Is the Patient information in the PreViser Oral Health Information Suite™ (or OHIS™) compatible with my Practice Management Software, or will it interfere?

At this time, the PreViser™ software is built to run as a stand-alone application. This is due in part to the fact that each practice uses a unique combination of systems and software.

This means that you may use PreViser's tools no matter which practice management software system you use. However, to save time and effort, remember you do not need to enter each Patient's full contact information (address, phone, etc) into the PreViser application, so you are not required to maintain extensive information in multiple databases.

In the future it is possible that PreViser's functionality might be bundled into the toolset of practice management software, but at this time they are separate and therefore compatible with any management program you may be using.

What happens to the information I enter into the PreViser application - where does it go and what does it do?

All of the individually identifiable Patient details (name, address, etc) remain in your local data file behind your office's firewall. The numerical data you enter for a Risk Assessment, along with the patient's PreViser ID, is encrypted and sent over the Internet for risk calculation at PreViser's central servers (also behind firewall protection). The calculated information is then re-encrypted and sent back over the Internet to your practice where it is re-identified to the specific patient and can be viewed or printed in the form of a Treatment Option Plan.

The effectiveness of treatments over time also influences the stack-ranking of treatment recommendations at PreViser's central servers; see the Risk Engine Services topic for more details.

Is the PreViser OHIS™ software available in languages other than English?

At this time, the PreViser OHIS™ is only developed and released in English. It is compatible with international (non-English) versions of Windows operating systems, but it displays in English.

What if I have more than one office - do I have to have more than one PreViser account?

No, you can use the same account name to access the PreViser OHIS™ at both locations. However, you would need to install the PreViser application at both locations, which means each system would run behind its own firewall and maintain a separate data file of patient records. At either location, viewing your online billing statements would include charges for both locations (any charges associated with your account login), with the PreViser ID visible for all patients, but the Patient Details information only displaying for patients associated with that particular office (i.e. the Patient Name field on the billing statement would be "unknown" for a patient who attends the other office).

See the "Running PreViser" page in the "Getting Started" section of the User's Guide for more information.

How do I contact PreViser?

Contact information is listed on the Support Main Menu when you click on the Support button at the top of every page from the OHIS program itself, and on the Contact Us page here on the support site. You may contact us by phone, email, or mail. We typically use email to contact you.

I don't see the answer to my question here - where can I get additional help and information?

• You can search other areas here on the Support site - check the Site Map for an index.
• You can look at the Quick Start Guide, available here on the Support site, or from the OHIS™ itself by clicking the Support button at the top and selecting from that menu
• You may look through the User’s Guide, accessible from the OHIS™ itself by clicking the Support button at the top and selecting from that menu.
• You may click on any term on the screens within the OHIS™ program to pop up context-sensitive help for that specific term.
• If you don't find what you need, you may also contact a PreViser Support Representative by email (support@previser.com) or phone for a response during regular business hours.

We welcome your suggestions and ideas regarding our Support resources, so that we can continue to improve our service to you. Please submit your thoughts by email to support@previser.com.

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What smoking habits or products should I include in classifying my patients’ “Smoking History” in a Perio Risk Assessment? What about pipe smoking or chewing tobacco?

For PreViser use, based on current research, a "smoker" is limited to cigarette smoking. Other forms of tobacco could be deleterious but there is insufficient evidence at this time to include them in a Risk Assessment. Therefore, do not include cigar or pipe smoking, chewing tobacco, or other activities in classifying a patient's "Smoking History." If the patient has ever smoked a cigarette, you should choose "Former Smoker."

Note this is different than the questions you are asked for an Oral Cancer Risk Assessment, where you are asked separately about various types of tobacco use.

What do I do if my practice is outside the United States and has a different address than the fields indicate on my Options screen or the Patient Details screen for my patients' addresses?

