Provider Type

The category of provider, e.g. Dentist or Hygienist.

Provider

The name and unique provider code.

Payor codes

These relate to the payor code a particular invoice is associated with. This could be ‘Private’ (blank payor code in EXACT), NHS for a UK NHS payor, or a specific payment plan (e.g. DENPLAN). The value in a particular payor code column represents the total of all invoices & invoice adjustments for that particular payor in the reporting period.

Date range

Defines the reporting period.

Practices

Allows selection of all or specific practices within the practice group.

Dentist

Allow selection of all or specific dentists (providers).

Transaction Category

This shows the transaction category – Amounts Invoiced shows invoice totals grouped together, Invoice Adjustments shows invoice adjustment totals grouped separately;

Provider

Within the Amounts Invoiced category, the totals are further split by invoice provider code;

Adjustment Type

Within the Invoice Adjustments category, the totals are split by the type of invoice (e.g. Invoice Correction).

Totals

A grand total row that shows the total values from each row within a particular column (e.g. all Private invoice and invoice adjustment amounts);.

Payor Name columns

Invoice or invoice adjustment values are shown in different payor columns, according to the payor associated with the invoice. For UK practices, all NHS payors are aggregated under the NHS column. All ‘stock’ invoices are aggregated under the ‘Product Sales’ column (e.g. invoices for sundry items such as toothbrushes or floss). This is based on whether an invoice is classed as a ‘stock’ invoice or not within EXACT.

Grand Total

The total of all column values on a particular row.

Date range

Defines the reporting period.

Practices

Allows selection of all or specific practices within the practice group.

Category

The overall transaction category of the section in the parent report from where the drilldown action was initiated. For example, Amounts Invoiced, or Invoice Adjustments.

Sub-Category

If the parent report shows sub groups of the transaction category, that sub grouping is shown in this field, where this shows the full description of this sub group. E.g. an invoice adjustment subgroup might show as ‘Invoice Correction’.

Sub-Category Code

Similar to Sub-Category, but in the case of invoice adjustments, will show the code, rather than the description. E.g. when Sub-Category shows Invoice Correction, this field would show say ‘INVOICECOR’. For other transaction types, will show the same as field Sub-Category.

Date

The transaction date, e.g. invoice or receipt date.

Patient

Patient code to which the transaction relates.

Provider ID

The provider code associated with the transaction.

Transaction ID

The unique identifying transaction number, e.g. receipt number or invoice number.

COT ID

The COT (Course Of Treatment) number to which the transaction relates.

Payor Category

The payor associated with the transaction.

Amount

The amount of the transaction.

Date range

Defines the reporting period.

Practices

Allows selection of all or specific practices within the practice group.

Provider

The provider who carried out the treatment, based on the provider associated with the invoice raised;

Work on patients

For a given provider, all invoices relating to patients associated with a particular provider and invoice payor type are grouped together. For example, this subgrouping might be shown under provider J SMITH, as ‘work on K JONES (NHS) patients’. This will list all invoices raised in the reporting period that provider J SMITH has carried out for NHS treatment, for patients who are associated (in their EXACT patient details field) with provider K JONES.

Patient

The full name of the patient associated with the invoice.

Invoice No

The invoice number this row relates to.

Date

The invoice date, or adjustment date if the row is an adjustment.

Payor

The invoice or adjustment amount if this invoice is a payor invoice.

Patient (Amount)

The invoice or adjustment amount if this invoice is a patient invoice.

Total Fee

The invoice or adjustment amount (adjustments show as negative amounts).

Date range

Defines the reporting period.

Practices

Allows selection of all or specific practices within the practice group.

Dentist

Allow selection of all or specific dentists (providers).

Provider

The provider associated with the invoice.

Invoice No

The unique invoice number.

Patient Name

The patient associated with the invoice.

Date

The date the invoice was raised.

Invoice Category

This will show ‘Patient’ or ‘Payor’, depending on whether the invoice relates to a patient or payor entity.

Invoice Amount

The total amount of the invoice transaction.

Amount Paid

The part of Invoice Amount that has been allocated. Fully paid invoices will show the whole Invoice Amount in this field.

Payor

The payor code of the payor associated with the invoice, for example NHS, Private, or DENPLAN.

COT No

The Course Of Treatment (COT) number to which this invoice is linked.

Date range

Defines the reporting period.

Practices

allows selection of all or specific practices within the practice group.

Dentist

allow selection of all or specific dentists (providers).

