• How can I access extra training for EXACT?
  • NHS Friends And Family Test
  • Amending your appointment reminders text
  • Patient Portal
  • Communication and Recalls
  • Adding new users or providers within EXACT
  • NHS Triage
  • Automatic Updates
  • More
EXACT e-Learning Platform

You can access our e-Learning Platform here which has a multitude of courses to increase your EXACT knowledge.
However, if you would like more tailored training for any staff member click the “Talk To Us” button in the bottom right of this page.

SOE – Academy Of Excellence

What is the Friends and Family Test?

From April 2015 NHS-registered English practices are required to make the Friends & Family Test available for patients and to forward results to the NHS. Patients anonymously complete tests on Clinipad or Paper form provided by the NHS. The practice generates a report summary ranging across a minimum of one month and uploads this data via the NHS portal.

Throughout the Covid-19 pandemic, the NHS Friends and Family Survey has not been a requirement. As some form of normality nudges its way back into our lives, releasing this survey to patients is now required once more

Patients can anonymously complete the test on Clinipad or paper forms (provided by the NHS).
Your practice then generates a report summary within EXACT across a minimum of one month and upload the data via the NHS portal.

Related Links:
https://www.england.nhs.uk/publication/friends-and-family-test-data-march-2021/
https://www.england.nhs.uk/fft/fft-guidance/
SOE’s Friends and Family Test Blog, July 2021

How can my patients complete the Friends and Family Test via EXACT?

Patients can anonymously complete the tests on Clinipad or paper forms (provided by the NHS).

Issuing the Test on Patient Departure

The test is integrated into the Appointment Workflow Compliance Report, so Receptionists are monitored on their success or failure to urge patients to complete the test.

The Friend and Family form link only populates on the departure bar if that patient is an adult and has had NHS treatment charged through on their chart that is part of an NHS Course of Treatment during the day’s appointment.

  1. Click Friends and Family Test in the Departure task list. This opens the standard Clinipad dialogue for the exit workflow.
  2. Ask the patient if they are willing to complete the completely anonymous NHS Friends and Family Test, and if they say No, select the Patient Declined button to abort the test.
  3. If the patient agrees to complete the test, select a Clinipad hardware device to issue to the patient by means of the Complete forms using the dropdown menu.
  4. Select the Send to Clinipad button so that EXACT can prepare the Clinipad.
  5. Issue the patient with the Clinipad device and offer brief instructions.
  6. When the patient returns the Clinipad, click the Return button

Completing the Test – Instructions to patients

The Friends and Family Test is optional and completely anonymous; we only ever see the collated results across all patients. Tested data is transferred to the NHS for the benefit of health services in this country, and we may act upon suggestions that you make in order to improve our services to patients.

To complete the Friends and Family Test

  1. The Receptionist will hand you a Clinipad device.
  2. Select the Friends and Family Test button:
  3. When the test displays select appropriate options.
  4. To enter text comments, tap into the Comment field and then type using the on-screen keyboard:
  5. When you’ve completed the test select the Done button:
  6. Return the Clinipad device to the Receptionist.

 

For full details, inc how to enable/disable the test Click Here

https://soeuk.zendesk.com/hc/en-gb/articles/4403542733716-Clinipad-NHS-Friends-and-Family-Test

How can i report on the Friends and Family Tests?
  1. Log into EXACT as a high enough user to access, Administration Reports and select the NHS Friends and Family Test Report:
  2. From the parameters dialogue select parameters as follows:mceclip0.png
  3. Provider/s
    Reports by Provider may be of significant interest to patients.
    Use the selectors to select a Provider, or click the Multiple button to select multiple Providers:
    (With multiple Providers you have the option of reporting them together or separately)

    Date range to cover
    The default range is the previous complete month. The minimum range is 1 month to prevent
    nonymity from being breached.

    Breakdown by
    (demographic filter)
    If you choose a demographic breakdown the grand total will be broken down by either
    – Male/Female
    – Age (at time of test) 0-17, 18-29, 30-39, 40-49, 50-59, 60+
    – Ethnicity (one row for each)Option to include text comments
    If text comments are included, they will be printed in a list under the numbers on the report.
    To preserve anonymity they cannot be identified by date or demographic data.
    A tick is shown next to each entry where the patient has selected NOT to allow their comment to be made public.
  4. Select Print, Preview or Email the report.

Full details can be found Here

 

How do i change my SMS reminders?

SMS templates can be created/edited under Configure->SMS templates

From here you can either choose an existing template using the Select an Email Template button

or create a new one by clicking the +1 button

If creating a new template enter a code

Type a description of the Template (e.g. Appointment Reminder)

The ‘Truncate To’ field controls the maximum length of SMS messages to be created, and how many SMS credits you are charged for each one, based on its length.
Each SMS is 160 characters. Any characters after the limit will be truncated and will not be sent. The message does not take merge fields into account so make sure there are enough characters to cater for any merge information you have requested.

In the large white box, type the text to appear in the SMS message.
The total character count, and the number of SMS messages it represents, will appear below the box.

If you need to source information from the EXACT database when you use the template (Patient Name/appointment info etc) you can use merge fields. To add merge fields, click the View Merge Fields button at the bottom of the screen. This will display the Letter Merge Fields window:

To get the merge field into the document, use the clipboard as follows:

  1. Highlight the merge field(s) that you require (you can hold down SHIFT for multiple selection)
  2. Press CTRL-C on the keyboard, or click the Copy Field(s) to Clipboard button to copy the field(s) to the clipboard
  3. Position the mouse cursor in the document or template at the point where you want the merge field(s) to be inserted.
  4. Press CTRL-V or RightClick>Paste to insert the clipboard content.

