Creating Services

For creating Stock items see: Creating Stock Service Items

You can create new, edit and delete services from the Patients Chart Tab (right-click and “Add” or the “+1” button) or From Configure, Services and the “+1” button
Enter a unique Code (i.e EXAM-40) & Description. The remaining fields are optional but may help being filled in to save entering information each time this service is used (i.e Appointment Length).
When deciding on a new service code note that the service list is sorted alphabetically by default.
Service Codes cannot be changed.
The remaining fields are optional. Full details on each field can be found at the bottom of this article.
In the Fees Tab, enter the price of the item in the “Price 2” field as this is the default Price that EXACT will use.
There are three price codes within EXACT that are used to set different fee levels.
For example, if there were a trainee graduate working in the practice, the fee scale would probably be lower for the trainee than for the principal dentist. An alternative to setting different Prices for service is to have a separate Fee Schedule per provider. See: Setting a Provider Fee Schedule
(Optional) To prevent Providers from changing fees during charting, tick the checkbox “Editing of fee on chart is disallowed”.
The notes tab is used for affixing clinical notes that need to be applied every time you chart this service, instead of the notes being typed freely or by using Quick Notes
- Clinical notes, which will not print on patient stationery.
- Invoice/Estimate notes, which will print on patient stationery.
Press the OK button when complete to save the new service and return to the List Service Items window. If there are any missing fields or issues with your service EXACT will prompt to tell you what’s wrong.

IMPORTANT:
When creating a service item you can load the usual fee. The price can usually be changed while creating a treatment plan by the Provider. However, some pricing methods will not allow the Provider to change the price while charting, regardless of security permissions, so only use these pricing options for fees that will not need to be adjusted.
The Pricing Methods that lock fees are By Jaw | By Tooth | Filter by Group | Per Appointment | Per Plan

