EXACT RECEPTION GUIDE - Republic of Ireland
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PATIENT INFORMATION
From the Patients Window
Go to File > Patients
Click on the +1 on the toolbar
Enter all of the relevant information for the patient and select OK
The patient will now show in your list.
From the Clipboard
From the appointment book double click on the clipboard icon at the bottom left-hand side of the appointment book columns.
Click on the +1 on the toolbar
Enter all of the relevant information for the patient and select
The patient will now show in your list.
Please use the steps below to scan any paper document into the patients' file:
Click on the ‘Contacts’ tab of a patients file
Click on Scan in the bottom right-hand corner
From the screen below select the scan type – if your document is only one page select ‘Single Page Scan’ and if it is more than 1 select ‘Multi-Page Scan’
From the screen below select the paper source from the drop-down (this is whether you will be using your flatbed or feeder) and choose the picture type – I would advise using Black and White as this will be a smaller file.
Click on Scan and you will see the screen below:
The date will automatically generate to the date you are scanning the item in. If you need to backdate this you can.
You will need to enter a description so that people can easily identify the document is.
The creator will automatically be set as the person who is logged in when the scanning is taking place.
The category will automatically set as the first in your list. To change the category click on the list button and select from your available categories.
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).
APPOINTMENT BOOK
Amending the opening hours and Time Interval
On the main appointment book screen, in the bottom right-hand corner there is a little black spanner icon, this is where the appointment book tabs can be configured.
Add a tick in ‘Make Changes to this appointment book
Select Next and on the screen below you can adjust the time interval (increments on the sides of the appointment columns) and start and end time of the practice.
Once you have made the changes select Next, Next and Finish.
Adding and Removing Tabs
On the main appointment book screen, in the bottom right-hand corner there is a little black spanner icon, this is where the appointment book tabs can be configured.
When you have pushed this the next window should appear with the following options; (If these options are not available please login as an administrator)
Click on the option “select tabs for your activity bar” and press next twice and the next window should appear;
All of the available tabs should appear on this screen, the ones currently in use will appear in the right-hand box. You can move the order they appear in but highlighting them and using the up and down arrows.
To add or remove a tab, highlight the option and then use the chevrons in the middle of the boxes, anything appearing in the left-hand box will not show on your appointment book.
When happy with the layout, press finish. You may have to close out the appointment book and reopen for changes to appear.
Adding and Removing Columns
On the main appointment book screen, in the bottom right-hand corner there is a little black spanner icon, this is where the appointment book tabs can be configured.
Add a tick in ‘Make Changes to this appointment book’
Select Next, Next and Next again and you will see the ‘Select the required columns.’ Screen:
To add a column – click on the providers' initials in the ‘Available Providers’ window and click on the chevron (>>) to move them into the ‘Selected Columns’ window. Once they appear under selected columns they ill appear in the appointment book to can use the up and down arrows to adjust the order of providers in the appointment book.
To remove a column – Click on the provider in the ‘Selected Columns’ window then click on the remove button (shown below).
Select Finish on the window below and the provider will no longer appear in the appointment book.
Opening the Multiday Appointment Book
In order to view the multiday appointment book you will need to do one of the following:
Go to File > Appointments > Multiday Appointment Book…
Or…
Click on the arrow besides appointments and select ‘Multiday’ from the drop-down.
Click on the Multiday icon on the workspace
Multiday Options
From the multiday appointment book, you can view the appointments per provider over the course of five, seven, fourteen or twenty-eight days; you can do this by clicking on the respective numbers in the top right-hand side of the screen
You can use the icons at the top of the daily columns to move between time periods
If you wish to jump to a particular date please use the date field at the top left of the columns.
Amending the intervals and opening times
To adjust the time interval on the multiday appointment book as please follow the steps below:
Go to File > Providers
Click on the list button beside the code box
Choose the provider you would like to change the time interval for then select OK then click onto the Appointments tab
From this screen, you can adjust the start and end time of the multiday appointment book and the Appointment Length (Time Interval)
Once you have made your changes click on the save button on the toolbar.
To view the changes you will need to close the Multiday Appointment book and re-open it.
Once the provider has been added to EXact and the rota set it may become necessary to make amendments to their working pattern. To do this the practice will need to adjust this from the appointment book screen.
from the appointment book, they will need to click on the providers' initials then select the Create Blocks and Clinics button shown below.
Once the Restrict Appointment Times window opens you will need to select Create Block Rota. This will open the edit rota screen which works exactly as it does in the Add User/Provider wizard.
Once you select the button you will see the screen below
If you have set the rota length to 2 or above you will need to then make the changes on the subsequent week tabs. Once you are happy with the information entered select OK.
APPOINTMENTS
From the appointment book double click on the clipboard at the bottom left-hand side of the appointment book columns.
Select from the drop-down list which allows you to filter how you would like to use to find the patient. For this example, I have used the last name field.
