Electronic Clinical Records for Dental Specialists
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Welcome to the DecisionBase Frequently Asked Questions Page Search here for solutions and answers to the most commonly asked questions.
How do I modify a Word Template file?You will need to be at a computer that has Microsoft Word installed on it. Double click on either the Network Neighborhood or My Network Places icon and then click on the icon that represents the drive letter or location on your network server on which the TiME for Dentistry application folder is located. Next open the TiME for Dentistry folder and then locate and open the Template folder inside of it. The template files are organized by category headings as follows: 3.....dot - (filenames starting with numbers) are laid out like pages in a photo album To open a template file, you need to "right click" on the template name and then select "Open". Back to the topI've modified a Word Template file, but when I try to view new documents created using the new template, I don't see my changes. What happened?You mistakenly tried to open the template file (.dot) by double clicking on the filename. Doing so opens a document file based on the template, but does not change the template file. To open a template file, you must RIGHT CLICK on the filename and select the "Open" command from the drop down list box. Back to the topHow do I modify my Letterhead template file?In the Template folder, locate the file named "LetterHead.dot" or "LetterHead" (You may need to modify how you are viewing file names to see the ".dot" file extension.) Once you have located the "LetterHead.dot" file, right click on it and from the drop down list, left click on "Open". This will launch MS Word and open the "LetterHead.dot" file. If you do not see any brackets at the beginning (left) or end (right) of text, open the Tools menu and select Options. On the View tab of the Options page, put a check in the box next to (left) "Bookmarks" then click the "OK" button to save and close this window. Now you should see gray, squared brackets at the beginning and end of the letterhead text displayed on your screen. You now can proceed to change the text to enter the name and address information for your practice. Take care to not increase the numbers of line beyond the two lines used in the original version. When finished editing the letterhead text, scroll down to the bottom of this document to view the "Footer" text. You can either choose to edit this text to include your practice's information, or if you do not wish a footer to show on your letters, then carefully delete the text from inside of the bookmarks, but do not delete the bookmarks (gray brackets). If you make an error, use the 'Undo" function in MS Word to backup to where you were prior to making an error. When finished, perform a Save command to preserve your editing. Back to the topHow do I modify my Prescription Form Header template file?In the Template folder, locate the file named "RxFormHead.dot" or "RxFormHead" (You may need to modify how you are viewing file names to see the ".dot" file extension.) Once you have located the "RxFormHead.dot" file, right click on it and from the drop down list, left click on "Open". This will launch MS Word and open the "RxFormHead.dot" file. If you do not see any brackets at the beginning (left) or end (right) of text, open the Tools menu and select Options. On the View tab of the Options page, put a check in the box next to (left) "Bookmarks" then click the "OK" button to save and close this window. Now you should see gray, squared brackets at the beginning and end of the letterhead text displayed on your screen. You now can proceed to change the text to enter the name and address information for your practice. Take care to not increase the numbers of line beyond the two lines used in the original version. Back to the topMy name, license or DEA numbers are not shown correctly on my prescriptions. How do I correct this?First, open the TiME for Dentistry folder on your network server and locate the "vchart.ini" file. If you cannot see file extensions (you see multiple files named "vchart", modify how you are viewing file listing by going to the "Tools Menu", then select "Folder Options", then select the "View" tab and remove the check from the box to the left of "Hide file extensions for known file types" and finally click on "OK" to save this and close this window. Now you should be able to find and open the "vchart.ini" file. After opening it, view the license and DEA numbers as well as other items to see that they are correct. Most important is the text, spacing and punctuation of the dentist's name and professional degrees. It is likely that this is slightly different from what is being passed over to TiME for Dentistry from your practice management program. To see what is being sent to TiME from your practice management software, do the following: (1) Open your practice management software and select a patient, (2) launch TiME for Dentistry from the TiME icon on your practice management program's toolbar, (3) Once TiME for Dentistry is open for this patient, exit (close) the TiME for Dentistry application, (4) with your mouse cursor on the Windows "Start" button, right click and select "Search or Find", (5) type in the file to search for field: "clinical.ini" (without the quotation marks) then select the "C" drive and start the search. When "clinical.ini" is display in the right window, double click on it to open it and view how the Provider name is displayed, then highlight the entire name and degrees and perform a "copy" command (Ctrl+C). Now close this file and the search window and re-open the "vchart.ini" file in the TiME for Dentistry folder. Go to all of the lines where the dentist's names are displayed, remove just the dentist's names and degree and then replace them by placing the cursor just after the "=" sign on the "Dr1" line and performing a "paste" command (Ctrl+V). Do this in the rest of the places