On the Patient Details screen, the "Contact Info" section for the patient is optional and only for your own use. We suggest you leave it blank, or you may enter data there in whatever format makes sense to you. For example, you may wish to enter the entire address (province, postal code, etc.) in the "Address" field and leave the rest blank.

Are there any age limitations on patients who can be risk assessed?

In order to transmit the information and perform a risk calculation, Patients must be between one year and 89 years old.

A patient must be at least one year old, and in answering questions, you should take into consideration only the time after the date of birth (i.e., do not count prenatal time).

For patients over age 89, the OHIS™ (RiskCalculator™) is still accurate, but in order to remain HIPAA-compliant in transmitting the information, you need to adjust the Exam Date to change the patient's age. See the Medical Privacy topic in the Users; Guide for more details about patients age 90 and over.

How do I determine the degree of diabetic control for a patient (as good, fair, or poor)?

See the explanation on the Diabetes Classification page in the Appendix of the User's Guide.

How is the PreViser ID generated - is that something I choose?

When you create a new Patient Record, the system automatically generates and assigns a random alphanumeric code to that Patient, which identifies that Patient's health information as belonging to that unique individual. You do not generate that ID; the system will assign a unique ID at the time you Save the new record.

Why is the PreViser ID generated?

The alphanumeric PreViser ID is the only identifying tag which is transmitted over the Internet for risk calculation to PreViser's servers. This allows the program to remain HIPAA-compliant due to de-identifying the data being transmitted. The PreViser ID is also used in the case of referring a patient's clinical risk assessment history from one provider to another.

See the Medical Privacy topic in the User's Guide for more information about HIPAA compliance and how your patients' personal information is protected.

What is the difference between a PreViser ID and a Patient ID?

The PreViser ID is generated by PreViser and cannot be changed. It is a long, randomly generated set of numbers and letters, which is created when the patient’s record is first set up in PreViser. It is the only piece of identifying information that is transmitted over the Internet to and from the PreViser web services (to perform a Risk Calculation or to access a Treatment Option plan, for example). This keeps PreViser’s treatment of the patient’s information “de-identified” as defined by the HIPAA Privacy Rule.

The Patient ID is optional, is created by you and can be changed later. Like the rest of the patient’s individual information (address, etc.), it is only stored on your local system, and can be anything you choose to easily recognize and identify a patient’s records - letters and/or numbers. One example of a protocol you might use is First Name and Last Initial (e.g. georgew). Your practice may already have an ID you use to identify patients in your system, so you can use that for consistency, if you like.

How do I enter information for a patient younger than age two - do I take prenatal time into consideration?

A patient needs to be at least one year of age for a PreViser Risk Assessment. Respond to questions counting from the patient’s date of birth as the starting point (e.g. to determine the number of months a one-year-old has been caries free, you would not count the time before that patient was born.

How should I handle a patient referred to me by another practice that has established a PreViser ID for that patient?

When you receive that Patient's records, look for the PreViser ID, then create a new Patient Record in your own system by entering that ID on the blank Patient Details screen. You can then fill in the patient's personal information and have access to the Risk Assessment history. See the tutorial and documentation on creating a new Patient records for more information.

The Patient Details page asks me to indicate the patient's insurance carrier - what if the patient has more than one insurance carrier?

On the Patient Details screen, you must indicate only one type of insurance for your patient. Select the patient’s primary insurance carrier, either from the carriers listed or “other” if different.

What if a patient has implants - do I answer questions considering them as "teeth" or not?

No, you should not use measurements of pocket depth for implants in data entered for the periodontal risk assessment tool. Only pocket depths for teeth are to be entered.

Is there anything different in the Risk Assessment process for a patient’s first assessment, versus for a patient who has had previous assessments?

The screens that display while you enter data will vary depending on a few factors, such as Patient Age, whether they have had Risk Assessments in the past, etc. Your communication will likely change as well, depending on whether you are introducing the patient to the concept for the first time, or discussing the change in risk scores over time for Patients with a history of Risk Assessments.

