Waitlists is a feature in EXACT, providing the ability to add patients to a waiting list. This could be due to the patient needing urgent work with a particular provider, a backlog of patients requiring treatment and more.

• Enabling the waitlist
• Adding the waitlist to your activity bar
• Creating a waitlist
• Adding patients to a waitlist
• Booking an appointment from a waitlist

Enabling the waitlist

1. Go to Configure - Practice Settings.
2. Under the Settings heading, tick the box for Include Wait List Features.
3. Restart EXACT (log out and back in) for the changes to take effect.

EXACT users also require the relevant security permissions to access Waitlists.

1. Go to Configure - Security.
2. Select the required security group via the up/down arrows or the selection button.
3. Ensure the following options are ticked
   • Administration - Wait Lists (use the + button to expand the tree)
   • For more information on security, please see Editing security groups and users security access

Adding the waitlist to your activity bar

Please view Configuring the tabs in your appointment book activity bar for adding the Waitlist tab to your appointment book.

Creating a waitlist

1. Open your appointment book.
2. Open your Wait Lists tab.
3. Click the selection button alongside the Wait List field at the bottom of the screen.
4. View Wait Lists will open.
   • Click +1 to create a new waitlist
   • Enter a Description to identify the waitlist
   • Click OK
   • The new waitlist will now be available for selection from the View Wait Lists window

Adding patients to a waitlist

1. Open your Wait List Tab.
   • Click on the +1 button
2.  The Add Wait List Entry window will open.
   
   • Select your waitlist or create a new one
   • Select a Priority (priority is determined by you and has no relation to any other area of EXACT)
   • Enter the Provider for the waitlist or select from the list
   • Select the Patient from the list
   • Enter any text as the Sub Class details, if applicable
     This can be used to subdivide the waitlist into different classes, e.g., according to treatment type required, degree of urgency, etc.
   • Status is used for monitoring the patient’s status on the waitlist. This defaults to Active but can be changed to another status if required
   • Listed indicates the date the patient was added to the waitlist. This defaults to today’s date, but can be altered if required
   • The Recall field allows the entry of a date for the patient’s next recall
   • Assigned is the date a provider was assigned to the patient
   • Position in list shows the patient’s current position in the waitlist. This cannot be edited
   • Patient’s Waitlists shows any waitlists the patient is currently on
   • The Notes field allows the entry of any text pertaining to the patient’s wait-listing
   • Click the OK button to save the waitlist details

Viewing waitlists

1. Navigate to the activity tab at the bottom of your appointment book.
2. Select the Waitlist and the Status
   
3. This will display all the patient in that list/status.

Booking an appointment from a waitlist

1. Find the patient in the waitlist.
2. Locate the required date in the appointment book.
3. Drag the patient/appointment information from the Wait List tab to the desired appointment location to book the appointment.

4. To check or change the details for the appointment, double click on it to open the Edit Appointment window.