When a provider is leaving your practice, you will need to complete some housekeeping tasks including reassigning their responsibilities to other providers, creating blocks in diaries and closing appointment books, disabling their login and more.

(Legacy) Steps for When a Provider Leaves the Practice

For older versions of EXACT, you will need to manually perform the steps outlined above.

Transferring Patients and Appointments to another Provider

It is advisable to perform this process with all users logged out from EXACT and to take a backup of your data before taking action on the steps, as this will ensure you have data to fall back on should an error occur.

The first step in this process is to transfer patients and appointments to other providers to ensure they do not get lost in the system.

1. Go to Administration - Search and Change.
   • Read the information on the screen, then click Next.
2. Select Change patients and/or appointments for a provider who has left, then click Next. You will now be presented with options to select for the transfer.
   • Old provider: This is the original provider.
   • Move appts from and including this date for the transfer to start from.
   • New provider, this is the new provider for the patients.
   • Transfer patients to new provider, tick this box if you wish to move patients to the new provider.
   • Transfer appointments to the new provider (after leaving date), tick this box if you wish to transfer any appointments from the entered date to the new provider.
   • The next option will be greyed out until all required fields are completed.
   • Select a rollback file, this is where your backup will be saved (only available from EXACT 13.837).
3. Click Next to proceed.
   • You will be given some final instructions before you opt to abort the process, make changes, or finish the search and change.

Making the Provider Inactive

1. Go to File - Providers - View Providers.
   • Select a provider using the up/down arrows or the lined selection button.
2. Highlight the provider then click OK.
   • Tick the Inactive checkbox and save.

Removing a Provider Appointment Book Column

1. Navigate to the appointment book.
2. Click the spanner in the top right of the diary.
3. Select the option to Manage Provider Rota Hours.
4. Select the provider.
   • Choose to Create Block Rota.
   • For the all-week tab, ensure every day is unticked.
   • Click OK to save your changes.
5. Click the spanner in the top right of the diary.
   • Select to Add or remove provider columns.
   • Highlight the provider on the right-hand side
   • Click on the Remove selected appointment book column from the list icon.
   • Finish saving your changes.

Additional Information

• Check your recall settings to ensure no recalls will be sent for an inactive provider.
• Check your online booking configuration and remove any inactive providers.