Presentation Manager integrates Microsoft Word into EXACT, allowing dental practitioners to quickly create professional-looking documents.

Not only does this enable a standard corporate appearance and identity, but the practice can personalise documents with patient-specific imagery, and ultimately increase patient satisfaction and retention.

By setting up document templates with merge fields, practice personnel are able to email personalised documents with just a few clicks.

Open

Document Details Screen

Manage templates from the Document Details screen.

Open

Complete the following fields (as appropriate) to create the document:

Label Details Window

The Label Details window displays in the process of Printing labels for contacts.

If your practice label templates are already set up,

1. Optionally specify a Provider and type a Description (required if this information populates merge fields in the Label template):

   Provider: The Provider merge field in the document (if any).

   Description:
   Description to identify this label template. When the label is printed, the text entered in this field will be written to the Contacts tab in the Patient File, in the Description column (as in the image below).

   Category:
   Associate a Category with the template. Default is Admin Document.
   Add, edit and delete categories by means of the Selector controls.

   These Categories are significant in the Patient File Contacts tab (as indicated below), where contacts can be displayed/sorted by the Category. Note also how the template Description field is shown under the Description column:

    

2. Select a Label Template, preview it at right, and then click Print.

If your practice Label Templates are not already set up:

You will need to first Import Label Templates or Create Label Templates, as described below.

To import Label Templates

(requires Presentation Manager / EXDOC-PRO)

1. Click the +1 button at bottom centre of the Label Details window.

2. In the Create Template window that displays, click the Import Templates button and then

    

   1. Browse to this folder: ExdocProTemplates > Label Templates.

   2. Select a Label Template or use Click > ShiftClick to select multiple Label Templates.

   3. Click the Open button.

   
   The Label Template/s display in the Label Details window.

3. If necessary, drag templates into an existing Category or create a new Category for them:
   
   

   TIP: These Categories are significant in the Patient File Contacts tab (as indicated below), where contacts can be displayed/sorted by the Category. Note also how the template Description field is shown under the Description column:

   
   
   

To create Label Templates

(requires Presentation Manager / EXDOC-PRO)

1. Click the +1 button at bottom centre of the Label Details window.

    

2. The Create Template window displays. In this window, do the following:

    

    

3. First select an existing template to use as a Base template.

4. EXACT will by default name it the same as the Base template, but with an incremented (number) after the name. You can later edit and rename it. can later rename it.

5. Click the Category dropdown and select a Category in which to save the new template that you will create.

6. Click the Create Template button.

   You will see the Presentation Manager Loading... message:

7. Please refer to the Presentation Manager module for further information:

Checking if you're Editing a Template or Patient Document

Depending on how you work, you can be in either template-editing or patient document-editing mode. Template-editing is the means to creating a custom patient document.

There are multiple factors to check:

1. Look at the top left of the window.

   If you see the Patient name, you are editing a patient document, not a template. For example:

    

   If you do not see a patient name, you are editing a template. For example:

    

2. Look at the data on the page.

   If you see merge fields such as <<patient.name>>, or placeholder graphics with the red "Placeholder" label, you are editing a template.

   If you see a patient name and graphics without the red "Placeholder" label, you are editing a patient document.

3. Click the Options button at top left and see if there is an Email Document option button - if YES, you are in a patient document not a template:

Previewing and Editing a Template

1. Select a template in the Document Details screen.

2. Select Preview.

   This causes EXDOC-PRO to open in Edit mode for a custom Patient document (with all merge fields populated with the current patient's information and the practice / provider information).

    

3. If the template contains any Recall merge fields, you will be prompted to select the recall types that you want to appear in the document:

    

   If you select both Dentist and Hygienist Recall Types, the wording in the document will refer to both.

4. Once the document displays you can use all of the tools that are available for editing templates (merge fields, charts, images, Xrays, etc.) This immediately drops in all of the correct patient data, which you can move or resize. You can also add additional text.

Printing and Sending to EasyPost

To print a document from Presentation Manager

1. Select a template in the Document Details screen.

2. Select Print.

3. Choose options from your regular Printer dialogue.

To send a Presentation Manager template to EasyPost

1. Select a template in the Document Details screen.

2. Select EasyPost.

To Preview a Presentation Manager template

1. Select a template in the Document Details screen.

2. Select Preview.

   This causes EXDOC-PRO to open in Edit mode for a custom Patient document (with all merge fields populated with the current patient's information and the practice / provider information).

