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Delete Aged Data EXACT v11.8 13/08/2015 page 1 of 19

User's Guide

Delete Aged Data EXACT version 11.8 onwards


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

Delete Aged Data 4

Overview of Delete Aged Data .................................................................................................................................................... 5

Purpose .................................................................................................................................................................................. 5

Features ................................................................................................................................................................................. 5

Benefits .................................................................................................................................................................................. 6

Requirements ........................................................................................................................................................................ 6

Using Delete Aged Data ............................................................................................................................................................... 7

Important Notes .................................................................................................................................................................... 7

Deleted and retained data ..................................................................................................................................................... 8

Deleting patient aged data .................................................................................................................................................... 8

Configuring Delete Aged Data ................................................................................................................................................... 16

Assigning permission to a Security Group ........................................................................................................................... 16

Training Competencies for Delete Aged Data ........................................................................................................................... 18

Index .......................................................................................................................................................................................... 19


DELETE AGED DATA

Use the Delete Aged Data tool to delete dental records that exceed the regulated record-retention age. This is in accordance with the "retain no longer than necessary rule" from the BDA, GDC and Dental Protection in the UK, but the tool can optionally be used in other regions.

The tool partially automates the process of identifying, checking and deleting patient aged records.

It is available from EXACT v11.8 onwards.

Overview

Purpose (on page 5)

Features (on page 5)

Benefits (on page 6)

Requirements, Limitations (see "Requirements" on page 6)

Using

Workflow, screens and procedures

Important Notes (on page 7)

Deleted and retained data (on page 8)

Deleting patient aged data (on page 8)

Configuring

Setting up and customising

Assigning DAD tool permission to a Security Group (on page 16)

Competencies

Check your skills

Training Competencies Checklist (on page 18)

Resources

Videos, PDFs

TBD


Overview of Delete Aged Data

Purpose

As with many industries, dental practices are required to keep dental records for specific periods, after which they become aged.

UK aged data policies are clearly stated but other regions can also use the tool and customise its parameters to local requirements.

From version 11.8 EXACT's Delete Aged Data (DAD) tool supports the above data retention guidelines and makes it possible to delete aged records. A practitioner with the required security privileges can run the Delete Aged Data tool to delete aged patient details from the system.

EXACT displays warnings and requires confirmation before deleting the patient details.

See also: Deleted and retained data (on page 8)

'Aged data' in the UK:

11 years for adults,

11 years or 25th birthday for kids (whichever is longer),

8 years after death.

These rules are reflected in the guidance from the BDA’s Protecting Personal Information advice publication:

The BDA advises retaining dental records for 11 years or until the patient reaches the age of 25 years, whichever is the longer. These timescales are derived from the various limitation periods for bringing legal claims for personal injury, clinical negligence or breach of contract…Local primary care organisations and other regulatory bodies may require different retention periods for patient records. For example, practices in Northern Ireland should be aware of the retention periods used by the RQIA.

Features

The tool is configurable for the minimum age of a patient and the period of inactivity, as this differs internationally.

Screen confirmation prompts and multiple warnings reduce the possibility of deletion errors.

Users are presented with a list of patients who will be deleted by the tool so that they can optionally inspect individual patient files before deletion. They can de-select patients from this hit list in order to preserve those patients.

EXACT will automatically write off debit balances for deleted aged data.

The tool prevents deletion of aged data that includes credit balances - these must be adjusted to zero before deletion is possible.

An audit is kept as to the parameters specified and the number of patients deleted, as well as the number of patient files preserved by de-selection from the hit list.

The patients who are deleted by means of the tool have their charting, transactions and appointments left intact to maintain the integrity of historical reporting, but no identifying patient details remain.

The tool and its deletion process cannot be undone without reverting to a previous backup.

SEE ALSO: Important Notes (on page 7) | Deleted and retained data (on page 8)


Benefits

UK dental practices can legitimately delete aged records in accordance with the BDA, GDC and Dental Protection guidelines.

Dental practices from other regions can delete aged data based on their own custom parameters.

The Delete Aged Data tool simplifies and partially automates the identification and deletion of patient aged data.

Requirements

EXACT version 11.8 or later.

You require administration-level permission to run the Delete Aged Data tool.

