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Patient Search - Find a Patient Record

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Jason Handcock
  • Updated

There are multiple options you can use to search for patients, these include:

  1. The most accurate/advanced option is to use the patient search button, this provides a more in-depth look and allows any field to be entered and for matching criteria to be displayed.
  2. The sort by field option is available from both the Patients screen or the Edit Appointment Windows gives you acces to the Patient Search box. This allows you to search for the information from the drop-down menu, the options include:
    Code, Last Name, Home Phone, Mobile Phone, Alt. Reference, Date Of Birth, First Name, Post Code, and 'Also Known as' name.
  3. The option to search for recent patients is available by using the down arrow next to the patients icon in the workspace, this will display the 20 most recently accessed patient files.

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The Patient Search button

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Use this search option to search for emails, mobiles or part’s of a name/address.
The Search Patients window displays, from where you can enter a search term in the Filter on box

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Acceptable search terms

NOTE: You do not need to activate the search; it begins immediately.
If you wish the search to include inactive patients (that is, those with a * or ** before the name), click the Include Inactive checkbox. Note that a new search will begin each time you change the setting of this checkbox, and the list of patients 'found' will be updated as appropriate to reflect the active/inactive status.

  • A date of birth, which must be entered in full. For example: 24/12/1958.

  • The first part, or all of a patient's name; this may be part of the forename, surname, Also Known As name, or email address. For instance, a search for GER will find all patients with any part of their name starting with GER.

  • The first part of a numeric field. For example, 122 will find all patients who have a telephone number or a postcode (or other numeric field in their patient file) starting with 122.

 

Any matching details search

The easiest way to see if a patient has already been entered into the EXACT database is to use the patient search facility.

On the toolbar at the top of the Patient File window is a search button: mceclip6.png

This will open a window like the following example:

mceclip5.pngTo perform a search for a patient (or several patients), enter a search term in the 'Filter on' box.

Example: To see if there is a John Smith in EXACT, you can type in "john" or "SMITH" or "John Smith" or "Smith JOHN".

If there are any records for John Smith, they will be displayed.

Notes:


  • You do not need to click the mceclip7.png button or press the Enter key; the search will begin immediately.

  • If you wish the search to include inactive patients (that is, those with a * or ** before the name), click the checkbox. Note that a new search will begin each time you change the setting of this checkbox, and the list of patients 'found' will be updated as appropriate to reflect the active/inactive status.

    mceclip8.png

The search term may be any of the following:

  • The first part, or all of a patient's name; this may be part of the forename, surname, 'Also Known As' name, or email address. For instance, a search for 'GER' will find all patients with any part of their name starting with 'GER'.

  • A date of birth; this must be entered in full, e.g., 24/12/1958.

  • The first part of a numeric field; for example, "122" will find all patients who have a telephone number or a postcode (or other numeric field in their patient file) starting with 122.

If the search finds one or more records matching the search term, you can select the patient you require by either:

  • Double-clicking on the one you require, or:

  • Clicking on the record you want so it is highlighted, then press key, or:

  • Using the or arrow keys on your keyboard to scroll to the appropriate record then press the key.

Whichever method you use, EXACT will populate the screen with the record for that patient.

Notes:

  • The list of records found will remain active until you clear the search criteria, so if the record you chose was not the right one, you can return to the list and choose another one.

  • To clear the list, simply delete the text in the 'Filter on' field, by pressing or the spacebar while the text in the field is highlighted. Alternatively, you can start another search by entering something else in the 'Filter on' field.

  • To choose which fields are displayed in the 'Search Patients' window, and what order they are displayed, click on the button in the top right-hand corner of the window. This will open the Column Settings window; in here you can tick or un-tick multiple columns.

    If you do find that two or more duplicate records exist for one patient you can do a Patient Merge to merge the details, treatment, appointment information into one record and make the duplicates blank and inactive (or delete them if no longer needed)

 

To Locate a Patient Using the Sort By field

  1. From either the Patients screen or the Edit Appointment Windows you will see the Patient search box.

    mceclip0.png

  2. Select your preferred search method from the drop-down list. Options include Code, Last Name, Home Phone, Mobile Phone, Alt. Reference, Date Of Birth, First Name, Post Code, and 'Also Known as' name.

    The code usually* starts with the first six letters of the patient’s surname (or the full name if it is shorter), followed by a space and then the first letter of their first name.
    * The code format can be changed in Configure, Patient Fil,e Default Patient Details. Default Format = 6+1 format.

    Example: Robert Anderson; the assigned code would be ANDERS R.
    If this code is already being used for another patient with the same surname then Robert would be assigned the code: ANDERS R1. Notice that the codes keep the partial name ANDERS at the beginning.

     

  3. Enter the code/or preferred search value into the patient’s White search box. Either press the Tab key on the keyboard, the Ctrl-L buttons on the keyboard, or click the patient list button mceclip1.png

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Recent Patients list from the Workspace Bar

Access the last 20 patient records viewed by your current Workstation by clicking the arrow to the right of the Patients icon on the Workspace Bar:

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