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Everything you need to know if you're new to EXACT. This introductory section covers topics such as the dental practice roles, components of EXACT, controls, and how to find your way around the menus.

This introductory section covers topics such as the dental practice roles, components of EXACT, controls, and how to find your way around the menus.

Portal Video: New User Basics

The Patient Journey and Appointment Workflow

EXACT software facilitates and automates the Patient Journey through a dental practice:

Patients optionally book appointments online through a configurable booking website.

They receive automated recall, reminder and other notifications by SMS, Email or EasyPost.

EXACT can automatically acknowledge SMSes and Emails that Patients send to the Practice.

The patient file contains detailed personal and dental data from which EXACT generates a pop-up medical history screen for the appropriate practitioners.

An Appointment Workflow Manager ensures that practitioners complete tasks at each point of the patient journey through the practice.

Receptionists work primarily in the Appointment Book, which includes multiple utilities to speed, simplify and streamline their tasks.

EXACT tracks the location and status of patients as they move sequentially through arrival - clinic - departure.

A custom Appointment Workflow ensures that Receptionists fulfil all clinic obligations with each patient.

See also:

Receptionist tasks

Receptionist video series

Clinicians (Dentists and Hygienists) have immediate access to Patient medical history in the form of a screen popup. They work mainly in the Patients interface.

Treatments are predefined in EXACT. When the Provider finalises a treatment, EXACT prompts for planning for the next treatment, which is then defined as a Recall, to be facilitated by EXACT.

Dentists use an innovative Quick Chart to chart treatments.

See also:

Clinician tasks

Clinician video series

Practice Managers control the software configuration and the various tools that enable business success. They automate the dental practice processes with modules such as Utilisation Manager, SMS Replies and Online Bookings, and they monitor business metrics by means of detailed reporting.

See also:

Practice Manager tasks

Practice Manager video series

Typical Role Tasks in a Dental Practice

Receptionist Tasks

Dental practice workflow

• Facilitate patient processing through the practice by means of the Appointment Workflow (a team effort)

Patient records

• Create a new patient record
• Search for, Add, Edit and Delete patients (including families) in the Patient File > Details tab
• Display, update and monitor the patient medical details

Appointments and appointment book

• Find available appointments and use an Advanced Search for the best appointment options for a patient
• Manage a multi-column (multi-Provider) appointment book
• Book appointments for single patients and book family appointments
• Delete appointments, change their time and duration, use the Edit Appointment window
• Manage co-ordinated appointments (with both Dentist and Hygienist)
• Monitor patient appointment status and stage of care through information in the appointment book
• View records of historical appointments for a patient
• Manually book patients for recall appointments or use automated Recall Management tools
• Move appointments using the clipboard and move them without using the clipboard
• Add patients who are awaiting treatment to a Waitlists tab
• Add blocks in the appointment book for individual Providers (e.g. for personal holidays), and for all Providers
• Manage Rotas, Rosters, Blocks and Clinics (Multi Column Books)
• Configure holidays in the appointment book
• Transfer appointments from one Provider to another
• Online appointment bookings and their appearance in the appointment book

Working with the Short Notice List

• Understand how Utilisation Manager and the Short Notice List affect the Receptionist role
• Add appointments to Short Notice List. Find gaps and book patients from the Short Notice List. Fill gaps from the Appointment Book itself
• Remove gap appointments from the Short Notices List. Postpone a patient's gap communications for a few days. Cancel Appointments
• Check that SMSes have been sent, received, or acted upon
• Manually match SMS Replies from patients
• Troubleshoot the Short Notice List

Working with automated recall bookings

• Understand how the Recall Manager module affects the Receptionist role
• Use the Appointment Book Recalls Tab and the Patients Recalls Tab, and Respond to the Recalls Prompt
• Recall patients. Manually run EXACT's automated recalls. Manually contact patients from the Recalls List

Working with automated and manual SMS Replies

• Understand how the SMS Replies module affects the Receptionist role
• Manage the SMS Replies facility
• Use the SMS Replies Counter Alert to check how many unmatched SMS replies need to be resolved
• Monitor and match SMS Replies
• Manually contact patients by SMS

Working with EasyPost automated print and postage

• Understand how the EasyPost module affects the Receptionist role
• Monitor EasyPost actions by means of the EasyPost Jobs Monitor and EasyPost Jobs Report
• Post the following through EasyPost: an Invoice, a patient Statement, statement runs.

Financial transactions

• Take payments (adjustments, transfers, region-specific procedures such as HICAPS in Australia and NHS procedures in UK)

Communications

• Manage the patient Contacts tab (phone, email, SMS, letters, Easypost)
• Create patient documents, Patient Letters, use merge fields in documents, use Letter Templates
• Manage patient financial transactions, Statements, Patient Payments
• Patient Education
• Configuring and dealing with Automatic Appointment Reminders and Automatic Appointment Follow-ups

Forms and patient signatures

• Clinipad electronic forms and signatures, use Clinipad with Patient arrival in reception
• Ask patients to sign the practice Terms and Conditions on the Clinipad
• Issue Oral Health Surveys to patients in reception

Dental practice productivity

Instant messaging within the practice

• Understand how the Instant Message utility affects the Receptionist role
• Send an Instant Message to: selected EXACT users / all EXACT users
• Create and send a 'Panic' message

Task management within the practice

• Understand how the Tasks utility affects the Receptionist role
• Add a New Task
• Mark Tasks as Completed
• Add Notes to a Task
• Deal with popup reminders

Reporting

• Receptionist reporting activity depends on the practice. See Reporting for an introduction.

