Using Clinipad with Patient arrival

Default Medical History prompt

By default the Arrival screen shows the Medical History prompt as ticked:

Receptionists can un-tick this field if it proves unnecessary.

Background:

This default setting is controlled per patient from the Medical History Configuration screen.

Patient File > Medical (tab) > :

The Alert if Medical History is [x] months overdue field is by default set to a value of 1.

Consequently, Medical History will be prompted for update once a month, and the arrival window Send a Medical History form to Clinipad tick-box will be ticked by default, unless the patient has already completed their MedHist forms within the last month.

To disable this auto-prompt for a patient, set the value in the above field to 0, and click OK.

To register the patient as "Arrived" without following the Arrival Checklist

1. As a patient arrives in the practice, click to check them in on the appointment book screen as normal.
2. An Arrival screen will appear, allowing you to select which patient information you want updated.
3. Click the Arrive button at bottom centre to register the patient as arrived in the normal manner.

To use Clinipad with Patient arrival (summary of procedure)

1. Check (tick) to specify which forms to send to Clinipad.
2. Select a Clinipad hardware device to issue to the patient.
3. Select Arrive and Send to Clinipad so that EXACT can prepare the Clinipad.
4. Issue the patient with the Clinipad and offer brief instructions.
5. When the patient returns it, click the Return button .
6. If you need the patient to use it again, click the Issue button and hand the Clinipad back.

To use Clinipad with Patient arrival (detailed procedure)

1. As a patient arrives in the practice, click to check them in on the appointment book screen as normal.
2. An Arrival screen will appear, allowing you to select which patient information you want updated.

   The ordering of icons at top left of the screen matches the vertical ordering of forms on the screen:

   

   Note the two Arrive buttons at the bottom of this screen:

   

   • Click the Arrive and Send to Clinipad button to cause EXACT to register the patient as arrived and send the checked forms to the Clinipad that is selected on the dropdown menu.
   • Click the Arrive button to simply register the patient as arrived in the normal way.

   EXACT indicates with a ticked checkbox when a form needs to be updated by default. Users can optionally override the default requirement and either tick or un-tick the checkboxes.

   To update Patient Details manually, in the EXACT software

   Click the Patient Details hyperlink () to open the Patient Details screen, and from where you can complete the fields.

   NOTE: Clicking the Medical History hyperlink will cause EXACT to print these forms. which you can then issue to patients to complete manually.

   To print out Medical History for the patient to complete

   (This makes it quick and easy to update details where you don’t want to use the Clinipad or when one isn’t available)

   Click the Medical History hyperlink to open the print dialogue, print the form and issue to the patient.

   Form indications:

   An icon will appear in the top right corner for each form that the patient can potentially update.

   Hover over an icon to see a tooltip description:

   

   

   Oral Health Survey examples:

   		Due	Not due
   	Clinipad form
   	Printed form
   	Oral Health Survey Checkbox	Checked	Unchecked
   	Reasons:	The patient has never completed this survey before. It has been more than the configured interval since the last survey.	The Patient is under the minimum age - 18yrs default, The Patient has had a survey within the configured survey period - 2yrs default, The Patient has no dentist appointment today. Forms that are not due, for example if the medical history was checked recently, will appear white (pale). Forms that have the "eye" icon require updating and will also be ticked by default in the list. Uncheck (de-select) these if you do not require them. Available Clinipads: If you have multiple Clinipad devices, all the available ones are listed in the Complete forms using… dropdown. EXACT will advise in red text if no devices are available.

3. (Manual option, without Clinipad) If you updated the forms manually and don’t want to use Clinipad, or if a Clinipad is not available, simply press the Arrive button.
4. Uncheck any forms that you do not require the patient to edit.
5. On the device dropdown menu, select the device that you want the patient to use and press Arrive and Send to Clinipad.
6. ! Pick up the chosen Clinipad. Check its number at the bottom left on the screen:

   

7. Before handing it to the patient, on the main screen press Change Patient to refresh the screen with the newly arrived patient’s details and forms:

   

8. Hand the device to the patient and provide basic instructions.

   

   The patient selects each form from the list and completes as required, using only a finger or a stylus.

   The forms are fixed so any items which don’t appear on them need to be typed into the free text boxes in each section by means of the screen keypad (this appears when you tap into a text box). For example:

   

   Many forms can be signed by the patient directly onto the Clinipad device using their finger or a stylus. For example:

   

   When the patient selects the Send button the signed form displays for patient review. If the patient is satisfied they tap the Done button:

   

   The button on the Clinipad front screen then displays a check (tick):

   

9. The Clinipad device actions are tracked on the Clinipad Tab (shown below) and the Clinipad screen.

   

   You will be able to see the patient’s name, which Clinipad device they have, which forms they are required to complete and how long they have had the device.

   NOTE: The Issue button is for re-issuing Clinipad to the patient (the initial issue is activated from the Arrival dialogue's Arrive and Send to Clinipad button).

10. The patient completes the data capture and hands the Clinipad back.
11. Click the Return button against that patient name.

    This makes the device available for the next arriving patient, and displays the status of the patient's efforts on the screen.

    You can see which forms were Updated by the patient and those that had No Change.

12. For forms that were not updated or Not done:

    You can Issue again if the patient missed them in error.

    Alternatively if you want to accept that there are no changes then you can click the No Change hyperlink and the patient will be removed from the Clinipad list.

13. If there are changes:

    You will see that the form has been Updated. Click this Updated hyperlink to view the changes that have been made in green text:

    

    Compare with the current details and either approve the change by selecting OK, or

    If you wish to reject any of the changes that the patient made you can select the current value of each item and then select OK:

    

    The patient will then be removed from the Clinipad list, and changes immediately made to EXACT.

In the case of family appointments checked in using Clinipad, the patient simply has to press change patient on the Clinipad device and they will see the list of patient’s available within the family appointment.