Either

o you are set as an Administrator under Configure > User Settings, or

o you belong to a Security Group to which an Administrator has assigned permission to use this tool

See also: Assigning DAD tool permission to a Security Group (see "Assigning permission to a Security Group" on page 16)

Only one user can run the Delete Aged Data tool at a time.

EXACT pops up a warning if a second users attempts to run the tool:

SEE ALSO: Important Notes (on page 7)

There is no undo to the deletion process so it is strongly recommended that you take a backup before proceeding.


Using Delete Aged Data This section includes explanations, screens and procedures.

Important Notes

You require administration-level permission to delete aged date (you must be set as an Administrator under Configure > User Settings), or you need to belong to a Security Group to whom an Administrator has assigned permission specifically to use this tool.

If you attempt to run this tool while another user is running it, EXACT will pop up a warning and block your usage.

Backing up your database is strongly recommended because the Delete Aged Data procedure cannot be reversed. You will be asked if you have performed a backup of the database before being able to run the Delete Aged Data tool. EXACT does not check that this backup has been performed so it is entirely up to the practice to do this.

When EXACT looks for indications of whether a patient is active, it looks for both past interactions with the practice and for future scheduled interactions (so for example a patient may have been off the practice radar for 10 years, but actually have an appointment scheduled for next month, and is therefore considered as active).

When EXACT looks for indications of whether a patient is active, it differentiates between treatment charged and treatment completed because these don't necessarily occur simultaneously. A clinician may have completed treatment but only intends charging when some other condition is met - for example the patient has not been charged for anything in 10 years, but has three extractions completed in the last month, and therefore is considered active.

It is possible to delete the data of patients with a Debit balance - EXACT automatically writes off the debit balance before deleting the patient data.

It is not possible to delete the data of patients with a Credit balance. For such patients you will first need to make an equivalent adjustment in the patient file to bring the balance to zero, then refer back to the open Delete Aged Data tool screen.

Credit balance management must be done while the Delete Aged Data screen is open, otherwise EXACT sees the adjustment as a very recent transaction and disqualifies the patient from the aged data list.

Patients with no recorded Date of Birth (DOB) cannot normally be deleted as there is no means to confirm that they meet the minimum age requirements for deletion. However they can be deleted if they qualify for an Inactive Reason and you specify that reason in the Delete Aged Data parameters.

During the procedure, although all patient-identifying features are removed, patient transactions are retained against anonymous names in EXACT for reporting purposes. For example, the Invoiced Work by Owning Dentist Report still needs to reference invoiced work, and the Appointment Analysis Report still needs to reference appointments, even if these were made by aged data patients.


Deleted and retained data

This data is deleted: • Any open unpaid amounts • All charting, appointments, documents, notes, claim data, recall data, contact entries • Xrays (EXHANCE) • Videos/Images (EXAMINE) • Xrays (EXaminePro) • Any letters sent or scanned into the Patient file (bypassing the Windows Recycle Bin). • All data in the patient record is obfuscated so that Transactions can be retained without identifying the

patient • Deleted records are hidden from all patient search functions • Following deletion, there is no patient‐identifying data left on the system • The deleted patient is marked as inactive, prevented from booking and has all existing recalls set to to “Do

Not Recall”.

This data is retained: • Transactions remain with the deleted patients, but the patient details are obfuscated and therefore no longer

recognisable. • Due to the way EXACT currently functions, all transactional items must be retained for historical reporting

purposes. In reports all deleted patients are referred to as **DAD[No.], such as **DAD17. • Invoicing is unaffected ‐ the invoices themselves refer to **DAD[No.] patients without identifying patients. • Financial reporting remains intact and historically valid.

Deleting patient aged data IMPORTANT:

You require administration‐level permission to do this (you are set as an Administrator under Configure >User Settings), or you need to belong to a Security Group to whom an Administrator has assigned permission to use this tool. See also: Assigning DAD tool permission to a Security Group (see "Assigning permission to a Security Group" on page 16)

If you attempt to run this tool while another user is running it, EXACT will pop up a warning and block your usage:

To delete patient aged data 1. Select Administration > Delete Aged Data.


