EXACT PRACTICE MANAGEMENT GUIDE - Republic of Ireland
- India Scully (Unlicensed)
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PROVIDERS PAYOR DETAILS
Go to File > Providers
Chose the provider you need to add the NHS details for in the code box
On the right-hand side of the screen you will see the four options shown below please fill out all that apply.
Once you have enter all of the relevant information click on the save icon below on the toolbar.
You will need to set up a GMS payor in order for the Med Card checker to appear.
File > Payor > Add new Payor > Set Payor Type to: GMS > Restart Exact
After you have set up a GMS payor the Med Card checker will appear under the Recalls Tab for the patient.
The Validator has two fields:
Med Card
Expiry
Only the Med Card field is used in the validation process, the expiry is not used.
A successful validation will provide the following details:
Whether or not the card number is valid on a GMS scheme
Doctor Number
Date of birth
Eligibility Start Date
Eligibility End Date
These details should match the information received from the online checker (https://www.sspcrs.ie/portal/checker/pub/check).
PAYOR PAYMENTS
GMS and PRSI fees can be amending within Exact;
Click on File > Payors
Then find which Payor you wish to amend the fees for;
Click on the fee schedule box;
This will bring you into the list payor fees and will bring up all your service codes. Find which code you wish to amend the fee for, by either scrolling through the list, or by searching in the bottom left corner.
Click in the code you want to amend and with GMS where there is only the payor fee to amend if will bring up this box;
You can then amend the fee in the payor amount box. With PRSI fees, you can change the Payor amount and also the Patient contribution. When you follow the above steps but in the PRSI payor you will get this box when you click into the service you want to edit;
There is an additional box of fee, this is the total amount that you receive for the service being done, so the patient contribution and the payor amount added together will equal the total fee
So using the service above the patient will pay €40 and you will receive €31.10 payor contribution, totalling €71.10 for the total service fee.
Open a GMS COT
Charted all the relevant treatment
Click on the form icon shown below at the bottom of the COT window.
You will then see the ‘Treatment Complete screen which will show the GMS Form number. This number should automatically generate from your system numbers
Select OK
You will then be prompted to print the form
The GMS form below will automatically fill with the details from your treatment plan.
Printing the form
Open a PRSI COT
Click on the form icon below at the bottom of the COT window.
On the screen below select Yes
Choose the relevant option if you do not have a duplex printer I would advise to use the first option. Then click on Print
Once the first page is printed you will be prompted to print the second page select Yes
Page 1
This is to be filled out by the patient. If available the information for the form such as name and address will be pulled through from the patient file.
Part 2
This is to be filled out by you
Click onto File > Payors
Select the Payor you want to process the payments for;
Then press on the € sign, this then brings up with the view payor transaction screen;
Click on Payment on the bottom options
On the box that appears, select the provider and date range for the payments you want to view and select View Claims
This will list the payor payments you are expecting if they are correct and match, tick the box to the left of the claim so a tick box appears. Click process payment;
This will then bring up pop-up asking you to select payment method – usually BACS GMS and click Process.
If the payment is wrong or different to what you have received – double click on the claim and make the adjustment;
Then process by ticking it like a normal payment and process payment
Please note: when choosing a date range (steps 4/5) this date is taken from the date the COT is opened and not the date the treatment is planned or completed. As such if a COT is opened in January then left without charting and then treatment is added to it in July this COT will show under the January date range.
Setting Med2 Type on Services
The Med2 Type should already be set on services within Exact if you have added a new service and have not added the Med2 type, it will not appear on the Med2 form when printing this for a patient. To set this up complete the following steps:
Go to Configure > Services
Locate the service you wish to set the type for – you can do this by scrolling through the service list or entering the services code into the bottom left-hand corner
Double click on the service
Choose the correct Med2 type from the drop-down list
Select OK
Repeat for any additional services you need to set the Med2 Type for.
Printing the Med2 form
Click on the € from the patient's toolbar
Click on on the bottom right-hand side of the screen
Set the date range on the screen below
You can now Print the form or select Preview to view it first
USER SETTINGS
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
First to find out what security group someone is in, go into Configure > User Settings
Find the user you want to look at and you can then see the security settings underneath the user's name and password;
Then go into Configure > Security
Using the Code section find the group you want to amend. Everyone listed underneath is in this security group and everything ticked it what they have the ability
to do;You can then click in these subsections and amend the security settings for that group.
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.
REPORTING
The ‘Daily Activity’ report is a record of treatment (planned, completed, invoiced) and payments received for the practice on a given day. The Daily Activity report can be used as a paper back-up. This report should be run daily for each provider and can also be run for the whole practice.
