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Smile Surveys User Guide EXACT v11.3 SP7, 17/11/2014 page 1 of 34

User's Guide

Smile Surveys EXACT v11


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Contents Contents ...................................................................................................................................................................................... 3

List of procedures ........................................................................................................................................................................ 3

Smile Surveys 5

Overview of Smile Surveys .......................................................................................................................................................... 6

Purpose of Smile Surveys ....................................................................................................................................................... 6

Features of Smile Surveys ...................................................................................................................................................... 6

Benefits of Smile Surveys ....................................................................................................................................................... 7

Requirements for Smile Surveys ............................................................................................................................................ 7

Using Smile Surveys ..................................................................................................................................................................... 8

Clinipad Smile Surveys normal workflow ............................................................................................................................... 8

Sample Clinipad Smile Survey .............................................................................................................................................. 10

Issuing a Clinipad Smile Survey ............................................................................................................................................ 11

Issuing a Clinipad Smile Survey when it is not due .............................................................................................................. 13

Issuing a PRINTED Smile Survey from Reception ................................................................................................................. 13

Transcribing print-form Smile Survey data into EXACT ............................................................................................... 14

Reviewing the Smile Survey with a patient .......................................................................................................................... 15

Creating a new Smile Survey from the Clinic ....................................................................................................................... 17

Showing and hiding the Smile Survey tab in the Chart ........................................................................................................ 18

Smile Survey Troubleshooting and FAQ ............................................................................................................................... 20

Configuring Smile Surveys ......................................................................................................................................................... 21

Configuring Smile Survey settings ........................................................................................................................................ 21

Editing questions in the Smile Survey .......................................................................................................................... 23

Adjusting the survey due period and the minimum age ............................................................................................. 25

Configuring a printable Smile Survey template ........................................................................................................... 26

Importing the DEFAULT Smile Survey print template ......................................................................................... 26

Customising a Smile Survey print template ........................................................................................................ 29

Creating a std procedure for co-duty appointments ........................................................................................................... 31

Configuring Security Settings for Smile Surveys .................................................................................................................. 31

Competencies to be achieved for Smile Surveys ....................................................................................................................... 33

Index .......................................................................................................................................................................................... 34

List of procedures To issue a Smile Survey on Clinipad ..................................................................................................................................... 11

To issue a Smile Survey when the software states that a survey is not due ........................................................................ 13

To issue a printed Smile Survey from the Appointment Arrivals screen ............................................................................. 13


To add the Smile Survey data from a printed, manually completed form into EXACT ........................................................ 14

To review the Smile Survey with a patient........................................................................................................................... 15

To view completed Smile Surveys ........................................................................................................................................ 16

To create a new Smile Survey from the Clinic ...................................................................................................................... 17

To show the Smile Survey tab in the Chart .......................................................................................................................... 18

To hide the Smile Survey tab in the Chart ............................................................................................................................ 20

To configure settings for Smile Survey ................................................................................................................................. 21

To edit questions in the printable Smile Survey .................................................................................................................. 23

To remove unwanted questions from the CLINIPAD Smile Survey ...................................................................................... 23

To adjust the default 2-year survey due period and the 18 years of age minimum ............................................................ 25

To import the default Smile Survey print template ............................................................................................................. 26

To customise a Smile Survey print template ........................................................................................................................ 29

To create a practice standard procedure to deal with Smile Surveys for patients attending co-duty appointments starting with the Hygienist ................................................................................................................................................... 31

To configure Security Settings for Smile Surveys ................................................................................................................. 32


SMILE SURVEYS

Smile Surveys are a simple but effective means for dental practices to prompt patients for their feelings on the aesthetics of their smile. Once discussed with patients, these surveys often lead to additional cosmetic treatment. Smile Surveys can be conducted from printed forms or by means of Clinipad, and they integrate seamlessly into the appointment workflow manager. Smile Surveys are available from EXACT v11.3 SP7 onwards.

Smile Surveys are enabled by default, which causes the appointment workflow Arrivals screen to pop up with a prompt. See Configuring Smile Survey settings (on page 21) for instructions if you wish to disable Smile Surveys.

