Booking Contact List Appointments in the Multi Column Appointment Book

To book Contact List Appointments in the Multi Column Appointment Book

1. From the Multi Column appointment book, click on the ‘Contact Lists’ tab.
2. If not already displayed, select the required contact list using the drop-down combo box on the bottom left hand side of the tab.

   

3. Click on the required patient entry and drag the patient entry directly into the ‘View Day’ area of the Appointment book at a suitable time (see picture below):

   Used to move an object, or to change the size of a window by ‘stretching’ its borders.

   Hover the mouse cursor over the object or window frame, then click and hold down the left mouse button.
   While holding the button down, move the mouse. The selected object will be ‘dragged’ to a new location.
   When it is positioned where required, release the mouse button.

   To reposition, repeat the procedure.

   

4. When the entry is dragged to the day area to make an appointment, it will be automatically marked as ‘Completed’ and removed from the contact list.

NOTES:

If an appointment is made for a patient on a Contact list, a message will pop up advising of this. By clicking ‘Yes’ to the message the Contract list will be automatically updated.


The remaining patients under the ‘Contact List’ tab can also be easily contacted by clicking on the appropriate icon in the contact list toolbar (bottom right of the contact list tab) and following the steps above.

If the patient has a recall service listed in their Recalls Tab, this will be used to book the appointment.

If the patient does not have a recall service, the appointment will be booked using the default recall service set from the ‘Configure’ menu, ‘Recalls’ option. If this has not been previously set, a prompt will appear to do this when booking the first appointment from the contact list.

SMS Replies and the Contacts Tab

Patients contacted by SMS will have the appropriate cellphone icon(s) in the 'Contacts' tab of the contacts list they are part of. If you are using SMS Replies and a patient replies by SMS text, there will also be a date in the 'Reply Date' column, with the text in the 'Reply Text' column. If this text matches the keywords for a contact list, and your EXACT is configured to automatically update the appointment book for SMS appointment confirmations or cancellations, then no further action is required.

If the reply text does not match a keyword, you can manually process the reply via the "Match SMS Reply" window. You can choose to match the reply to a contact list, an appointment, or discard it.