Receptionist tasks

Dental practice workflow

• Facilitate patient processing through the practice by means of the Appointment Workflow (a team effort)

Patient records

• Create a new patient record
• Search for, Add, Edit and Delete patients (including families) in the Patient File > Details tab
• Display, update and monitor the patient medical details

Appointments and appointment book

• Find available appointments and use an Advanced Search for the best appointment options for a patient
• Manage a multi-column (multi-Provider) appointment book
• Book appointments for single patients and book family appointments
• Delete appointments, change their time and duration, use the Edit Appointment window
• Manage co-ordinated appointments (with both Dentist and Hygienist)
• Monitor patient appointment status and stage of care through information in the appointment book
• View records of historical appointments for a patient
• Manually book patients for recall appointments or use automated Recall Management tools
• Move appointments using the clipboard and move them without using the clipboard
• Add patients who are awaiting treatment to a Waitlists tab
• Add blocks in the appointment book for individual Providers (e.g. for personal holidays), and for all Providers
• Manage Rotas, Rosters, Blocks and Clinics (Multi Column Books)
• Configure holidays in the appointment book
• Transfer appointments from one Provider to another
• Online appointment bookings and their appearance in the appointment book

Working with the Short Notice List

• Understand how Utilisation Manager and the Short Notice List affect the Receptionist role
• Add appointments to Short Notice List. Find gaps and book patients from the Short Notice List. Fill gaps from the Appointment Book itself
• Remove gap appointments from the Short Notices List. Postpone a patient's gap communications for a few days. Cancel Appointments
• Check that SMSes have been sent, received, or acted upon
• Manually match SMS Replies from patients
• Troubleshoot the Short Notice List

Working with automated recall bookings

• Understand how the Recall Manager module affects the Receptionist role
• Use the Appointment Book Recalls Tab and the Patients Recalls Tab, and Respond to the Recalls Prompt
• Recall patients. Manually run EXACT's automated recalls. Manually contact patients from the Recalls List

Working with automated and manual SMS Replies

• Understand how the SMS Replies module affects the Receptionist role
• Manage the SMS Replies facility
• Use the SMS Replies Counter Alert to check how many unmatched SMS replies need to be resolved
• Monitor and match SMS Replies
• Manually contact patients by SMS

Working with EasyPost automated print and postage

• Understand how the EasyPost module affects the Receptionist role
• Monitor EasyPost actions by means of the EasyPost Jobs Monitor and EasyPost Jobs Report
• Post the following through EasyPost: an Invoice, a patient Statement, statement runs.

Financial transactions

• Take payments (adjustments, transfers, region-specific procedures such as HICAPS in Australia and NHS procedures in UK)

Communications

• Manage the patient Contacts tab (phone, email, SMS, letters, Easypost)
• Create patient documents, Patient Letters, use merge fields in documents, use Letter Templates
• Manage patient financial transactions, Statements, Patient Payments
• Patient Education
• Configuring and dealing with Automatic Appointment Reminders and Automatic Appointment Follow-ups

Forms and patient signatures

• Clinipad electronic forms and signatures, use Clinipad with Patient arrival in reception
• Ask patients to sign the practice Terms and Conditions on the Clinipad
• Issue Oral Health Surveys to patients in reception

Dental practice productivity

Instant messaging within the practice

• Understand how the Instant Message utility affects the Receptionist role
• Send an Instant Message to: selected EXACT users / all EXACT users
• Create and send a 'Panic' message

Task management within the practice

• Understand how the Tasks utility affects the Receptionist role
• Add a New Task
• Mark Tasks as Completed
• Add Notes to a Task
• Deal with popup reminders

Reporting

• Receptionist reporting activity depends on the practice. See Reporting for an introduction.

Sundry

• End-of-day Banking
• Extra Item Sales and Stock Items
• Exemptions
• Lab Work Follow-up
• COV Check