Overview

Purpose (see "Purpose of Smile Surveys" on page 6)

Features (see "Features of Smile Surveys" on page 6)

Benefits (see "Benefits of Smile Surveys" on page 7)

Requirements, Limitations (see "Requirements for Smile Surveys" on page 7)

Using

Workflow,

screens and

procedures

Normal workflow (see "Clinipad Smile Surveys normal workflow" on page 8)

Sample Clinipad Smile Survey (on page 10)

Issuing a Clinipad Smile Survey (on page 11)

Issuing a Clinipad Smile Survey when it is not due (on page 13)

Issuing a PRINTED Smile Survey from Reception (on page 13)

Transcribing print-form Smile Survey data into EXACT (on page 14)

Review with the patient (see "Reviewing the Smile Survey with a patient" on page 15)

Creating a new Smile Survey from the Clinic (on page 17)

Create a standard procedure for co-duties (see "Creating a std procedure for co-duty appointments" on page 31)

Showing / hide the Smile Survey tab in the Chart screen (see "Showing and hiding the Smile Survey tab in the Chart" on page 18)

Troubleshooting and FAQ (see "Smile Survey Troubleshooting and FAQ" on page 20)

Configuring

Setting up and

customising

Configuring Smile Survey settings (on page 21)

Editing questions in the Smile Survey (on page 23)

Adjusting the survey due period and the minimum age (on page 25)

Configuring a printable Smile Survey template (on page 26)

- Importing the DEFAULT Smile Survey print template (on page 26)

- Customising a Smile Survey print template (on page 29)

Creating a std procedure for co-duty appointments (on page 31)

Configuring Security Settings for Smile Surveys (on page 31)

Competencies

Check your skills

Competencies Checklist (see "Competencies to be achieved for Smile Surveys" on page 33)


Resources

Videos, PDFs

Smile Surveys portal video http://portal.softwareofexcellence.com/video/smile-surveys-compatible-clinipad

Smile Surveys User Guide http://help.soeidental.com/11.3/PDFs/SmileSurveys.PDF

Smile Surveys Competencies Checklist http://help.soeidental.com/11.3/PDFs/SmileSurveys-CompetenciesChecklist.PDF

Overview of Smile Surveys This section describes Smile Surveys in terms of the purpose, features, benefits and requirements.

Purpose of Smile Surveys

A Smile Survey is a simple, non-invasive way to initiate conversations with patients about potential cosmetic work while they are in the dental practice.

Patients independently complete either a printed form or an electronic form displayed in Clinipad without feeling pressured or judged by practitioners. In this form they indicate their oral issues of concern.

Their Dentist can then talk through these concerns, outline the kinds of treatment that could resolve their issues, and potentially create a treatment plan within the same appointment.

These Smile Survey conversations often expose underlying untapped demand for cosmetic dentistry, which can be very profitable for the practice and rewarding for patients who are left feeling great about their smile and the proactive professional service that they have received.

Features of Smile Surveys

Suitable for all practices, with or without Clinipad, in all countries where EXACT is distributed.

No patient signature required.

Option for an electronic form on Clinipad and / or a printed form via Presentation Manager.

Integrated into the existing appointment workflow manager, with an automated prompt in the Arrivals screen for the Receptionist to issue the Smile Survey.

Integrated with Clinipad for electronic form completion.

o A default Smile Survey Clinipad template form ships with EXACT (this is customisable).

o Status of the survey is indicated in a column in the Clinipad Tab, so practitioners can see at a glance whether the patient failed to open the survey, looked at it but did not complete it, or completed it.

Dentists monitor Smile Surveys from a Smile Survey tab in the patient Chart screen.

Multiple configuration options, including which questions to ask and disabling Smile Survey (it is enabled by default).

If required, Dentists can opt to issue a Smile Survey themselves from the clinic.

Dentists can access past surveys from the Smile Surveys tab in the chart.

Smile Survey settings configuration is by means of the Smile Survey tab in the Chart screen.