Takings

These are the total from the fully allocated portion of receipts in the period, i.e. excluding pre-payment receipt amounts. E.g. if a COT will cost a total of 200, the patient pays up front an amount of 200, but only an invoice for 50 worth of the overall work has been raised, then the ‘Takings’ section would only show the 50 of the 200 receipt that has been allocated to the invoice raised. The ‘Takings’ section is further split according to the receipt payment method – e.g. Cash or Debit Card. Adjustment amounts are shown as a separate row.

Income

These are the total from all unallocated portions from receipts in the period. For example, in the above case where a patient had paid 200 up front for treatment, of which only 50 was currently allocated to an invoice, this section would show 150 for the unallocated component. Again, this section is split by receipt payment method.

Total Receipts

This is the total of all of the ‘Takings’ and ‘Income’ values – which will be the total amount from all receipt transactions in the period.

Accounted for by

This is an alternative breakdown of the Total Receipts value, and splits this total by receipt payment method (Cash, Debit Card, etc).

Each day in the reporting period that has receipt transactions is shown as a separate column in the report, with values split across the above sections. The Totals section at the far right shows the total from all the individual date columns.

The values in the ‘Total Receipts’ row can be clicked on to drill down to show the Receipts Analysis Detail report for that total value.

Date range

Defines the reporting period.

Practices

Allows selection of all or specific practices within the practice group.

Practice

The practice name.

Provider

The provider’s full name and code to which the receipt relates.

Date

The receipt transaction date.

Patient Name

Full name of the patient associated with the receipt.

Receipt No

The receipt unique transaction number.

Allocation Category

For rows that represent allocations to invoices, this indicates the invoice payor. For rows that represent unallocated parts of the receipt amount, this will show ‘Dep’ (for ‘Deposit’), together with a payor name. E.g. Dep – NHS, Dep – Private. The payor name here is derived from information entered when the receipt was created.

Allocation Amount

The part of the receipt amount that has been included in this allocation. For a set of rows relating to one receipt number. The total of ‘Allocation Amount’ will match the receipt amount.

Invoice No

Where a row represents an allocation from a receipt to an invoice, the invoice number is shown here.

Payment Method

The indication of the payment method used for the receipt.

Date range

Defines the reporting period.

Practices

Allows selection of all or specific practices within the practice group.

Date range

Defines the reporting period.

Practices

Allows selection of all or specific practices within the practice group.

Category

The category of the transaction, which will be Amounts Invoiced, or Invoice Adjustments. Currently. Adjustments of type ‘Resubmitted’ are categorised under ‘Amounts Invoiced’.

Sub-Category

If appropriate, a sub group of the category. This is mainly for adjustments of different types, for invoice entries it will show ‘Invoices’.

Patient Code

The code of the patient to which the transaction relates.

Patient Name

The name of the patient to which the transaction relates.

Provider ID

The transaction provider code.

Payor Category

The transaction payor. This is determined from the COT that is associated with the invoice, if one exists. Stock/sundry invoices are shown as ‘Product Sales’.

COT ID

The Course Of Treatment (COT) number, if relevant.

Transaction ID

The invoice number (adjustment rows will show the adjusted invoice number). If an invoice has multiple allocations, then there will be several rows in the report with the same Transaction ID (invoice number), with different Alloc Amount values.

Transaction Date

The invoice date, or adjustment date if an adjustment row.

Transaction Amount

The overall invoice amount. This column should not be totalled up, as there may be multiple rows that relate to the same invoice (Transaction ID).

Alloc Date

The date on which the allocation event occurred. With automatic allocation enabled, this will typically be the date on which a receipt is entered, which is then allocated to invoices according to EXACT’s allocation process.

Alloc Source

An indication of the other transaction involved in this allocation. Typically, it will be a receipt, but adjustments can also be allocated to invoice transactions.

Alloc Direction

whether this allocation represents an allocation TO the invoice (where part of the invoice amount is allocated to another transaction in the allocation event), or FROM the invoice (where the invoice has an amount from another transaction allocated to it).

Alloc Amount

The amount which is involved in the allocation event.

Date range

Defines the reporting period.

Practices

Allows selection of all or specific practices within the practice group.

Patient Code

The patient’s code

Patient Name

The patient’s full name (surname, first name format)

Last Statement Date

The most recent date on or before the as of date on which a patient statement was printed

Stop Credit

Shows a ‘*’ (asterisk) character if the ‘Stop Credit’ checkbox is ticked in EXACT for this patient

Total

The total of all statement transactions occurring before the as of date

Current

The total of all statement transactions occurring less than 30 days before the as of date

30 days

The total of all statement transactions occurring between 30 and 59 days before the as of date

60 days

The total of all statement transactions occurring between 30 and 89 days before the as of date

90 days

The total of all statement transactions occurring 90 days or more before the as of date

As Of Date

The start date in the date range selector is used as the report ‘as of’ date.