Should I consider treatments performed at other offices when I respond to questions about treatments?

Questions about treatments performed since the last risk assessment are limited to treatments performed in the office doing the current risk assessment. So, for example, if you are a periodontist, you would in general only be recording periodontal treatment done at your office, and not restorative treatment performed at another office.

What if I do not have a current set of radiographs (x-rays)?

Radiographs do not need to be taken at your office; they simply need to be available for your reference. If you are seeing a patient on referral from another office, you should have the radiographic records transferred. You do not need a full-mouth set of radiographs; only bitewings are required for accurate risk and disease assessment scores. If this is a patient of record in your office, you should refer to the most recent radiographs available.

What if I only have a poor-quality x-ray (radiograph) from the exam as a reference?

We recommend that you go back and use a previous x-ray, the most recent available.

On the Patient Info screen, it asks me to characterize the condition of a specific type of tooth. My patient’s teeth have varying levels of decay. Which option should I choose?

Select the option that indicates the most extreme level of decay or damage to any tooth of that type. For example, if one tooth is sound and another is carious, you should select “carious”.

What if I don’t know the answer to questions about the patient’s family or snack habits - should I leave that part blank?

This is important information to calculate the risk score for this age group, so you will need to obtain this information from the patient or parent or guardian during the exam. The question about snacks between meals is one of the required fields to complete the Risk Assessment.

Which teeth do I consider to determine how many months a patient has been “Caries Free”? Only the Target Tooth, or all the teeth?

The classification of a patient being "caries-free" pertains to any and all teeth.

What is a Target Tooth?

The “Target Tooth” is an area of focus in determining the Caries Risk Score. It describes the type of tooth that has been most recently exposed to saliva for at least 12 months. In other words, what type of tooth has erupted and begun to grow in most recently, but has been exposed in the mouth since the initial eruption for at least 12 months before the date of the exam?

How often should I perform a Risk Assessment on a specific patient? (What is the recommended frequency?)

You can perform Risk Assessments on a patient as often as you wish. The fee for a new Risk Assessment ($6) includes unlimited Risk Assessments (both Perio and Caries) within a calendar year. You might consider making it an annual part of the patient’s care routine. Also, if the patient has a change in health or some event affects their oral health, their risk score may change, so you may wish to incorporate a new Risk Assessment in connection with any oral health change or major treatment.

What is the difference between the two categories of surgery ("pockets" and "crown length, recession") which appear on the Treatments Performed screen?

The distinction between surgery for “pockets” and “crown length, recession” is the purpose of the surgery. Curettage, gingivectomy, gingival flap surgery, ENAP, and osseous surgery are generally to effect a change in the pocket. Crown lengthening surgery increases the visible amount of tooth (sticking out of the gums) and is not meant to “reduce” pocket depth. The method of osseous surgery is identical to crown lengthening surgery. The only differences are purpose and the former is done where periodontal disease exists. Crown lengthening surgery is done where periodontal disease does not exist. Mucogingival surgery includes several types all of which reduce the visible amount of tooth, create a thicker and wider amount of gum tissue or achieve both results. Mucogingival surgery is done because of recession. The purpose of these procedures is to improve appearance, prevent recession, or both.

How do I change the default information that displays on printed reports?

On the Options page, you can control the default settings for printed reports. If you change your phone number, for example, you can alter your Account Information on this screen and the updated data will appear on reports created after that, regardless of when the report was created. On the Options screen you also determine the default settings (e.g. whether to include treatment recommendations and tutorial links). You can also make limited changes for a specific report on the Printing Options screen, where you can select whether to change the default settings.

Why does the report look "fuzzy" on my monitor?

The reports are optimized for printing, rather than on-screen viewing. This means the screen resolution may not clearly display the high-resolution graphics, but when you print the report, it produces a sharp and attractive document.