For printing purposes, a default Smile Survey Presentation Manager template form ships with EXACT (this is customisable).

http://portal.softwareofexcellence.com/video/smile-surveys-compatible-clinipad

http://help.soeidental.com/11.3/PDFs/SmileSurveys.PDF

http://help.soeidental.com/11.3/PDFs/SmileSurveys-CompetenciesChecklist.PDF


Benefits of Smile Surveys

With little effort a practice can generate lucrative further business.

With options for both electronic and printed forms, all bases are covered and it is easy to collect Smile Survey data.

Patients feel reassured when a dentist personally discusses and explains their clinical and cosmetic dentistry options.

Patients benefit from the rewards of cosmetic dentistry.

Clinipad is a time saver - patient data entered into Clinipad is automatically stored in the EXACT database, so there is no need for a practitioner to transcribe it as for printed forms.

Requirements for Smile Surveys

Requirements:

EXACT version 11.3 SP7 or later.

Appointment arrivals workflow needs to be enabled and configured.

Electronic completion of surveys requires at least one functional Clinipad, with the Clinipad module.

Printed surveys require Presentation Manager.

Clinicians who will be Saving and Completing Smile Surveys after discussion with the patient must have the appropriate permission set in the Security settings. For example, the role of DENTIST:

(For procedures see Configuring Security Settings for Smile Surveys (on page 31))

Limitations:

Smile Surveys can only be reviewed by Receptionists with extended security clearance.

NOTE on global Smile Survey configuration:

Smile Surveys is enabled / turned ON for the entire practice by default, which causes the Arrivals screen to pop up in the Appointment Book.

To disable Smile Surveys,

1. Display the Smile Survey tab in any Dentist Chart screen (see "Configuring Smile Survey settings" on page 21)

2. Select the Spanner at bottom right of the chart screen

3. Uncheck (un-tick) the Smile Surveys Enabled checkbox.


Using Smile Surveys This section includes user procedures for Receptionists and Dentists.

Clinipad Smile Surveys normal workflow

Patient Receptionist Clinician

This is a normal workflow using Clinipad:

Arrive at Reception.

Click the patient appointment to open the Arrivals screen.

At top right a Smile Survey icon indicates whether the Smile Survey is due or not, and whether by Clinipad or by printed form (clipboard icon):

The Smile Survey checkbox is checked (ticked) as due if

- the patient has never completed this survey before, or

- it has been more than the configured interval since the last survey:

Normal procedure in the Arrivals screen is to Select the Arrive and Send to Clinipad button if you have a Clinipad device functional and available:

... and then issue the appropriate Clinipad to the patient for completion:

Alternatives:

If the Smile Survey checkbox is de-selected (not required) you can still manually select it.

If no iPads are available, print a form for patient manual completion by clicking the Smile

Survey hyperlink: . The patient takes this form to the Clinic, where the Clinician creates a digital Smile Survey and transcribes the information while consulting with the patient.

Start the Smile Survey.


Monitor patient/s Smile Survey status by means of the Smile Survey column in the Clinipad tab:

Hand completed Smile Survey back to the Receptionist.

Check the Clinipad back in.

Smile Survey status changes to Needs Consult, which is a cue for the Clinician.

(Receptionist can optionally click this status to view details)

Move patient to the chair:

Go to Clinic.

If set to pop up, the Medical History will display first - when you close the Medical History the Smile Survey will display.

(Optionally open Smile Surveys from the Smile Surveys tab in the Chart)

Discuss Smile options with the patient. Enter Notes.

Save.

Mark Smile Survey as Complete only if no further action is needed (when Complete it becomes read-only).

Create a Smile treatment plan if patient agrees.

Complete current treatment.

The Appointment Workflow departure task list then displays in the Receptionist's appointment book.

ALTERNATIVE: In the case of a joint appointment using co-duties, the Smile Survey review will be done by the first provider seeing the patient. If that provider is not the dentist, they should notify the dentist when the dentist takes over the patient that there is something to discuss in the Smile Survey.

Go to Reception.

Depart the patient by means of the Appointment Workflow, creating bookings for the Smile treatment plan if required.