Sundry

• End-of-day Banking
• Extra Item Sales and Stock Items
• Exemptions
• Lab Work Follow-up
• COV Check

Clinician Tasks

Dental practice workflow

• Facilitate patient processing through the practice by means of the Appointment Workflow
  (move the patient to the clinic chair following arrival processing at reception, and process the patient back to reception after treatment)
• Understand the functionality of the 'Arrivals Door' in the EXACT interface, especially how to move the next patient to the chair and how to return a patient to the waiting room

Patient records

• Medical History - display, update and monitor the patient medical details
• Mark medical records as Reviewed
• Add Medical Notes (including popup notes)
• View and use the Medical History List
• View/set patient Anaesthetic Preference
• Configure EXACT to automatically open patient medical history on 'Move to Chair'
• Create a new patient record
• Search for, Add, Edit and Delete patients (including families) in the Patient File > Details tab

Appointment book

• Monitor a multi-column (multi-Provider) appointment book
• Monitor patient appointment status and stage of care through information in the appointment book
• View records of historical appointments for a patient
• Transfer appointments from one Provider to another
• Online appointment bookings and their appearance in the appointment book

Charting and Treatment

• Understand how to use the Chart Tab, including price editing for services and charting, tooth chart modes, and chart configuration
• Use charting options such as 16-surface charting and the Quick Chart Menu
• Understand how to use and customise the Services List
• Add Quick Notes to service items
• Chart services for both base charting and treatment charting
• Use the Perio Tab to record extensive periodontal charting
• Use the Pathology Tab to create and maintain both intra-oral and extra-oral diagnosis pathology charts
• Create Treatment Plans / Courses of Treatment
• Enter, modify and delete Patient Notes from the Notes tab
• X-rays / intra-oral camera
• Manage patient recalls from the Patients Recalls Tab and the Set Recalls popup prompt.

Dental practice productivity

Instant messaging within the practice

• Understand how the Instant Message utility affects the Clinician role
• Send an Instant Message to: selected EXACT users / allEXACT users
• Create and send a 'Panic' message

Task management within the practice

• Understand how the Tasks utility affects the Clinician role
• Add a New Task
• Mark Tasks as Completed
• Add Notes to a Task
• Deal with popup reminders

Reporting

• Clinician reporting activity depends on the practice. See Reporting for an introduction.
• Create an Estimate

Communications

• Patient Education (GURU, 3D charting)
• Instant Messaging within the practice
• Exemptions
• Quick Plans
• Prescriptions

See also:

Clinician Masterclass: Quick Charting, Quick Plans, Quick Notes

Clinician video series starting here: Medical History

Practice Manager Tasks

Set up and configure the practice

See the sub-topics under these sections:

• Setup, Configuration, Parameters
• Database Maintenance and Troubleshooting

Set up Providers, Payors and Specialists

• Configure Providers by means of the Provider File Window
• Configure Specialists by means of the Specialist / Referral record
• Configure Payors by means of the Payor File Window

(UK only) Maintain GDPR Compliance

See these topics:

• GDPR compliance-related features
• GDPR compliance-related procedures by practice role
• Preferences to contact patient
• Contact Consent Query
• Contact Preferences Audit
• User Activity Audit

Dental practice workflow

• Understand the functionality of the 'Arrivals Door' in the EXACT interface, especially how to move the next patient to the chair and how to return a patient to the waiting room
• Configure the Appointment Workflow for the practice

Understand all elements of Patient records

• Medical History - display, update and monitor the patient medical details
• Mark medical records as Reviewed
• Add Medical Notes (including popup notes)
• View and use the Medical History List
• View/set patient Anaesthetic Preference
• Configure EXACT to automatically open patient medical history on 'Move to Chair'
• Create a new patient record
• Search for, Add, Edit and Delete patients (including families) in the Patient File > Details tab

Appointment book

• Find available appointments and use an Advanced Search for the best appointment options for a patient
• Manage co-ordinated appointments (with both Dentist and Hygienist)
• Monitor patient appointment status and stage of care through information in the appointment book
• Monitor a multi-column (multi-Provider) appointment book
• View records of historical appointments for a patient
• Transfer appointments from one Provider to another
• Online appointment bookings and their appearance in the appointment book
• Manually book patients for recall appointments or use automated Recall Management tools
• Add patients who are awaiting treatment to a Waitlists tab
• Add blocks in the appointment book for individual Providers (e.g. for personal holidays), and for all Providers
• Manage Rotas, Rosters, Blocks and Clinics (Multi Column Books)
• Configure holidays in the appointment book