Where can my patients find out more information after receiving a report?

If you have signed up for your own Oral Health Topics website, or if you already have your own educational website, you can configure your report printing settings to include that web address in a separate section at the bottom of each report. This allows your patients to access the website later and learn more about what you discuss with them during an exam, thus becoming more informed and active particpants in their oral health care. The website contents supplement and explain the treatment recommendations and topics that may appear on their reports, as well as general oral health information.

You may choose any web address for your patients' reference. On your Options screen, type the web address in the "Oral Health Topics Link" field and check that box, then click Save. That website will now appear on your patients' reports at the bottom "For More Information" section. Your "Oral Health Topics" button in the application is a shortcut for you to launch that website from your computer.

What should I do if my patients don’t have Internet access but still want to see the online information that I refer to on the reports?

You can access the website yourself by clicking on the "Oral Health Topics" button on the PreViser toolbar, or type the address in to a new Internet browser. You can then select any relevant topics you wish to print to hand to individual patients or display in your office reception area or exam rooms.

How do I set up access to the Oral Health Topics website?

You will receive more information and instructions about how to manage and benefit from your Oral Health Topics when you sign up for a link or website of your own. Please see the online shop in the Products section of www.previser.com for more information about this informational resource.

Who creates the tutorials on the Oral Health Topics website?

The educational materials are authored by PreViser-selected clinical experts.

How do I explain a “Risk Score,” "Disease State," or other concepts from a PreViser Risk Calculation to a Patient?

You may order brochures from PreViser aimed at your patients that share information about the concept of risk and introducing the reports you will produce for them. Brochures are available from the Online Shop in the Products section of www.previser.com.

By learning about the application and its terminology with the information in this User's Guide, you will have the basic answers your patients may have about the Treatment Option Plan contents. You can print the reports or relevant oral health tutorials from your Oral Health Topics website for your patients.

You can also find more resources on the PreViser Support Center, to share with your patients to educate them, respond to any of their concerns, and promote the risk assessment services your practice offers to patients.

How do I assure the patient that their personal information will remain private and confidential?

By learning about the application and the ways its design supports security and privacy, you will have the basic answers your patients may have about their protected health information.

You can find this information in the Medical Privacy and Security topics here in the User's Guide, and on the PreViser Support Center site you can find more extensive information about these topics. The PreViser Support Center also offers you patient-oriented answers and informational resources to offer your patients.

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Can I delete a Patient Record?

That depends on whether the patient has a finished Risk Assessement in that record. You can delete a Patient Record if that patient does not have any history of Risk Assessments in that record. If there is at least one completed Risk Assessment in that patient's record (as shown on the right side of the Patient Details screen), then you cannot delete that record.

Can I delete a Risk Assessment?

You can delete a Risk Assessment while it is Unfinished (before you click the Finish button and transmit it to PreViser). After you click Finish, the PreViser web service calculates the risk and returns a Treatment Option Plan, which is part of the patient’s permanent records in the PreViser system and cannot be deleted.

What is the difference between the Cancel and Delete commands on some pages?

Clicking Cancel merely exits the page without making any changes to the information. This is a good option if you have opened the wrong record or no longer need the record open, since you do not risk changing or losing data.

Clicking Delete indicates you want to permanently and completely remove that information (i.e. an entire Patient Record or unfinished Risk Assessment). Usually if you click Delete, a message will ask you to confirm that you really do wish to delete that record.

How is my login information (username and password) determined? How do I know what it is?

When your practice decides to use PreViser technology, PreViser supplies you with an active username and password, and sends it to you via email. Your Account login name will stay the same, but you can change your password if you wish (see instructions below). Once you enter your username and password on the Options page and click Save, you do not have to enter it again or log in each time you open the application.

How do I change my password?

You can change your password by completing two steps:

1. Make the change on PreViser's system: Contact PreViser and inform us that you want to change your password, so we can make the changes on our servers and approve your new password.