where the dentist name appears in the vchart.ini file (License, DEA, Administrator, Emergency Phone, Alternate Phone), except in all of these, paste the name and degrees to the LEFT of the "=" sign. When finished, save this file and then close it. Example: [Providers] I want to use my printed stationery for letters and reports but I want to keep my practice name at the top of patient instructions and other forms. How do I accomplish this?To accomplish this, you will need to go to the Template folder, which is inside of the TiME for Dentistry folder on your network server. In this folder are a number of template files that all begin with "Ltr" (such as LtrTreatment.dot). For each of these files, you will need to open, modify and save them as follows: (1) Right click on the file name and select "Open" from the dropdown list, (2) highlight the text "CustomHeader" at the top of the page, (3) open the "Insert" menu and select "Bookmark", (4) in the Bookmark window select "CustomHeader" and then click on the "Delete" button, (5) go to the bottom of the page and hightlight the text "CustomFooter", (6) open the "Insert" menu and select "Bookmark", (4) in the Bookmark window select "CustomFooter" and then click on the "Delete" button, and finally perform a "Save" command on the file. Again, repeat this procedure on all template files that begin with "Ltr". Back to the topWhen I try to bring up a patient's chart in TiME for Dentistry, I get a message that "This chart is currently in use on another computer", but I know that it is not up on any other computer on our network. How do I correct this so that I can bring up this patient's chart?Make sure that TiME is not open on any computers on your network. From your computer, find the TiME for Periodontics icon on your desktop and right click on it. Then select "Properties" from the dropdown list. Viewing the shortcut tab in that dialog box, find the "Target" field, and place your cursor at the extreme right end of that line (this should be just to the right of ...vchart.exe OR ...vchart.exe" - the " may or may not be present depending on what version of Windows is installed on your computer). With your cursor located on the right of the last letter e (or the quotation mark), type a single space (spacebar), then a forward slash (/)and immediately after the forward slash, type ReleaseLocks (make sure that the capitalization and spacing are just as they appear here: ...vchart.exe /ReleaseLocks OR ...vchart.exe" /ReleaseLocks. Click on the Apply button in the lower right corner of this dialog box and finally, click on the OK button. This will close that dialog window. Launch TiME for Periodontics from the desktop icon and from the Patient Find window, find and open the patient's chart which you were not able to open and verify that it is now accessible. If this has corrected the problem, close the TiME for Periodontics application. Right click on the TiME icon on your desktop and remove the addition that you made to the Target line, i.e. everything to the right of the final "e" in vchart.exe, i.e. " /ReleaseLocks". DO NOT remove what was originally in this line. PREVENTIVE ADVICE: This problem occurred because a user left TiME for Periodontics open, with the "problem patient chart" and then either they turned the computer off or there was a temporary power disruption, which turned the computer off. It is very important that at the end of the day, each computer is checked to see that all applications have been closed (check the Task Bar for applications that have been minimzed and close them). You cannot successfully perform a back up of any application if it remains open on any computer on the network. Back to the topHow do I change information regarding the doctor's name, DEA number, license number, emergency phone numbers, and administrative assistant's name as they are displayed in letters, reports, instructions and prescriptions?Open the TiME for Dentistry folder on your network server and when inside of it, find and open the "vchart.ini" file. Now you can edit the information which has changed for your practice. When finished, do a "Save" command from the File menu, then close the files. Back to the topWhen I try to activate a term that generates a Microsoft Word document(letter, form, prescription) I get an OLE automation error message "Word or file cannot be found." How can I correct this?It is likely that the Windows registry of Microsoft Word on your computer has been corrupted. The easiest way to correct this is to uninstall Microsoft Word and then reinstall it, just on the computer with this problem. Doing this should correct the Windows registry settings. Back to the topWhen I try to open or launch TiME for Periodontics, I get an error message saying that the "File is not recognizable as a database file or it may be corrupted." How do I fix this?While this doesn't qualify as a frequently asked question as historically, it has happened in less than 1% of our installations, if it should happen, we want you to be able to correct it so that you are back up and working with TiME for Dentistry as fast as possible. It is likely that this occurred due to an interruption in the transmission of data over your network during the transmission of data from a workstation to the network server. In most instances, this disruption has occurred as a result of hardware failure: either a faulty network cable, network interface card or network hub or router. Also, it may have happened due to the accidental shutdown of a workstation while it was transmitting data to the network server. To attempt to repair your database, go to the TiME for Dentistry folder on your network server and find a file titled: "VchartUtil.ini". Right click the file and verify that "Read Only" is not checked on the files properties. Next find a file titled: "VchartUtil.exe"" Double-click on this file, verify that all four boxes are checked and click on the "Start" button. This utility may take a few minutes to work through its routine. After