Add a new user or provider

To use EXACT each user and provider must have their own, unique log.
These two users differ by their abilities,

• Adding a new user, these are general users, those who do not treat patients or require an appointment book (they will still have access to view and book appointments)
• Adding a new provider, used for any staff member who treats patients or has patients booked in with them (eg, requires an appointment book column)

Adding a new user

1. Go to Configure - Add User / Provider or click the spanner on the appointment book then selecting Add User/provider.
2. This will open the basic user settings window.
   • Existing User, select a current user to copy settings, saving you configuration time
   • New User, enter the intials or user name for the new login
   • Is this user a provider?
     • Select Yes, if the new login is for a dentist/clinician requiring an appointment book or someone with clinical information such as NHS credentials
       (if selecting yes, skip to Adding a new provider to view full steps for adding providers)
     • Select No, if the new login is for a general user without the need for charting or an appointment book (they will still have access to view and book appointments)
     • Select Next
3. The Security settings window will open.
   • Security Group, select a group to set the level of access the user requires (this option will be unavailable if Administrator is selected)
     For more information on security groups, please read Creating a security group.
   • Administrator, grant the user access to administration settings, this is the highest level of access of any user within a practice.
   • Password
     • User must change password at next login, select if you are creating a basic password you wish the user to change upon their first login
     • Cannot change password, the user does not have access to edit their password, reserving this ability to administration users only 
     • Password never expires, the user will never be prompted to change their password
     • User must change password every ? days, enter a time-frame you wish the user to change their password in
     • Password, enter the users password (do not enter a password if using Cloud Authentication)
     • Cloud Authentication, this option is to be used if you use online services such as HICAPS, SOEconnect, PaymentSense. Cloud authentication provides information on password strength, indicated via a coloured system from red through to dark green
   • Click Finish to save the settings.

Adding a new provider

1. Go to Configure - Add User / Provider or click the spanner on the appointment book then selecting Add User/provider.
2. This will open the basic user settings window.
   • Existing User, select a current user to copy settings, saving you configuration time
   • New User, enter the intials or user name for the new login
   • Is this user a provider?
     • Select Yes, if the new login is for a dentist/clinician requiring an appointment book or someone with clinical information such as NHS credentials
     • Select No, if the new login is for a general user without the need for charting or an appointment book (they will still have access to view and book appointments)
       (if selecting no, skip to Adding a new user to view reduced steps for adding users)
     • Select Next
3. The Security settings window will open.
   • Security Group, select a group to set the level of access the user requires (this option will be unavailable if Administrator is selected)
     For more information on security groups, please read Creating a security group.
   • Administrator, grant the user access to administration settings, this is the highest level of access of any user within a practice.
   • Password
     • User must change password at next login, select if you are creating a basic password you wish the user to change upon their first login
     • Cannot change password, the user does not have access to edit their password, reserving this ability to administration users only 
     • Password never expires, the user will never be prompted to change their password
     • User must change password every ? days, enter a time-frame you wish the user to change their password in
     • Password, enter the users password (do not enter a password if using Cloud Authentication)
     • Cloud Authentication, this option is to be used if you use online services such as HICAPS, SOEconnect, PaymentSense. Cloud authentication provides information on password strength, indicated via a coloured system from red through to dark green
     • Click Next
4. The Additional Details window will open (these details will display in your Online Booking page).
   • Name, Qualifications, Professional Title, enter the providers full name and details
   • Provider Type, select from the drop-down options
   • GL Account, this will auto-populate if already configured (this field must be completed, enter an active Bank Account, usually this would be the only one default or active account available)
   • Fee Schedule, Override Pricing, Can't Charge, Can't Receipt, leave these settings as pre-configured unless your practice has different charging methods/options in place
   • BACD Membership Num, GDC Number, enter the providers details
   • Click Next
5. Optional Details, these are not required, however, certain functionality relies upon this information, if configured.
6. Treatment and Diary Colours window.
   • Review Provider Colours, click this button to view the colours currently in use
   • Choose Text Colour, used to change the text colour, only change this option if using a dark background colour
   • Choose Background, this is the colour displayed on the appointment book, click to select a colour, selecting from the Basic colours or use the custom colour selector to adjust the shade
   • Click Next
7. Recall Methods, tick the box for the provider to be prompted to receive prompts to book recalls.
8. Rotas, click the Create Rota Blocks button to configure the providers rota (the Next button is greyed out until this is configured).
   • Due to the complexity available in configuring rotas, please view Creating and editing providers rotas to get everything set up before continuing with this article
   • Click OK when complete
9. Appointment Books, select which Appointment Books and/or Rooms you wish the provider to appear on
10. Additional Appointment Book & Queue Details, this information is pre-configured as per your practice settings, click Next if you do not wish to change the provider settings from these.
    • Appointment Book Start and End Time, the starting and ends times for the providers appointment book
    • Appointment Length, standard appointment length for the provider
    • Stickman Queue, set the stickman to display from Arrival Time or Appointment Time
    • Animate Stickmen, when enabled, EXACT will follow the various time settings configured below this tickbox. The stickmen will perform these actions to help visually identify how long a patient has been waiting
    • Annual estimate time away from surgery, use these fields to enter the amount of time you expect a provider to be away from surgery due to other commitments. This includes options for Holiday, Training, Meeting and Other (these fields are not required, however, if you are an NHS practice, UDA Manager, reporting and targeting in EXACT takes this information into account)
    • Click Next/Finish
11. NHS Contracts (UK only)
    • Performer Number, add the provider NHS Performer number (6 digits)
    • PIN, enter this if you wish for this to be automatically added when transmitting
      alternatively, leave this blank if you wish to enter this for every transmission
    • Activiation Date, we advise you to set this to the same date as your current NHS contract, this allows the provider to continue any existing/open NHS treatment
    • Is the provider on a practice based contract? this option will be unavailable until their NHS details have been entered
      • No Contract, the provider will not be added to an NHS contract
      • New Contract, upon selecting this option then Finish, you will be prompted to add the new contract then have the ability to add the provider to the contract
      • Existing Contract, upon selecting this option then Finish, you will be prompted to add the provider to the contract
      • Click Finish

For further help, you can contact the EXACT support team via Live Chat today.