Working with the Short Notice List

• Understand how Utilisation Manager and the Short Notice List affect the Receptionist role
• Add appointments to Short Notice List. Find gaps and book patients from the Short Notice List. Fill gaps from the Appointment Book itself
• Remove gap appointments from the Short Notices List. Postpone a patient's gap communications for a few days. Cancel Appointments
• Check that SMSes have been sent, received, or acted upon
• Manually match SMS Replies from patients
• Troubleshoot the Short Notice List

Working with automated recall bookings

• Understand how the Recall Manager module affects the Receptionist role
• Use the Appointment Book Recalls Tab and the Patients Recalls Tab, and Respond to the Recalls Prompt
• Recall patients. Manually run EXACT's automated recalls. Manually contact patients from the Recalls List

Working with automated and manual SMS Replies

• Understand how the SMS Replies module affects the Receptionist role
• Manage the SMS Replies facility
• Use the SMS Replies Counter Alert to check how many unmatched SMS replies need to be resolved
• Monitor and match SMS Replies
• Manually contact patients by SMS

Working with EasyPost automated print and postage

• Understand how the EasyPost module affects the Receptionist role
• Monitor EasyPost actions by means of the EasyPost Jobs Monitor and EasyPost Jobs Report
• Post the following through EasyPost: an Invoice, a patient Statement, statement runs.

Working with Online Appointment bookings and payments

• Configure Online Appointment Bookings
• Configure Online Recalls
• Configure the online booking website
• Configure practice Policies on the online booking website

Patient communications, reminders, education

• Manage the patient Contacts tab (phone, email, SMS, letters, Easypost)
• Create patient documents, Patient Letters, use merge fields in documents, use Letter Templates
• Manage patient financial transactions, Statements, Patient Payments
• Patient Education
• Configuring and dealing with Automatic Appointment Reminders and Automatic Appointment Follow-ups
• Configure automated SMS Replies
• Configure automated EasyPost communications

Forms and patient signatures

• Clinipad electronic forms and signatures, use Clinipad with Patient arrival in reception
• Ask patients to sign the practice Terms and Conditions on the Clinipad
• Issue Oral Health Surveys to patients in reception

Dental practice productivity

Instant messaging within the practice

• Understand how the Instant Message utility affects the Receptionist role
• Send an Instant Message to: selected EXACT users / allEXACT users
• Create and send a 'Panic' message

Task management within the practice

• Understand how the Tasks utility affects the Receptionist role
• Add a New Task
• Mark Tasks as Completed
• Add Notes to a Task
• Deal with popup reminders

Set up Clinipad

• Configure Clinipad for use in the practice
• Configure Clinipad Terms and Conditions for the practice

Set up Oral Health Surveys

• Configue Oral Health Surveys

Set up and run Recalls and Recall Automation

• Configue Recall Manager and Recall Types
• Set up Recall Automation
• Manage Recalls (main) screen
• How Providers set the Recall Details
• Variable Recall Default Values
• Monitoring Recalls
• Appointment Book Recalls Tab
• Patients Recalls Tab
• Responding to the Recalls Prompt
• Recalling patients

Set up Utilisation Manager and the Short Notice List

• Understand configuration information/options
• Appointment Clinics and Short Notice List bookings
• Disabling display of the Short Notice List
• Configuring settings for the Short Notice List
• Configuring time parameters for the Short Notice List
• Configuring AUTOMATED Contact options for Short Notice List:

Gap Available | Confirmed | Gone

Practice marketing by means of Marketing Manager

Configuring user rights for Marketing Manager

Setting up Marketing Manager

Setting up Channel Track

Creating a new Campaign

Creating an automated campaign with Campaign+

Managing multiple campaigns from the Marketing Manager Desktop

Tracking, monitoring and analysing campaigns from the Dashboard

Reporting

• Reporting activity depends on the practice. See Reporting for an introduction.
• Create an Estimate

Sundry

• End-of-day Banking
• Extra Item Sales and Stock Items
• Exemptions
• Lab Work Follow-up
• COV Check
• Production Goals
• New Providers/Users
• Specialists
• User security
• Payment plans
• Deal with Payors and Payor policies
• Take payments (adjustments, transfers)
• Recall/Contact Lists
• Lab Work Follow-up
• Statement runs/Debtors
• Submit Claims
• UDA Manager
• Region-specific tasks such as NHS Contracts in the UK and HICAPS in Australia
• Schedule Events
• Monthly Reports
• Implementing and updating Services/Fee Schedules
• Custom Screens
• KPI Reports
• Backup/Upgrades - including testing
• General Ledger Export
• New Licences

Opening EXACT and Logging in

1. Either click the Start button and choose EXACT Dental:

   

   - or -

   Double-click the EXACT Dental icon on the Desktop:

   

2. A Login screen will appear:
3. Enter the appropriate User Name and Password by accepting the defaults if they are correct, or click in these fields and change them if necessary (Note that all entries are automatically converted to UPPER-CASE):

   

   If you make a mistake on user name and/or Password, the fields will flash in red as a warning:

   

   If you change the User Name you will see a new checkbox field: Set new default login (below).