Sample Clinipad Smile Survey

Screen keypad:


Issuing a Clinipad Smile Survey

To issue a Smile Survey on Clinipad

1. Click the patient appointment in the appointment book to open the Arrivals screen:

2. Establish whether the Smile Survey is Due or Not due:

Due Not due

Clinipad form

Printed form

Smile Survey Checkbox

Checked

Unchecked

Reasons: The patient has never completed this survey before.

It has been more than the configured interval since the last survey.

The Patient is under the minimum age - 18yrs default,

The Patient has had a survey within the configured survey period - 2yrs default,

The Patient has no dentist appointment today.

3. Normal procedure is to select the Arrivals screen Arrive and Send to Clinipad button if you have a Clinipad device functional and available

... and then issue the appropriate Clinipad (from the appointment book Clinipad tab) to the patient for completion:

4. Monitor patient/s Smile Survey status by means of the Smile Survey column in the Clinipad tab:


5. Check the Clinipad device back in when the patient has completed the Smile Survey.

This will change the status to Needs Consult (see screenshot above).

6. To look at the Smile Survey, click the Needs Consult hyperlink:

NOTE: Receptionists require special system permissions to be able to Complete the Smile Survey (completion by default is only performed by Clinicians).

7. The Clinician will move the patient to the Chair, review the survey with the patient and create any required cosmetic treatment plan, for which the Receptionist creates bookings during the patient Departure.

Alternative procedures:

Smile Survey is not due:

If the Clinipad Smile Survey checkbox is de-selected (not required) but you do wish to issue it, you can manually override EXACT by selecting the checkbox:

No Clinipad devices are available:


If no Clinipads are available, print a form for patient manual completion by clicking the Smile Survey hyperlink:

. Then either

The Receptionist creates a digital Smile Survey and transcribes the written data into it. Patients take their completed form to the Clinic, where the Clinician creates a digital Smile Survey and transcribes the information during consultation with the patient.

Issuing a Clinipad Smile Survey when it is not due

To issue a Smile Survey when the software states that a survey is not due

1. Open the patient Arrivals screen as normal.

In this case EXACT shows the Clinipad Smile Survey as not being due:

Icon greyed out:

Checkbox unchecked :

2. Check the checkbox to enable the survey and then proceed as normal (see Issuing a Smile Survey on Clinipad

(see "Issuing a Clinipad Smile Survey" on page 11))

Issuing a PRINTED Smile Survey from Reception

Circumstances in which to issue a printed Smile Survey:

The practice has no Clinipad.

All Clinipad devices are in use.

The patient refuses to use a Clinipad device.

Requirement:

You need to have either specified the default Smile Assessment printable form or customised your own form in Presentation Manager.

To issue a printed Smile Survey from the Appointment Arrivals screen

1. Select the appointment to mark the patient as Arrived.

2. The Arrivals screen pops up.

3. Click the Smile Survey link to print the form:


(The above screen is for a practice with no Clinipad. A practice with Clinipad would see a Clinipad checkbox below the Smile Survey hyperlink)

4. Issue the form to the patient with appropriate instructions.

5. When the patient returns the completed form, the data on this form will need to be captured into the EXACT database.

This is normally achieved by the Dentist creating a New Smile Survey by means of the +1 button in the Smile Survey tab in the Chart screen, and then checking boxes and transcribing comments to match the printed form while consulting the patient. (for procedures see Creating a new Smile Survey from the Chart (see "Creating a new Smile Survey from the Clinic" on page 17))

It could also be done by the Receptionist.

NOTE: If the patient is not present when this electronic version is created, select the Save button at this time and the survey data will be saved so that it can be reviewed the next time the patient comes in for an appointment.

The new Smile Survey displays as a line in the Smile Surveys tab, with a Status of Needs Consult:

The Clinician double-clicks the Smile Survey to open it in consultation with the patient.

