set, either dentist or hygienist Press Next > and you will be prompted to add in the providers working rota, make sure you start this as the correct date that the provider is starting with you. The next two pages will ask you which appointment book (if you have more than one) that you want the provider to show in and how they want their stickman (patient at the door) settings to show. Press Next > and this is where you can add in the provider NHS details and press Finish, this will then add the new provider to the diary and open their rota from the dates you selected. |
This document is to help you create some commonly used search queries in EXACT. These can be created and used from Administration > Contact Lists to enable you to contact a specific group of patients. MethodQueries can be created from numerous places within EXACT but the preferred method is as below.
Contact List Example: Searching for patients with no appointments in the last two yearsFollow the procedure above and then type in your description (e.g. Patients with no appts in last 2 years) and select the following search conditions:
To run the list click ok to all screens. Your patient search will now start to run. This may take a few minutes. Contact List VideoPlease use the link below to view how to create a Contact List in Exact |
When you are in Exact Reports you have the ability to add reports that you use frequently into your favourites tab, this will be for the user that is currently logged in and each user will have to add their own favourites in. Go into reports and highlight the report you want to add into your favourites and press the star icon in the bottom right-hand corner; You can then choose or add the group as monthly/weekly or daily, depending on the frequency that you run it. With a description, if you would like. You will then be able to fill out the relevant fields that you use when running the report, like performer and date ranges. This will then save into the favourites tab to be run easily with the prefilled dates/performers in place |
This report is used to print a summary of appointments and should be run on a regular basis, usually weekly. As the information is taken from the appointment book, it is important to ensure the status of each appointment is accurate, by ensuring patients are being checked as having arrived, being moved into the chair, appointment complete, etc. This is accomplished by using the 'Arrivals Door' feature. Leave the Provider(s) field blank to summarise the Appointments for the whole practice.
The report includes the following:
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The Open Transaction Reconciliation identifies money that could be paid to a provider but it is currently unallocated. The report will show all payments and receipts that have been entered into Exact that are unallocated from the beginning of use. The debit column shows any invoice that a payment has not been allocated to. The credit column shows any payment that has not been allocated to an invoice, the amount of the payment and the amount left of that payment that can be allocated (if this is less than the total amount of the payment it means it has been partially allocated to another invoice.) It is best to run this report before running the allocated payments report to ensure everything is allocated. When the payments are allocated together you will need to re-run the allocated payments report to view the updated totals. |
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This report shows receipts (payments) allocated to invoices. Use it to show all payments that have been allocated during the specified period, summarised by Provider and Payor, in order to pay Providers for work that they have done that has been invoiced to and paid by the patient. The report summarises by Treatment Payor Type, which gives practices the choice to pay Providers at different percentage rates for treatment completed under different Payor Types. The option is also available to pay on advanced payments which are deposits. The report has a detailed section that shows more information per payment than is shown on the summary screen, which enables a practice to access more detail. Simple SummaryThe report will include a summary of the total allocated for each provider selected, by the payor. The summary is broken down by Provider into allocations and advances. All payor types are listed for each Provider. For each of these payor types, it shows any adjustments, payor invoices, patient invoices, and a total, for both the allocated and advance payment sections of the summary. Summarise by Patient's DentistThe report will include a summary of payments for work done for other Providers' patients. This may be useful if a dentist has covered for sickness or to see how many Providers are referring to a hygienist. Both the detail and summary sections are the same as for the Simple Summary option above, except there is a Pats Prov. column that in each of the detail lines shows who the patient's Provider was. Summarise by Who Got PaidThis shows the allocations to Providers to whom the payments were made. The summary section is the same as the Simple Summary option above, except that it has an extra column for Trns Provider and the report is broken down by the Provider to whom the payment for treatment was allocated, and shows under this the Providers who were actually paid for the treatment. It may include Providers who were not included in the selection criteria if those Providers made or received allocations from one of the specified Providers. For the report layout, specify either Details, Summary, or Details and Summary in the printout: In this report, you will need to decide if you are paying with advanced payments included (deposits are paid to the dentist) or not. If you are only paying the dentists for work completed click on ‘Hide Advanced Payments’ Option to hide advance payments: Option to include NHS and other Payor Payments: Why is there a negative figure in the Advance Payment Column?A patient has made a payment under Dentist A's name. Part of this payment has been allocated to an invoice that Dentist A has carried out today. The other part has been paid in Advance for treatment the patient is going to have done in the future. In this scenario when you run the allocated payment report there will be a positive figure under the Advanced Payment Column. The patient returns a month later for the rest of their treatment. This treatment has been carried out by Dentist B. The payment that was paid in the previous month under Dentist A has now been partly allocated to Dentist B too. When you run the Allocated Payment Report now for Dentist A you will see that there is a negative figure under the Advanced Payment Column because this amount has been allocated to Dentist B not A. Which total should I pay on?You have 2 options on which total to pay your associates on and this is individual to each practice.
The resulting report shows:
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If you are collecting advanced payments you will need to have ‘prompt for payor on allocated’ set up so that the reception can select whether this is an NHS payment or any other payor. You can do this using the steps below: Configure > Patient Payments > add a tick to Prompt for payor on unallocated Configure > Patient Payments |
When to use this report:It is recommended that this report is run at regular intervals, at least once a month or once a week, for each Provider. Purpose:This is used to print a report listing the patients who have:
To run the 'Outstanding Treatment' ReportSelect Administration > Reports > List Outstanding Treatment: The Sort Patients By option allows the report to sort on a number of criteria: Use the Select Patients field to select or define a query for the patients in the ‘From’ and ‘To’ date range.