   Check this box if you want the new name to be the default in future:

   

4. Accept the default value at the Practice field, or click the drop-down list to choose from those displayed.
5. Click OK when all entries are correct, to open the EXACT program window:

   

   NOTES ABOUT LOGIN:

   Date: In extraordinary circumstances when logging into EXACT you can enter a date other than the default of today's date, if you require records to be created for an earlier or later date.

   Set new default login: Place a tick in this checkbox to change the default login 'User Name', 'Password' and 'Practice' to those for the current login. The new defaults will apply every time you login until they are changed again by using this method.

Exiting EXACT

There are several different ways you can exit from EXACT.

Important: Use the method that suits you best, but never simply turn off the computer, as this could potentially corrupt the EXACT database.

To exit EXACT

Use either of these four methods:

• Click the 'Close' button in the top right-hand corner of the EXACT window:

  

  - or -

• Select the ‘Exit’ command from the File menu:

  

  - or -

• Right-click on the bar at the very top of the EXACT window, and select the 'Close' option:

  

  - or -

• Hold down the button on your keyboard, press and then release both keys.

Layout, Menus and Screen Operations

This section introduces the screen and window layout in EXACT, lists the Menus and explains how to perform specific on-screen operations.

TIP: Initially there is a lot of information to take in, so return again to this section later when it will make more sense.

Parts of the EXACT Screen

This is a normal EXACT screen:- the Patient File, with the Patient Details tab selected.

Header Bar

The header bar has two functions:

• It displays the name of the active window, and for some screens (Patient File, Provider File, etc.) it also displays the record name and/or other pertinent information.
• By means of the header bar you can drag the window around the screen.

To move the EXACT Window

If a window is not maximised (does not occupy the whole screen) you can drag it around the screen from the header bar.

If you are using dual monitors, you can also use this method to move a window from one monitor to another.

Customisable Workspace Bar

You can customise this Workspace bar, and then with a click access your most frequently-used windows.

Customisation is per user login

The number of Icons or Window Names that you can display depends on the size of icon, length of window name, and the size of your available screen.

Note: EXACT minimum resolution is 1280 x 1024 (at lower resolutions the screen is truncated). However, some features and modules within EXACT require a widescreen monitor, for which we recommend screens capable of 1920 x 1080 and above.
The maximum resolution available depends on your computer hardware (monitor type/size and graphics adaptor card), and is set in Windows Control Panel.

Workspace Icons

A Reception user might include the following icons on the Workspace bar:

• Patients
• Appointment Book
• Create Bank Deposit

A Clinical user might include the following icons on the Workspace bar:

• Patients
• Patient Education
• Recall Manager

An Administrator user might include the following icons on the Workspace bar:

• Patients
• Appointment Book
• Specific payor files
• Contact Lists
• Allocated Payments
• Recall Manager

System Icons on the Workspace Bar

In addition to the user-customised icons, there may be other icons present that are set by the system:

Customising the Workspace Bar

The Workspace bar enables you to access commonly-used EXACT screens via icon buttons on the top of your screen.

It is customisable per user (each user may customise their own workspace bar to suit their needs).

From EXACT version 11.3 you can opt to hide the Henry Schein button (see below).

TIP: Workspace settings are saved as part of the user record for the logged-in user, and will be applied each time the user accesses EXACT, even from another PC.

To customise the Workspace Bar for the current logged in user

1. Access the Customise Workspace window via the Configure menu:

   

   - or -

   Right-click with your mouse anywhere in the workspace bar and select Customise...

   

   This will open the Customise Workspace window:

   

   This has two panes:

   • Available windows at left - these are not displayed in your workspace bar.
   • Selected windows at right - these display in your workspace bar. The ordering is important - from top to bottom is how they will display in horizontal sequence.
2. Double-click any name to move it from its current pane into the alternative pane.

   (You can also select the name and then click a button to move it left << or right >>)

3. Move all required windows to the Selected Windows list in the right pane.
4. Move any unwanted windows back to the left pane.

   Note that this does not delete them from EXACT; it only removes the icons from the Workspace bar.

5. In the right pane, change the order in which the icons are displayed by selecting an icon and using the Up/Down buttons to move the icon up or down in the list.

(Optional) To remove the Henry Schein button from the workspace bar

1. De-select the Enable Henry Schein button checkbox:

   

2. Select OK.
   

   TIP: Workspace settings are saved as part of the user record for the logged-in user, and will be applied each time the user accesses EXACT, even from another PC.

Using the Workspace Bar

Once your workspace bar is customised, it will display every time that you log on to EXACT.

This bar provides constant quick access to EXACT functions from anywhere in EXACT.

Click an icon to display the screen or process you wish to access.

With many icons you will see a dropdown arrow to the right of the icon. This indicates that there are multiple options with that icon.

For example:

Lost-Connection Alert

- Applies from EXACT v12.6 onwards.

- The alert may indicate that maintenance is necessary from an IT-competent person.

- Please contact the Support Desk if you do not know what to do.

To respond to the Lost-connection Alert

• Mouseover the flashing alert for a tooltip:

  

  
  

• Click the flashing alert for a popup message, which will vary according to the cause of the alert.