Practices

allows selection of all or specific practices within the practice group.

Dentist

Allow selection of all or specific dentists (providers).

Show balance type(s)

Selecting Debit will only show patients with debit balances for the as of date, i.e. who owe money to the practice.

Selecting Credit will only show patients who have prepaid, i.e. who have credit balances for the as of date.

Selecting All will show patients with either Debit or Credit balances for the as of date.

Dentists

The provider associated with the adjustment transaction.

Practice

The name of the practice in this section.

Patient

The patient’s full name.

Refund Date

The date on which the adjustment transaction was raised/entered.

Refund Type

The adjustment type, e.g. Invoice Correction.

Amount

The adjustment amount.

Date range

Defines the reporting period.

Practices

allows selection of all or specific practices within the practice group.

Dentist

allow selection of all or specific dentists (providers).

Refund Types

all adjustment types, or specific adjustment types (e.g. invoice correction).

NHS

For UK practices only, transactions relating to NHS payors.

Product Sales

Stock or sundry item transactions (e.g. toothbrushes, floss).

Private

All other transaction payor types.

Start Period Balance

This is the sum total of all patient outstanding balances, as at one day before the start date of the report. This includes both credit and debit balances. For UK practices, patients who are associated in their patient details with NHS payors have their balances included in the ‘NHS’ column. All other patient balances are included in the ‘Private’ column.

Amounts Invoiced

The total of all patient invoice amounts raised within the reporting period. Invoice adjustments of type ‘Resubmitted’ (where treatment is resubmitted) are also included in this section. The amount from a particular invoice is included in the relevant column, depending on the associated COT to which the invoice relates. E.g. invoices for NHS treatment are included in the NHS column, stock invoices in the Product Sales column, and all other invoices in the ‘Private’ column.

Payments Received

The total of all receipts paid during the period, broken down by payment method.

Invoice Adjustments

Adjustments to invoices are included in this section, broken down by adjustment type.

Receipt Adjustments

Adjustments to receipts are included in this section, broken down by adjustment type;

For adjustment transactions, the adjustment code is shown in the ‘Adjustment Code’ column. E.g. the category column might show ‘Invoice Correction’, but the Adjustment Code column would show INVOICECORR.

The Grand Total column shows the total, for each row, of all of the NHS, Private and Product Sales columns.

Reconciliation

The values in the Grand Total column should reconcile, in that the following should hold:

End Period Balance = Start Period Balance + Amounts Invoiced + Payments Received

If this is not the case, then a section is shown that shows the amount of the discrepancy, below the End Period Balance value for the Grand Total column.

Date range

Defines the reporting period.

Practices

Allows selection of all or specific practices within the practice group.

Practice

The practice for this section.

Product

The invoice line description of the stock/sundry item (e.g. toothbrush).

Amount

The invoice line amount for that stock/sundry item.

Date range

Defines the reporting period.

Practices

Allows selection of all or specific practices within the practice group.

Available Time

The total number of hours of unblocked time that occurs in the appointment diary for any currently active provider on that day. This value is colour coded blue.

Appointments

As for Available Time, but shows the total of hours booked to appointments, and total number of appointments booked on that day (excluding cancelled, failed or audit status appointments (moved, deleted, etc). This value is colour coded green.

Whitespace

As for Appointments, but shows the total of all available hours that are not taken up with booked appointments, and this value as a percentage of the available hours. This value is colour coded red.

Date range

Defines the reporting period.

Practices

Allows selection of all or specific practices within the practice group.

Dentist

Allow selection of all or specific dentists (providers).

Summary graphic dial

This shows the total ‘Used %’ value in graphical form.

Date

the date within the reporting period. If weekly or monthly options are chosen, then each row in the table represents a week or month period, for daily, each row represents a single day in the reporting period.

Days

an indication of the number of calendar days that this row covers. For daily, this will be 1.

Patients Booked

This is the total of Patients Seen and cancelled and failed appointments for this period.

Patients Seen

This is the total number of booked in appointments that are not cancelled or failed.

% Patients Seen

This is the percentage calculated as Patients Seen / Patients Booked, which for past periods, gives a measure of the completion rate for appointments booked into the diary.

Hours Available

The total number of unblocked hours in the appointment diary for this period.

Unbooked

The total number of available hours which are not associated with any appointment, whether booked/completed, cancelled or failed.

Unbooked %

Unbooked / Hours Available as a percentage.

Extra Hours

The total number of hours worked in blocked out time, i.e. hours worked in time that was not marked as available.