After consultation the Clinician selects the Complete button and the Smile Survey has the Status of Complete:

Transcribing print-form Smile Survey data into EXACT

(see also Issuing a printed Smile Survey from the Appointment Arrivals screen (see "Issuing a PRINTED Smile Survey from Reception" on page 13))

To add the Smile Survey data from a printed, manually completed form into EXACT

Create a New Smile Survey by means of the +1 button in the Smile Survey tab in the Chart screen, then check boxes and transcribe comments to match the printed form (for procedures see Creating a new Smile Survey from the Chart (see "Creating a new Smile Survey from the Clinic" on page 17))


The completed Smile Survey displays as a line in the Smile Survey tab:

Note that the Status in the above example is 'Needs Consult'. It will remain this way until the Dentist consults with the patient and selects the Complete button, after which the Status will be 'Complete':

Reviewing the Smile Survey with a patient

Reviewing is a Clinician task.

The survey cannot be reviewed by Receptionists unless they have extended security clearance.

IMPORTANT: Clinicians who will be Saving and Completing Smile Surveys after discussion with the patient must have the appropriate permission set in the Security settings. See Configuring Security Settings for Smile Surveys (on page 31)

To review the Smile Survey with a patient

1. Open the Smile Survey tab in the Chart screen.

2. Locate and double-click the patient's Smile Survey in the Smile Survey tab:

3. Review and discuss the selected information and the comments:

4. Add your own Provider Notes.


5. Use the Save button as a means of saving without completing.

6. Select the Complete button to finalise the Smile Survey.

Completed surveys become un-editable, read-only medical records, so only select the Complete button when you are sure that there are no more changes to be made.

The record in the Smile Survey tab shows as Complete:

To view completed Smile Surveys

Simply double-click the Smile Survey record in the Smile Survey tab.

The Smile Survey will display with information on who completed it and when:


Creating a new Smile Survey from the Clinic

(This assumes that the Clinician has added the Smile Survey tab to the Chart (see "Showing and hiding the Smile Survey tab in the Chart" on page 18))

Circumstances in which Clinicians may need to create new Smile Surveys from the Clinic:

This could possibly be the standard workflow for your practice.

The patient may have completed a printed Smile Survey, and the Clinician creates the electronic equivalent into which to transcribe the written survey data.

The patient may have refused the survey in Reception, but had a change of heart when speaking to the Dentist.

To create a new Smile Survey from the Clinic

1. For the appropriate patient, select the Smile Surveys tab and then click the +1 button at bottom right:

2. The Smile Survey appears on the EXACT screen, with a right pane for Provider Notes:

3. Consult with the patient as you complete the form.

4. Add Provider Notes if required.

5. The Save button is a means of saving without completing.

6. Select the Complete button to finalise the Smile Survey.

Completed surveys become un-editable, read-only medical records, so only select the Complete button when you are sure that there are no more changes to be made.

The record in the Smile Survey tab shows as Complete:


You can view it at any time by double-clicking.

Showing and hiding the Smile Survey tab in the Chart

NOTE: The tab display is configured per Provider. The Smile Survey settings that are accessible from that tab screen apply to the entire practice.

To show the Smile Survey tab in the Chart

1. Log in as a dentist and select any Patient in the Patient desktop.

2. In the Chart tab, select the Spanner button at the bottom of the Service List pane:

3. In the first page of the Service List Setup Wizard, check (tick) the checkbox for Select which tabs you use in

the activity areas and then click Next>>:


4. In the next screen,

a. Select Smile Surveys in the left pane,

b. Move it across to either the Upper Tab or the Lower Tab by clicking the appropriate >> button,

c. Order it for display by means of the Up and Down arrows.

d. Select Finish.

You will see the tab displayed in the Chart:


5. Select the Smile Survey tab to display all Smile Surveys that this patient has completed:

Each row displays information:

o Whether the survey discussions have been completed

o The date the survey was taken.

o The survey result.

o Who collected the data. Either Clinpad or a user if it was done manually.

o Which provider completed the discussion with the patient.

Any comment that the provider entered.

Receptionists normally create Smile Surveys, but Dentists have this option as well, by means of the +1 button.

See also: Creating a new Smile Survey from the Chart (see "Creating a new Smile Survey from the Clinic" on page 17) | Configuring Smile Survey settings (on page 21)

To hide the Smile Survey tab in the Chart

Repeat the above process but in the Service List Setup Wizard, move the Smile Survey option back to the left pane.

