Quick Start Guide to the PreViser Oral Health Information Suite™ (RiskCalculator™):
First-Time Use Instructions and Information

Thank you for your interest in the PreViser Oral Health Information Suite™ (previously called the RiskCalculator™). Now that you have installed the software, this guide will help you start to use and understand the program. Below you'll find step-by-step instructions for opening the application for the first time, setup options, and a quick guide to some of the basic tasks you'll want to start with, and comments on issues of which you should be aware.

Note: You must request and receive a username and password from PreViser in order to run the application in fully functioning mode in order to do "real" risk and disease assessments (rather than "demonstration mode" only). If you have not already done so, please request a username from PreViser support by email or phone and we will send it to you within one business day. Steps to enter the username into the application are detailed below.

Please check your email account for the address you entered into the form when you downloaded the application, as we will send information about your account to that address.

If you plan to run the software on multiple computers on a network sharing a single data file, or in an environment with multiple users each needing separate data files, there are a few key changes you must make on each computer once you have installed the software. Please refer to the relevant Networking documentation posted on the PreViser Support Center for these steps.

This Quick Start Guide contains the following parts:

Part 1 - Setup Instructions: Opening the application and setting your Options
Part 2 - First-time Use Information: Features overview, how to perform basic tasks, and where to get Support
Part 3 - Data Location and Security: Information about the data you are entering
Part 4 - Disaster Recovery: How to protect your data


Part 1: SETUP INSTRUCTIONS:
Opening the application and setting your Options

There are two ways you can open the RiskCalculator™ at any time, depending on your preference. One option is to go to your computer Desktop and double-click on the shortcut icon to launch the application. The other option, if you installed the application in your Program Files folder, is to click the Start button (in the lower left corner of your screen), then go to Programs > PreViser RiskCalculator > PreViser RiskCalculator. In either place, look for the PreViser logo shown here:

In order to start using the application, you will need to enter some information on the setup screen.

When you open the application for the first time, you will see a screen with blank data fields. This is your Options page (shown below). Some fields are required information and some are optional settings, as explained below.




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Required:
In order to use the application in fully functional mode, you must have a Username and Password issued to you by PreViser. If you are using the application in Demonstration mode only, check the Training box and then you may leave the Username and Password fields blank.

Optional:
Here is what the choices in each section mean and how you may wish to respond:

Patient Report Settings
(This section determines the default content of your reports)
Treatment Options: When you check this box, the Patient Reports will include recommendations for treatment options that may be appropriate for the specific patient’s risk and disease severity.
Oral Health Topics Link: If this box is checked and you enter a web address (URL), that address will print on reports for your patients’ reference. You may already have a website, but if you would like to sign up for a website with Oral Health Topics for your patients, please contact PreViser Support for more information.
Oral Hygiene Recommendations: If this box is checked, the Patient Reports will include recommendations on how patients can improve their oral health.
Use Patient-Friendly Terms on Patient Report: If this box is checked, the Patient Reports will use "patient-friendly," less technical terminology than on the Clinical Reports. If this box is not checked, clinical terminology will appear on both Patient and Clinical Reports. For a list of the terms used in place of clinical terminology, refer to the Reports Contents documentation in the User's Guide or see a complete list posted online on the PreViser Support Center.

Technical Support
Application Logging: Leave this box unchecked unless advised otherwise by a PreViser Support Representative.

Training
Training/Demonstration Mode: This box should be checked if you are viewing the application in demonstration mode only, and unchecked if you want to run it with full functionality.

Reports Prepared By
Name, Address, Etc.: This information about the clinician will be printed on the headings of all reports, identifying who prepared the report. For practices with multiple offices or dentists, the Name may be the practice name (for example, Cascade Dentistry), rather than the individual Clinician’s name.

When you have completed the information, click Save to proceed to the Home page. You have now installed and set up the application and can begin using it. We recommend you review the Introduction pages in the User's Guide for a quick overview of the program and how to use it. See the Support section below for details about this resource.

You can go back at any time and make changes on the Options screen by clicking on the Options button in the top toolbar of the application:

A note on Demonstration mode:

You may download the software for free. Any time it is used in "demonstration mode," you will not be billed for any usage, but you will not have access to the full capabilities of the software, and the reports you generate will be fictitious. This allows you and your staff to train, understand how the tool works, and how it might be used in your practice to enhance your diagnostic skills and patient communications.