Hours Worked

The total number of available hours that were allocated to valid booked/completed appointments.

Used %

Hours Worked / Hours Available as a percentage.

Report by Individual Practice

This dropdown allows a choice between showing data for each selected practice separately, or data from all selected practices totalled up in one single summary section.

Daily/Weekly/Monthly Report

This dropdown selects whether the data will be aggregated by each day, week or month within the reporting period.

Date range

Defines the reporting period.

Practices

Allows selection of all or specific practices within the practice group.

Dentist

Allow selection of all or specific dentists (providers).

Date

The date within the reporting period. If weekly or monthly options are chosen, then each row in the table represents a week or month period, for daily, each row represents a single day in the reporting period.

Days

An indication of the number of calendar days that this row covers. For daily, this will be 1.

Patients Seen

This is the total number of booked in appointments that are not cancelled or failed.

Hours Worked

The total number of available hours that were allocated to valid booked/completed appointments.

Report by Individual Practice

This dropdown allows a choice between showing data for each selected practice separately, or data from all selected practices totalled up in one single summary section.

Daily / Weekly / Monthly Report

This dropdown selects whether the data will be aggregated by each day, week or month within the reporting period.

Payor Type

All payor types, or NHS (UK) or Private can be selected.

Date range

Defines the reporting period.

Practices

Allows selection of all or specific practices within the practice group.

Dentist

Allow selection of all or specific dentists (providers).

Summary graphic dial

This shows the total ‘Booked %’ value in graphical form, which corresponds to the value in the Booked % column for the total row in the table, i.e. the Booked % value for the entire reporting period.

Date

The date within the reporting period. If weekly or monthly options are chosen, then each row in the table represents a week or month period, for daily, each row represents a single day in the reporting period.

Days

An indication of the number of calendar days that this row covers. For daily, this will be 1.

Hours Available

The total number of unblocked hours in the appointment diary for this period.

Booked

The total number of available hours that were allocated to valid booked/completed appointments (this is the same as Hours Worked on the Appointment Analysis Report).

Booked %

Booked / Hours Available as a percentage.

Report by Individual Practice

This dropdown allows a choice between showing data for each selected practice separately, or data from all selected practices totalled up in one single summary section.

Daily / Weekly / Monthly Report

This dropdown selects whether the data will be aggregated by each day, week or month within the reporting period.

Date range

Defines the reporting period.

Practices

Allows selection of all or specific practices within the practice group.

Dentist

Allow selection of all or specific dentists (providers).

Summary graphic dial

This shows the total ‘Booked %’ value in graphical form, the Booked % total value for the entire reporting period.

Date

The date within the reporting period. If weekly or monthly options are chosen, then each row in the table represents a week or month period, for daily, each row represents a single day in the reporting period.

Hours Available

The total number of unblocked hours in the appointment diary for this period, for all selected providers.

< 9am, 9am-12pm, 12pm – 2pm, 2pm – 5pm, 5pm – 8pm, > 8pm

The total number of hours booked to appointments in the specified timeslots throughout the day, for all selected providers. This does not include time from cancelled or failed appointments.

Weekend

The total number of hours booked to appointments on weekend periods, for all selected providers. If ‘Daily Report’ is selected, then this will only show a nonzero value on dates which correspond to weekendsIf weekly/monthly are used, then any row may contain a value in this column, if the period for that row contains a weekend date.

Appointments

The total number of hours allocated to booked/completed appointments in the period.

Holidays

The total number of blocked hours which are determined to be of type ‘Holiday’ within the period. ‘Holiday’ blocks are those where the block reason contains the text ‘holiday’.

Other

The total number of blocked hours which are of a type something other than ‘Holiday’ within the period.

Booked

The total number of booked hours in the period for this row. This will equal the total of booked hours from all of the timeslot columns (<9am, 9-12pm, etc). This does not include cancelled or failed appointments.

UnBooked

This shows Hours Available – Booked, effectively the hours of whitespace in the period.

UnBooked %

Unbooked / Hours Available as a percentage.

Report by Individual Practice

This dropdown allows a choice between showing data for each selected practice separately, or data from all selected practices totalled up in one single summary section.

Daily / Weekly / Monthly Report

This dropdown selects whether the data will be aggregated by each day, week or month within the reporting period.

Date range

Defines the reporting period.

Practices

Allows selection of all or specific practices within the practice group.

Dentist

Allow selection of all or specific dentists (providers).

Summary graphic dial

This shows the total ‘% FTA’ average value in graphical form, which corresponds to the value in the % FTA column for the total row in the table, i.e. the % FTA value for the entire reporting period.