2. Make the change on your system: From the Home page, click on the Options button to display the Options Main Menu with your Account Info displayed. Enter your new password and click Save to update your login information.

Note that if your password is changed on your computer, but not in PreViser's records, you will not be able to use the application correctly, as the system will not recognize your new information.

What if I forget my username or password?

If you forget your username or password, you can go to the "Forgot Password" page online, most easily accessible via the shortcut on the Support Home page. Simply enter your email address there and we will send you your user information immediately by email. Note that this must be the email address we have associated with your user account.

What if I make a mistake while entering data, transmit it to PreViser then notice the error on the Treatment Option Plan report - can I correct it?

You may make corrections to a report within 90 days of originally transmitting it to PreViser. To do this, while viewing that report in Print Preview format, click the "Correct this Report" button at the top. A cloned version is now listed with Unfinished status, and you may correct the errors on it. For instructions and more information about correcting reports, please see the Treatment Option Plan Print Preview topic in the documentation.

Why are some letters on the screens underlined?

An underlined letter indicates a keyboard shortcut (or access key). Clicking the ALT key and that letter together allow rapid data entry. On some screens, clicking ALT plus the underlined letter will place the cursor in that box for numerical data entry, and on some screens clicking ALT plus the underlined letter will automatically select that choice (place a check in the box). See the Navigation topic for more details.

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How is medical information stored and transmitted by PreViser kept confidential, private, and secure?

Security guidelines mandated by HIPAA are used where applicable. Private health information is encrypted before transmission. Firewalls should be used to prevent intrusion into the application. See the Security and Medical Privacy topics in the User's Guide for more information.

What part of my patients’ information does PreViser store?

Only two things: one, any Treatment Option Plans associated with that individual, and two, the PreViser ID which is the only piece of identifying information linking that individual to their health data. This is in accordance with the HIPAA Privacy rule, by keeping any individual’s health information “de-identified."

Am I complying with HIPAA standards and requirements?

That’s up to you to monitor. The PreViser RiskCalculator™ is designed to be in compliance with the Privacy Rule, but you must monitor the way you use data procured with the RiskCalculator™ and ensure you use that information in compliance with HIPAA regulations. See the Medical Privacy and HIPAA Compliance overview here in the User’s Guide for tips on how you can do this.

How or where else is all this information used - do you sell my patients' information to third parties?

PreViser does not sell or share any individual patient data with other parties. Only the de-identified clinical components of a Risk Assessment are retained on PreViser’s database. The Risk Engine Services over time take into account the effectiveness of various treatments performed in impacting risk scores and disease states, and will stack-rank the recommended treatments based on this outcome assessment. Insurance carriers may be informed of aggregated results and statistics. Apart from that, the specific information is not shared with other individuals or organizations.

Can other clinicians or practices view my patients’ information at their locations?

No. All patients' protected health information and records are located only on the computer where they were entered, and users at each location can only access information regarding their own patients.

What hardware or other equipment do I need to use PreViser at my practice?

The basic set of hardware required to make best use of PreViser technology includes: Desktop Computer, Monitor, Handheld Computer (optional), Printer, Firewall, and Cabling. Since your practice will store sensitive information on your computer system, PreViser requires that firewall protection is installed at your office. This firewall is included in the subsidized Provider Hardware budget.

What are the system requirements to run the PreViser OHIS™ application?

REQUIRED:
- Windows operating system (any of 2000/XP/ME/98)
- Microsoft Internet Explorer 6.0 (or greater)
- 32 MB RAM (or better)
- Pentium processor
- Super VGA (800 x 600) or higher-resolution monitor with 256 colors or better
- 10 MB Hard drive space or more
- Dial-up or Dedicated Internet connection

RECOMMENDED:
- Color or Black and White Printer
- Super VGA (1024 x 768) or higher-resolution monitor with 16,000 colors or better
- Dedicated Internet connection

Does PreViser plan any updates to the software?