  Examples:

  

  

DDX Lab Link

The DDX Lab Link icon in the workspace bar simply enables links to the DDX website, and Dentists who are registered with DDX use these links as a convenient means to access DDX pages

Options are to

• Connect to the DDX portal.
• Directly add a new case (if you are already logged in) - it will open a New Case with the current EXACT patient details populated.
• Display a list of DDX cases.

  NOTE: The DDX icon must be manually added to the workspace bar.

To add the DDX icon to the workspace bar

1. Right-click the workspace bar and click customise:

   

2. In the Customise Workspace window, select the DDX Lab Link item.
3. Click the move-to-right button >>.
4. When the DDX Lab Link button appears in the right pane, select it and use the Up/Down arrows to reposition it in the list (to determine where it will appear in the workspace bar).
5. Click OK.

Menu Bar

The primary EXACT functions are accessible from the menus at the top of the screen:

Select a menu item by using either the mouse or the keyboard, or a mixture of both.

To select menu items with the mouse

1. Click the menu heading in the menu bar to display a list of the available commands.

   File menu example:

   

2. When you hover your cursor over a menu item, it will highlight, as in the Appointments item above.
3. Click to select, or press the Enter key on the keyboard while that item is highlighted.

To select menu items with the keyboard

1. Press the ALT key on your computer keyboard to activate keyboard selection and show the underlined letter selection per menu item.

   Notice that a single letter in each word is now underlined:

   

2. Press the appropriate letter on your keyboard to choose that item.

   For example, in the system depicted above, the F key will access the File menu, and the T key the Transactions menu.

   You can also use the arrow keys on the keyboard; pressing the key while File is highlighted will move the focus to View, then to Transactions, etc.

3. Press the menu letter on the keyboard to drop down that menu.

   For example, show the File menu by pressing the F key :

   

4. To select a menu item either
   • Select the underlined letter (such as P key for Patients), or
   • Use the keyboard up/down arrow keys to move to the item you require, then press the Enter key .

Access the primary EXACT functions from the menu bar at the top of the screen:

The content of these menus may vary by user permissions, practice setup, installed modules and geographic region.

File Menu

View Menu

Transactions Menu

Administration Menu

Configure Menu

Window Menu

Help Menu

Data Entry Screens

Information stored in EXACT is accessed via data entry screens or windows, as in the example below.

This is an example of the Patient file, which is the file most frequently used in EXACT.

A typical window within EXACT may contain fields for entering information, drop-down lists, option buttons, check boxes, spin boxes, switches and tool buttons.

To make it easier to view and edit the information, related fields are often arranged in groups, such as personal information, contact details, etc. Each field has a label, which also acts as a prompt when entering or editing information. Some information is defaulted from the details entered - for example, patient age is derived from date of birth, and Post Code from address. Some fields require only that you tick an option by clicking on an option button whereas others allow you to choose from a menu of possible options.

Windows like the one above that have more information than can easily fit on one screen have tabs, which are labelled according to the information on them. For example, the Patient File has a Recalls tab which has details of recalls and tool buttons to set recalls; the Medical tab is used for medical details, and so on.

Sometimes a button or action will display a dialog box, which requires some interaction from the user such as answering a question, entering information, or even just acknowledging a warning message.

Setting the EXACT Window Size

You can customize the size of both the main EXACT window and individual windows within EXACT.

The restore down button will restore the window to the last size it was before it was maximised.

Once you restore the window down,

1. Hover the mouse cursor over the edge of the window you wish to move; the cursor will change to a double-sided arrow:
2. Holding the mouse button down, drag the mouse pointer (and window edge) to where you want the edge of the window.
3. Repeat for any other sides of the window you wish to change.
4. Some windows can also be resized by clicking on and dragging a corner of the window with the mouse, in which case the cursor will appear at the corner:
   Drag the cursor diagonally to resize the window in two dimensions at once, and retain the window's proportions.

   NOTE: A few windows in EXACT (usually dialog windows or messages) are fixed in size and cannot be changed like this. In these cases, the cursor does not change when hovered over a border, and the window controls illustrated above are not present.
   If you make a window too small, some fields or buttons may disappear off the edge of the window, and be inaccessible until the window is resized. However, you can easily temporarily resize the window in these cases, or hide the window.

Hiding and Restoring an EXACT Window

To hide (minimise) an EXACT window

If you want to temporarily remove a window from the screen (e.g., to hide it so another person cannot view the information on it, or to stop it obscuring another window), click the Minimise button in the top right-hand corner of the window:

The window will disappear from the screen, but will still be open. An icon representing the minimised window (in this example, the Patient File) will be added to the bottom of the screen:

While minimised, you can move the window anywhere on the screen - it does not have to be 'parked' at the bottom.

To restore a minimised window to the screen:

1. Click the Maximise button to restore it in a full-sized window,

   - or -

2. Click the Restore button to restore it to the screen at the size it was before you ‘hid’ it.

If you minimised or ‘hid’ the main EXACT screen, then it will show as an icon in the task bar at the bottom of the screen.

If you hover your mouse cursor over the icon, it will show a 'tooltip' (Windows XP or earlier) or a miniature 'snapshot' of the screen (Windows 7):

To restore it to the screen, click the icon with either mouse button; the left one will restore it instantly, whereas the right mouse button will display a small menu giving you several options including to close or restore the window:

Screen and Data-entry Conventions

Using Dialog Boxes

Dialog boxes appear in multiple shapes and sizes, as they are used for interaction (dialog) between EXACT and the user.