Smile Survey Troubleshooting and FAQ

Q: Why does a patient's arrivals dialogue show no Smile Survey being due?

A: 1) Patient is under the minimum age - 18yrs default, 2) Patient has had a survey within the configured survey period - 2yrs default, 3) The Patient has no dentist appointment today (default is to not prompt for other providers).


Configuring Smile Surveys This section describes how Smile Surveys can be configured and customised.

IMPORTANT: The global settings for Smile Survey (applying to all users) are configured from any Dentists Chart screen Smile Survey tab.

Configuring Smile Survey settings

(May require Administrator permissions, depending on your Security settings - see Configuring Security Settings for Smile Surveys (on page 31))

To configure settings for Smile Survey

Smile Survey configuration is by means of any dentist’s Chart screen > Smile Survey tab > Configure button > Smile Surveys Configuration screen.

IMPORTANT: These are global settings for Smile Survey, applying to all users.

1. Login as a dentist or with Administrator rights.

2. If not already displayed, : Show the Smile Survey tab in the Chart (see "Showing and hiding the Smile Survey tab in the Chart" on page 18)

3. Select the Spanner button to display the configuration screen:

4. Configure settings as described below:


Smile Surveys Enabled

Disable and Enable Smile Survey by means of this checkbox (default is checked (enabled)).

With the Smile survey enabled, a smile assessment section is added to the appointment Arrivals Screen, and the screen will pop up by default.

When processing patient arrivals, Receptionist are prompted to issue the Smile Survey questions, depending on patient age and how long ago they last looked at a survey.

With the prompt disabled you will lose the Receptionist prompt in the patient Arrivals screen, so if you're considering disabling it, the recommendation is to leave it enabled and then decide whether to issue the survey on a patient-to-patient basis.

Patients should be required to fill out Smile Surveys every...

Set how often the patient should be prompted to update their Smile Survey. The default is 24 months. Select 0 months to always show the survey.

Only collect Smile Surveys for patients over...

Select the minimum age at which a patient should first be asked to complete a Smile Survey. The default setting is 18 years.

If the patient is under the minimum age the section will still appear in the arrivals window, but will always be unchecked (unticked) by default and display a message stating that the patient is underage.

Smile Surveys should be collected for...

Specify whether the Smile Survey should be collected only for Dentist appointments, or for all providers.

The default setting is for Dentist only. This is recommended in order to ensure that the Dentist can always review the Smile Survey and carry out any diagnosis required for the patient concerns. With this setting, when the patient arrives for their appointment, if they are not due to see the dentist at this appointment or later in the day, then the Smile Survey will not be requested at all.

If set for All Providers, the Smile Survey will be conducted by the first Provider to see the Patient. It is important in this case to have a practice standard procedure where that first Provider will inform other affected Providers if any issues arose with the Smile Survey. This applies especially to co-duty appointments. See Creating a std procedure for co-duty appointments (on page 31).

Template to use when printing a paper form

Select a Presentation Manager template to print if there is no Clinipad available, or the practice does not have the Clinipad module. A Presentation Manager 'Smile Assessment' template ships with EXACT.

You can import this template and edit it to remove any questions that you don't want to ask (the default is all questions asked). You can uncheck (untick) any questions that you don't want to ask. For example if your practice does not offer orthodontics or whitening, you may wish to uncheck just those questions. Alternatively you may want to leave them in to discover how many of your patients would be interested in those services if you were able to offer them.


Select Questions Customise the Clinipad Smile Survey by selecting and de-selecting questions. See Removing unwanted questions from the Smile Survey (see "Editing questions in the Smile Survey" on page 23)

Editing questions in the Smile Survey

To edit questions in the printable Smile Survey

See Configuring a printable Smile Survey template (see "Importing the DEFAULT Smile Survey print template" on page 26) for instructions.