The 'Daily Activity' report shows for each patient seen 'today':
Their appointment time and length
The time they arrived
Their account balance at the end of the day
Treatment planned, completed and invoiced
Complete treatment details
Money received and any discount given
The patient's next appointment date and time.
Running the Report
The level of detail required is selected by ticking the checkboxes:
Tick | To show |
Show Patients for Payor Payments | When payor payments are made it shows the patients that were paid for. |
Show Invoice Comments | Prints any notes entered in the invoice notes area of a service within the ‘Chart’ tab. |
Summary Only | Prints totals only. |
| Exports this report to a file called daysheetDDMMCCYY.txt. The file is saved to the C:\ drive as a comma-delimited text file. |
Report Output
The example below shows a ‘Daily Activity’ report with the ‘Show Patients for Payor Payments’ and ‘Show Invoice Comments’ options selected:
The report displays the data in columns as follows:
Time | The time of the patient’s appointment in the appointment book. |
Arrived | The time that the patient was marked as arriving in the appointment book. |
Length | The length of the patient’s appointment. |
Name | The patient’s name. This section also shows detail of; Invoices, Receipts, Allocations and Treatment. |
Balance | Shows if the patient has an outstanding balance, and if so shows the amount outstanding. |
Planned | Details any work that was planned on the date, i.e. if a filling is added onto a treatment plan to be done at a future appointment. The fee shown is 100% of any Payor-covered fee. |
Complete | Details any treatment that was completed on the date, this also shows the 100% Payor-covered fee. |
Invoiced | This is divided further to show the amount invoiced to the Payor and patient. |
Received | Shows payments that have been received. |
Discounts | Details any discounts that may have been applied on the date. |
Invoice | Details any adjustments that may have been made to an invoice on the date. |
Receipt | Details any adjustments that may have been made to a receipt on the date. |
Information for treatment for people without appointments (unplanned work) is included at the end of the report.
Please use this report alongside your cashing up to keep track of the payor amounts that you are claiming on a day by day basis.
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.
An individual provider can be selected from a list by using either the up and down buttons or the list button.
Clicking the Multiple button will allow a combination of providers to be selected.
The ‘From’ and ‘To’ Date fields are used to define the date range for the report.
Other fields/options:
Option | Field |
Breakdown by Providers | This will separate the report into sections broken out by provider, with subtotals for each day. |
Use Rosters | This will show any rostered time that is being used within the appointment book. |
Daily, Weekly or Monthly Summary | This report can be summarised by day, week or month. Select the option required by clicking on the appropriate option. |
The report includes the following:
Number of failed or cancelled appointments
Number of new patients
Number of patients seen
The estimated value of treatments. In order for the value to appear, treatment must be book from planned treatment, or the booked service must have a value associated with it (set under Configure > Services).
Average wait time (from the 'Arrivals door').
Go to the patients £ and find the selected invoices/payments that are allocated incorrectly.
Highlight one of the invoices and select the ‘i’ button on the bottom right corner of the transactions screen.
This will then show a screen showing what allocations are on this invoice, in this screen, you highlight the allocations and click the dustbin icon in the bottom right of this screen, this will remove the allocation from that invoice.
Go through all of the invoices/payments that have incorrect allocations and do the same process as above for them. Then once all of the allocations are removed click on the allocate button on the transactions screen.
This will then give you a screen showing the invoices on the top that require an allocation and on the bottom the payments that have been made to allocate to the invoice.
Go through each invoice and select the payment to allocate to it and click the allocate button.
Continue manually allocating the invoices until they are all allocated
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 Summary
The 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 Dentist
The 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 Paid
This 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.
Total Column - The total column is the total number of allocations including any adjustments
Patient Invoice - This column ONLY shows Invoices that have been paid - for example, work done. This does not include any adjustments
The resulting report shows:
Total Current Receipts
Total Receipts Allocated to Invoices (adjustments, payor invoices and patient invoices)
Total Unallocated Receipts (advance payments)
Total Extra Items sold.
MANAGING LAB WORK IN EXACT
Setting up your lab companies
Go to File > Specialists
Click +1 located at the top of the screen - this will bring up an 'add specialist' box
Complete the details as specified (how much information is entered is your choice)
Tick the 'Lab' box shown below - located on the bottom right-hand side of the window
Click OK
Repeat this for each Lab you need to add
Setting up Services as lab items
Select Configure > Services:
Double-click the service to open the Edit Service Item window.
Select the Fees tab and tick the box for Lab item:
Click OK to close this window.
Set up the laboratories that are used as follows:
Select File > Specialists.
Click the +1 button to open the Add Specialist window:
Enter a Code, and a description for the code in the First name field, then enter as much information as required.
Recommended: an address, phone number and e-mail address.
Be sure to check the Lab checkbox.
Click OK.
Repeat the above procedure until you have entered all laboratories' details.
