Recalls Tab (for Providers)
Introduction
The Recalls tab of the Patient File shows a number of appointment-related areas:
 | Patient’s Recalls Due status for both the Dentist and Hygienist |
Patient Appointment Preferences | |
Past appointments and modifications to appointments | |
Information to help you track patient referrals to other practitioners and specialists |
Recalls Due area
This is an area in the Recalls Tab in the Patient Area.
It presents a summary of recalls that are due, in the form of hyperlinks, differentiated into Dentist and Hygienist. These hyperlinks provide information on
Following the hyperlink is a booking status (Booked with.... or Not Booked)
This summary relates to the Recalls Prompt
This information relates to the Recalls Prompt that Providers complete when finalising treatment.
For example:
Notice that this screen displays slightly different information (identified in red text) to the Recalls Due area - these are suggestions from EXACT, based on TF's latest treatment:
EXACT suggests that the Dentist be been changed from AMJ (in the Recalls Due area) to TF.
EXACT suggests that the recall date be Moved On, from 15/07/2014 (in the Recalls Due area) to the new 24/07/2015.
EXACT also states that "
The Recall is overdue and TF completed a service today."EXACT has no suggestions for the Hygienist Recall because today was a Dentist treatment only; hence the statement "
The recall is overdue and services were completed today by TF but they are not associated with this recall type.".
To edit these suggestions the Dentist clicks the Dentist Recall hyperlink, for an Edit Recall Detail screen.
To reject these changes, the Dentist selects the “pause” button.
To accept the details in the screen, the Dentist simply clicks OK. The recalls Due area will then immediately update with the saved information from the recalls prompt screen.
Editing the EXACT recalls prompt suggestions
When a Provider completes a treatment, EXACT prompts for confirmation of Recall details for that particular patient. The Provider can reject or edit suggestions before confirming the recall details.
Changes:
From EXACT version 11, the Recall Prompt is constrained:
Only Providers with the appropriate setting in the Recall Manager configuration see the Recall Prompt.
Receptionists do not see the Recall Prompt.
The Recall Prompt only displays when EXACT calculates that some patient recall parameter needs to change, in which case it identifies suggested changes in red text.
From EXACT version 11.3 SP6, the recall prompt allows Providers to either reject EXACT suggested recall updates:
, or re-instate them after rejection:
To set the Recalls based on EXACT suggestions
When Providers with the appropriate settings finalise a treatment, they are prompted for patient recalls.
For example:
The words in red text are suggestions from EXACT, following the treatment that the Provider is now completing.
There are three possible actions to perform with the screen:
Edit the suggested changes by means of the blue hyperlinks.
Reject the suggested changes by means of the
button.
When the recall details are correct, click the OK button.
To reject these changes, select the
button and then click OK. Note that once you reject the changes, the button toggles to
, which you can click to reinstate the suggested changes that you rejected.
To edit these recall details, click the blue Recall hyperlink/s, for an Edit Recall Detail screen, change the fields, then click the Update button:
To accept these suggestions and / or any edits that you made, simply click OK.
The information will then be updated in the Recalls Due area in the Patient's Recalls Tab.
Other:
If you set the recall to Do not recall patient...
... then the recall details screen will include both toggle buttons, enabling you to either reject suggestions or reinstate the previous suggestions:
Updating Patient Appointment Preferences
This is part of the Patients Screen Recalls Tab.
Use this area to specify patient preferences for appointments.
To update Patient Appointment Preferences
Open the Patients desktop, select a Patient and select the Recalls Tab.
Set the Appointment Preferences fields:
Checkboxes (Days) | Check (tick) the patient's preferred days. |
From ... To | Preferred Time period for an appointment |
First Visit | Patient's first ever visit to the Practice. |
Last Visit | This date is updated each time the patient has an appointment that is recorded as arrived, seated or completed in the EXACT software. |
Last Saved | The last time that these Preferences were saved. |
To view historical Patient Appointment information
Open the Patients desktop, select a Patient and select the Recalls Tab.
Audit
The patient audit log is an incomplete record of edits to the patient file.
Generally, an entry in the patient audit log is created by EXACT when changes to the patient file are saved.
With the exception of some specific types of editing (such as the payor or payor band changing), audit log entries do not record what actually changed, only that one or more changes were made to the patient file. This information (if present), is visible in the audit log.
The user-initiated actions that can cause an entry to appear in the audit log are:
Using the patient "Search and Change" feature.
Creating a new patient.
Deleting an existing patient.
Performing some sort of action on an existing patient file that causes the patient file to be saved.
The patient file can be saved by the user clicking on the disk icon, or automatically by a process initiated on the patient file (for example, charging some clinical items).
Upgrade processes that run when a new version of EXACT is run for the first time at a practice can also create audit entries for patients. These appear in the audit log with the user name "Upgrade" and are not user-initiated.
It is possible to make certain changes to the patient record without an entry being created in the audit log. For example, treatment can be resubmitted, or a payment taken without an entry being created in the audit log.
Viewing historical Patient Appointment information
From the Patient File > Recalls Tab you can view information on a patient's past appointments and modifications to appointments.
This includes a patient's Failed to Arrives (FTAs).
To view historical Patient Appointment information
Open the Patients desktop, select a Patient and select the Recalls Tab.
In the Appointment Preferences area you will see the recorded preferences, including the date that they were Last Saved (judge from this whether you need to update the patient's appointment preferences).
Click the Audit button under Appointment Preferences to view a list of modifications to patient Appointment Preferences:
The Appointment Information table provides a list of appointments with useful information. You can optionally check (tick) the Show Audit checkbox to also list historical appointment modifications.
Tracking Patient Referrals
The Referral Tracking list shows the patients who have selected the current patient as their referral source.
Identifying a referral source
Patients identify their referral source by means of the Referred By field in the patient Details tab:
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