Type in the patients the last name into the field then click on the list button
Choose the correct patient from the list and select OK
Fill out the information shown below excluding the time field.
If you are booking an appointment for treatment that is already planned you can double click on in from the planned treatment window
Once you have done this the information from the planned treatment will fill out the fields
Select Copy to Clipboard
The appointment will now show on the clipboard on your appointment book and you can do two things:
Use the appointment search tool to find an available appointment space
Drag and drop the appointment into white space in the appointment book.
To cancel a patients appointment from the appointment book please follow the steps below:
Right-click on the appointment and select ‘Cancel Appointment…’
Click into the ‘Cancellation Reason’ field then click on the list button.
Select a cancellation reason from the list then select OK
Enter any notes that you require
You will then be able to choose between five options:
Clipboard – this will put the appointment on the clipboard. This is useful for when an appointment is being rearranged at the point of cancellation.
Short Notice List – this will place the patients’ appointment on the short notice list and allow you to contact them when an appointment space that fits the criteria of their appointment becomes available. This is useful if the patient is unsure when they can rebook or your books are full until a considerable amount of time in the future.
Cancel’s List – this will place the patients’ appointment on the cancels list. This can be useful if the patient doesn’t know when they want to rebook as when there is space in the diary you can work through these patients to hopefully fill out your appointment book.
Do Not Rebook – this will remove the patients’ appointment from the diary without prompting you to do anything else. This is useful if the patient will not be coming to the practice again.
Do Not Cancel Appointment – this will leave the appointment in the diary.
Once you cancel the appointment in will no longer show in the appointment book on that date/time but you will see a line on the ‘This patient’s appointments’ which shows the details of the appointment with the cancellation status.
From the ‘This patient’s appointments’ Window
From the appointment, book double click on the clipboard at the bottom left-hand side of the appointment book columns.
Select from the drop-down list which filter you would like to use to find the patient. For this example, I have used the last name field.
Type in the patients last name into the field then click on the list button
Choose the correct patient from the list and select OK
Click on the appointment you wish to cancel so that it is highlighted.
Click on the cancel button shown below
Select the correct option (please see the section above for descriptions of each option)
Please note: you cannot ad an appointment to the clipboard when cancelling this way.
To Arrive Patients (Paper)
As a patient arrives in the practice, click on the small box next to their name to check them in on the appointment book screen as normal.
An Arrival screen will appear, allowing you to select which patient information you want updated/printed.
Click the Arrive button at bottom centre to register the patient as arrived in the normal manner (see also the Arrive button in the screenshot below)
To use Clinipad with Patient arrival (summary of the procedure)
Check (tick) to specify which forms to send to Clinipad.
Select a Clinipad hardware device to issue to the patient. Select Arrive and Send to Clinipad so that EXACT can prepare the Clinipad then issue the patient with the Clinipad and offer brief instructions.
When the patient returns it, click the Return button, If you need the patient to use it again, click the Issue button and hand the Clinipad back.
Now that all of the forms are completed select Check and Dismiss. Once you have returned the Clinipad the patient will now show in the chair for the dentist and the patient can go to into the surgery.
Patient Departure
The To Depart bar will allow the receptionist to carry out the tasks needed before the patient leaves the surgery e.g. pay, rebook or collect any additional information.
The receptionist will need to click on each of the items in the list and carry out the task.
Adding a Patient to the Short Notice List
When you create a patients appointment in the next 7 to 40 days, you have the option of adding that patient to a Short Notice List, which appears on your appointment book tabs. To add a patient, simply make their appointment as normal, and follow the steps below:
When booking a box like below will appear; You can add the patient on with no notes, or choose not to add them.
If the patient wants to be on this list you set the dates/times they cannot attend. To do this click on the + next to Date(s) the patient cannot attend.
Then click on the +1 button
Once you press the +1 you will see the screen below which will allow you to select the dates/times then select OK.
Once you have set the dates you should see the screen below
Once you are happy with the availability click on Include and the patient will now show as available on the Short Notice List
Contacting a Short Notice patient
When you have white space in the appointment book please use the short notice list steps below;
Hover over the space in the appointment book and you will see the screen below if there are no suitable patients.
If you have patients that fit the criteria then you will be able to select send SMS and it will contact the patients that fit the appointment criteria on the Short Notice List.
Using the Cancels list
Click on the Cancels tab on the appointment book
Set the ‘Appt Status’ in the bottom left to the type of appointments you are looking for
If you have contacted a patient from this list and would like to reschedule their appointment you can drag and drop them into the appointment book, alternatively, you can drag them to the clipboard and use the search tool.
Removing appointments in a date range from the list
Click onto the Cancels tab then click on No Rebook
Select ‘Remove a range of cancelled appointments’ and set the date range you wish to remove the appointments in the list between.
Select OK then a loading screen will appear whilst Exact removed the appointments
The appointments within the date range will be removed from the cancels List.