Date

The date within the reporting period. If weekly or monthly options are chosen, then each row in the table represents a week or month period, for daily, each row represents a single day in the reporting period.

Days

An indication of the number of calendar days that this row covers. For daily, this will be 1.

Patients Booked

The number of appointments booked/completed, cancelled or failed within the period for this row.

Patients Failed

The number of appointments classed as failed to attend (FTA) within the period for this row.

% FTA

Patients Failed / Patients Booked as a percentage.

Failed Hours

The total number of hours due to FTA appointments, that were not reused with other appointments.

Est Failed Revenue

The estimate of revenue lost from those FTA appointments. This is taken from the ‘cost estimate’ for those appointments that shows within EXACT.

Report by Individual Practice

This dropdown allows a choice between showing data for each selected practice separately, or data from all selected practices totalled up in one single summary section.

Daily / Weekly / Monthly Report

This dropdown selects whether the data will be aggregated by each day, week or month within the reporting period.

Date range

Defines the reporting period.

Practices

Allows selection of all or specific practices within the practice group.

Dentist

Allow selection of all or specific dentists (providers).

Summary graphic dial

This shows the total ‘Cancelled Patients %’ average value in graphical form, which corresponds to the value in the % Patients Cancelled column for the total row in the table, i.e. the % Patients Cancelled value for the entire reporting period

Date

The date within the reporting period. If weekly or monthly options are chosen, then each row in the table represents a week or month period, for daily, each row represents a single day in the reporting period.

Days

An indication of the number of calendar days that this row covers. For daily, this will be 1.

Patients Booked

The number of appointments booked/completed, cancelled or failed within the period for this row.

Patients Cancelled

The number of appointments classed as cancelled within the period for this row.

% Patients Cancelled

Patients Cancelled / Patients Booked as a percentage.

Cancelled Hours

The total number of hours due to cancelled appointments, that were not reused with other appointments.

Est Cancelled Revenue

The estimate of revenue lost from those cancelled appointments. This is taken from the ‘cost estimate’ for those appointments that shows within EXACT.

Report by Individual Practice

this dropdown allows a choice between showing data for each selected practice separately, or data from all selected practices totalled up in one single summary section

Daily / Weekly / Monthly Report

this dropdown selects whether the data will be aggregated by each day, week or month within the reporting period

Date range

Defines the reporting period.

Practices

allows selection of all or specific practices within the practice group

Dentist

allow selection of all or specific dentists (providers)

Year

The calendar year within which the recall is due.

Month

The calendar month within which the recall is due.

Total Recalls

The total number of appointment recalls due in this month (both dentist and hygienist recalls), less those that have status Inactive or Do Not Recall occurring during this month.

Total Success

The total number of appointment recalls with status Booked or Completed occurring during this month.

Total Success (%)

Total Success / Total Recalls.

Dentist

As Total Recalls, but only for Dentist recalls.

Dentist Success

As Total Success, but only for Dentist recalls.

Dentist Success (%)

As Total Success (%), but only for Dentist recalls.

Hygienist

As Total Recalls, but only for Hygienist recalls.

Hygienist Success

As Total Success, but only for Hygienist recalls.

Hygienist Success (%)

As Total Success (%), but only for Hygienist recalls.

Effectiveness

This coloured bar is divided into different colours which represent the appointment recalls with different statuses occurring during this month. The colour coding key is shown at the top of the report. The length of the bar represents the Total Recalls value; the length of each coloured section represents the number of recalls with that particular status. For example, a long red component of the bar indicates a large number of Failed recalls.

Inactive, Do Not Recall, Completed, Moved On, Booked, Failed, Future

The number of appointment recalls in the month that have the specified statuses.

Payor Type

All payor types, or NHS (UK) or Private can be selected. This filters on the patient’s payor (as set in the EXACT patient details screen)

Date range

Defines the reporting period

Practices

allows selection of all or specific practices within the practice group

Dentist

allow selection of all or specific dentists (providers)

Patient Details:

Code

The patient code, for the patient related to this recall.

Firstname

The patient first name.

Lastname

The patient surname.

Inactive

Shows ‘Y’ if the patient has been marked as inactive in EXACT.

Patient’s Providers

Dentist

The patient’s dentist, given by their provider code.

Hygienist

The patient’s hygienist, given by their provider code.

Most Recent Dentist Recall In Period

Date

The date of the most recent dentist recall for this patient, in the period.

Status

The status of this most recent dentist recall. This value is colour coded, see the key for status colour values on the Recall Effectiveness report.

Last Seen Provider

The provider code for the last provider that saw the patient for an appointment.