If you wish to do “real” risk and disease assessments on real patients, you need to contact PreViser for a Username and Password. You will receive one month’s free usage, and then you will be billed $6.00 for unlimited risk and disease assessments (including perio and caries) for a single patient over a 12-month period. This will be billed monthly to your office and may be paid online, by phone, or by mail.

The application also comes with established records for a sample patient named "Demo_Joe Demo_Thompson." You can do as many risk and disease assessments on "DemoJoe" as you like without impacting the records of a real person, as he is not a real individual. See the "Demo mode" topic in the User's Guide for more information.

This part includes the following sections:

2.1. Overview of the application features from the Home page
2.2. Quick how-to guide to create new patients and perform new risk assessments
2.3. Where to get Support and information

2.1. Overview of the application features from the Home page:




From this Home screen, you can access whatever feature of the PreViser RiskCalculator™ you wish to use. With just a click or two away from this main page, you can visit most task areas:

Browse Patient records
Create new Patient records
View a Patient's past Treatment Option Plans
Perform a new Risk Assessment
Print blank Input Forms
View your current activity summary
Complete Unfinished Risk Assessments
Manage your Billing statements online
Edit your Account Options
Access User Support resources
Link to your optional Oral Health Topics website

A note on the Billing section (accessible by clicking “Online Billing” from the Home page):

This section of the application will contain summarized information on all risk assessments you perform. If you were a paying customer, PreViser would send you a statement on a monthly basis that would be backed up by the detail contained within this section of the application.

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2.2. Quick how-to guide to Create New Patients and perform New Risk Assessments

For more detailed and fully-illustrated tutorials and documentation on these and other topics, please refer to the User’s Guide. See the final section of this Quick Start guide for details about accessing this Support resource.

To Create a New Patient Record:
Click “Create a New Patient Record” from the Home page, which will display a blank Patient Details page:

Fill out the required fields (marked with “*”), then click Save. You can access all the Patient Records in your system (including DemoJoe) by clicking “Browse All Patients” from the Home page.

To perform a New Risk Assessment:
From the specific Patient Details screen, click on either of the blue buttons in the upper right section of the screen to open a New Perio Risk and Disease Assessment, or a New Caries, Root, and Fracture Risk Assessment, or a New Oral Cancer Risk Assessment. You will then see a series of a few screens for data entry.

Complete the relevant information on each screen, and click Next or Previous to navigate through the wizard. Click Finish when you are done.

If you are in Demonstration/Training mode, you will see a message notifying you that the report you are about to generate is for demonstration purposes only and contains fictitious data (note that no fees are charged while running in this mode).

Next, you will see the Printing Options screen (shown below), from which you can specify which parts to include, and then choose to print or preview a report formatted for Patient or Clinical use.



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2.3. Where to get Support and information

At the top of every screen in the application, you can click the Support button (shown below) to access the Support menu. This provides links to the User’s Guide that ships with the application, the online PreViser Support Center, and lists contact information for support by email and phone.

We recommend you start by reviewing the Getting Started section of the User’s Guide to learn shortcuts to find the information you need to quickly learn and use the RiskCalculator™ to the benefit of your practice and patients. The User's Guide contains step-by-step tutorials and detailed documentation about the features and content of the application. For specific definitions of terms and concepts used in the application, please refer to the resources in the Appendix of the User's Guide.

You can also go to the online PreViser Support Center and refer to the Training section there for suggestions on where to start and to view Tutorials.

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Part 3: DATA LOCATION AND SECURITY

This part includes the following sections:

3.1. Information about the data you are entering
3.2. Security overview

3.1. Information about the data you are entering:

In order to access and protect the data you enter into the RiskCalculator™, you should have a general understanding of where the data is stored.

Location:
For security purposes, the majority of your patients' protected health information and records are stored only on the computer where you installed the application. This allows key information to remain behind the protection of your firewall. It is also part of the design of the PreViser RiskCalculator™ that ensures compliance with HIPAA Privacy regulations. PreViser only retains "de-identified" data, which does not contain any elements (such as a patient's name) that could link to a specific human.

Protecting:
The key data you need to preserve - your patients' records and information you have entered into the RiskCalculator™ - are all stored in one place within the application's structure. This means you only need to pay attention to that particular data file in your backup routine. (See the Disaster Recovery topic in either the User's Guide or on the Support site for advice on this crucial step).

Accessing:
Although using the RiskCalculator™ in fully functional mode DOES require an Internet connection for certain functions, most data is located only on your local computer on which you installed the software. This means that if you install the software on one computer, then install it at another location, even with the same user information, you will not automatically be able to access the patient records you enter at one location.

