Practice Manager tasks

Set up and configure the practice

See the sub-topics under these sections:

• Setup, Configuration, Parameters
• Database Maintenance and Troubleshooting

Set up Providers, Payors and Specialists

• Configure Providers by means of the Provider File Window
• Configure Specialists by means of the Specialist / Referral record
• Configure Payors by means of the Payor File Window

Dental practice workflow

• Understand the functionality of the 'Arrivals Door' in the EXACT interface, especially how to move the next patient to the chair and how to return a patient to the waiting room
• Configure the Appointment Workflow for the practice

Understand all elements of Patient records

• Medical History - display, update and monitor the patient medical details
• Mark medical records as Reviewed
• Add Medical Notes (including popup notes)
• View and use the Medical History List
• View/set patient Anaesthetic Preference
• Configure EXACT to automatically open patient medical history on 'Move to Chair'
• Create a new patient record
• Search for, Add, Edit and Delete patients (including families) in the Patient File > Details tab

Appointment book

• Find available appointments and use an Advanced Search for the best appointment options for a patient
• Manage co-ordinated appointments (with both Dentist and Hygienist)
• Monitor patient appointment status and stage of care through information in the appointment book
• Monitor a multi-column (multi-Provider) appointment book
• View records of historical appointments for a patient
• Transfer appointments from one Provider to another
• Online appointment bookings and their appearance in the appointment book
• Manually book patients for recall appointments or use automated Recall Management tools
• 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
  

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.

Working with Online Appointment bookings and payments

• Configure Online Appointment Bookings
• Configure Online Recalls
• Configure the online booking website
• Configure practice Policies on the online booking website

Patient communications, reminders, education

• 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
• Configure automated SMS Replies
• Configure automated EasyPost communications

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

Set up Clinipad

• Configure Clinipad for use in the practice
• Configure Clinipad Terms and Conditions for the practice

Set up Oral Health Surveys

• Configue Oral Health Surveys

Set up and run Recalls and Recall Automation

• Configue Recall Manager and Recall Types
• Set up Recall Automation
• Manage Recalls (main) screen
• How Providers set the Recall Details
• Variable Recall Default Values
• Monitoring Recalls
• Appointment Book Recalls Tab
• Patients Recalls Tab
• Responding to the Recalls Prompt
• Recalling patients

Set up Utilisation Manager and the Short Notice List

• Understand configuration information/options
• Appointment Clinics and Short Notice List bookings
• Disabling display of the Short Notice List
• Configuring settings for the Short Notice List
• Configuring time parameters for the Short Notice List
• Configuring AUTOMATED Contact options for Short Notice List:

Gap Available | Confirmed | Gone

Practice marketing by means of Marketing Manager

Configuring user rights for Marketing Manager

Setting up Marketing Manager

Setting up Channel Track

Creating a new Campaign

Creating an automated campaign with Campaign+

Managing multiple campaigns from the Marketing Manager Desktop

Tracking, monitoring and analysing campaigns from the Dashboard

Reporting

• Reporting activity depends on the practice. See Reporting for an introduction.
• Create an Estimate

Sundry

• End-of-day Banking
• Extra Item Sales and Stock Items
• Exemptions
• Lab Work Follow-up
• COV Check
• Production Goals
• New Providers/Users
• Specialists
• User security
• Payment plans
• Deal with Payors and Payor policies
• Take payments (adjustments, transfers)
• Recall/Contact Lists
• Lab Work Follow-up
• Statement runs/Debtors
• Submit Claims
• UDA Manager
• Region-specific tasks such as NHS Contracts in the UK and HICAPS in Australia
• Schedule Events
• Monthly Reports
• Implementing and updating Services/Fee Schedules
• Custom Screens
• KPI Reports
• Backup/Upgrades - including testing
• General Ledger Export
• New Licences