If entering the service cost once the treatment has been charged or TC’d, click the History button within the Chart tab to view the tooth history:
Double-click on the service item to enter a service cost for. You will see that the service cost is the only field available for editing. Enter the cost and click ‘Close’.
With both the service configured and the lab details set up, the next time the service is charted, you will be prompted for a lab and due date.
Select the lab you wish to use by choosing a laboratory from the list button or by using the arrow buttons.
Select the date the lab work is due back and click ‘OK’.
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
Select Administration > Reports and select Lab Work Due:
Use the From and To date fields to define the date range for the 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
From the ‘Administration’ menu, click ‘Reports’ and select ‘Lab Work Done’:
You can report lab work done for all providers by leaving the Provider(s) field blank, otherwise, enter or select a provider's name. To report on more than one provider, click the Multiple button then select the providers required.
Alternatively, you can select providers who belong to a particular Provider Category; leave the Provider(s) field blank, then enter/select a Provider Category.
To choose patients with a particular Payor, enter/select the appropriate Payor code.
The 'Summary Only' checkbox is used to limit the report to summary only: details are omitted.
The 'From' and 'To' date fields are used to define the date range for the report.
MANAGING WHITE SPACE
Monitoring the graphic display
This 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 display
Recall 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:
Because recalls are a critical element to the success of most dental practices, this display can be used as an instant snapshot of business health. Over time you can use it as a dynamic barometer to gauge the effectiveness of your recall policies.
For example, the predominance of red in this screen would be worrying:
Rollover any graph area for tooltip Effectiveness statistics display:
Colour | Representing | Good or bad Indicator? | |
| Dark green | Booked: Patients with recalls whose appointments have been booked. | Committed business - this is the best recall status. The more dark green in the display, the better. |
| Light green | Future: Patients with recalls in the future who do not have appointments. | Still good. Patients remain as likely revenue for the future. |
| Light blue | Completed: Patients who completed treatment. | Indicates work done. |
| Dark blue | Moved On: Patients with appointments that have been postponed. | Okay. "The appointment did not happen, but we haven't lost them yet; they are still in the system." |
| Grey | Inactive: patients who are permanently lost to the Practice. | Lost - there will be no further business from these patients. |
| Dark red | Do not recall: whether due to a patient decision or a Provider decision. | Not lost just yet. We will not recall them, but these patients may still choose to come back for further treatment. |
| Red | Failures: Patients who failed to be recalled, with no further planned recalls or appointment bookings. | "The lifeblood of the Practice draining away". These patients were allowed to walk away. NOTE: The Recall Display should not show much red. If the Practice hasn't seen patients for a few years, or if they are otherwise lost to the Practice, they should either be de-activated (grey status), or the Practice should have a marketing drive to bring them back; they should not be left at "red" status. |
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 List
If 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 tab
After you have ensured the Short Notice List is enabled you may need to add it to your appointment book.
Click on the spanner at the bottom of the provider column window
Put a tick in ‘Select tabs for your activity bar
Select ‘Next >’ twice
Select ‘Short Notice List’ in the ‘Available Tabs’ box then click on the chevrons (>>) to move it across into the ‘Selected Tabs’
Click on ‘Finish’
PLEASE NOTE: If you are an administrator you can add this for all users following the steps below:
Click on Configure > User Settings
Click on the list button and
Select the user from the list you would like to add the Short Notice List to and select OK.
Click on Setup next to ‘Multi ApptBook Tabs’
Click Next
Select ‘Short Notice List’ in the ‘Available Tabs’ box then click on the chevrons (>>) to move it across into the ‘Selected Tabs’
Click on ‘Finish’
Configuring the Short Notice List
Go 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.
PLEASE NOTE: You can also access the Short Notice configuration by going to Configure > Practice settings and clicking on the spanner next to ‘Enable Short Notice List’.
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.
From this section, you can decide how patients are contacted. You can select ‘No SMS’ if you would like to call your patients to advise of short notice gaps, ‘Manual SMS’ if you’d like to decide which patients you will send an SMS to or ‘Automate SMS sending’ and the system will send text messages to all who fit the criteria of the available space.
Then select the size of groups to contact which will limit the number of patients on the short notice list that you contact about the space.
Select the template to send to patients – the default will ask the patient to reply by text message. If you do not have SMS replies you will need to amend this message.
Enter the time you would like to stagger messages by in minutes – this will allow a gap between sending the text messages to allow the patient to reply should they want it before the next person is contacted.
To prevent patients from feeling hassled can limit the maximum amount of gap messages a patient receives within 3 days.
Select timeframe to stop sending SMS if gap within 'x' hours.
'Appointment clinics' located at the top left of the setting screen.
a) Select which clinics you would like to prevent gaps being filled
HELPFUL INFORMATION
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