3.2. System Security:

• Private health information stored on your computer(s) must be protected from unauthorized use or access.
• Private information must be encrypted before being stored on your computer or transmitted over the Internet.
• Firewalls should be used to prevent intrusion into the application.

In addition to hardware and software, there are some easy steps you can take to protect your data from accidental loss or malicious damage. You are likely already practicing most of these.

Ensure that your computer system is secure:

• Use a firewall (as required by PreViser).
• Protect your system login and password information, changing passwords at intervals or when necessary.
• Implement usage policies for email and Internet access, to avoid damage from viruses or infected files sent via email.
• Back up data regularly.
• Use surge protectors.

How to protect your data

Suppose a natural disaster strikes your office – are your records safe? If you sold your practice or moved to a new location, how would you preserve your files? Proactively planning for data recovery is key for any organization to avoid catastrophic loss.

Disaster recovery is a plan for re-establishing or reproducing computer operations after a catastrophic event, such as a fire or earthquake. It may include routine off-site backup as well as a procedure for re-activating necessary information systems.

With proper planning, you can recover from a variety of problems, which fall into two main categories of threat:

• Accident: any unforeseeable event, natural disaster, hardware malfunction, or innocent user error
• Intentional act: a deliberate, malicious intrusion causing system damage, such as a corrupt file, virus, or worm received over email, or damage caused by a hostile individual.

Whatever the cause, the effects of temporary data loss can range from stressful to devastating. You can lessen this impact and prevent the damage from becoming permanent by implementing a data protection strategy that includes a backup and restoration plan.

You may wish to modify the plan suggested here to best suit your needs, but the following is a reasonable routine to adequately safeguard your data with minimal impact on your workload. There are two main components: a frequent local backup and an occasional off-site backup.

Next, we will review the basic steps of each of these scheduled backups.

Backup Schedule:

What should I back up?
The key data you need to preserve - your patients' records and information you have entered into the PreViser RiskCalculator™ - are all stored in one place within the application's structure. This means you only need to pay attention to that part in your backup activities. The crucial data file is named prevdbe.mdb. It is located within a folder named _Database within the main application folder (PreViserRC).

When should I back up?
A reasonable schedule combines two parts: a regular local backup and an occasional off-system backup. We suggest:

Frequent (i.e. daily) backup to another location on the computer

Occasionally (i.e. monthly or other regular interval) backup to a location off your computer (e.g., transfer the data file onto a floppy disk or CD-ROM, or some similar archive).

How do I back up?
Essentially, you are just trying to preserve the integrity and content of your data. Physically, this entails simply making a copy of the data file and storing it in another location. That way, if you experience a problem, you can retrieve the archived data file and restore it.

Steps to take:

• Frequently:
  1. Open the main application folder, named PreViserRC. It is typically installed at the following location:
  C\Program Files\PreViserRC
  
  2. Within the PreViserRC folder, open the _Database folder, which contains the file prevdbe.mdb. Copy that file (either click it once, right click and select Copy; or click it once, then click Edit on the toolbar and select Copy).
  
  3. After copying the file, navigate to the backup location you have designated. (For example, you might have created a new folder named "PreViserBackup" located elsewhere on your computer's hard drive.) Paste the file into that opened folder (either right-click and select Paste, or typing Control+V keys together, or click Edit on the toolbar and select Paste.). This will overwrite the archived file that was there previously, if the file name is the same.
  
• Occasionally:
  Store a copy of your data file to at least one location off of your computer (e.g., transfer the data file onto a floppy disk or CD-ROM, or some similar archive).

How do I restore an archived data file?
Basically, you perform the above process in reverse. From the archive folder or disk, copy the archived data file (prevdbe.mdb) and paste it back into the _Database folder within the application. If you have experienced a major loss or damage to the entire system, you may have to reinstall the PreViser RiskCalculator™ application, then paste in the archived data file.

Recommendations:
On a regular schedule, copy the data file (prevdbe.mdb) to a backup location:

1. Local: Frequent (i.e. daily) backup on computer in another location outside the application folder.

2. Off-system: Occasional (i.e. monthly) backup to a location off of the computer.

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Again, thank you for your interest in PreViser and the RiskCalculator™. We are continually working to improve and enhance the products and services we offer, and we welcome and expect your input and ideas. Please visit the Feedback page on the Support site or contact us by email at support@previser.com or phone at 360.661.5763. For additional resources and information, please visit the PreViser Support Center at http://support.previser.com.

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