Setup requirement / task

See also:

Prerequisites:

EXACT version 10.16 or later.

The Practice has a valid and unique Practice ID, so that it can be identified in Online Recalls.

The EXDOC^e module is registered in Practice Information.

- EXDOC^e module

- Registering EXACT

- Practice Information

For EXDOC^e you have either an Internet connection through a local area network (LAN), or a dialup account with an Internet Service Provider (ISP).

(You can set this up from this dialog: Specifying Internet connection via Dialup or LAN)

For EXDOC^e you have At least one workstation with both hardware and software to connect to the Internet.

Refer to your System Administrator or IT consultant)

Patients who are to receive Emails as both Email and as SMS messages on their cell phones have the appropriate SMS checkboxes selected in their Patient details.

Patient Contact Lists

Patient details

In Email Setup, correctly configure the following parameters:

Configuring Email Parameters

Select whether you use a dial-up service using a modem, or the workstation is on a local area network (LAN) with a constant connection to the internet via a DSL connection.

Specifying Internet connection via Dialup or LAN

Configure the Account details for automated connection. This includes the Practice email address, User Name, Password, Incoming Mail Server, and Outgoing Mail Server.

Configuring Account Details

Schedule email sending and receiving activities, specify whether your practice sends all mail immediately or batch-sends it, and specify the valid times (during the 24-hour cycle) for email and SMS communication.

Scheduling Send and Receive actions

Specify Software of Excellence as SMS Provider, enter a valid Practice ID and Password, and check that you have sufficient SMS credits for the number of SMS messages likely to be generated.

If necessary, purchase further SMS credits from Software of Excellence.

Configuring SMS Provider

Specify whether SMS messages should be sent immediately or whether they should be staggered in order to receive staggered appointment replies. If required, set the interval between sent SMSes, and create a Warning policy for SMS messages that will take too long to deliver (in terms of the sending intervals versus number of SMSes).

Configuring when SMS messages are sent

! Create a security policy for opening email attachments, in relation to your anti-virus program.

Configuring Email attachment policy

Test your Internet connection and the functioning of your Email Server, and confirm that these are functioning correctly.

Testing Internet connection, Email Server Setup

(Optional) In Automatic Appointment Reminders, correctly configure the following reminders and parameters:

Configuring Automatic Appointment Reminders

Create an automated email for New patients.

Configuring Automatic Emails

Selecting or creating an Email Template

Select / create a template for automatically sending to each patient as the patient's appointment is booked.

Create an email signature for adding to an email template.

Configure EXACT to automatically generate and send appointment reminders to patients by Email, SMS or both. Because the Email and SMS settings are independent for each, optionally setup Email and SMS reminders to complement each other. For example, send a reminder email two weeks before the appointment, then follow it up with an SMS message a few days prior to the appointment time, and a second SMS a few hours beforehand.

Configuring Automatic Reminders and Replies

(Optional) Specify Keywords that patients need to use in SMS replies to trigger automated EXACT responses:

Keywords for SMS Replies

Be aware of the important Guidelines for using Keywords, without which your SMS replies strategy will not function.

Guidelines for using Keywords

Set up Confirmation Keywords for patients to use in confirming appointments.

Keywords for SMS Replies

Set up Cancellation Keywords for patients to use in cancelling appointments.

Keywords for SMS Replies

Once the Keywords are set up, manage them per Contact List. this includes checking that they are up to date.

Managing Keywords for a Contact List

When necessary, free up Keywords for use in other configurations.

Freeing Up Keywords

Online Recall and Bookings

Purchase and register the Online Bookings module. (In version 10.16 this includes Online Recalls, but from version 11, Online Recalls will also need to be registered.)

Registering Online Appointments

Configure the Recall Email template (must contain the [recall.url] merge field), so that the online booking website is in the text of the message for the patient to click on or copy into their browser

Creating the Online Recall Email Template

Configure the Confirmation Email template for the Email sent to Patients when they successfully book online.

Creating the Confirmation Email Template

Configure the Recall SMS template (must contain the [recall.url] merge field), so that the required link to the online booking website is in the text of the message for the patient to click on or copy into their browser

Creating the Online Recall SMS Template

Configure the Confirmation SMS template, for the SMS sent to Patients when they successfully book online.

Creating the Online Booking Confirmation SMS Template

For each user who will manage online recalls, enable the Online Appointments tab display in the activity bar of the Appointment Book. This is the interface that will display all online bookings, integrated with the Appointment Book.

Enabling the Online Appointments tab in the Appointment Book

Configure the Recall parameters with the appropriate services for the types of appointments booked.

Configuring Online Recalls within EXACT

Configure the Practice and the Online Recalls on the booking website. This is the web interface that patients will see.

Configuring Online Recalls on the booking website

For all appropriate Providers, schedule free time for online bookings. These are the time slots when Providers are available to Patients who book through the Online Appointments website.

Adding Provider Free Time for online booking

Practice Manager website (online configuration)

Configure website

Configure the general settings for your online website, including Practice ID, contact details, Dental Insurance policy, and Credit Card acceptance. Upload images, define specialist dental services, specify default practice opening hours and default private treatment fees. List awards and accreditations and upload images of certificates etc.

Configuring your Clinic Profile

Create or remove clinic special offers (with start and end dates) that will display to patients who book through the site during that period. This is an effective marketing tool that can be edited easily and quickly.

Configuring Marketing Tools

Edit each Practitioner's details with ID code, name, Biography, languages spoken, whether they offer sedation treatment, and type of Practitioner. Upload portrait images and edit education/postgraduate qualifications. Create/edit Practitioners' private treatment fees. Create treatments especially for a Practitioner. Edit a Current Timetable per Practitioner. Specify for each Practitioner whether they are Available or Unavailable for each treatment offered at the Practice.

Configuring Practitioners

Optionally add a calendar widget to your site, or any other site. Optionally create booking page hyperlinks for any electronic media. Change Email address, Password and / or upload a portrait image for your Account. Opt to use recall Thank You pages or Profile page. Upload Medical History Form. Create Cancellation Policy and Complaints Procedure.

Configuring Settings

View Appointment Report and Booking Statistics

Viewing report and statistics