Quick Start Guide to PreViser™:
First-Time Use Instructions and Information

Thank you for your interest in PreViser™ risk and disease assessment software (also called the Oral Health Information Suite™ or 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 have a PreViser user account (with username and password) in order to run the application in fully functioning mode so that you can do "real" risk and disease assessments (rather than "demonstration mode" only, where you see the same report each time). If you have not already done so, please visit the My Account area of PreViser's website to create your account or for a reminder of your username or password. Steps to enter the username into the application are detailed below.

Please check your email (the address you provided 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 Support section of the Oral Health Innovations website for these steps.

To view specific, context-sensitive Help on each page, click the Help button in the toolbar with icons, shown here and explained in Part 2 below:

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 a couple of ways you can open the PreViser program at any time, depending on your preference.
For Windows users: There are two ways you can open the program at any time, depending on your preferences. One option (recommended) is to go to your computer Desktop and double-click on the shortcut icon (see below) to launch the application. The other option is to click the Start button (in the lower left corner of your screen), then go to Programs > PreViser v3.0 > PreViser v3.0. For Mac users: From the Finder sidebar click Applications, then double-click the PreViser™ application logo.

However you choose to open the application, look for the small 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 enter the Username and Password you created when you downloaded the software. 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.
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.

Technical Support
Application Logging: Leave this box unchecked unless we advise you otherwise.

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 rather than the individual Clinician’s name.

PreViser Database Location:
If you are only using the software on one computer, you do not need to change this. However, if you are using the software on multiple computers sharing one data file over a network, or storing your data on a USB key, you can configure this program to store and read data from the database location you select. For step-by-step instructions, please see the Networking documentation on the Support section of the Oral Health Innovations website.

Proxy Server Settings (not normally used):
Some networked office environments use a proxy server. If your office does use a proxy server, this section explains how to set up PreViser to work correctly in this type of environment. If you do not use a proxy server, this section does not apply to you. If you do not know if you use a proxy server, you can contact your system administrator. For step-by-step instructions about proxy server settings, please see the Networking documentation on the Support section of the Oral Health Innovations website.

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 and Billing:

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 assessments and have full functionality, you need to have a Username and Password from PreViser. You can create your account or ask for a reminder of your user information at the My Account area accessed through the Oral Health Innovation website. When your account is created, you will receive 30 days of unlimited free usage, and then if you wish to continue to create risk assessments, you will need to enter into a monthly payment arrangement.

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 for free and 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 Patient records 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™ application 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
Edit your Account Options
Access User Support resources
View Context-sensitive Help for the page you are viewing

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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, 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. On the final screen (Report Options) you can specify which parts to include in the report. Click Finish when you are done, and the de-identified data will be transmitted to PreViser's web services for calculation and returned to you as a report.

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). You can either proceed to view the Demo report, or Save the assessment as Unfinished, to complete when you have taken the program out of Demo mode.

Next, you will see the View Report screen (shown below), from which you can choose to print a report formatted either to give to the Patient or for your Clinical use. You can also print this stored report at any time later by opening the Patient's record and clicking on the report you wish to print.


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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 Help button (shown below) to view specific, context-sensitive Help with the contents of that page:


You can also click the Support button (shown below) to access the Support menu. This provides links to this Quick Start Guide, the User’s Guide that ships with the application, the Support section of the Oral Health Innovations website, 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 PreViser™ software 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.

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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 software, you should have a general understanding of where the data is stored.

Location:
For security purposes, your patients' protected health information and records are stored only on your local PreViser™ data file where you installed the application. This allows key information to remain secure behind the protection of your firewall. It is also part of the design of the PreViser system that ensures compliance with the 1998 Data Protection Act. PreViser only retains "de-identified" data on a conglomerate level, 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 your local PreViser™ program - 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 PreViser™ software in fully functional mode DOES require an Internet connection for certain tasks, 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 unauthorised 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™ program - 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 prevdb.db. It is located within the main PreViser program folder.

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 PreViser (and whatever version number, for example PreViser v3.0). It is typically installed at the following location:
  C\Program Files\PreViser
  
  2. Open the main PreViser folder, which contains the data file named prevdb.db. 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 (prevdb.db) and paste it back into the main PreViser program folder. If you have experienced a major loss or damage to the entire system, you may have to reinstall the PreViser application, then paste in the archived data file to overwrite the new blank data file.

Recommendations:
On a regular schedule, copy the data file (prevdb.db) 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 risk and disease assessment tools we provide to you. We are continually working to improve and enhance the products and services we offer, and we welcome and expect your input and ideas. Please contact us by email at support@previser.co.uk .

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