PATIENT TRANSACTIONS
In order to take a payment in Exact please follow the steps below:
Go to the patient record and click on the € or from the ‘To Depart’ bar click on ‘Take Payment’ as shown below
The amount this patient owns will automatically be entered into the ‘Payment Amount ‘ box – if the amount needs to be different you will need to manually adjust this.
Select a payment method and then select ‘Process’
You will then be prompted to print a receipt by the window shown below, please note that once you chose a receipt type (NHS or Private) this will be the only one available.
When family members attend the practice they may not pay for their treatment separately and instead opt to make the payment from one card such as when parents attend with their children. Instead of taking multiple payments you can add the full amount to one patient file then send part of the amount to other patients.
In order to transfer money between patients please follow the steps below:
Go to the patients' records and click on the € and take the payment for the full amount of everyone’s treatment
Click on ‘Transfer’
Enter the amount you would like to transfer to the patient then click into the field next to ‘Patient’ and click on the list button to get a list of all the patients at the practice
The easiest way to search for a patient is to click on ‘Last Name’ at the top of the window so that all family members appear closer together. Choose the patient you would like to transfer the amount to and then click OK.
Once you have filled out all the items on the screen select ‘Finish’
You will then see a line showing the transfer amount as a debit on the patient file as shown below
If you would like to see the full patient name that the transfer was made to click on i and you will see the screen below with the recipient’s name in the comments.
Please note that when you transfer the recipient’s name will appear when a statement is printed.
The Refunds button is along the row of buttons along the bottom. Simply press this button and you will be presented with this screen:
There are three different types of refunds which are:
Credit Note: You will use this option to give the patient a discount against work that they have received, or to enter a credit note so they don't have to pay for future work. No money changes hands as a result of this option, and the patients' balance will change so that they owe less money.
Refund unused deposit: You will use this option to refund the patient money where they have overpaid, or have paid for treatment that they now decide not to continue with. The patient will receive money as a result of this, and their credit balance will be reduced.
Refund money paid for work done: You will use this option to refund the patient money where they have had treatment provided and are being reimbursed. The patient will receive money, but their balance will not be changed as the invoiced amount will be adjusted to compensate.
Select the Refund option, enter in the refund amount and the reason. Then press Next.
Follow the steps in the wizard to the end then select Finish.
In order to print a receipt in Exact please follow the steps below:
Go to the patients' records and click on the € then click on the payment then click on the print icon in the bottom right
If you have not printed a receipt before you will see the box below, please note that once you have chosen a receipt type it cannot be changed
You can then choose whether you would like to print or email the receipt to the patient
In order to print an invoice in Exact please follow the steps below:
Go to the patients' records and click on the € then click on the invoice line then click on the print icon in the bottom right
You can then use the drop-down to choose the level of detail in the invoice
No details - Will only show ‘For Professional Services’ as the items done
Group by Payor Code – Will order the services by the NHS code
Complete – Will give the dates completed and service description
If you would like to remove the breakdown of the total by service item click on ‘Remove Amounts’
Once you are ready you can print, email or select easy post (if you are using it) to send the invoice to the patient.
In order to print a statement in Exact please follow the steps below:
Go to the patients' records and click on the € then click on ‘Statement’
You then choose an individual provider if you would only like to show one dentist/hygienists work or leave this field black if you need to show treatment for everyone
The ‘As at’ date is best left as the date the statement is being created as it will give the patients total owing as the amount of the date set – having an up to date value will be easier for the patient to read.
For ‘Which Transactions’ you have three options to choose from:
Auto-selection – this will choose all treatment and exclude resubmissions
Manual Selection – this will allow you to choose which items are included on the statement and you will be presented with the box below to make your selections
All transactions – will bring up all lines from the transaction window including resubmissions.
Once you are happy select print, email or easy post to send this to the patient
If you have not used adjustments before you may need to use the steps below to set up a new adjustment type in Exact.
Please Note: You may need to be logged in as a SUPER user to carry out the following steps:
If you already have an adjustment type set please ignore the steps below
Go to any patient file
Click on '€' sign
Highlight either an invoice or payment in the box
Click on 'Adjust'
Where it says 'Adjustment Type', click in the box and click the lined icon to the right of this – a list of all correct adjustment types will be listed
Click +1 - located in the bottom right-hand corner of the 'View Adjustment Types' box
Enter a code of your choice
Enter a full description of your choice
Select 'Invoice Corrections
Click OK
The new adjustment type has now been set up.
To adjust the price of an invoice please follow the steps below:
Go to the ‘£’ sign on the patients file then highlight the invoice then click on adjust
On the ‘create adjustment’ screen add the amount that you need to adjust it by. If you add a whole number it will mean the patient owes more and adding a minus number means the patient pays less.
Press OK and this will either increase or decrease your invoice amount.
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
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