Creating a Patient File and editing Patient Details can be done in both the Patient File or Edit Appointment windows. For more information on the fields themselves, click here to skip to patient record details.

• Creating a patient record
• Patient record details

Creating a patient record

1. Click the Patients icon in your workspace.
2. Select +1 to start creating your patient.
   • Any highlighted fields are mandatory so must be completed, all others are optional.
   • Enter all the information your practice requires.
   • When entering the patient information, if an existing patient data matches, you will be prompted that the patient may already exist, you will need to check if this is the same patient, you can View Patient information if required.
   • If you do not enter any mandatory fields, you will be prompted to enter these and cannot proceed until they are completed.

Patient record details

Most fields are self explanatory but some notes and explanations about certain fields are below:

• Sex - This can be set as Male, Female or Other.
• Home address - This is made up of 4 address lines and a postcode. These fields are used in communication merge fields as address1, address2, address3, address4 and postcode.
• Business address - Home address is the default but you can store both home and business address using the toggle button.
• Home Phone - SMS Home can be ticked to allow patients to receive SMS via a voice to text messages from EXACT. If left unticked no SMS will be sent from EXACT and it will become a reference only for the practice.
• Mobile Phone - SMS Mobile can be ticked to allow patients to receive SMS messages from EXACT. If left unticked no SMS will be sent from EXACT and it will become a reference only for the practice.

Explanation of each Patient Details field:

• Work Phone - By using the drop-down you can store Work Phone, Alternative Phone and Fax/Pager.
• Email - This can store multiple email address, any email that is ticked will be used for sending communications too. If left unticked it will be for reference only for the practice.
• Referred By - Used for tracking referral source. Using the drop-down you can select an existing patient or from your list of referral sources.
• Contact Preference - Contact Preference will be used for Recall Communications by always using the method selected.
• Types - These are custom fields (Type 1 and Type 2) that can be to identify patients when using the contact list or patient trigger functionality.
  

  Types can be used to differentiate between patients, identify specific patient requirements or highlight information that is not recorded by existing fields on the patient record. Alternatively this could be used to mark a certain group of patients, such as Facial Aesthetics patients instead of dental.

  Tip: Click into one of the Types boxes, then select the lined box to view all existing Types options or +1 to create a new type.

• Ethnicity/NI Number - This is used when submitting NHS claims.
• Price Code - When setting prices they can be set in 3 different price codes with Price 2 being the default. This is designed for when you want to charge different fees, for example staff/family discount.
• Payor - To note down whether the patient is private, has treatment on a government scheme such as the NHS or part of a Practice Plan. If they are private you leave the field blank
• Paying Patient - Setting this will mean all invoices are transferred and paid for by this patient.
• Family Members - You add/remove family members at any time. Family members can be booked in for family appointments and can be set to only receive 1 communication per household.
• Code - The code can be changed but we recommend leaving it to be automatically populated.
• Alt Ref - This will automatically populate and can be used in situations where you do not want to refer to the patient by name for data safety reasons and instead can use the alt ref number.