Most Recent Hygienist Recall In Period

These fields are the same as for ‘Most Recent Dentist Recall In Period’, but for hygienist providers rather than dentists.

Patient Contact Numbers

Home

The patient’s home phone number.

Mobile

The patient’s mobile phone number.

Work

The patient’s work phone number.

Contact preference

The patient’s contact preference – e.g. None, SMS/Mobile.

Number of Contacts

Phone

How many phone contact messages were made as part of this recall event.

Email, SMS, Letter, Easypost Letter, Easypost Card

As for Phone, but the total number of contact messages of those other types that were made for this recall.

Total

The total number of patient contact messages made for this recall, which is the total of the other ‘Number of Contacts’ columns.

Date range

Defines the reporting period.

Practices

Allows selection of all or specific practices within the practice group.

Statuses

Allow selection of all or specific recall status values.

Created Month

The first day of the month within which the patient record was created.

Created Date

The actual date on which the patient record was created.

Code

The patient code.

First Name

The patient first name.

Last Name

The patient surname.

Inactive

Whether the patient is marked as Inactive (Pt Inactive) or not (Pt Active).

Inactive Reason

If the patient is marked as inactive, the inactive reason given (e.g. moved away).

Has Booked Appt

Whether the patient has any booked appointment (Has Booked Appt) or not (No Booked Appt).

Has Trt Plans

Whether the patient has any treatment plans created (Trt Plans Exist) or not (No Trt Plans Exist).

Has Completed Trt

Whether the patient has any completed treatment items within any treatment plan (Has Completed Trt) or not (No Completed Trt).

Home

Patient’s home phone number.

Mobile

Patient’s mobile phone number.

Work

Patient’s work phone number.

Preferred Contact

Indication of the patient’s preferred contact option (e.g. SMS/Mobile).

First Completed Trt

If the patient has any completed treatment, the earliest date on which treatment was completed, blank otherwise.

Days to First Completed Trt

If the patient has any completed treatment, the number of days from Created Date to First Completed Trt, blank otherwise.

Weeks to First Completed Trt

If the patient has any completed treatment, the number of whole weeks from Created Date to First Completed Trt, blank otherwise.

1st COT UDAs

UK only – if the patient’s first COT was NHS, the number of UDAs this COT resulted in.

1st COT Fee Amt

The total of patient fees for the first COT, if one exists.

1st COT Value

For non UK and UK private 1st COTs, this will be equal to 1st COT Fee Amt; for UK NHS 1st COTs, this will be 1st COT UDAs * average UDA value, where the average UDA value factor is taken as the average of UDA value factors for all contracts for this practice.

1st COT Is NHS

Depending on the existence and payor associated with the 1st COT for this patient, this will show one of ‘No First Trt Plan Exists’, ‘First Trt Plan NHS’ (UK only) or ‘First Trt Plan Private’ as appropriate.

Type1 Code

The Type 1 code from the EXACT patient details screen.

Type1 Desc

The Type 1 description for this Type 1 code.

Type2 Code

The Type 2 code from the patient details screen.

Type2 Desc

The Type 2 description for this Type 2 code.

Referral Type

The type of referral source, if this is completed in the EXACT patient details screen. Can be ‘Ref Source – Patient’ (referral source was another patient), or ‘Ref Source – Other’ if some other type of referral source.

Referral Source

The code of the referral source, or the referring patient code, according to the value of Referral Type. Referral sources are taken from the list available in the patient details screen in EXACT. E.g. SIGN.

Referral Desc

The name of the referral source, e.g. Practice Sign.

Date range

Defines the reporting period.

Practices

Allows selection of all or specific practices within the practice group.

Summary graphic dial

This shows the total ‘% New Patients’ average value in graphical form, which corresponds to the value in the % New Patients column for the total row in the table, i.e. the % New Patients value for the entire reporting period.

Date

The date within the reporting period. If weekly or monthly options are chosen, then each row in the table represents a week or month period, for daily, each row represents a single day in the reporting period.

Days

An indication of the number of calendar days that this row covers. For daily, this will be 1.

Patients Booked

The number of appointments booked/completed, cancelled or failed within the period for this row.

New Patients

The number of appointments classed as new patient appointments within the period for this row.

% New Patients

New Patients / Patients Booked as a percentage.

Est New Patient Revenue

The estimate of revenue gained from the new patient appointments. This is taken from the ‘cost estimate’ for those appointments that shows within EXACT.