Service Details Fields

Chart Graphic	The graphics box dictates how the Service will be charted and displayed on the Tooth Chart. Changing a service graphic will not retrospectively change previously charted services. Some chart graphics are not editable: Others are partially editable and you can choose the colour only: Select graphic and it's colour:
	Filling	Use your mouse to chart fillings on different surfaces. Click a tooth surface with the left mouse button to chart a one-surface filling. Click a tooth surface with your right mouse button to add additional surfaces to the existing filling.
	Crown	Click to creates a coloured circle around the tooth as shown.
	Bridge	Create a series of tooth graphics with lines joining them. Use your right mouse button to select the teeth for the Denture.
	Tooth Frame	This outlines the tooth sections.
	Extraction	Initially this graphic is a diagonal line through the tooth. When the extraction has been completed a cross will appear through the tooth and the tooth graphic will disappear from the display.
	Tooth Specific	This graphic will note the code of the Service either above or below the tooth but will not change the graphical appearance of the tooth. This graphic type is ideal to use when entering notes for a particular tooth.
	Eruption	The Tooth Frame becomes pale indicating the tooth is unerupted. In the case of exfoliated deciduous teeth the tooth graphic will disappear. Hold your mouse cursor over a tooth that is either unerupted or exfoliated to display a tool tip confirming this.
	Up, Down, Left and Right Arrows	Use these graphics primarily to indicate tooth movement but you can also use them to chart supernumerary teeth.
	None	Use this graphic to chart Services that cannot or do not require a graphic. Chart by double-clicking the Service, which is then added to the current treatment plan area but is not displayed on the Tooth. Use this graphic type for general Services such as; exams, x-rays and scalings, that are not specific to a particular tooth.
	Character	Use this graphic to chart characters on a tooth, rather than use any of the other available graphics, e.g. a crown graphic could be replaced with CR, or a root filling RF. Characters are limited to 2 letters only. When you select the character graphic an additional Characters field becomes available. To create a character; click into this box and type in the required characters.
	Drawing	This graphic will allow drawing on the tooth in the tooth chart, e.g. tooth jewellery. Select the service and click a tooth to see a 3D representation of the tooth which appears with a colour and size selection available. Simply draw the desired shape on the tooth and click OK. This will not be visible on the initial tooth chart but will be visible on the 3D tooth chart
Invoice Summary	The Invoice Summary field can display a summary group for the Service for reporting purposes. This requires setting up for each related Service. Advantage of setting up Invoice Summary groups: Invoice Summary Report (see the appropriate Reports Tutorial) can then be run to identify the total amount invoiced for different groups of related Services, e.g. the total amount invoiced for Crown and Bridgework in a specified period, or the total amount invoiced for Hygiene Services. Click in this field to display the List button or scroll box from which you can select or add the appropriate Invoice Summary group to the available list.
Watch Type	A Watch Type also summarises Services into groups for assistance in clinical patient management. If a treatment is allocated a Watch Type (for example x-rays) within the Watch tab of the Patient Chart screen, all x-ray Services that have been allocated the Watch Type will be listed in date order under the Watch Tab. Advantage: By selecting a particular Watch Type in the chart you can view a condensed treatment history of a certain group of Services. For example, for x-rays you will save time time when wanting to check the date last x-rays were taken, or whether x-rays exist of a particular tooth. You can set up multiple Watch Types. Typical examples include Perio, fillings, crowns, and examinations. See: Watching a Tooth
Failure Category	If applicable, specify a Failure Category. Failure Categories are attached to services for which a failure is used for clinical audits. The Failure Categories can be viewed and edited via any of the screens on which services are listed, such as the Service List tab in the Patient Chart, or you can access services directly from the Configure > Services menu item. See: Service Failure Categories
List in Chart tab	With the checkbox ticked, this Service displays in the Chart Tab in the patient file. Ensure that this is ticked if you currently provide the selected Service. If you do not currently provide this service but it has been provided in the past, or you intend using it in the future, un-tick the checkbox. This removes the Service from the list in the Chart Tab but the service still exists in the
Only for Provider	This field is only used if only one provider provides this Service, for example an Orthodontist would be the only provider needing to view orthodontic codes. Only the provider specified in this field will see this Service in the list of Services displayed in the Chart Tab.
List in Appointment Book Quick Services	If you tick this checkbox, the Service will not display in the chart tab but for appointment booking purposes will show in the Quick Service dropdown menu in the Edit Appointment window (e.g. Tooth Ache). Receptionists can then quickly select the service while editing an appointment.
Appointment Category	Optionally specify an appointment category for colour grouping in the appointment book. This field allows treatments to be grouped under Appointment categories, which can then be displayed as different colour blocks in the Appointment book, if this feature has been activated. This can then identify the type of Service/treatment booked in the View Week Area in the Appointment book. This option is also used in conjunction with ‘Clinics’ to ensure certain treatments are booked at appropriate times. From the Services List Details tab you can specify, add, edit and delete Appointment Categories
Appointment Length	field indicates the usual appointment length required to complete the Service. This length can be changed at the time of charting or booking the appointment.
Coordinated Duties Grid	See: Co-ordinated Duties Appointments The Service list grid behaves similarly to the Edit appointment window, but the appointment interval time does not adhere to the appointment book time interval rules because services are not directly associated with an appointment book. The time interval defaults to 5 minute intervals. If the grid is not visible, and the multi column Appointment book is being used, check the Appointment book configuration and tick [ ] Coordinated Duties. This grid defines which type of provider is required at various stages of an appointment, and is generally used to co-ordinate appointments between the dentist and hygienist. Clicking in a box will colour that box red, identifying that provider type is required for the selected time of the appointment. The light grey lines represent 5 minutes and dark grey 10 minutes. The Red Blocks show the time the patient will spend with each provider. The Start Time and Length indicators display information for a Red Block. Simply position the mouse pointer over a block and details will appear. In the image above both the dentist and hygienist are required. The hygienist will treat the patient for the first 20 minutes, followed by a 10 minute gap and then followed by 10 minutes of treatment with the dentist.
Auto	The Auto Charting fields enable you to select up to five other services that will also be charted with the current service. These services will automatically inherit any features of the original item, such as quantity and tooth notation. Auto charting does not occur when an item is charted as part of a Quickplan.
Custom Screen	See: Creating Custom Screens & Attaching Custom Screens to Services Custom screens can be a useful way of making sure that clinical notes are entered relating to a service, for example, recording root canal measurements. Click the selector to open the View Custom Screens window, from where you can select an existing custom screen, create a new one or edit an existing screen. Popup selector Use the Popup button to set one of three possible statuses for this custom screen: Popup disabled stops it displaying - this is the initial default while you set up. Popup when planned displays the custom screen when you add this service item to a course of treatment. Popup when completed displays the custom screen when the course of treatment is completed.
Stock Items	See: Creating Stock Service Items Discount allowed - check (tick) to allow it List as Stock Item - check (tick) so that The service can be viewed in the payments screen It can easily be added to a patient’s account without having to chart it as a service item in the Chart tab. Number in Stock - the current inventory Full Stock Number - how many there should be when this item is fully stocked The difference in the two figures is the number that your practice should order. Barcode Number - if the stock item has a barcode number it can be recorded here.
Categories	See: Adding Service Categories & Configuring Service Categories
Payor Code	Enter a code as a means to identify this service to a payor when claiming for treatment.