They allow you to enter information or to confirm choices. An information dialog box will contain fields where information can be entered and edited.

For example, the Create Course of Treatment dialog box:

Other dialog boxes prompt you to confirm actions. For example, if a Dentist TCs a course of treatment without completing, the following dialog box appears:

This dialog gives you just two options - Yes or No.

Click on the appropriate button to answer the question, or press the key when that button is highlighted.

Fields

Fields are areas within a window where information is entered or displayed. All fields within EXACT Dental are shown with a name (prompt) to describe the information inside them.

A field is active when it contains a flashing bar or cursor (like the "First, Sec. Name" field above), or when the contents and/or border are highlighted, like this example: .
An active field can have text and/or numbers entered and edited within it. The cursor indicates the current insertion point and shows where text will be inserted as it is typed in. To make a field active, click in the field with the mouse. The cursor will appear in the field to show it is active.

Sometimes the entry box for the field appears greyed out, as in this example:

This means it is available only during specific circumstances or when running a certain configuration (i.e., it is set by another field).
Data entry fields in the Patient Details window may also sometimes be coloured, like this:

This means that the field is mandatory, and the record cannot be saved to file until this and all other mandatory fields are completed.

Note: Mandatory fields will have been specified for your practice when EXACT was installed. However, this can be changed by a user with appropriate security privileges, via the Patient File Configuration window.

Moving Between Fields

Press the Tab key or click in the next field with the mouse. The cursor will move to the next field, making it active.

The Enter key has special meaning within the Windows environment and can be set up to perform a specific function in EXACT, so it is generally not used for moving between fields. However, an option in the User Settings window gives you the choice of using the Enter key to either move between fields or to act as if the button has been clicked.

Generally, as you leave a field to move to another, the entry in that field is automatically checked, ensuring that the characters that have been entered are acceptable and that the information is valid. If the entry is invalid for that field (such as an invalid date), the record cannot be saved until the error is corrected. In some instances, the appropriate options for that field will be displayed, while in others, you cannot edit another field until the data is corrected.

Of course, some text fields allow entry of almost any characters and are therefore not validated as for example a time, date, or numeric field would be.

Using Text Fields

A text field is an area within a window where text can be typed, pasted and/or displayed. For example, in the following field, the text "Philippa" has been entered:

Field colour

If (as in the example above) the area is coloured white, it means you can click in the field and edit the text.

If however the area is the same colour as the background, it means the data is for display only, and you cannot edit it. In the example below, the patient's age (circled) has been set by the system, using the patient's birth date:

To enter information in a text field

1. Click in the field with the mouse (or move to the field using the key).

   The cursor will appear in the field to show it is active, like this:

   

   or if there is already text in the field, it might be highlighted like this:

   

2. Use the keyboard to enter or edit the text by typing in the appropriate text, or use to paste in text that has been copied to the Windows clipboard.

   TIP: If the text in the field is highlighted (as in the example above), any typing or pasting will replace it. If this is not what you want to happen, first click in the field to remove the highlighting before youtype or paste. Alternatively, you can edit text within a field or replace it.

To edit text within a field using a mouse

1. Click in the field at the beginning of the text to be changed.
2. While holding down the left mouse button, drag the mouse pointer across the text to be edited and then release the mouse button. The text will be highlighted to show it is selected, as shown below:

   

3. Type the new text using the keyboard, thereby replacing the selected text.

   

To edit text within a field using a keyboard

1. Click in the field, at the beginning of the text to be changed.
2. While holding down the key, use the key to highlight the text to be edited.

You can delete the highlighted text by pressing the key, key, spacebar, or simply by typing.

Field Validation:

EXACT automatically checks text as you type, ensuring that the characters are acceptable and that the information is valid. For example, is the date entered a real date? February 30th would fail the date validation rules, and a time of 11:78 would fail the time validation rules.

Of course, some "free text" fields allow almost any characters and are therefore not validated as a time, date or numeric field would be.

Generally, if you enter invalid information in a field, you will not be able to enter information in any other field, and cannot save the record until the error is corrected. In many instances, an error message or a list of valid options is displayed.

Using Multi-line Text Fields

A multi-line text field allows more data than will fit on one line, such as a patient’s medical history. Multi-line text fields behave in a similar way to a word processor as far as entry and editing are concerned.

To enter text in an empty multi-line text field

1. Focus the field by clicking it with the mouse, or navigating to it using the Tab key.
2. As you type lots of text, it will automatically ‘wrap’ onto the next line.

   

3. To force the text onto a new line, press the Enter key.

   

4. When the information in this field occupies more lines than the field has room to display, you will see scroll bars:

   

Using Numeric / Currency Fields

Numeric (or 'amount') fields can also be edited in the same manner as ordinary text fields, although unlike text fields, many have some form of formatting automatically applied. For example, a tax or currency amount will usually be expressed to two decimal places, so if you type "100", it will display as "10.00".