    

   If the template contains any Recall merge fields, you will

    

Emailing a Patient Document

Once you email a Patient Document, it is saved as a PDF in the patient file.

IMPORTANT: For confidentiality reasons, you can only send patient data to an email address that is stored in EXACT.

1. Open the Patient File on any tab (see Details tab example below).

2. Click the Create Patient Document button:

    

   You will see the Document Details screen, with any templates that you currently have displayed on the screen.

3. Double-click a template to load it in EXDOC-PRO.

4. Check that you are actually looking at a patient document and not a template.

5. Edit the patient document as necessary, using any EXDOC-PRO functions (merge fields, charts, images, Xrays, etc).

6. Click the Options tab at top left of the screen, to slide out a panel with buttons.

7. Click the Email Document button.

    

   You will see the Contact by Email window:

    

8. Follow the instructions. When you click OK, you will see a prompt. This is for clinical governance reasons, because a PDF file will be created for emailing, and it will be stored on the Patient File:

    

9. Click Finished to display the Create Email window:

    

   The To... field defaults to the patient email recorded in EXACT, if it exists (this can be deleted or changed).

   IMPORTANT: For confidentiality reasons, you can only send patient data to an email address that is stored in EXACT.

Re-opening a Patient Document

A Patient Document remains editable until it is emailed or printed, at which point it becomes a read-only PDF document.

Patient Documents in either state are listed in the Patient File under the Contacts tab.

To retrieve a previously printed or emailed Patient Document

(This procedure requires a PDF Reader)

1. Locate the document under the Patient File Contacts tab.

2. Double-click to open it in your PDF Reader.

Saving and Re-opening a Patient Document for Editing

If you are working on a patient document, you can save it prior to printing or emailing, and then retrieve it for further editing.

To save a Patient Document for editing

While working on a Patient Document (not a template), when you Save it, it becomes listed in that Patient File, under the Contacts Tab:

Under the Category column it is listed as Work in Progress.

NOTE: Once this document is printed or emailed, it is stored as a read-only (uneditable) PDF document.

To re-open a saved Patient Document for editing

Locate it in the Patient File under the Contacts tab (as shown in the image above), and double-click it to open in EXDOC-PRO.

Accessing EXDOC-PRO, Creating a Template

1. Start from the Patient File (any patient, on any tab).

2. Click the Create Patient Document button:

    

   You will see the Document Details screen, with any templates that you currently have displayed on the screen.

3. Select the +1 button at the bottom of the screen:

    

   The Create Template screen displays, with default (locked) Standard Templates listed. You have to base any New template on a standard template, so it is essential to select a starting template.

   IMPORTANT: For EasyPost you must select an EasyPost template as these have the address labels set up for EasyPost.

    

4. In the Create Template window:

    

   TIP: Create an EasyPost folder for your EasyPost templates so that you can easily see which are available for EasyPost.

5. Click the Create Template button.

   This launches EXDOC-PRO with the existing template opened in MS Word (if you started off a blank template the entire page will be blank).

    

   You will also see the EXDOC-PRO icon in your taskbar:

    

The EXDOC-Pro Screen

Use available EXACT data from the left pane as you construct the template in the MS Word document in the right pane:

To use the EXDOC-PRO Options Panel for MS Word Print, Save and Settings

In EXDOC-PRO the MSWord print, save and settings are available on a separate Options panel.

1. Click the Options button at top left of the screen.

   The Options panel displays:

    

2. You can either set this panel to Pinned Mode (where it stays in place until you close it), or you can set it to Sliding Mode, where it slides into view when you mouseover the Options button. NOTE: Changing this setting will require a restart of EXDOC-PRO.
   SEE ALSO: Using Pinned or Sliding Mode for the Options Panel

3. Use the functions on this panel in the normal way for MS Word.

To include EXACT data in the MS Word document template:

The available EXACT data is arranged in tabs in the left pane for quick and easy inclusion in the MS Word document template.

For an overview per tab see below.

For procedures per tab, see:

Using the Merge Fields Tab

Using the Charts Tab

Using the Images Tab

Using the Sub Templates Tab

Using Pinned or Sliding Mode for the Options Panel

The Options panel makes EXACT data and imagery available to the document template being created in MS Word.