To remove unwanted questions from the CLINIPAD Smile Survey

1. Select the Smile Survey tab spanner button in the Chart screen.

(This needs to be enabled for display: Showing and hiding the Smile Survey tab in the Chart (on page 18))


2. Select the Spanner button (Select questions) to open the list of questions.

3. In the list that displays, de-select those that you do not want to include in the survey:

4. Select OK, OK.


Adjusting the survey due period and the minimum age

To adjust the default 2-year survey due period and the 18 years of age minimum

1. Select the Smile Survey tab spanner button in the Chart screen.

(This needs to be enabled for display: Showing and hiding the Smile Survey tab in the Chart (on page 18))

2. Modify the default 24 Months setting as require.

3. Modify the 18 Years old setting as required.

4. Select OK.


Configuring a printable Smile Survey template

If the practice has no Clinipad module, it is still possible to configure a printable Smile Survey by means of Presentation Manager.

Requirement:

Presentation Manager

Options:

Import the default Smile Assessment print template and configure it for use by Smile Surveys (see "Importing the DEFAULT Smile Survey print template" on page 26)

Customise a Smile Survey print template and configure it for use by Smile Surveys (see "Customising a Smile Survey print template" on page 29)

Importing the DEFAULT Smile Survey print template

EXACT ships with a default A4 printable 'Smile Assessment' template.

To import the default Smile Survey print template

1. Go to the Patients desktop and select any patient.

2. Select the Create a Patient Document button:

3. (Optional) In the Document details screen, create a Category called Smile Survey:

4. Select the +1 button to open the Create Template screen.

5. In the Create Template screen,


a. Open the Misc category.

b. Select the Smile Assessment template.

c. Select Import Templates button.

d. In the Open File dialogue, browse in the Letter Templates > Misc folder for Smile Assessment.pm and select it:

e. Select the Open button.

6. This will immediately re-open the Document Details screen, and you'll see Smile Assessment now listed as the last template on the page. Drag it to the Smile Survey folder (if you created one):

7. To customise this template, simply double-click it and it will open in Presentation Manager.


From here you can edit it as for any MS Word document and Save it back into the Document Details screen.

At this point you haven't yet told Smile Surveys to use this template, so you can optionally create multiple custom templates and store them in the Smile Survey folder.

8. To inform Smile Surveys to use a particular template,

a. (Any Dentist) Open the Smile Surveys tab in the Chart tab.

b. Select the Spanner button.

c. In the Smile Surveys Configuration, select the Browse button alongside Template to use when printing a paper form.

9. This opens the Document Templates screen.

Locate your template (don't double-click) and then select the OK button at the bottom of the screen.

NOTE: If you double-click the template it will open in Presentation Manager for editing.

Back in the Smile Surveys Configuration you will now see that the template is selected:


Now when you create a printable Smile Survey, EXACT will automatically print this template.

Customising a Smile Survey print template

(requires Presentation Manager)

To customise a Smile Survey print template

1. Ensure that you know which print template to customise. The current template used by your practice is specified in (any Dentist) Smile Survey tab > Spanner button > Smile Surveys Configuration screen:

2. Select the Create a Patient Document button:

3. This opens the Document Details screen. Locate your template and double-click it:


It will open in Presentation Manager:

4. Edit the document as required.

For example: Select and delete appropriate table rows:


5. Save and Close form the left panel:

Creating a std procedure for co-duty appointments

To create a practice standard procedure to deal with Smile Surveys for patients attending co-duty appointments starting with the Hygienist

(This is not an EXACT configuration but a business process)

Providers need to understand the implications of co-duty appointments and a setting option where any Provider can review Smile Surveys with patients.

In this case, after patients complete Smile Surveys in Reception, they are interviewed by the first Provider with whom they have an appointment. If this Provider is not the Dentist, the Provider needs to inform the Dentist of any dentist implications following the Smile Survey review (for example, the Dentist needs to create a Smile treatment plan for that patient).

This process could possibly be made a practice standard procedure so that potential business does not slip away.