When a numeric field is active, arrows will appear next to it. You can use the arrows (or the up/down keys on the keyboard) to increase or decrease the amount by one whole unit with each click on the arrow. So for example, if a tax field displays "10.00", then clicking the Up arrow will change the amount to "11.00" and the Down arrow will change it from "10.00" to "9.00".

Limitations

Furthermore, only numbers, decimal points and the dash or minus symbol ‘–’ are allowed to be entered.

Currency symbol is automatically implied

The currency symbol is not required; this is configured at installation, and set within EXACT for display and for reports.

To quickly change the numeric value click the ARROWS as follows

Using Data Fields

Date fields are like text fields and can be edited in the same way, but are subject to validation.

Arrows will appear next to a date field when it is active, unless it is a 'display only' field.

Acceptable formats for a value of May 5th, 2012:

5/5/12 05/05/12 05/05/2012 5.5.12 05.05.12 05.05.2012 5-5-12 05-05-12 05-05-2012 050512

You will see that you can use separators such as ‘/ . -’ or no separator at all.
If you choose not to use any separators you will need to ensure that all six digits are entered, so for single digits (i.e., numbers below 10) use leading zeros.

To quickly change the Date, click the ARROWS as follows

Using Time Fields

Time fields can be edited in the same way as text fields, but are subject to validation:

• A time may be entered in 24-hour format (for example, 14:12 for "twelve minutes after 2 PM"),
• A time may be entered by means of an A (or a) after the number to indicate AM, or by entering a p to indicate PM (for example, 2:00p or 2:00P for two 'o clock in the afternoon)
• A number less than 12 with no suffix will generally be interpreted as AM.

Clickable arrows appear next to a time field when it is active, and will change the time up/down by the smallest unit when clicked:

• one minute for ordinary time fields,
• five minutes for appointment fields.

To quickly change the time field, click the ARROWS as follows

Standard Field Editing Using the Keyboard

NOTE: Where two or more keys are shown together, this means you should press those keyboard keys together. Because the and keys can each be held down without being interpreted as multiple key presses, the best practice when using several keys together is to first hold down any of these keys before momentarily pressing an arrow or letter key.

Controls

Controls are buttons or special fields on the screen that control EXACT functionality.

This section describes

• The use and purpose of the various controls.
• The options available for each control.
• The effect a control or option has.

Using Spin Boxes/Up and Down Arrows

Some fields have multiple preset values available as entry options*.

These fields display a set of arrows next to them when they are active (i.e., when they are made the focus by clicking in the field, or using the key to move to it).

These arrows are referred to as either “the up and down arrows” or the “spin box”.

Clicking on the up arrow will move forward through a list, one entry at a time; e.g. A-Z.

Clicking on the down arrow will move backward through a list, one entry at a time; e.g. Z-A.

TIPS:
For many fields such as dates, numbers, currencies, etc., click with the right mouse button or middle mouse button (or scroll wheel) to advance the quantity displayed more quickly. For instance, in a date field, each right-click of the 'up arrow' will advance the date by one month, and each right-click of the 'down arrow' will go backwards one month.
Each middle-click of the 'up arrow' will advance the date by one week, and each middle-click of the 'down arrow' will go backwards one week.
Pressing the key while you click the left button has the same function as the right mouse button.
Pressing the key while you click the left mouse button has the same function as the middle button / scroll wheel of the mouse.
The up and down arrows on the keyboard can also be used to move backward and forward through entries in a spin box if you wish.

* For a new database, or for infrequently-used files, there may be some fields for which multiple choices are not available until such time as data has been entered into them, 'populating' the field option list.

Using Drop-down List Boxes

A drop-down list box is a field with a small down arrow to the right:

or:

Click the down arrow to see a discrete (fixed) list of options for that field:

Select your option from the list by clicking with the mouse, or pressing the key when the option is highlighted.
(Note that depending on the position on the screen, some drop-down lists may actually open upwards, rather than drop down).

TIP: For many option lists, the program will ‘remember’ the option that you selected for the field, and that will become the default setting for that field next time it is used.

To Select an Option from a Drop-down List:

1. Click the down arrow to the right of the field to display the list.

   If the list is too long for the list box, a vertical scroll bar appears at the right:

   Use (click) the "Up Arrow" to scroll up through the list, - or - Drag the "Slider" with the mouse to move up or down the list, - or - Use (click) the "Down Arrow" to scroll down through the list.

2. Click to select an option or press when the option is highlighted.

   

3. The list will disappear and the option selected will be shown in the field.
   

Using Option (radio) Buttons

Option buttons (also called “radio buttons”) are small round buttons usually found in groups of two or more.

These may be displayed either horizontally or vertically, depending on the window they are in.

To Select an Option:

1. Click once on the required option button or option name with the mouse.

   

2. An option is selected when a small coloured circle is shown inside the option button.
   Only one option in a group of related options can be selected at a time.
   Selecting a new option will de-select the previous option.

Check Boxes

A check box represents an option that can be turned on or off.

When a check box is selected, the option is turned on and a tick appears in the box (as in the example above).

The check box is a toggle; every time you click it the selected state toggles between “Off” and “On".

To select / de-select the check box click the check box or check box name.

