EXACT Release: August 2024

Throughout August, we've rolled out several updates to EXACT making it easier and more user-friendly. One of these changes has reduced the process of changing a provider's username down to just a few clicks. We've also improved the payment confirmation process, implemented some bug fixes and made accessibility improvements to our built-in marketing manager.

Usernames

New functionality has been introduced to your provider configuration, providing the ability to change a provider's username in just a few steps. In addition to changing the username, EXACT will reassign the provider's appointments, patients, configuration and their settings.

This works by creating a new provider account, copying settings and more to the new provider with the original provider account made inactive.

Since its initial release, the following updates have been made to this feature;

🔤 NHS Personal/Performer numbers are copied from the original provider account to the new username if a new NHS number is not provided.
🔤 NHS Prior Approval tier limits are copied to the new user.
🔤 Providers are assigned to any room as per the original provider's settings.
💡 This tool is only available to admin users and should only be used when no users are signed into EXACT.

Confirming payments

The ability to email patients payment confirmations was introduced in May, enabling you to send receipts directly after processing a payment. While dental practices across the globe have been using this functionality, we have implemented additional changes including;

📧 Updated the default email template to use the patient ‘title’, ‘first name’ & ‘last name’ merge fields in the salutation instead of the ‘as known as' merge field.
📧 The receipt email now uses the template description as the email's subject line.
📧 Attempting to put through a PaySense transaction on unsupported Windows versions no longer causes the email receipt prompt to pop up.
📧 The selection screen that appears when the ‘print' option is chosen has been added to the 'email’ option so users can preview receipts and statements, choose whether family appointments should appear on receipts, and choose transaction parameters for statements.

🌱 This functionality reduces your environmental impact and helps your patients retain copies of their receipts.

Campaign Plus

The marketing functionality in EXACT has been updated, removing unnecessary functionality to simplify the campaign creation process.

These updates include;

📣 Renaming the campaign creation window to 'Add New Campaign'.
📣 Reducing the on-screen text for one-off and continuous campaign options, relocating the additional information to a tooltip which is accessible by hovering over either option.
📣 Updated the patient reset interval informational text.
📣 Selecting the one-off campaign option hides the patient reset interval options.
📣 Removed two defunct options from the campaign reason drop-down menu.
📣 Displaying an import/export button in the patient search window when opened via Campaign Plus for all admin users.
📣 Updated the campaign services icons to plain text for readability.
📣 Added an edit button for the campaign media area that launches the same window as the campaign design button for users to edit existing campaign media.

All of these changes evolved from user feedback and our patient communications teams who are here to help you create effective campaigns to engage with your patients.

NHS

To align with the phase 2 dental reform by NHS Scotland, some changes were implemented in EXACT including;

➕ When an A001 examination is charted for patients 18 and over, the DMF tab on the GP17 displays the information below after TC'ing a course of treatment;
➕ Number of teeth requiring restoration or extraction.
➕ Total number of teeth in the mouth.
➕ The Highest BPE score.
➕ When an A003 examination is charted, the treatment reason tab on the GP17 displays a drop-down menu for the user to select the reason for unscheduled care.
➕ New services have been added to EXACT allowing the input of material information. These services can be found in the SDR reform service category.
➕ Services requiring material information display the material on the chart tooltip.

Several additional changes for NHS practices in both Scotland and Wales;

🐜 NHS Scotland: Fixed an issue where a crash could occur when requesting prior approval if the patient had services that did not contain a payor code charted against them.
➕ NHS Scotland: Users will be prompted with an error message when NHS validation is not met when incorrectly charting filling services to prevent unnecessary claim rejections.
🐜 NHS Wales: An incorrect date format for periodontal information on risk assessments has been resolved with the date now displaying in standard UK format DD/MM/YYYY.

A few more changes

Elsewhere in EXACT, SMS and email functionality received important improvements, along with patient merges. While attention was given to some recently discovered bugs.

🐜 SMS and email communications: Resolved an issue with instances of incorrectly recorded send dates for both SMS and email communications.
🐜 Online Booking: Failure to transmit Provider free time to online booking, prevented patients from booking online appointments is resolved. (Introduced in EXACT V24.101).
🫂 Patient merge: An update for merges to include referral source, doctor and emergency contact information in the merge process.
🔒 Update Password: Improved wording on the update password prompt.
🐜 Patient Lists: A patient's contact preference for Call Mobile is now displayed in Patient Lists.

🐜 Was Not Brought: WNB statuses are no longer overwritten when family appointments are managed via the arrival and departure tabs;

🚸 Patients marked as WNB will not appear in the arrivals window.
🚸 Patients marked as WNB will not appear in the departure sidebar.

All of these changes have been introduced in EXACT V24.97 to V24.112; updating your system to the latest version of EXACT ensures you have the latest developments and updates available.

The EXACT help centre contains an updated list of all the latest versions and changes in the EXACT Release Notes.

Our release blogs are published monthly to inform you of everything that's been happening in EXACT each month.