The number one global dental software that transforms your practice’s performance
EXACT continues to set the global standard for dental software: moving the industry forward with each new version. Designed to make life easier for your dental team through automation, improved patient communication and streamlining your clinical tasks; EXACT will increase the profitability of your practice and give you more time to spend on patient care. This has been achieved thanks to the feedback we receive from the very people we created the software for; our thousands of loyal customers cross the UK.
EXACT’s Integrated Features:
EXACT has a wide range of useful features to aid you in the workplace, whatever your role in the practice. Key functionality is broken down into Front Desk, Clinical and Practice Management. Each improvement to the core system is designed to simplify how your practice operates across each of your teams.
Appointment Workflow:
Workflow is a series of tasks that your front desk team does before the patient leaves the practice. This includes booking in their next appointment, signing any required documents, gathering patient information and paying for their treatments. Clinicians will be required to provide follow up booking information such as the next recall date or when to book their appointment within their current course of treatment.
Care Manager:
This helps keep track of any outstanding courses of treatment that have been planned but have not been booked in for your patient.
Appointment Follow-Ups:
This allows you to automatically send patients communications via email, text and letter after your patient’s appointment.
Instant Messaging and Tasks:
These two features help you keep organised and increase communication between the team. You can send messages to any logged-in user across your entire practice. You can also assign a task to members of your team, this can then be tracked.
Short Notice List:
This is a list of patients who would like to be seen sooner but cannot due to availability. If a gap opens, they can be contacted to move their appointment. This can be enhanced using SMS to automatically send and move the appointment for you.
Letter Generation:
Create letters to send to patients which can easily include charting, X-rays and educational images.
Patient Records:
Update and manage patient information such as name, address, contact information, who they see in the practice, private/NHS.
Appointment Search:
This gives you the ability to search for available times in your appointment diary, taking into account patient availability times and providing optimum booking slots to achieve the best utilisation possible.
Appointment Book:
This is your digital diary where you can book and manage patient appointments.
Email Service:
Send and receive emails straight from EXACT, this can be managed within your inbox.
Manage Payments and Transactions:
Manage receipts and invoices to the patients, including adjustments and write-offs.
Reporting:
This reporting tool can allow you to report on things like; how much money was taken today, how much to pay the dentists, patients in debt and a number of services created, money generated, UDA reporting and much more.
UDA Manager:
A graphical representation to show whether you are on track or not to meet your UDA target.
User Manager:
Easily set and update the access level that each user has within EXACT, helping you stay in control.
GDPR Compliance:
Set each patient’s marketing consent and ensure that only the correct patients are being sent relevant communications.
Quick Charting, Plans/ Notes:
Based on optimum workflows, these are a range of tools to help you work faster when charting, setting a course of treatment and adding notes.
Perio:
This is a record of a patient’s periodontal chart, including pocket depth and gum recession notifications.
Estimates:
Create and present to the patient their proposed treatment plan.
Pathology:
Intra oral and extra oral diagnosis
Patient Chart:
You can record services performed on the patient including Odontogram graphical representation.
Medical Records:
A database of patient’s medical records, which can be accessed and updated.
Marketing Manager & Campaign+
Tracking the patient journey and monitoring your return on investment is vital to the success of marketing campaigns.
Marketing Manager allows you to create, automatically schedule and send marketing campaigns to targeted patient lists straight from EXACT, enabling you to target the right patients at the right time, encouraging optimum treatment uptake.
Responses are tracked automatically through EXACT’s intelligent software, and using Campaign+, you are able to instantly monitor return on investment.
With access to an array of campaign designs and templates, it’s easy to create personalised communications incorporating your own practice branding; including e-shots, direct mail, posters and flyers.
Channel Track
Track the effectiveness of your communications and pinpoint the source of new patients.
Channel Track allows you to delve deeper into your marketing campaigns, helping you to understand precisely which type of marketing works best for your practice. By adding unique phone numbers to each of your marketing channels, and dynamic phone numbers to your website you can track the effectiveness of each communication and pinpoint exactly where your new patients are coming from.
Channel Track also has the facility to record conversations with patients, enabling you to monitor how new patient enquiries are dealt with and introduce additional training where necessary, ensuring all queries are dealt with in the most effective manner.
Recall Manager
Practices generally use up to four methods to recall patients; post, text, email and phone calls.
Even the most diligent practice team is sometimes unable to find time to implement a highly effective recall system, given the complexity of sending several messages across multiple media. Recall Manager ensures that the recall process is not reliant on an individual and therefore runs seamlessly.
By automating the recall process, Recall Manager improves workflow and captures more information, with a colour-coded graph that acts as a visible call-to-action.
As well as improving patient flow, there is evidence that achieving recall effectiveness of 60% or higher is likely to improve chair-time utilisation by around 5%. In addition, when recall effectiveness reaches 85%, a figure that is achievable when the process is fully automated in Recall Manager, revenues increase by as much as 16.5%.
Utilisation Manager
The average practice is only 72% utilised, meaning that overhead costs have a disproportionately negative impact. However, top-performing practices achieve over 95% utilisation, resulting in greater efficiency and higher revenues.
Utilisation Manager is specifically designed to make best use of all available surgery time. EXACT recognises when an appointment is booked a defined number of days in the future and automatically prompts the receptionist to ask whether the patient would like an earlier appointment should a gap arise. If the answer is affirmative, the patient is automatically placed on a short-notice list. This list also includes patients who recently failed to attend or cancelled and didn’t rebook. The software then proposes a list of names of those ideally suited to fill the gap, with options to either call or text patients.
The tools available in Utilisation Manager ensure that processes are automated and patient flow is prioritised. This enables practices to intelligently achieve the optimum treatment blend and achieve utilisation rates that will drive profitability.
Workflow Manager
Managing the future appointment book is fundamental to the success of any practice and is a key indicator of performance.
Workflow Manager focuses on the management of inbound and outbound workflow processes – in other words, every patient is asked to make their next appointment before they leave the practice.
When treatment is finished, clinicians are prompted to indicate the appropriate appointment interval, which then automatically pops up using hyperlinks in the patient’s notes. This process makes it simple for reception staff to follow the clinician’s instructions and, based on professional recommendation, encourages patients to re-book.
The reception team is also alerted to other aspects of the patient’s record that are relevant – such as outstanding debt, incomplete or outdated medical history, dental plan membership, opt-in consent to receive marketing communications and even the patient’s birthday.
All the information can be customised to the individual requirements of the practice or the nuances of the clinician.
Predictive UDA Manager
Gain complete control of all your practice’s UDAs.
Predictive UDA Manager provides a clear visual ‘early warning’ system that helps identify underperformance, and removes the potential for clawbacks. This module removes guesswork and provides at-a-glance tracking of the progress of each contract. Importantly, such monitoring also reduces the chance of over-fulfilment and the resultant working for free.
In addition, there is a range of intelligent predictions suitable for the entire practice and individual providers based on actual performance, ensuring each performer precisely hits the target at the end of the year.
Care Manager
Increase treatment uptake by unlocking the potential revenue opportunity that already exists within your practice.
Care Manager within EXACT provides a clear view of all outstanding treatments in one single dashboard. With the ability to action, prioritise, assign and track each opportunity, Care Manager makes converting tasks into appointments effortless.
Care Manager is the easiest way to unlock revenue that is ready and waiting, as well as follow up on patients to ensure they have all the information they need and are ready to receive the treatment prescribed.
