EXACT PRACTICE MANAGEMENT GUIDE - Scotland
- India Scully (Unlicensed)
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
SOE CONNECT
You will have been sent two codes for SOE connect shown in the format below. If you have misplaced your codes please call the support helpdesk on 01634 266 800; you will be required to provide a signed letter on practice headed paper confirming that these codes can be sent to you.
ADMIN: XXX XXX
USER: XXX XXX
When you first login to Exact you will be prompted with a box to register for SOE Connect. Please note each person that registers for SOE Connect will need to use a unique email address and the password which they create will need to be ATLEAST eight characters long and contain one non-alphanumeric character.
PLEASE NOTE: If the admin code is used it will give the user full access to Exact.
Login to SOE Connect with the URL above. Your username and password will be the one that you set up when logging into Exact.
Once a dentist has registered for SOE Connect they may report back that they are not appearing in the claiming dentist drop-down when trying to send a PA. In order to make sure they appear in this list please follow the steps below:
Login to SOE Connect with the steps in Logging into SOE Connect
Click on ‘Practice management’ then ‘Practice users’ in the top left-hand side.
Click on ‘Active users’
Click on the settings clog then select ‘Edit user’
On the screen that comes up add the dentists List Number into the ‘NHS provider number’ section then press save.
The dentist will now show in SOE Connect as a claiming dentist when applying for prior approval.
When a prior approval has been started or sent off you can check these in SOE connect.
Use the steps in Logging into SOE Connect to log into SOE Connect
Click on ‘NHS’ then ‘Prior approvals’
You will be shown the screen below. If the dentists at the practice have generated any prior approvals, they will show on this page detailing the patient name, the status of the PA, provider that has sent it, COT and the amount that the PA is worth. You can filter at the top of the screen by status i.e. if you just want to view approved claims or by provider. If you are not sure that the information is up to date click on ‘GET UPDATES’ in the top right-hand corner.
If you need to view any PA’s that have been archived, you need to click in the box next to ‘Show archived prior approvals’
TRANSMISSIONS & RESPONSES
Click on the NHS icon on the workspace at the top of Exact.
You may be presented with the window shown below ensure ‘Transmit Claims’ is selected and press OK – this screen will only appear once.
Click on Claims Central
From the screen, you will see the number of COTs awaiting to be sent on the ‘Completed COTS’ line. (these are all the claims the dentist has TC’d since your last transmission)
Click on Claim
Click on Multiple then select all of the providers than carry out NHS treatment at the practice then select OK.
You will then see the screen shown below to ensure that the ‘Date to’ shows today’s date and select OK.
If the provider has completed no claims you will be shown the box below select OK.
You should then see the screen below, if you would like to print a list of all the claims sent select ‘Print Claim Summary’ if not select ‘Done’
You will then see the screen below and it will automatically display a three-month window. Do not amend these dates and select OK.
The screen will then show the transmission in progress bar along the bottom and the number of claims being sent will show in the ‘Awaiting Transmissions’ line
Once the transmission has completed the claims will move down into ‘Awaiting Response’
Once you do another transmission anything responses the board have sent regarding your claims will come back in. They will show under ‘Unresolved Responses’
To view responses, you can click on ‘Unresolved Responses’ on the claims central screen on select the arrow shown next to the NHS button and select ‘Responses’
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.
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
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:
Go to Administration > NHS > Courses of treatment
If you have the NHS icon on your workspace you can click on the arrow beside NHS then select Courses of Treatment in the dropdown.
Once the Courses of Treatment screen opens click on the print icon in the bottom right-hand corner.
Set the report as shown below:
In the circled fields enter to start and end date of the NHS cut off period. This will isolate the claims that should have come back on a schedule but haven’t.
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.
CONTACT LISTS
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.
Method
Queries can be created from numerous places within EXACT but the preferred method is as below.
Go to Administration > Contact Lists.
Click on Create List and the following screen will appear:
Click in the select patients' box and the lined menu button (Select a Query Template ) will appear to the right of that box
Click on the Select a Query Template button and this screen will appear:
Click on the +1 button and the Add Query Template box will appear as below:
To start creating your new query click on to the button with the arrow pointing in (Insert a Patient Selection into the list) found under and to the right of the white area and start creating your new search queries as detailed in the options below.
Contact List Example: Searching for patients with no appointments in the last two years
Follow 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:
A check in ‘inactive’, click on OK and select ‘Patients without’ from the drop-down list (this means that your search will only pick up active patients). This should look like this
Click on OK
Any Appointment, click on OK and select ‘Patients without’ from the drop down list and then enter the date code of ‘D/M/Y-2’ in the From Date box and ‘D/M+3/Y’ in the To Date box (this means we are searching for patients with no appointments from 2 years ago up to 3 months into the future, this is done in case some of the patients realise they have not been in for some time and have booked an appointment). The screen should look like this:
Click on OK
The query template should look as below:
Click on ‘OK’ and the query will now be saved into your list of available search queries and can be used at any time.
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 Video
Please use the link below to view how to create a Contact List in Exact
REPORTING
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.
This report will produce a list of NHS patients who have a lapse date within the date range you specify.
The report will show the following information:
Patient name
Dentist
Lapse Date
Home & Work Phone
Acceptance date of last treatment
Date of Last Exam
Patient Balance (if they are in debt/credit or 0 balance)
HELPFUL INFORMATION
Related content
©2023 Henry Schein One International. All rights reserved.