You can also type the merge field out manually in the format of [patient.dentistname]

When you have finished editing the template, click the save button to save it.

Example:

Full details can be found here:
https://soeuk.zendesk.com/hc/en-gb/articles/4401789473556-Creating-Editing-SMS-Templates

How do i change my Email reminders?

Email templates can be created or edited by going to Configure->Email Templates

From here you can either choose an existing template using the Select an Email Template button

or create a new one by clicking the +1 button

If creating a new template enter a code

Type a description of the Template (e.g. Appointment Reminder)

Click in the body of the window and type the message. If you wish to create the template using HTML or copy the HTML from another source this is possible by clicking the script icon or newer bracket icon and adding the content in the HTML viewer window.

In the standard editor (Non Html) you have a number of buttons to help you change the template, including font options, colours, hyperlinks, add images, spacing etc.

If you need to source information from the EXACT database when you use the template (Patient Name/appointment info etc) you can use merge fields. To add merge fields, click the View Merge Fields button at the bottom of the screen. This will display the Letter Merge Fields window:

To get the merge field into the document, use the clipboard as follows:

  1. Highlight the merge field(s) that you require (you can hold down SHIFT for multiple selection)
  2. Press CTRL-C on the keyboard, or click the Copy Field(s) to Clipboard button to copy the field(s) to the clipboard
  3. Position the mouse cursor in the document or template at the point where you want the merge field(s) to be inserted.
  4. Press CTRL-V or RightClick>Paste to insert the clipboard content.

You can also type the merge field out manually in the format of [patient.dentistname]

When finished creating the template, select OK to save it.

Full details can be found here:
https://soeuk.zendesk.com/hc/en-gb/articles/4401789458452-Create-Editing-Email-Templates

Which forms are available to my patients on Patient Portal?

Currently, the following forms are available to manually request or automatically request your patients to complete before arriving for their appointment.

  • Patient Details
  • Medical History
  • FP17PR & FP17PRW
  • Health Screening (COVID Questionnaire)
  • Oral Health Survey
  • Contact Consent
  • Terms & Conditions

Additional / Custom Patient Portal Forms & GP17PR’s will be available in 2021.

For full details visit our Patient Portal Help Page

How do I check if a patient has completed their forms?

You can see which forms have been completed and which are still outstanding by using the Arrivals Tab on the Appointment Book. You can change the date and see in advance of the appointment who has completed their required forms.

Adding the Arrivals Tab to Your Appointment Book

  • Go to File->Appointments and click on the appointment book you are using
  • Click on the spanner in the bottom right.
  • Tick ‘Select which tabs for your activity bar’ and click Next
  • Click Next again.
  • Highlight Arrivals on the left side and click on the >> button to move to the right.
  • Click Finish

 

What the Form icons mean

 

For More details see Checking Patient Portal form Completion

Can I send my recalls automatically?

Recalls can be sent from EXACT automatically via SMS, Email, and Letter (via EasyPost). For help enabling and configuring your Recall Automation please speak to our dedicated Recall Team.

 

To see how to send recalls manually or for full details of EXACT’s Recall Manager visit our Manage Recalls Help Page.

How do I turn on or configure my appointment reminder communications?

 

If you have Email and/or SMS already setup within EXACT you’re halfway there.

Watch our video to see how to select, edit your Email/SMS templates and configure when your appointment reminders are sent to patients.

If you would like to enable Email and/or SMS please speak with one of our Best Practice Consultants

How do I create a Patient Contact List and contact those patients?

How do i add a new user or provider (inc VT)?

Within EXACT,

  1. Go to Configure
  2. Add User/Provider to enter the Add User/Provider wizard. (If you cannot see this option, log in as a higher user)
  3. Then simply follow this wizard through to the end to successfully add your new user or provider onto EXACT.

Why not join our Foundation Dentist Event?!
We want to ensure that the onboarding experience for your DFTs is as seamless and stress-free as possible so join us on the 20th, 21st and 22nd of July where we will be showcasing EXACT in our exclusive Foundation Dentist event. With live webinars across all three days from our support team.
https://info.softwareofexcellence.co.uk/exact-days

Full details of the process are available here – Add User/Provider Help Page.

How do I add a new Provider column to my Appointment Book?

On the main appointment book screen, in the bottom right-hand corner there is a little black spanner icon, this is where the appointment book tabs can be configured.

Add a tick in ‘Make Changes to this appointment book’

Select Next, Next and Next again and you will see the ‘Select the required columns.’ Screen:

  • To add a column – click on the providers’ initials in the ‘Available Providers’ window and click on the chevron (>>)  to move them into the ‘Selected Columns’ window. Once they appear under selected columns they ill appear in the appointment book to can use the up and down arrows to adjust the order of providers in the appointment book.
  • To remove a column – Click on the provider in the ‘Selected Columns’ window then click on the remove button (shown below)

Select Finish on the window below and the provider will no longer appear in the appointment book.

For more useful Help Guides see: New User Guides

How do I send NHS Triage claims?

From version 13.250 NHS Triage claims can be sent from your EXACT dental software.

See the video below or Click Here for full details.

Further NHS Triage information

Please Click Here to see more information regarding NHS Triage within EXACT dental software

Am I setup for EXACT automatic updates?

To check if you’re enabled for EXACT automatic updates, log into EXACT, click help, then select about to see your weekly update day/time. Please note this is only visible once you’ve updated to EXACT Version 13.191 or higher.

If you are using a version lower than 13.191 and have not automatically updated within the next 7 days please contact our support team so we can check your setup.

If you wish to Opt-in for EXACT Auto-Updates make sure you’re using EXACT version 13.40 or higher and fill in our Auto Update Opt-In form and we will enable Auto updates for you remotely.

For full details or for upgrading EXACT manually see Here.

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