Patient Contact Lists

See also these portal videos:

Video series for Contact Lists and Queries (multiple videos)

Mini-masterclass - Contact Lists

Creating Contact Lists

Find Patients with no appointments in the last 12 months

Find Patients without appointments booked in the next 3 months

Query - Finding Patients of a certain age range

Query Payor - Finding Patients by Payor

Finding all your active Patients

Searching for Patients with a specific treatment code

Searching for Patients by payor with no appointments in the last 2 years

Contact List locations

Contact lists can be created and viewed from multiple areas of EXACT, such as:

Administration > Contact Lists
Multi Column appointment book Contact Lists tab
Marketing Manager Contact Lists for promotions
The Recalls window (Administration > Manage Recalls > Double-click on a recalls list) or
The Contact Lists window (Administration > Contact Lists > Double-click on a list)

Contact List overview

A contact list is a list of patients who match specified criteria. This list can be used to:

List patients that meet certain criteria. For example:
- List patients with no appointments in the last 12 months
- List patients without appointments booked in the next 3 months
- List all patients who have had a tooth extracted
- List all inactive patients
Contact the patients by phone, letter, email, or SMS (text message)
Mail merge by letter, eMail or SMS
Record contact details for each patient in the list
Update patient records
Easily book appointments, using the Multi Column appointment book
View summary information about groups of patients, such as Total Number of Patients, Number Complete and Percentage complete for each contact list.
Find information that is not possible to generate on a currently configured report

Examples of contact lists include:

All patients who have not been seen in the last three years
New patients
Patients with failed appointments.

Contact lists use queries to select the required patients.

Patients that match the selected criteria are then displayed in a list on screen:

PatientContactList_v12

From this screen you can use the tool buttons in the lower right corner of the screen to perform multiple contact activities with patients, such as contacting patients, updating records and booking patients in the Multi Column appointment book.

See The Contact List Tool Bar for details on using the buttons.

When patients have been completed, they are automatically removed from the list so that only the yet to be completed patients are shown.

To manually remove patients from this list: Click the checkbox next to their names, or select a patient and click the Delete (bin) button, which removes the patient from the list without deleting the patient record.

Patient information displayed in the Contact List window:

Checkbox	A tick in the box to the left of the patients name completes the patient on the list.
Name	The patient’s name is displayed in the following order: Surname, First Name and Title.
Contacts	While the patient is on the list, this column will display any contacts, and by what means: A phone call will display as a symbol. A letter will display as a symbol. An email as a symbol. Each time the patient is contacted another icon appears in the row. To display details of the contacts, double-click on the patient OR highlight the patient and click on the Edit button on the Tool Bar. Details of all contacts for the patient can also be viewed from the Patient File, Contacts tab. The selected patient file can be opened directly from the Contact List window using the Edit Patient button.
Phone	The patient’s home, work and alternate phone number are displayed. If the complete information cannot be displayed in the space available, dots will be displayed at the end of the line(s) indicating that further details are available.
Dentist and Hygienist	The patient’s normal dentist and hygienist are shown.
Preference icon	The patient’s contact preference is displayed as an icon.
Column Settings button	Allows you to reorder the columns to suit your preferences.