Configuring Security Settings for Smile Surveys

(Requires Administrator privileges)

Options by practitioner role:

View Smile Surveys

Complete and Save Smile Surveys

Configure Smile Surveys

Create Smile Surveys

Required:

Clinicians who will be Saving and Completing Smile Surveys after discussion with the patient must have the


appropriate permission set in the Security settings. For example, the role of DENTIST:

To configure Security Settings for Smile Surveys

(Requires Administrator privileges)

Set Security per Security Group as follows:

1. Go to Configure > Security...

2. Select a Security Group (e.g. RECEP in the example below)

3. Browse to File > Patients > Chart Tab > View Smile Surveys:

4. Select or de-select the check boxes and then Save changes.


Competencies to be achieved for Smile Surveys TIP: Download, print and use the printable PDF version Smile Surveys Competencies Checklist http://help.soeidental.com/11.3/PDFs/SmileSurveys-CompetenciesChecklist.PDF

Tick where indicated (shaded) for your role as Receptionist, Clinician or Practice Manager:

NOTE: These assignments are suggestions only; yours may differ depending on your practice setup and workflow.

Competencies achieved: Page

Disable or Enable Smile Surveys for the practice. 21

Describe the normal practice workflow for Smile Surveys (who does what, in

what order).

8

State 3 reasons why a a patient's arrivals screen would show no Smile Survey as being due.

20

Issue a Clinipad Smile Survey from Reception. 8

Issue a printed Smile Survey from Reception. 13

Issue a Clinipad Smile Survey from Reception even when EXACT states that is not

due (i.e. override EXACT's guideline for this patient).

13

From the Clinic, create a new Clinipad Smile Survey. 17

From the Clinic, open a patient's Smile Survey in the Chart tab, review answers with them and Complete the survey.

15

Hide or show the Smile Survey tab in the patient Chart screen. 18

Formulate an effective practice standard procedure for Clinipad when dealing with co-duty appointments.

31

Describe the options available in Clinipad Smile Survey configuration, and which options are best for your practice.

21

Remove unwanted questions from the Clinipad Smile Survey for the practice. 23

Adjust the default Smile Survey due period for the practice. 25

Adjust the default Smile Survey minimum age for the practice. 25

Import the DEFAULT (deliverable) Smile Survey print template. 26

Customise a Smile Survey print template. 29

(User with Administrator permissions) Configure Security settings for practitioners by practitioner role.

31

http://help.soeidental.com/11.3/PDFs/SmileSurveys-CompetenciesChecklist.PDF


Index A

Adjusting the survey due period and the minimum age

• 5, 25

B

Benefits of Smile Surveys • 5, 7

C

Clinipad Smile Surveys normal workflow • 5, 8

Competencies to be achieved for Smile Surveys • 5,

33

Configuring a printable Smile Survey template • 5, 26

Configuring Security Settings for Smile Surveys • 5,

7, 15, 21, 31

Configuring Smile Survey settings • 5, 7, 20, 21

Configuring Smile Surveys • 21

Creating a new Smile Survey from the Clinic • 5, 14,

17, 20

Creating a std procedure for co-duty appointments • 5,

22, 31

Customising a Smile Survey print template • 5, 26, 29

E

Editing questions in the Smile Survey • 5, 23

F

Features of Smile Surveys • 5, 6

I

Importing the DEFAULT Smile Survey print template

• 5, 23, 26

Issuing a Clinipad Smile Survey • 5, 11, 13

Issuing a Clinipad Smile Survey when it is not due • 5,

13

Issuing a PRINTED Smile Survey from Reception • 5,

13, 14

O

Overview of Smile Surveys • 6

P

Purpose of Smile Surveys • 5, 6

R

Requirements for Smile Surveys • 5, 7

Reviewing the Smile Survey with a patient • 5, 15

S

Sample Clinipad Smile Survey • 5, 10

Showing and hiding the Smile Survey tab in the Chart

• 5, 17, 18, 21, 23, 25

Smile Survey Troubleshooting and FAQ • 5, 20

SMILE SURVEYS • 5

T

Transcribing print-form Smile Survey data into

EXACT • 5, 14

U

Using Smile Surveys • 8

Smile Surveys User Guide - help.soeidental.comhelp.soeidental.com/11.3/PDFs/SmileSurveys.pdf ·...

Documents

Transcript of Smile Surveys User Guide - help.soeidental.comhelp.soeidental.com/11.3/PDFs/SmileSurveys.pdf ·...