Release Notes Archive - Versions 12.15 - 12.20

Patient Merge Enhancements | 12.20

Users can now mark the source patient as Inactive and select an Inactive Reason.

Transaction Changes | 12.19

You can now correct a receipt if the amount has been entered incorrectly. This can be done without deletion even if the receipt has been partly or fully allocated.

Adjustments

1. Deleting an adjustment will be dis-allowed if it would leave a transaction over allocated, or over adjusted.
2. The adjustments screen has been made simpler, and now tells you what the result of the adjustment will be before you make it.

Adjustments can also make use of the reverse allocations capability introduced for the refund wizard. If the amount adjusted is more than the unallocated amount remaining on a receipt, then funds will be retrieved from any invoices that they were distributed to. If adjusting an invoice and the amount remaining is lower than the amount of funds already allocated to the invoice, then they will be pushed back to the receipt.

Allocations

Where adjustments, refunds, re-submissions, write-offs and discounts occur that would leave a transaction over allocated, the over-allocation will be 'reversed' back to any source transactions from the adjustment.
If deleting an allocation would leave a transaction over allocated then the deletion will not be allowed.

Refund Wizard

The refund wizard front screen now shows a description for each of the options.

Options that are not available are greyed out. Eg if the patient has a zero balance, the option to refund unused deposits is greyed. There is a new option to Correct a receipt, which is available provided the patient has a receipt on their account.

If you opt to correct a receipt, you are asked to select the receipt you want to change, and then enter the amount that the receipt should have been. You will not have to calculate any adjustments, this will be done automatically by the system.

If the amount is less then before and the receipt has already been allocated, then any shortfall will be reversed from the invoice.

e.g A patient has an invoice for £20. A receipt is entered for £50, so £20 is automatically allocated to the invoice. Unfortunately, the £50 was a typo and the receptionist really meant to type in £5.
With new correction option you can select the receipt and type in the correct amount, £5. The system will calculate the adjustment (-£45) and calculate the £15 allocation, leaving the invoice with the correct open amount.

Sorting on Patients Contacts Tab | 12.18

By default the Contacts tab of a Patients file are sorted by Oldest to Newest, with the latest contact at the bottom of the list.
You are now able to change the sort order of a Patients Contacts Tab to display the Newest contact entry at the top of the list.

Edit Allocations Security update | 12.18

Previously, only administrators could edit allocations. EXACT Users need to be ticked as 'Administrator' in order to Edit Allocations.
There is now a new Security option which will enable User Groups (including non-admin users) to be able to Edit Allocations.

Additional Changes | 12.18

• NHS Wales Urgent exams can now be charged for under 25 & over 60
• The contacts on Patient File can now be sorted by date, with the newest contact being displayed at the top of the list
• A workspace icon for Live Chat is now available for UK and Ireland
• The 'Patient Extra Tab' screens now have the option to filter, with most recent entry at the top
• The practice email address has been extended to 99 characters

Associates Report | 12.17

This report shows all invoices, receipts, adjustments, and allocations for a selected time period – the report is turned on by default in this version of EXACT.

Single Screen Perio | 12.15

For full information on this feature please see Single Screen Perio Charting
FULL Perio Charting, with all data on a single screen:

• Having all the data on a single screen is useful for both online viewing and printing.
• Print paper forms or digital digital forms
• Forms can be physically printed or sent by e-mail.
• You can also print a blank card with only the name and date of the patient, showing only the Elements present:

Colour coding

Some Status fields are coloured to represent different values.

For example, attachment over a certain value can trigger colouring the field red. Note how different values have associated colours in these fields.

Configure Exact to follow your specific order when you enter data

You can specify the order in which you enter data as you go around the mouth, so that EXACT automatically links the data in that order. You can choose the order in which you do quadrants and which direction they should be done. You can choose to enter recession data immediately after each pocket, after each quadrant, or after all the pocket depths have been charted.

EXACT knows the order in which each provider records data in order to correctly apply it. Each provider can adjust this order to suit their preference.

Option to Skip the 8s
You can optionally configure Exact to ignore the 8s in your sequential movement around the mouth.

Element comment field
Each Element has an optional comment field of up to 10 characters.
(Note that depending on the character chosen not all may be visible.

Diagnosis and Treatment comment fields
The Perio Chart has comments fields for diagnosis and treatment plan:
Enter data using the keyboard

To speed up data entry, providers can enter data using the numeric keypad.
Many keys function as a toggle, by going through the values for that field.

Application Proxy | 12.15

For full information on this please see Application Proxy

EXACT 12.15 sees the unveiling of the Application Proxy, which can be used instead of the old XrayProxy, for sites that only need Examine Pro.

Images are captured in a local copy of Examine Pro and then automatically synced back to the server, where they can be viewed on the chart by all users.

Application Proxy is installed on the PC which has the locally accessible Xray/IO Device, along with a locally installed copy of EXAMINE Pro.

Initially, Application Proxy will service EXAMINE Pro, with new Partners being brought on as and when required.

Obfuscate a Database | 12.15

A Tool which can be utilised in order to obfuscate an EXACT database. ("alter code while preserving its behavior but conceal its structure and intent..." )

This tool deletes the practice ID & creates false patient communication information, making it impossible for the data to connect to 3rd party systems automatically.

Live Chat | 12.15

NHS Scotland Prior Approvals Button | 12.15

In 12.15+ (July 2018), inside EXACT, we are including a revised method (visible during TC) of including Prior Approval date (existing, current method) and new optional "Prior Approval Reference" number.

The optional PA reference number is 30 alpha numeric characters. If user enters longer than 30 characters, XML (claim) data is cut off at 30 characters. (A reference number will be given if using SNHS' Portal - or when we launch SOE connect to submit online directly to SNHS.)

For more information see NHS Scotland Prior Approval

Additional updates | 12.15

• Scotland NHS: Code changes required for the latest Scottish fee updates (for 1st July).
• Scotland NHS: Ability for sites to manually enter the Prior Approval reference number in EXACT
• Pop-up notes can now be assigned to other security groups:
• Inactive Patients can now be excluded from sending Contact Lists