Report by Individual Practice

This dropdown allows a choice between showing data for each selected practice separately, or data from all selected practices totalled up in one single summary section

Daily / Weekly / Monthly Report

This dropdown selects whether the data will be aggregated by each day, week or month within the reporting period

Date range

Defines the reporting period

Practices

Allows selection of all or specific practices within the practice group

Dentist

Allow selection of all or specific dentists (providers)

Practice

The specific practice for this section

Payor

This splits the patients into two categories, Non-NHS and NHS, according to whether the patient payor is an NHS payor (UK only) or not

0-6 Months

Shows the number of patients whose last completed treatment occurred within the last 6 months from the current date

6-12, 12-18, 18-24, Over 24 Months

These columns are similar to 0-6 Months, but the time period is different in each case. 6-12 Months shows a count of patients with their last completed treatment between 6 and 12 months back from the current date, etc

Report by Individual Practice

This dropdown allows a choice between showing data for each selected practice separately, or data from all selected practices totalled up in one single summary section

Payor Type

All payor types, or NHS (UK) or Private can be selected. This filters on the patient’s payor (as set in the EXACT patient details screen)

Practices

Allows selection of all or specific practices within the practice group

Dentist

Allow selection of all or specific dentists (providers)

Active (as of a date)

the patient has had completed treatment within the past 2 years (24 months)from the as of date.

Lapsed (as of a date)

the patient’s last completed occurred more than 2 months (24 months) back from the as of date.

Patient Scheme

The patient payor scheme (patient payor) – NHS, Private or Other.

Total Patients At Start

An indication of the numbers of patients of different categories as of the last date of the previous month.

Active Patients

The number of patients, who were not marked as inactive as of the previous month end date, whose last completed treatment was less than 24 months back from this date. The total row for this column shows the total number of Active patients for all schemes (payors)

Lapsed Patients

The number of patients, not marked as inactive as of the previous month end date, whose last completed treatment was more than 24 months back from this date. The total row for this column shows the total number of Lapsed patients for all schemes (payors)

Scheme %

This shows (Active Patients + Lapsed Patients) / (Total Active Patients + Total Lapsed Patients), which relates to the previous month end date

Activity In Month:

New Patients

The number of patients whose first completed treatment occurred during the month

Returning Patients

The number of patients, who appeared in the ‘Lapsed Patients’ category as of the end of the previous month (i.e. who were ‘Lapsed’), who had some treatment completed within the current month

Lapsed:

Lapsed Patients In Month

The number of patients who appeared in the ‘Active Patients’ category as of the end of the previous month (i.e. who were ‘Active’), who by the end of the current month had entered the ‘Lapsed’ category – i.e. as of the end of the current month, their most recent treatment was over 24 months ago

Lapsed Patients Rtn %

(Activity In Month – Returning Patients) / (Total Patients at Start – Lapsed patients). Of the number of patients who were considered ‘Lapsed’ at the start of the month, what proportion returned to have treatment in the current month?

Inactive – Patients Left Scheme

The number of patients who were marked as inactive in EXACT within the current month.

Total Patients At End

An indication of the numbers of patients of different categories as of the last date of the current month.

Active Patients

The number of patients, who were not marked as inactive as of the current month end date, whose last completed treatment was less than 24 months back from this date. The total row for this column shows the total number of Active patients for all schemes (payors)

Lapsed Patients

The number of patients, not marked as inactive as of the current month end date, whose last completed treatment was more than 24 months back from this date. The total row for this column shows the total number of Lapsed patients for all schemes (payors)

Scheme %

This shows (Active Patients + Lapsed Patients) / (Total Active Patients + Total Lapsed Patients), which relates to the current month end date

Variance:

Patients

The change in the number of Active + Lapsed patients, which is Activity In Month – New Patients less Inactive – Patients Left Scheme

%

This is (Variance–Patients) / (Total Patients at Start Active + Lapsed) – i.e. the percentage change in Active + Lapsed patients from the start of the period

Report by Individual Practice

This dropdown allows a choice between showing data for each selected practice separately, or data from all selected practices totalled up in one single summary section.

Patient Schemes

All patient schemes, NHS (UK), Private or Other can be selected. This filters on the patient’s payor (as set in the EXACT patient details screen) – the term ‘Scheme’ means ‘payor’ in this context.

Calendar Year

The year containing the month of interest.

Calendar Month

The month of interest.

Practices

Allows selection of all or specific practices within the practice group.

Dentist

Allow selection of all or specific dentists (providers).

Summary graphic dial

this shows the total ‘Earnings/Hour Available’ average value in graphical form, which corresponds to the value in the Earnings/Hour Available column for the total row in the table, i.e. the overall Earnings/Hour Available value for the entire reporting period.