it has completed its process, close down this window and attempt to open (launch) the TiME for Dentistry application. If this process has not corrected the problem, telephone DecisionBase or if you choose to, you may replace the corrupted database with your last backup of the vchart.mdb file. If you choose to do so, you will have lost all of the data that has been entered since the date and time of the last backup of your database. In any case, you should give high priority to contacting your hardware (computer) support person as it is likely that the reason for the database problem lies with a fault in the hardware as described above. Please note that if your receive an error regarding a valid file name, this indicates that the vchartutil.ini is set to "Read Only". Back to the topHow do I store documents (letters received from others, referral slips, signed forms, etc.) in TiME?All versions of Microsoft Word from Word 2000 have an automated process for digitizing and pasting in a copy of a scanned document. This can only be done from a computer which has a flatbed scanner connected to it. There are several "terms" in TiME for Dentistry glossaries that are for the sole purpose of automating this process. They stand out in any glossary because they are spelled entirely in capital letters. They exist in the following sections: General Health Summary, Oral Health Summary, Informed Consent and Administrative. Double clicking on any of these terms will bring up the blank word document ready to receive the scanned image of a paper document. To start the scanning process, go to Word's "Insert" menu, select "Picture" and from that sub-menu, select "From Scanner or Camera". This will initiate the scanning and pasting process. Back to the topWhat is the recommended procedure for backing up TiME for Dentistry?DecisionBase strongly recommends that a practice back-up their TiME for Dentistry database at the end of each work day. The database file is titled "Vchart.mdb" It is likely that your network server has a high-speed data tape backup drive. The server may also have a DVD or CD drive capable of recording or "burning" a copy of your database. If using a tape backup mechanism, we recommend that you have a series of tapes so that you can rotate them over a two or preferably three week period, i.e any tape is not recorded over an older recording in less than two or three week intervals, thus giving you the ability to go back that many days if some fault is not discovered immediately. Additionally, we recommend that you from time to time, attempt to restore from a back up tape to assure that your vchart.mdb file has been properly recorded. For medical-legal reasons, we suggest that from time to time (monthly, quarterly) you "burn" a CD or DVD of your vchart.mdb and the entire contents of your "Letter" folder and store these in a secure place - fire file, bank security box, in escrow with your business attorney or a data escrowing service. Back to the topHow can I print paper copies of all of a patient's session entries including letters, reports, forms, instructions and prescriptions?This can be done for each session by first highlighting the session-date line in the patient's chart, then opening Automated Report Writing and selecting the term "ChartNotes". This will paste the entire content of that session into a document. It will not include the content of any other documents such as letters, instructions or prescriptions that have been generated during that session. To make copies of theses merely double click on each one in that session to open that document and then print it. Back to the topHow can I correct a perio charting if, while I am entering data, I discover that I have incorrectly identified missing teeth?Once you open a periodontal charting session, the missing teeth for that session cannot be changed without abandoning the charting. If you have found that you didn't identify a tooth as missing prior to opening this charting session, just click on the "Next Tooth" button to skip that tooth - being sure that you do this on both the buccal and linguql/palatal surfaces. If on the other hand you now realize that a tooth that was identified as missing prior to starting this charting session is present, you can force data entry on that tooth by clicking on the "GoTo" button, then clicking on the tooth that was incorrectly identified as missing, and then proceeding with data entry on that tooth - again, repeating this for both the buccal and lingual/palatal surfaces. IMPORTANT: Immediately after saving that charting session, reopen the missing teeth dialog window by double clicking on that term in the patient's current charting session (if missing teeth were identified earlier during this session) or by double clicking on it in the glossary, if it was not previously entered during this session, then correct the missing teeth. If a tooth has been identified as missing (in blue), you can correct that by clicking on the "blue tooth", causing it to "turn off", thus correcting your missing teeth list. By doing so, the next time a periodontal charting is opened, the missing teeth will be correctly displayed. I can't see my header when I create a report in TiME!
The culprit is in the View tab under Tool Options. Just check the box White space between pages (Print view only).
My referring dentist sends me a pano image and when I paste it into a Time radiographic report it becomes very small? Large image files can be problematic for word. The resolution may be so great that Word does not know how to handle it. In TiME create your radiographic report, then instead of copying and pasting from email, double click the image in your email client. If you have Microsoft Office Picture Manager installed you will be able to choose File / Send To / Microsoft Office and then select "insert into an open file". This should be the report you already have open in TiME. This method also creates a smaller document file size.
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