Quick User Guide For Tariff Update 2010

It's as easy as 1, 2, 3!

(a) Click on the Dentist Icon
(b) Click on "Open",
(c) This will save the Tariff files to exact32 folder on your c:\ (drive)

ExACT Dental Software
2010 Tariff Update Instructions

This document explains the update procedures for 2010 ExACT Tariff (Fee Schedule) Update

• HOW TO USE THIS DOCUMENT
  
  Firstly, before you proceed, ensure that you have made a full and functioning BACKUP of your ExACT data.
  A “full and functioning BACKUP” means that you have tested that your back-up is working by restoring
  your back up so that you can access and work with the data in your ExACT system.
  
  NOTE: Studies show that 35% of back-ups do not work properly due to some error – Hence our
  definition of a “working back-up” being a back-up that has restored and tested for functionality.
  • Ensure that you have completed all 2009 patient charting and billing
  • Ensure that you have submitted all your 2009 claims in paper / EDI.
  • Read the rest of the document before you execute any further steps.
  • Verify that you are on ExACT version 2.00579 or later – up to 2.00581.
  To check your current ExACT version:
  • Open ExACT  -> Click on -> “Help” Menu (top right of screen) -> About -> Read the version number.
  • If you are on an earlier ExACT version, contact your ExACT Partner for an upgrade.

Ensure that:
- All users are logged off from ExACT
- You are working on the ExACT Server

NOTE:
If your 2009 tariff file already exists in your exact32 folder in the format of “Tariff.dat”, a Windows message
stating that “Such file already exists” will show asking “Do you want to replace the file?” Choose “Yes” to
overwrite it.

NOTE:
In the case of practices with dedicated servers, ExACT may be installed in another drive – e.g., the
D-Drive – Then, copy the attachment to D:\exact32.
If ExACT is not installed in the default folder (C:\exact32), then you may need to request your hardware /
network support partner for assistance with this tariff update.
With the tariff files (items 3,4, 5 & 6) now downloaded from the website and
saved in your c:\exact32 folder, you can proceed with importing your tariff files into ExACT.

In your Exact System -> Go -> File -> Treatment Codes -> List Box ( View Fee Table Screen )

- In the View Fee Table list, highlight the RAMS and click on the Edit button and Rename the Description
  to 2010RAMS.

- To create a copy of Denis & Discovery of the previous year, use the +1 function and create a copy.

See example of screenshot below


Remember: - "Description" must be 2009Denis / Discovery
                     - "Type" must be blank
                     - "Do you want to Copy" must be ticked
                     -"Copy Fees From" Go to List Box -> select Denis / Discovery
                    - Click on "OK"

Then, Highlight the DENIS Fee Table and Click on the Edit Button and CHANGE its NAME to RAMS.

NOTE: The Exact fee schedule import function only imports through the RAMS and SADA fee table.
That is why fee tables need to be renamed to RAMS – in this step renaming DENIS to RAMS.
Close your ExACT system and open your Windows Explorer.

On the Server, in the c:\exact32 folder the following files should be visible:
Tariff-2010-Denis.dat
Tariff-2010-Discovery.dat
Tariff-2010-NRPL.dat

Now, highlight tariff.dat in exact32 folder and right click and click on rename, change name to 2009Tariff
Then, highlight Tariff-2010-Denis.dat -> right click -> click rename and change name to Tariff.dat and
press enter

Minimize the Exact32 folder.

• Double Click ExACT Toolbox. ( Icon on Desktop )
  
  The ExACT Toolbox is launched either from your Windows Desktop (look for the icon “Toolbox” or
  “Tool” Or Go Windows -> START  -> Program Files -> ExACT Dental Software -> Toolbox.
  
