Transferring appointments between Providers

There are two common reasons you may want to transfer patient appointments en masse:

Provider has left

A provider has left the practice and you want to change their patients and/or appointments over to a new provider.

This User Search and Change function can be used when a provider has left the practice and you want to change their patients and/or appointments over to a new provider.

IMPORTANT:
Because of the changes this utility may make to the database, before you proceed it is imperative that you ensure that:
- All other users are logged out of EXACT
- You make a full backup of the system.
If you are at all uncertain about using this utility, please contact the Support Desk.

To run the Search and Change utility for a Provider who has left

1. Click the Search and Change option at the bottom of the Administration menu:

   

2. The first screen is informational; read the instructions carefully, then click the Next > button.
3. From the Type of Search and Change screen, select the first option:

   

4. Click the Next > button.
5. The following screen will display:

   

6. Enter the code for the ‘old provider’ who has left, or select using the or buttons.
   All providers will be listed, whether active or inactive.
7. Enter the code for the ‘new provider’, or select using the or buttons. Only providers of the same type as the ‘old provider’ (i.e., dentist, hygienist, etc.) may be chosen.(You may not transfer between different types of providers).
8. You may transfer patients, appointments, or both. If you select appointments, the date field will default to today’s date, but may be changed to a later appointment date if required.
9. The Next > button will be greyed out until all fields have been filled out correctly.
   When you click it, you will be given some final instructions before you opt to abort the process, make changes, or finish the search and change.

   

Read the instructions on the screen carefully. Note that if the change involves many patients, and your system is busy, the 'Search and Change' process may take quite some time to complete.
Up until the Finish button is clicked, you may still abort the process and use the < Prev button to make changes to your selection criteria.

Provider is on leave

A provider is on leave, so you want to transfer a group of appointments.

This User 'Search and Change' function can be used when a provider is taking some time off and you want to change appointments that have already been booked with them over to another provider.

IMPORTANT:
Because of the changes this utility may make to the database, before you proceed it is imperative that you ensure that:
- All other users are logged out of EXACT
- You make a full backup of the system.
If you are at all uncertain about using this utility, please contact the Support Desk.

To run the 'Search and Change' to transfer appointments between Providers:

1. Click the “Search and Change” option at the bottom of the Administration menu:

   

2. The first screen is informational; read the instructions carefully, then click the button.
3. From the "Type of Search and Change" screen, select the last option:

   

4. Click the button.
5. The following screen will be displayed:

   

6. Enter (or or select using the or buttons) the code for the provider who was booked to see the patients.
7. Enter (or or select using the or buttons) the code for the provider who will now be seeing the patients.

   IMPORTANT: Only providers of the same type as the original provider (i.e., dentist, hygienist, etc.) may be chosen. You cannot transfer between different types of providers.

8. Select the ‘From’ and ‘To’ dates for appointments; both dates must be today or in the future, and are inclusive.
9. The Next > button will be ‘greyed out’ until all fields have been filled out correctly.
   When you click it, you will be given some final instructions before you opt to abort the process, make changes, or finish the search and change.

   
   

   NOTE: Read the instructions on the screen carefully. Note that if the change involves many patients, and your system is busy, the 'Search and Change' process may take quite some time to complete.
   Up until the Finish button is clicked, you may still abort the process and use the < Prev button to make changes to your selection criteria.