Using CliniPad in Surgery

CliniPad can be used in the Surgery rather than signed in the Reception. This can be for one or all of the forms that are required to be completed.

If you need to update their Medical History you can do this from the Medical Tab.

In the Patient File Medical Tab, select the Update Medical History using Clinipad button for update on the Clinipad:

Use the drop down to select the tablet you want to use and click Ok.

To return Clinipad sessions simply click the down arrow beside the Clinipad icon in the workspace bar, and select the Clinipad to return for your area:

The updated Medical Historuy record, including the signed form, can now be found in the patients Medical Tab.

We recommend that a Clinician views the Medical Information and marks it as reviewed.

Viewing Signed Medical Histories in EXACT

Open the Patient File.
Select the Medical tab.
Look at the User field alongside Med History, as identified below.
A Clinipad label in this User field indicates that the record was created electronically.
Double-click the Medical History line to open the Medical History Form for that patient, and then click the button at bottom left to view the signed document:
Review the signed form.
Select either Mark as Reviewed or Close.
If you mark the record as reviewed an item will be added to the Medical List audit trail, testifying that you have reviewed the Medical History.
Practitioners can see the audit record of any marked Review when they check (tick) the Show Audit checkbox in the Medical tab:

Clinipad Signed Estimates

Dentists can use Clinipad to digitally display Estimates to patients and obtain the patients' digital signatures on the Estimates form.

The Estimate is then stored as a read-only PDF file that can be opened for viewing, printing or Emailing.

This technology helps to free the practice from paper and printing, it integrates seamlessly into EXACT, and it impresses patients.

Using Clinipad Signed Estimates

Creating Clinipad Signed Estimates

Create a CoT for a patient.
Create an Estimate by
- Clicking the Estimates button in the CoT window:
- Right-clicking the CoT and choosing the Create Estimate option, or
- Right-clicking the CoT > Edit Course of Treatment > Create Estimate, or
- Under Estimates Tab > +1 (Create Estimate)
Select the Date and Provider, then click OK:
Choose applicable Estimate details from the Print Standard Estimate window, and then Instead of printing the Estimate, select the Clinipad button:
EXACT will check that the selected Estimate has a signature area defined, and that Clinipad device is available (if there is a problem EXACT will display an error message).
Select the Clinipad device to display the Estimate. In most cases there will only be one suitable device, and you can simply click OK:
NOTE: While the Clinipad session is active you are constrained to the current Patient File. Only when the Clinipad session has been returned by means of the Return button can you navigate to other patient files.
If necessary, tap Change Patient at bottom right on the Clinipad device to bring up that patient with the option to view their Estimate:
On the Clinipad, press the Estimate button to call up the Estimate, then explain the form to the patient and request a signature.
The Estimate displays on the Clinipad:
The patient reviews the Estimate and then taps the Sign button:
They are presented with a screen showing the first signature box on the form. From here they can Cancel if they want to go back, but the forwards options are not available until they have signed.
The patient reviews and signs the Clinipad Estimate using a finger or a stylus:
The signature field is labelled using the label defined in the EXACT Estimate layout, so it can clearly state who is supposed to sign and what the signature is for.
For example, with appropriate configuration it is possible to have the patient sign and the dentist countersign in confirmation.
The patient selects the Send button to display the signed PDF form, and if satisfied with this form, selects the Done button:
The Estimate button on the Clinipad front screen displays a check (tick):
When the patient has either signed or decided not to sign the Estimate, click the drop down menu next to the Clinipad icon in your workspace bar to bring up an entry for Estimate, then click this to see a list of patient Clinipad Estimate sessions:
(If there are no patients with signing sessions open the drop down menu will inform you)
Click the session / patient name to end the session for that patient, remove their name from the list, and display the signed Estimate.
If the session resulted in a signed Estimate it will be stored against the Estimate record in the Estimates tab as a PDF file. The listed record displays a Signed icon:
If the patient declined to sign, the Estimate record will still be created, but there will be no PDF file stored against it.
If the Estimate was returned by mistake, or you need to amend it before the patient will sign, return to the Chart and either create a new Estimate, or reprint the existing one from the Estimates tab.
Offer to physically print and/or Email the Signed Estimate to the patient from the Estimates tab, then select the Estimate and click the Print button.
This causes the PDF version of the Estimate to display in your Adobe Reader, from where you can Print the PDF form using standard Reader functions:

Locating, viewing, printing, Emailing Clinipad Signed Estimates

For security reasons signed Estimates cannot be deleted.

Recall the Signed Estimate from
- Patient Chart > Estimates Tab > double click the Estimate.
This displays the View Estimate window:

Click the View Signed Estimate button to view the PDF file in your Adobe Reader, from where you can print or Email it using standard Adobe Reader functions:

Or

Select the Estimate in the Estimates tab and click the Print button:

For unsigned Estimates, this displays the Print Estimate screen with all available parameters, from where you can create the signed Estimate.

For signed Estimates this simply opens the Form in your Adobe Reader, from where you can use standard Reader functions to print or Email the form.

Create Course(s) of Treatment / Treatment Plan(s) for the patient.
Check the Consents tab to see what Consents the patient has previously completed, and if these have any bearing on the current treatment (for example the patient may have previously signed a general practice consent).
If you don't see a Consents tab, refer to Configuring Clinipad Consent Forms for instructions.
Select the Sign Consents button:

This opens the Select a Clinipad Device window:
Proceed as follows:
1. To simply sign a general consent, unrelated to this COT / Treatment Plan, simply leave this Select Consents box blank.
  If you wish to apply the consent form to a particular treatment, select a COT / Treatment Plan (there could be multiple in your chart, as in the above screenshot example)
2. Check (tick) which Consents to send to Clinipad for this patient, up to a maximum of four.
You can send a maximum of four consent forms at a time to a Clinipad session for signing.
If you select more than four the Send box will grey out.
1. Select the Clinipad device on which you want the patient to sign the Consent/s.
2. Select the Send button to send the selected Consents for the selected COT to the Clinipad.
  This will start a clinipad session.
Issue the Clinipad to the patient.
The Clinipad will have the Consent forms listed, with one button for each form. If necessary explain how to open, read and sign the Consents:
When the patient has signed, return the Clinipad session through the drop down on the Clinipad workspace icon, button, the main window or appointment book tab:

On Clinipad return EXACT saves the signed forms to a folder and creates a record in the Consents tab. This record displays the date, Template name, COT/Treatment Plan and User (Provider):
You can review the signed document by double clicking it, or highlighting it and clicking the View button:

The signed document will open in a PDF viewer, where you can inspect it, check the signature validity, print and file a physical signed Consent Form or Email/Save the PDF.
For any open COTs that require further Consent form signatures, click the Sign Consents button again and repeat the above procedure.

Storage

PDF Consents are stored in the EXACT data folder and included in EXACT data backups: