Overview

IMPORTANT: If you change Patient File settings you need to restart EXACT to activate the changes.

To configure the Patient File

From the Configure menu, select Patient File:

The Patient File setup window displays:

Patient File Configuration

The Patient File window has the following fields and controls:

Extra tab list 1 / 2

These fields allow up to two additional tabs to record and display extra information as part of the Patient File tabs. If required, click in a field and use the

button to select the custom screens from a predefined list to be used for each tab.

Independent Type 1 and Type 2 Fields

This checkbox allows independent lists of patient types to be maintained in the ‘Types’ fields in the ‘Extended Details’ sub tab. Check or uncheck as required. Note: If this field is unchecked, both ‘Types’ fields will display the same Patient Types in the lists.

Check patient details every [ ] months

From EXACT v11.6 this has been moved into the Arrivals Configuration Screen.

Enable Pathology tab

The Pathology tab is an optional element in the Patient File. Tick this checkbox to enable the tab.

Set Patient Triggers

For full details see: Patient Triggers (alerts) & Toolbar Colours

Custom toolbar colours on the patient record or custom messages can alert users to certain patient conditions.

The feature uses the Patient Coloured Toolbars, the Pop Up Notes facility and query functions to pop up preset messages when certain query conditions are met.

If the patient record matches the set criteria, the Patient Toolbar will be displayed in the selected colour(s), or the selected message will be displayed.

Example:
To easily identify child patients, create a query to identify patients under the age of 18.
The Patient Toolbar of the patients that meet the criteria in the query will be displayed in the pre-selected colour (see below).

Default Patient Details

You can pre-populate data fields with defaults based on the most commonly entered options, so that for the majority of your patients you do not need to enter these details.

These defaults apply to all new patients, but they can be edited during data entry.

For example, if most of your patients live locally, set the default Suburb and City codes, and edit these only for patients who live remotely.

Patient Code Format: Creates a Patient Code to identify a patient within EXACT, based on the surname and first name; the standard "6+1" format will use the first six letters of their surname and the the first letter of their firstname. For example, the code for John Smythe would be "SMYTHE J".
Subsequent patient codes with similar names will then be numbered, e.g., "SMYTHE J1", "SMYTHE J2", etc.

Appointment Preferences: allow you to set the usual default days and times for patient appointments. This is merely a convenience, and the default may be overwritten at the time appointments are made

Mandatory fields

Displays the window for setting the mandatory fields in the Patient File.

Which fields are mandatory can be set to suit the practice’s particular requirements, by clicking to select or de-select checkboxes for each field. At a very minimum, this should be at least sufficient details to uniquely identify a patient, and to contact them.

This will display a window similar to the following example:
When a field is designated as mandatory, it is highlighted with a yellow background in the Patient screen. If fields are designated as ‘Mandatory’ it is not possible to save a new patient record unless every mandatory field is filled in during data entry. This does not necessarily mean that once the mandatory fields are entered that patient record is complete as far as EXACT is concerned. More details can be added later, at a more expedient time. For instance, if a new patient calls the practice to make an appointment, you can ask them over the phone for just the mandatory details such as name and a contact telephone number and enter this into EXACT to make an appointment. When the patient attends their first appointment, they could fill out a brief questionnaire with any other details you may require for their treatment, such as postal address, medical details, dental history, etc.

In the Mandatory Fields window, there are two sets of fields listed. Those in the upper part of the window are mandatory (patient record cannot be filed unless all mandatory fields have an entry). Those in the lower part of the screen will prompt you to make an entry, but the record can still be filed if one is not made. Note that the two lists are mutually exclusive.

Perio Options

Configure Family Addressees

This button displays the window to allow you to set preferences for letters sent to patients who have been set up in EXACT as family members. You can specify rules for the practice which determine who is to be the recipient of any correspondence regarding patients who are dependants (children, elderly or infirm relatives, etc.). This can avoid mistakes where for example a child is sent an appointment reminder or other information that their parent or guardian is unaware of.

View Transaction Options

These radio buttons determine the default display of the Debit and Credits for the patient in the Patient Transactions window when the

button is clicked, and whether a running balance of the patient's account is displayed, or only the latest unpaid transaction.

Chart options

Display codes

These radio buttons set the default display order of the Service List in the Chart Tab:

Select Service to display the Service list using the Service Codes.
Select Payor to display the Service list using the Payor Codes.

Number Teeth

These settings control how the teeth are displayed on the Chart. Select the required numbering system.

Default chart - adult / deciduous / mixed

These settings control which Tooth Chart displays by default in the Chart tab.

This is only the default setting, and can be overridden at any time by clicking on the Permanent/Deciduous switch on the patient chart.

Default Perm Teeth Unerupted

Check (tick) this to automatically default all patient permanent dentition as un-erupted

Colour COT Tabs

These settings determine how Treatment Plan Tabs will be colour coded in the Chart tab, to easily distinguish them from one another.

The recommended option is the last one: colour treatment plans by Provider if they are private, otherwise use policy colour.

Use the Set Colour button to select the colour used for Private Treatment Plans.

Create new Payment Plans with

(If the EXTEND option is enabled in Practice Details)

Review in [ ] months

Sets a default for the time period between review of payment plans. After the specified period, a message is displayed to remind you to review the payment plan settings.

Estimate Adjustment

Allows the default adjustment code to be selected from a predefined list. If required, click in the field and use the selector button to select from the list of codes.

Optional Elements

If required, tick the checkbox of a field to add that field to the Patient File.

Occupation is a free text field used to record a patient's job.

Price Code allows you to select a schedule of fees to be used for the patient instead of the provider's fees.

Paying Patient allows for instances where the payor is a person other than the patient. Options will be available in a drop-down menu, and include the patient's spouse, parent, guardian, child, or Other. For each of these, the name of the paying patient is then selected in the other drop-down field.
The default for this field is 'NA' (Not Applicable) which is used for the majority of patients who will pay their own invoices.

If any of these fields are changed after patient details have already been entered, you will need to then edit the patient records to update them.

To set up a custom questionnaire

In the Patient File Configuration screen, you can specify that you wish to use a custom screen of predefined questions for the patient's Medical Tab.

To set up predefined questions for a custom Medical Questionnaire:

Use the Custom Screens window in the Configure menu, to create a new questionnaire or modify an existing one.
Go to the Patient File Configuration screen, and ensure that the checkbox in the Enable preset medical questionnaire field is not ticked.
At the Enable Custom Medical Questionnaire field, enter (or select from the drop-down menu) the custom screen to use.
In the field for Alert if medical notes [ ] months overdue, set the number of months; this is used to keep the medical questionnaire information current (see below).
Click the OK button in the Patient File Configuration screen to save the changes.
Now the Medical Tab in the Patient File will have a Med Questions button
, which when clicked will open the custom screen of medical questions you have created. Each time the patient medical questions are saved, the current date is recorded. If this date is not set, or is older than the value in the "Alert if medical notes x months overdue" field, an alert appears at the top of the Patient File as a reminder to have the patient fill in a new questionnaire.

Medical Questions

Enable Preset Medical Questionnaire

This checkbox determines whether the preset (checkbox ticked) or custom questionnaire (checkbox empty) is used in the ‘Medical’ tab.

Enable Custom Medical Questionnaire

If the above check box is not checked, this area allows a custom questionnaire to be selected.

Alert if Med Notes [ ] months overdue

This field sets the number of months after which an alert will be displayed, if medical notes are not responded to. If required, click in the field and enter an appropriate number to change the interval

Setting up a Custom Medical Questionaire

Use the 'Custom Screens' window in the Configure menu, to create a new questionnaire or modify an existing one.
Go to the Patient File Configuration screen, and make sure the checkbox in the "Enable preset medical questionnaire" field is not ticked.
At the "Enable Custom Medical Questionnaire" field, enter (or select from the drop-down menu) the custom screen to use.
In the field for Alert if [ ] months overdue, set the number of months; this is used to keep the medical questionnaire information current (see below).
Click the OK button in the Patient File Configuration screen to save the changes.
Now the Medical Tab in the Patient File will have a button, which when clicked will open the custom screen of medical questions you have created. Each time the patient medical questions are saved, the current date is recorded. If this date is not set, or is older than the value in the "Alert if medical notes x months overdue" field, an alert appears at the top of the Patient File as a reminder to have the patient fill in a new questionnaire.

EXACT Help Files

Patient File Configuration / Setup