The panel can be set for Pinned Mode (default) or Sliding Mode:

To set the Options Panel for Pinned or Sliding Mode

1. Access EXDOC-PRO to create a document template.

2. Click the Options button to display the Options Panel.

3. Under Display Options, select between Pinned Mode or Sliding Mode:

    

4. If you have changed the selection, restart EXACT.

Using the Merge Fields Tab in EXDOC-PRO

Merge fields are the means to empower automated communications. Dental practices with personnel who can competently use merge fields in Microsoft Word can significantly reduce the time and cost of mass communications, and can also generate documents for individual patients with just a few clicks.

In EXDOC-PRO a merge field is a set of codes that instructs the software to insert custom text into documents during automated EXACT procedures.

For example, when EXACT automatically generates an appointment reminder, it will customise the patient.firstname merge field per patient, so that the automated appointment reminder letter to John Jones will start "Hi John" and the automated appointment reminder letter to Reshma Naidu will state "Hi Reshma".

Also refer to MS Word Help for information on merge fields.

Using the Charts Tab in EXDOC-PRO

Use this tab to insert patient clinical information at the current position in the template (each patient will see their own graphics in the resulting document output).

Actual content or place holder content?

Depending which clinical content you select, you may have the option of either adding the content itself (default) or of adding a Place Holder for it:

The Add Recent Patient Information option informs EXACT to populate the template with the most recently recorded content for the patient , such as the patient's latest chart. For example:

The Placeholder is generic "dummy" content that the clinician can later manually swap out when dealing with a patient and looking at the patient's document. For example:

The Charts Tab

NOTE: Be aware that the printable page area occupied by Treatment varies considerably. It could for example fit on a page for one patient but run over a page for another patient, so the document may need to be reviewed before emailing and printing.

Odontogram:

The Odontogram is a representative map of the teeth. Once you add it at the cursor position, you can resize or move it as with any other image in MS Word.

Treatment Plan:

When you add Treatment you may see further options in a popup window (Basic Detail, Medium Detail and Advanced Detail)

NOTE: Be aware that the printable page area occupied by Treatment varies considerably. It could for example fit on a page for one patient but run over a page for another patient, so the document may need to be reviewed before emailing and printing.

Smile Chart:

The Smile Chart is a photo of the smile alongside a diagram of the upper and lower jaw, marked with the patient's treatment to be done.

3D Chart:

The dropdown menu offers a 3D chart option:

To add patient clinical content to a document template

1. Position your cursor exactly where you want the content located in the template (you can later move or resize it after insertion)

2. In the Charts pane select the appropriate content.

3. Specify whether the insertion will be patient recent information or a place holder for patient content.

4. Click the Insert button

   at the bottom of the tab.

5. The content will display in the template.

6. Move or resize it as appropriate.

Using the Images Tab in EXDOC-PRO

To import practice photos (such as photos of staff members) into a document template

1. Position your cursor at the location where you want to insert an image in the document.

2. In the Images tab dropdown, select the Practice Image and Photos option:

    

3. Select the image and then select the Insert button >>.

4. Move or resize it as required.

To import education slides into a document template

1. Position your cursor at the location where you want to insert an image in the document.

2. In the Images tab dropdown, select the Education Slides option:

    

3. Select the image and then select the Insert button >>.

4. Move or resize it as required.

To import Xray photos into a document template

1. Position your cursor at the location where you want to insert an image in the document.

2. In the Images tab dropdown, select the Xrays option:

    

   You'll notice that you can only add a Place Holder image.

3. Use the controls to locate images and display them:

    

4. Select the image and then select the Insert button >>.

5. Move or resize it as required.
   
   

To import images from your computer into a document template

1. Position your cursor at the location where you want to insert an image in the document.

2. In the Images tab, select the Search icon:

    

3. Browse for the image in the normal way:

    

4. Select the image and then select the Insert button >>.

5. Move or resize it as required.
   
   

Using the Sub Templates Tab in EXDOC-PRO

To add a sub-template to a document template

1. Place the cursor in the document template where you want the sub template content to appear.

2. Double-click the appropriate sub template to add it to the document:

    

3. Edit / customise the content as necessary.

To create a new sub template

First create the required content in a normal template, and then open the Sub Templates Tab with the required content displayed in the MS Word document. Then do the following:

To delete a Sub Template

1. Highlight it in the list

2. Select the Delete / Bin button.

    

3. Click Yes to confirm deletion.

Enabling EasyPost support in Presentation Manager

NOTE: EasyPost functionality is only available to pratices that have purchased and set up the EasyPost module.

