Using the Departure Task List

Quick Reference

Exit Workflow patients are per Location

From v12.9 onwards, a practitioner who selects a Location when logging in to the practice will only see Departure Task List (exit workflow sidebar) patients for that Location. Patients from other Locations will not display on that practitioner's exit workflow.

To process a patient through the exit workflow when they are booked for the incorrect Location

If a patient is configured for Location A but is incorrectly booked for Location B, that patient will not show in the exit workflow for logged-in Location B practitioners. To process that patient, a practitioner will need to first log out of Location B and log into Location A.

To avoid this inconvenience, focus efforts on correctly recording patient preferred locations, and on correctly booking patients to their preferred locations.

1st Available Gap display

The "1st Available gap" display is resource-intensive, so if your system struggles to cope, this function may be disabled in the configuration. When disabled, you will see only a simple appointment Search rather than the 1st Available Appointment details:

See Improving system performance via Departure List options for options on disabling the 1st Available Gap function.

NOTE: If an appointment listed in the Departure Task List becomes deleted, invalid or completed before the Departure Task List is closed, when you attempt to drag it to the appointment book you will see a message 'The corresponding planned treatment on the patient's chart tab has either been completed or no longer exists. Do you still wish to book this appointment?' Click YES to still book the appointment and link it to the Chart tab. Click NO to not book the appointment and to remove this appointment entry from the Departure Task List.

To open the patient record	Click the patient time/name to open the patient record, from where you can carry out standard patient administration.
To mark this appointment as complete	Click the Exit button. This will trigger a compulsory window for you to type the reason for marking this Appointment Complete. For consequences and a detailed procedure see Marking an appointment as Completed.
To view patient summary tooltip	Hover your mouse cursor over the patient name:
To view a treatment summary tooltip	Hover your mouse cursor over the appointment hyperlink:
To edit an appointment in the Edit Appointment window	Click the Appointment hyperlink to open the Edit Appointment window:
To assign an appointment to the Appointment Book	Locate a suitable time and then drag and drop the appointment: NOTE: If an appointment listed in the Departure Task List becomes deleted, invalid or completed before the Departure Task List is closed, when you attempt to drag it to the appointment book you will see a message 'The corresponding planned treatment on the patient's chart tab has either been completed or no longer exists. Do you still wish to book this appointment?' Click YES to still book the appointment and link it to the Chart tab. Click NO to not book the appointment and to remove this appointment entry from the Departure Task List.
To open an Appointment Search window	Click the Search icon to open the Appointment Search window, pre-populated with first available times, from where you can Book the appointment.
To open the first available appointment slot in the Appointment Book	Click the "First available" hyperlink. Once the appointment slot displays in the Appointment Book, drag the Appointment to the book.
Adding Departure List Appointments to Short Notice List (v.11.3)	(from EXACT version 11.3 onwards) To add an appointment to the Short Notice List directly from the Departure List The procedure here is to book the Patient as normal in the Appointment Book, but also to add the appointment to the Short Notice List. If the Provider has not already specified it, ask the patient if they want the appointment to be added to the Short Notice List, to have it as soon as possible. If the answer is YES, check (select) Add to short notice list. To confirm, check that this patient appointment now appears on the Fill Appointment Gaps screen or the Short Notice List tab. Click the 1st Avail hyperlink to display the first available slot in the Appointment Book. When the available slot displays, drag the Appointment into the Appointment Book. Summary: If Short Notice gaps prove suitable, this patient will have an appointment at short notice, otherwise they will revert to an appointment as booked in the Appointment Book.
To send a web address to the patient for self-booking online	Click the online bookings button to open the Send Online Booking Link by SMS/Email window: Check (tick) the SMS and / or Email checkboxes and then click Send. For more detail, including tracking the online booking, see Facilitating patient online booking of planned treatment.
To collect Contact Consent from the Departure Task List	Click the link in the Departure Task List to open the Permission to Contact Patient window: Question the patient and click the buttons accordingly. Example:

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