Date

the date within the reporting period. If weekly or monthly options are chosen, then each row in the table represents a week or month period, for daily, each row represents a single day in the reporting period.

Days

an indication of the number of calendar days that this row covers. For daily, this will be 1.

Earnings Total

The total amount of all invoices and invoice adjustments raised within the date period for this row.

Earnings/Hour

Earnings Total / Hours Booked, i.e. Earnings per hour worked.

Earnings/Hour Available

Earnings Total / Hours Available.

Earnings/Patient

Earnings Total / Patients Seen.

Average Wait (mins)

The average number of minutes for all completed appointments during the period for this row that the patient had to wait from arrival to being seated in the chair.

Report by Individual Practice

This dropdown allows a choice between showing data for each selected practice separately, or data from all selected practices totalled up in one single summary section.

Daily / Weekly / Monthly Report

This dropdown selects whether the data will be aggregated by each day, week or month within the reporting period.

Date range

Defines the reporting period.

Practices

Allows selection of all or specific practices within the practice group.

Dentist

Allow selection of all or specific dentists (providers).

Summary graphic dial

this shows the total ‘Earnings/Hour Available’ average value in graphical form, which corresponds to the value in the Earnings/Hour Available column for the total row in the table, i.e. the overall Earnings/Hour Available value for the entire reporting period.

Date

the date within the reporting period. If weekly or monthly options are chosen, then each row in the table represents a week or month period, for daily, each row represents a single day in the reporting period.

Days

an indication of the number of calendar days that this row covers. For daily, this will be 1.

Earnings Total

The total amount of all invoices and invoice adjustments raised within the date period for this row.

Earnings / Hour

Earnings Total / Hours Booked, i.e. Earnings per hour worked.

Earnings / Patient

Earnings Total / Patients Seen.

Report by Individual Practice

This dropdown allows a choice between showing data for each selected practice separately, or data from all selected practices totalled up in one single summary section.

Daily / Weekly / Monthly Report

This dropdown selects whether the data will be aggregated by each day, week or month within the reporting period.

Payor Type filter

Select either All Payor Types, NHS (UK only) or Private.

Date range

Defines the reporting period.

Practices

Allows selection of all or specific practices within the practice group.

Dentist

Allow selection of all or specific dentists (providers).

Practice

The practice name for this section.

Payor

The patient’s payor category, either NHS (UK only) or Non-NHS.

< 0 Mins

The number of booked appointments occurring in the report period, where the patient was seen early for their appointment.

0 – 5 Mins

The number of booked appointments in the report period where the patient had to wait between 0 and 5 minutes to be seen.

5 – 10 Mins

The number of booked appointments in the report period where the patient had to wait between 5 and 10 minutes to be seen.

> 10 Mins

The number of booked appointments in the report period where the patient had to wait more than 10 minutes to be seen.

No Seating Time

The number of appointments where there was no ‘seated time’ recorded for the appointment, so no waiting time could be determined.

Report by Individual Practice

This dropdown allows a choice between showing data for each selected practice separately, or data from all selected practices totalled up in one single summary section.

Payor Type filter

Select either All Payor Types, NHS (UK only) or Private, filters by patient payor type.

Date range

Defines the reporting period.

Practices

Allows selection of all or specific practices within the practice group.

Dentist

Allow selection of all or specific dentists (providers).

Start of period

The total number of patient records for that practice, excluding any that are marked as inactive, as of the date prior to the period start date.

New patient records created

The number of new patient records created in the period.

Inactivated patient records

The numbers of patient records made inactive during the period, grouped by inactive reason given, and total number of patients made inactive.

End of period

The total number of patient records for the practice, excluding any that are marked inactive, as of the end date of the reporting period.

Date range

Defines the reporting period.

Practices

Allows selection of all or specific practices within the practice group.

Practice

The practice to which this section relates.

Service Code

The treatment service item code, e.g. A for filling, or S/P for Scale & Polish.

Service Description

The treatment service item description.

Quantity

How many of that particular service item were charged in the period.

Amount

The total revenue obtained from invoice lines relating to that particular service item.

Report by Individual Practice

This dropdown allows a choice between showing data for each selected practice separately, or data from all selected practices totalled up in one single summary section.

Payor Type filter

Select either All Payor Types, NHS (UK only) or Private, filters by patient payor type.

Invoice Type filter

Select either All Invoice Types, NHS Invoices (UK only) or Private Invoices. This filters by the payor of the COT that the treatment is associated with.

Date range

Defines the reporting period.

Practices

Allows selection of all or specific practices within the practice group.

Dentist

Allow selection of all or specific dentists (providers).