Switches

Switches are used to switch between different displays or options.

The main switch is used with regard to the tooth chart. It switches between the display of permanent/mixed/deciduous teeth; in the example below it is in the "Permanent' position.

The other main switch is the 'Base/Current' chart switch:

To change the position of the switch

Click it to cycle between the position options. For example, in the illustration above, the Base/Current Chart switch is in the top or “Base” setting. When clicked it will move to the middle “All” position, then to the bottom “Current” setting, then back to “Base”.

Command Buttons

A command button carries out an action. A command usually has a name that describes the action that it carries out. For example, the ‘Charge’ button will Charge the patient for the treatment completed.

To carry out the action described by the name, click on the button with the mouse; the button will be highlighted and the desired operation will be enabled.

To view the tooltip on some buttons

Some buttons use a graphic, rather than a name. If you wish to know what a button’s function is, you can hover the mouse pointer over the button to view its tooltip:
In this case, click the button to "Create An Estimate".

Tool Buttons

Tool Buttons are widely used in EXACT. They are usually grouped on a Tool Bar:

To use tool buttons

1. Tool Buttons are the mouse equivalent of keyboard-issued commands. If you position or ‘hover’ the mouse button over one of the various icons on the tool bar, a 'tooltip' will appear explaining the purpose of the button, and any shortcut keystroke(s) that will operate the button:
   

   You can activate a button by either clicking on it, or using the appropriate shortcut keystroke(s) on the keyboard.

2. The following Tool Buttons are used universally within EXACT. Other Tool Buttons are discussed within other topics.

Code FIeld

Whenever you need to use an existing patient, provider, payor, or specialist record, you need to enter the code for that record into the code field on the applicable screen.

If you know the code, simply type it in the field using the keyboard.

If you don't know the code, or only know part of it, use the code search procedures.

Alternatively, you can choose to find or display a record by sorting the file using a different field.

To sort a file using a different field

1. Click the 'down arrow' next to the Sort by field:

   

2. Click the field you wish to sort records by; these examples are for the Patient File:

   

Although all the files use the 'Code' field by default, once you have selected another 'Sort by' option, that will become the default until you change it again.

Code Search Procedures

To locate a code using the spin box (up and down arrows)

When a code field is active a pair of arrows appear next to the field. Use these for scrolling through the codes in a file, by clicking on the button to scroll up through the codes, or on the button to scroll down. (The up/down keys on the keyboard also scroll through the codes).

To search for codes

Find the required code by using one of the following code search procedures, which are referred to throughout EXACT Help topics as "normal code search procedures".

1. Leave a Code Field Blank
   Press or click the List Button when the field is blank to display a window containing a list of all the records in the file, starting at the first record.

   At this stage, you can also enter a partial code to further define the record you are trying to find. Select the record by double-clicking on the correct record, or click once on the record and then click the button.

2. Enter a Partial Code
   Enter the first few letters of a code - the program will search through all the codes until the first match is found. After entering the partial code do one of the following:

EXACT Shortcuts

There are some keys or key combinations that may be used within EXACT to save time by eliminating a few keystrokes or mouse clicks.
If you are typing information such as patient information into EXACT, using key combinations can be more efficient than using the mouse, as you do not need to switch hands between mouse and keyboard.

Short-cuts in the Main EXACT screen

Press the key on your keyboard; this will underline the applicable key for each of the top-level menus along the top of the EXACT screen. You can then press a letter key to access them, as follows:

Shortcuts in the Patient File window

Help

In any EXACT window, press the key to open context-specific Help (if available) for the window you are currently using.
This has the same function as clicking the button on the top-right corner of the window, and will open the Help file in a browser window.

If there is no context-specific Help topic available for the current window, the Help file will display the main Help menu, from which you can search for more information.

Spell-Checking Notes

Many of the Note facilities in EXACT have a spell-checking option.

Automated spell-checking is only available in modules that make use of third-party tools, such as Presentation Manager, in which there is automated spell-checking by Microsoft Word.

1. Right-click your text in the Note.
2. From the right-click menu select Spell Check.
3. In the window that pops up you may need to select the Dictionary Language.

   
   

   If you initially don’t see the Spelling window, it may be behind another window.

   
   

4. Use the tools in the Spelling window to correct any mistakes.

   

   
   

5. When finished you will see a message Spell check is complete.

   

Three Frequently-used Desktops

Practitioners tend to spend most of their time in three desktops:

Main / Appointment Book desktop

This desktop provides multiple utilities around the appointment book. It is used mainly by Receptionists.

Patients desktop

This provides multiple utilities around the patient, and is differentiated into Tabs:

The patient Details tab is initially used by Receptionists in setting up the patient file, but is then used by all practitioners for a range of patient-related functions.

The other tabs are normally used by Clinicians but the Practice Manager may also use them, especially the Pay Plans tab.

Note that there is a set of buttons across the top of this desktop that apply to the selected patient across all tabs:

Hover your mouse cursor over any button to see a tooltip:

Throughout the desktop you can view tooltips. For example:

Reports desktop

The Reports desktop is used mainly by the Practice Manager in monitoring and managing the business. It may be used by other practitioners to access specific information.