Yes, PreViser plans to release frequent system updates and feature enhancements over the next two years. Updates to software in your office should have minimal impact on support. We desire that system updates happen seamlessly for you.

How do I get upgrades from PreViser?

When PreViser makes any upgrades to the software or services we provide you, we will notify you by email and indicate any action steps necessary to take advantage of these improvements.

How do I find what version of the OHIS I have installed?

To check which version you are running:

1. Open the application
2. On the top toolbar click Help and select About PreViser RiskCalculator from the drop-down menu
3. The window that pops up lists which version of the RiskCalculator you have installed (for example, "version 2.0, Beta 4").
4. Click "OK" or the exit button to close that dialog box.

How do I know if I have the most recent version of the OHIS?

To check if you are running the most current version of the software:

We will inform you when any upgrades are released and available, by email at the address you provided to us when you downloaded the application or signed up for an account (requested a username).

You may also verify that you are running the most recent version at any time, by comparing the version you have installed to the version available to download at www.previser.com. To do this, check which version you are running (see the instructions above), then go to www.previser.com and click Products to find out the currently available version of the software.

Higher numbers indicate a newer version, so if you are running version 2.0 Beta 4, and version 2.0 Beta 5 is available at www.previser.com, you may upgrade. (Note: Please carefully follow the instructions there, so that you do not uninstall and lose your data in this process.)

What kind of computer do I need in order to use PreViser's products? Can I use a Mac?

Currently, using the PreViser OHIS requires a PC (a Windows-based operating system) with Microsoft’s Internet Explorer browser (version 6.0 or greater) installed on the machine, and a dedicated or dial-up Internet connection. The application is not compatible with Macintosh operating systems.

My Internet connection uses the same line as the main office phone – will the phone be unavailable whenever I have the PreViser application open and running?

No. The application resides primarily on your computer, so you will not be online during the entire session from when you open the application. You will only need to connect to the Internet briefly for certain functions, such as transmitting a Risk Assessment or accessing your Online Billing information.

I like Netscape more than Internet Explorer. Can I use that as my browser instead?

Yes. You can use any browser you like. However, you must have Internet Explorer (version 6.0 or greater) installed on your computer, as the PreViser RiskCalculator software uses some of its technical components for navigation and using the application.

I got an error message while I was using the PreViser OHIS - what should I do?

The error message itself will likely indicate what the issue might be, so reading the message may tell you what you should do to resolve the problem.

A few common causes of problems:

Check your Internet connection. If you are not connected and online, you may get an error message when you try to access parts of PreViser that require this connection (e.g. transmitting to PreViser for a Risk Calculation, etc.). If there is a problem with your Internet connectivity, you may need to contact your Internet Service Provider.

Did you change your username or password on the Options page? If you change this account information without contacting PreViser, your account information on our servers will not reflect any changes you have made, and you will not be able to use certain features of the application. Or, if you input your password with Caps Lock on or made some other typing error, you may need to correct your password.

Check the system requirements (here in the User's Guide or at the online PreViser Support Center) to ensure you are running the application with all the required hardware and software.

Why was I told to visit PreViser Support and shown that menu when I didn't click the Support button?

The system may display the Support menu for you upon repeated problems or errors, prompting you to access help. You may do so, or use the Home button on the toolbar to navigate back to the Home page (or whatever area you wish to access next).

I can’t print from PreViser- what should I do?

The problem is likely a hardware issue rather than the PreViser software. Review this printer troubleshooting checklist to see if you can :

Is the printer turned on?
Is there paper in the printer, and is it the correct type?
Is the paper jammed?
Is the lid closed tightly?
Is the printer out of toner?
Is it plugged in? Check all cables and plugs and make sure they have snug connections, at the back of the printer and the outlet.
Is that printer set as your computer's default printer?
Are you sending the printing request to the correct printer?