EasyPost enables a Practice to cost-effectively send physical mail in any quantity to patients via a print and post service, freeing the Practice from the need to purchase, print, address, fold, stamp and post letters.

EasyPost has an implication for Presentation Manager in the blue address block that is included in all EasyPost-directed templates.

For practices that have purchased EasyPost, the EasyPost support can be turned on or off by means of a button on the Merge Fields tab:

IMPORTANT: For templates with EasyPost enabled there is no need to add the Name and Address using regular merge fields because EXACT adds the blue address block to meet the requirements for the EasyPost service.

Creating a Recall Letter in Presentation Manager v11

1. Start from the Patient File (any patient, on any tab).

2. Click the Create Patient Document button:

    

   You will see the Document Details screen, with any templates that you currently have displayed on the screen.

3. Select the +1 button at the bottom of the screen:

    

   The Create Template screen displays, with default (locked) Standard Templates listed. You have to base any New template on a standard template, so it is essential to select a starting template.

   IMPORTANT: For EasyPost you must select an EasyPost template as these have the address labels set up for EasyPost.

    

    

    

4. In the Create Template window:

    

   TIP: Create an EasyPost folder for your EasyPost templates so that you can easily see which are available for EasyPost.

5. Click the Create Template button.

   This launches EXDOC-PRO with the existing template opened in MS Word (if you started off a blank template the entire page will be blank).

    

   You will also see the EXDOC-PRO icon in your taskbar:

    

6. In the EXDOC-PRO module, add a Practice image to the MS Word template document, and resize it / reposition it on the page.

    

7. Add a text box to the template page in order to hold the Practice Name and details.

    

8. Open the Merge Fields tab, locate the Practice merge fields, and with your cursor in the text box on the MS Word page, double-click the practice.name merge field to insert it into the text box.

    

   (Use MS Word functions to resize the font and change its colour)

9. Follow a similar procedure to add the practice.address merge fields (multiple), and practice.phone to the text box, right-justify them and optionally change font.

10. Optionally remove the text box border and draw a line under the heading.

     

11. With your letterhead now established in this single template, it is advisable to save it as a sub template that you can use "as is" in multiple other documents:

    1. Highlight the letterhead on the MS Word page,

    2. Open the Sub Templates tab in the left pane,

    3. Select +1 to add a New sub template,

    4. Type a Sub Template Name (in our example, Practice Letterhead),

    5. Optionally assign/create a category for filtering (in our example, Practice Details),

    6. Click OK.

     

    (The Sub Template is then listed at left. Simply double-click to insert it at the cursor position in any document.)

     

12. Use a combination of typed text and merge fields to create the body of the letter and its salutation.

    (Tip: save your salutation as a sub template)

     

13. Click the Options button at top left and Save and Close this template, and return to the Document Details screen.

     

14. In the Document Details screen, select the template name in the list at left and then click the Preview button to preview the template.

    The Patient Document (not the template!) now displays.

15. Check the patient name in the very top Window bar to confirm that it is a Patient Document.

16. Check the template. All merge fields should be populated.

17. You can now edit this document as required for this specific patient.

18. Optionally print or Email this Patient Document (see Emailing a Patient Document).

     

    Once emailed or printed, the document becomes a read-only PDF file, listed in the Contacts tab of the Patient File (see Re-opening a Patient Document).

Configuring

Enabling Presentation Manager

IMPORTANT: When you enable Presentation Manager it replaces the previous document writer and overwrites all previous templates, so it is advisable to first record any template information that you wish to reproduce.

To enable Presentation Manager

1. Select Configure > Practice Settings.

2. Check (tick) the Enable Presentation Manager checkbox (if this checkbox is not visible you may not have the module):

    

   You will see a popup message about Microsoft Word.

3. Click OK to the message. You will then see a warning about overwriting existing templates:

    

4. Click Yes to continue. You will then see an Upgrade indicator:

    

5. When this completes, select OK to exit the Practice Settings window.