Optionally select a Provider from the list by clicking in the field and using the list button. The report will then print for the selected provider only. Alternatively, you can select a Provider Category rather than one or more providers. Use the Treatment From and To dates to specify the date range for the planned or completed treatment. Other options are:
Report OutputThe example below shows an Outstanding Treatment report for all patients, with all checkboxes selected. Included in this report are:
Ideally, the report will be run with each option selected. For the Treatments not completed option, once the list has been printed, where the patient does not have any further appointments they can be contacted and if necessary the Course of Treatment closed and sent to the Payor as incomplete treatment. For the Treatments completed but not charged and the Treatments completed but not claimed (TCed) options, there will be duplicates in the report, as TCing treatment also acts as a method of charging. If the treatment has not been TC’d then it may not have been charged also. When selecting these options it may save time when cross-referencing patients to run one of the reports, deal with the patients who appear on the list, and then run the other option separately. |
This report is used to print a list of stock sales for a practice over a period of time. The resulting report shows the following:
Configuration
To Run the 'Stock Sales' Report
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Setting up your lab companies
Repeat this for each Lab you need to add Setting up Services as lab items
10. When the lab item arrives, double-click on the appropriate service item and enter the cost of the lab item. |
This report is used to print a list of patients who have pending lab work currently listed against their patient record. For the 'Lab Work Due' report to run effectively, initially, a certain amount of configuration is required to set up the laboratories that are used by the practice and set a prompt against the services that require lab work. To Run the Lab Work Due Report
Print Preview example: Report fields include Date, Lab Code, Name, Phone, Patient Name, Service Code, Lab Fee. |
This report is used to print a list of patients who have lab work currently listed against their patient record (i.e., laboratory work has been done for them recently) For the report to run effectively, initially a certain amount of configuration is required to set up the laboratories that are used by the practice and set a prompt against the services that require lab work. Once this has been done, then both lab work done and lab work due can be reported. To 'Run the Lab Work Done' Report
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Please use the link below to access a video guide for using Exact’s Care Manager |
Monitoring the graphic displayThis is a Live, real-time display, so if you change a recall date, the list updates immediately. You can double-click any month for a detailed Month View. The main screen displays figures and a colour graphical display per month: By default the current month is identified in bold: Detail: For each month you can see numbers for Patients, the Total Recalls, and the Total figure split between Dentist and Hygienist. Note that Therapist recalls could constitute part of either the Dentist or the Hygienist figures, depending on how you have configured the Recall Manager. The Effectiveness graphic display has significant usage of colour, and you can mouse over any line to see a detailed tooltip breakdown of recall types. See Interpreting the Effectiveness display Interpreting the colour displayRecall Manager provides automated, live, real-time status information. The data in the graphical display is Live, so as you change recall dates in EXACT, it updates instantly, providing a visual snapshot of your recall effectiveness at any moment:
For example, the predominance of red in this screen would be worrying: Rollover any graph area for tooltip Effectiveness statistics display:
If your appointment book is showing a lot of white space it would be helpful to look at patients that have failed their recall. |
The Short Notice List allows you to collate a list of patients who would like to be notified of sooner appointments or of any opening slots if they have had to cancel. Once a space appears you will be able to hover over the gap in the appointment book and click on the puzzle piece icon to alert patients on any appointment spaces that become available. Enabling the Short Notice ListIf the short notice list is not visible on the appointment book you may need to turn this on. In order to do this, you will need to be logged in as an administrator or SUPER user. Go to configure > practice settings Add a tick in the ‘Enable Short Notice List’ box located at the bottom left-hand side. Adding the Short Notice List tabAfter you have ensured the Short Notice List is enabled you may need to add it to your appointment book.
Configuring the Short Notice ListGo to the appointment book and go to the short notice tab, there should be a black spanner in the bottom right-hand corner. You may need to be an administrator / SUPER user.
This will open the 'Short Notice List Settings' window. If you would like to be prompted to add appointments to the Short Notice List if booked within the specified date range (this is usually set to appointments between 7 to 40 days but can be amended for the practice’s needs) OR use a checkbox OR don't prompt and add manually. You can add an appointment to the short notice list when cancelling or by right-clicking on the appointment and selecting ‘Add to Short Notice List’ You can Tick/Untick box to add FTA appointments automatically. You can also decide when to remove appointments from the Short Notice List by setting time intervals in the two removal conditions shown above. You will need to specify the short notice period itself. So the length of time from today it may find an appointment for- Maximum 5 days Contact' tab is located to the top middle of the setting screen.
a) Select which clinics you would like to prevent gaps being filled |
General EXACT QueriesContact the SOEUK Support Desk on 01634 266 800 NHS Queries (PIN Numbers, List Numbers, Transmissions, Regulations)Contact the BSO on 02895360333 and select option 4 then option 1 Please make sure if you are querying claims you have the patients H&C number or their date of birth and CHI. |
Please use the link below to access the software of excellence YouTube channel for helpful how-to videos. |
Please use the link below to view a video guide to accessing the Software of Excellence Customer portal |
Please use the link below to access the SDR |
Please use the link below to access the Dental Forms Library |