2. Read the warning:

Delete Aged Data Tool Warning: This tool will search for patients who have not had any activities on their accounts for the specified period. If selected, those patients' personal details will be obfuscated, but their historical activities will be retained. There is no undo to this process. It is strongly recommended that you take a backup before proceeding.

3. Select the Yes I have a valid Backup button only if you understand the consequences. (If you are uncertain in any way click the Quit button to return to the EXACT main screen)

4. The first page of the Delete Aged Data Wizard displays:


5. Read and follow the instructions.

6. Select the Next > button.

EXACT checks to see if you have sufficient security permissions for deleting from the documents and photos folder/s and the Xrays folder.

If you don't have sufficient permission you will see an error message:

7. The window includes a Re-check option. This allows you to edit security permissions and then check again.

When you have met all permissions requirements, select the Re-check button and the second screen of the Wizard displays:


The screen has two sections: Active patients and Inactive patients.

You can specify the parameters for deletion using Active, Inactive or both.

Change the default figures if required (Note that these are based on UK NHS specifications for deleting aged data).

WARNING: Consider changes to the default figures very carefully as you can inadvertently delete large numbers of your active patients.

To delete the data of all Inactive patients leave the Inactive Reason field blank, otherwise choose an Inactive Reason by means of the selectors.

Patients with no recorded Date of Birth (DOB) cannot normally be deleted as there is no means to confirm that they meet the minimum age requirements for deletion. However they can be deleted if they qualify for a Reason Inactive, and you specify that reason.

From the View Inactive Reasons window you can add, edit or delete Inactive Reasons:


8. Select the Next > button. The Delete Aged Data (identified patients) screen displays:

9. Identify patient data for deletion by checking the checkboxes.

In deciding which patient data to delete you can do the following: o Link to a patient File by clicking the patient's hyperlinked name. o Check if any outstanding treatments:

o Check tooth history and if any uncharged treatments:


o Check that no recalls are due:

o Check the patient transactions:


Note that any debit amount displays in red text in the Delete Aged Data screen:

If you change the details for any patient you will be prompted with a caution that you need to un-select the patient to avoid data deletion.

With at least one patient selected the Delete Selected Patient Details button becomes active:

10. When you are certain of the selections, click the Delete Selected Patient Details button.

You will see a Final Confirmation window:


11. Select Continue if you are certain.

A Deletion progress bar displays as the data is deleted:

You will see a Complete notification:

12. Select OK.


Configuring Delete Aged Data These are the procedures to set up and/or configure the software.

Assigning permission to a Security Group

Background

To use the Delete Aged Data tool You require either

• Administrator‐level permission (set as an Administrator under Configure > User Settings), or • You need to belong to a Security Group to whom an Administrator has assigned permission to use this tool.

To assign Delete Aged Data tool permission to a Security Group 1. Select Configure > Security:

2. In the Security screen,

a. Select a Security Group by means of the selectors. b. Open the Administration section and check (tick) where appropriate for Delete Aged Data.

c. Select the Save button:


Training Competencies for Delete Aged Data

Tick the indicated (shaded) tasks in which you are competent in your role as

Receptionist, Clinician or Practice Manager:

Competencies achieved: Link

Explain why deleting the aged data of a patient with a credit balance must be done while the Delete Aged Data screen is open.

page 7

Explain why the Delete Aged Data tool deletes all patient-identifying data but still retains the patient's transaction and appointment data against anonymous patient names.

page 7

Explain in what circumstances it is possible to delete aged data for a patient without a recorded date of birth.

page 7

Explain how EXACT automatically deals with patient debits during the Delete Aged Data procedure.

page 7

Use the Delete Aged Data tool to safely delete aged data patients. page 8

Assign permissions to a Security Group. page 16


Index A

Assigning permission to a Security Group • 4, 6, 8, 16

B

Benefits • 4, 6

C

Configuring Delete Aged Data • 16

D

DELETE AGED DATA • 4

Deleted and retained data • 4, 5, 8

Deleting patient aged data • 8

F

Features • 4, 5

I

Important Notes • 4, 5, 6, 7

O

Overview of Delete Aged Data • 5

P

Purpose • 4, 5

R

Requirements • 4, 6

T

Training Competencies for Delete Aged Data • 4, 18

U

Using Delete Aged Data • 7

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