  In the ExACT Toolbox go -> File -> Import -> Import RAMS Codes
  
  Select the required options / combination and click OK to proceed with the importing the update.
  These are your options:
  (NOTE: The minimum options for GP’s that should be ticked are displayed here below)
  
  
  Choose between the GP and Specialist option
  
  We recommend that you tick the same boxes as shown in the picture (image) above, that is:
  Tick Import English Codes
  Tick Update English Prices
  Tick Import Afrikaans Codes
  Tick Update Afrikaans Prices
  Tick Create a copy of RAMS and SADA fee  - Only For RAMS not Denis & Discovery
  
  If you tick:
  … "Update English (or Afrikaans) Descriptions" then the wording (Descriptions) for the codes will
  be as the ExACT Team has set it up – this overwrites your own personalized /customized wording
  that you have created for your Treatment Codes.
  … "Import Graphics" then the charting graphics that ExACT distributes will be used
  and your own personalized graphics will be overwritten.
  … "Import Categories" then the categories that ExACT distributes will be updating and
  and your own personalized categories will be overwritten.
  … “Create a copy of RAMS and SADA fee” creates a copy of the fee schedule of the previous year.
  Often, practices want to refer to the fee schedule for the previous year such a backup copy is very
  handy.
  
  When importing your tariffs, the toolbox will show that it is working ….
  Check whether your Exact Toolbox runs through a “Pass 1”, Pass 2”, and “Pass 3”
  
  

  Note: Depending on the speed of your PC, this action may take
  several minutes.
  Note: If your import starts and them immediately terminates after a
  few seconds, it is a clear indication that all users have not logged off
  from ExACT. Close all Workstations and repeat this step – or simply
  reboot your PC.
  
  - Close the ExACT Toolbox, open your ExACT system, go File -> Treatment Codes -> click List Button
  "View Fee Table Screen", highlight RAMS click on edit and rename to DENIS. Click OK
  
  - Then, highlight DISCOVERY click on edit button and rename to RAMS. Go to your c:\exact32
    folder via your Windows Explorer ( minimized @ the bottom ).
  
  - In the c:\exact32 folder, highlight the Tariff.dat file, right click and click on rename and rename it back
    Tariff-2010-Denis.dat
  
  - Highlight Tariff-2010-Discovery.dat file right click, click on rename and rename to Tariff.dat
  
  - Minimize the Explore Exact32 folder.
  
  - Open the Exact Toolbox. Follow same instructions as for DENIS
  
  - Click the OK button. Repeat the import process as previously described for DENIS.
  
  - Close the Toolbox. Open the Exact Program. Go file Treatment Codes.
  
  - Click on the View List button Highlight the RAMS fee table click on the Edit button and change
    description to Discovery.
  
  - Highlight the 2009 RAMS click on the Edit button and change description to RAMS.
  
  - Close the Exact program. Open the minimized Windows Explorer (the c:\exact32 folder).
  
  - In the c:\exact32 folder, highlight the Tariff.dat file, right click and click on rename and rename it back
    Tariff-2010-Discovery.dat
  
  - Highlight the Tariff-2010-NRPL.dat and right click and rename to Tariff.dat
  
  - Minimize the Windows Explorer, open the Exact Toolbox. Follow same instructions as for DENIS / DISCOVERY
  
  - Remember to tick "create copy of Rams & SADA fees"
  
  - When the import is completed in the Exact Toolbox, go Fix Menu in the Exact Toolbox.

  - Select the Fix Menu, click the “Fix Prices and Scheme Fee Table” option and allow it to run.
  
  
  
  - Close Toolbox

  LAST STEP

  Login to Exact
  
  Go -> File -> Medical Aid Scheme for example: Discovery Medical Aid Scheme fee table
  
  In the Discovery Fee Table’s Detail Tab, find the “Fee Table” field and in this field select the appropriate fee
  table (in this example, Discovery) from the list box and click on save button . Same must be done with Denis
   

  NOTE: Remember to go -> file -> treatment codes -> list box -> highlight DENIS / DISCOVERY,
  click on edit button and change type to 2
  
  NOTE: Steps for this ExACT tariff update will NOT update any customized fees/codes:
  What are customized fees/codes?
  … these are codes such as your codes for Toothbrushes, floss, etc.,
  Appointment book codes, Oral Hygienist codes that have you have given special names.
  
  NOTE: If you have more than one ExACT database (e.g., some practices has their main practice data
  base (e.g., called c:\exact32\Data) and then a second data base e.g., for a satellite practice (e.g., called
  c:\exact32\Data2) then you need to repeat steps for each database.