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FAQ for TiME Perio

 

What does the software do?

TiME is a computer-based clinical chart.  It is a complete replacement for the paper clinical patient record.  You can chart exams, treatments, surgeries, post-op notes – anything that you would normally write in the patient’s clinical record.  The TiME software automatically converts these records to a variety of letters and reports without dictation or typing – saving a lot of time for both the doctor and the staff.

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Does the TiME software offer periodontal charting?

Yes, it has what we consider to be the most comprehensive computer-based periodontal chart available today.  Additionally, this perio chart can be customized, not just to your practice, but to each person who would be examining patients with it.

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What are its hardware requirements?  Does it have any special hardware requirements?

Any computer that will operate Windows XP Pro and Office 2000 or newer will be adequate for operating TiME.  Microsoft Windows XP Professional is the preferred operating system. TiME does not require a lot of power, storage memory or high-end graphics card. Generally, any PC meant for business use sold by major suppliers within the past 2-3 years will provide adequate performance for TiME.

As for special hardware:  In treatment rooms there is some advantage to using LCD flat screen monitors with “touch screen” capability.  There are special touch screen monitors that can be used with a cotton-tipped swab or some other disposable devise so that the computer can be used without the need for barrier draping or other forms of infection control in the treatment areas in your office.

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Who uses this software: the doctor, the assistants, or someone else?

Whoever normally writes in the patient’s chart can also put notes into TiME.  Sometimes, this may be the doctor, but most of the time our software is used by the assistant while the doctor is dictating, such as during an examination.

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Does TiME software require any additional software applications to make it work?

Yes, TiME uses Microsoft Word, versions 2000 and newer for document generation and editing.  While TiME can be used as a stand-alone program, tt can also be used with other software like your practice management program or a digital x-ray program.  TiME has a special functionality that will allow you to easily set up a link to launch any other application on your practice network or go to any website you commonly use with a single mouse click.

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What practice management programs will it work with?

We have bridges to most of the popular practice management programs:  ClearPoint, Dentrix, EagleSoft, OMS Vision, Oral Surgery Exec, PerioExec, PerioVision, PracticeWorks, SoftDent, Tracker, WinDent, as well as programs from several other companies in the U.S. and Canada.

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What information is shared in the bridge?

We inherit from the practice management company the patient’s ID, their name and address information, social security number, date of birth and the patient’s primary dentist’s name and address information.  That is all the information we need from the practice management application.  We supply procedure codes to the practice management application that correspond with the treatment plan entered into TiME so that the practice management application can  build a billing and insurance plan.

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We already enter a treatment plan into our practice management program.  Why would we want to use your program to do that?

A treatment plan in TiME can include much more information other than just billing codes and fees.  It can tell you what procedures are going to be performed in each appointment, who to make the appointment with, how long and when the appointment should be scheduled (such as take an x-ray of the implant in 3 months), even what special material you wish to be available such as graft materials for a surgery.  So it is much more comprehensive than most “billing plans” in practice management applications.

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Are the TiME chart notes and letters stored in my practice management software?

No, TiME has its own database in which all of its information is stored.  It can be backed up just as easily as any other application that you use.

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How is training provided?

We provide a series of training videos on our Website which can be viewed on your computer.  With these you can train anytime that is convenient for you.  There are no additional costs related to bringing a trainer to your office or the need to block out a day from your patient schedule for  training.  Our users find that viewing a few videos and then practicing what you have learned will get you through the trianing process in as little as a weeks time.  But we can also supplement these with online consultations to answer any questions that come up related to how you go about implementing TiME: how to most efficiently convert from a paper chart to electronic records, who does what and when.  We want you to get the most out of TiME.

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How long does it take to learn to use?

Anyone who is already familiar with Windows PC’s can learn to use TiME in 2-3 hours of reviewing the training manual or training videos and then practicing what has been presented.  For people who are uncomfortable using computers or who have little experience with Windows PC’s, we strongly recommend that they take a one-day course in How to Use Windows PC’s at a local city college, business school, chamber of commerce – these types of courses are readily available and can almost be fun.  The most effective ones are usually given in a computer lab – a class room where you are sitting in front of a computer so that you can practice as you learn.

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Is a computer based chart legal?

They are not only legal, computer based charts, known an “EMR” (electronic medical record) are being encouraged by the federal government as being more effective by reducing errors and costs.  A well designed EMR can offer superior risk management by making easier to create more detailed records.

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What if my computer (or our server) crashes – will I lose any information?

Possibly, but daily backup of data is strongly recommended not only for TiME, but for all data input into your front office management system as well. A modern, properly-configured computer network rarely goes down.  But in case it does, you need to have your computer records stored off site in a safe place.  (This also helps to ensure the retrievability of your patient data due to flood, fire, or other extraordinary acts of nature.) If you are experiencing frequent computer crashes, you most likely would benefit by consulting with a new IT networking specialist.  We can assist you in finding someone to provide that service.

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What type of network will it work on?

TiME will work on any type of modern Windows network: either a Peer-to-Peer network where data is being stored on one off-the-workstation computer or a Client-Server network where there is a central computer (the server) used only to store data.  We highly recommend a well-configured Client-Server network (with Microsoft’s Server 2003 operating system) as being the most reliable and safest method of networking.

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Can I access the TiME software from my home or only from computers in my office?

If your office network has been configured for remote access, you can access TiME from ANY computer as long as you have a valid login and password.  This can be set up to be secure and HIPAA compliant.

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Is it possible to identify who wrote notes in the patient’s TiME chart?

Yes, both the person treating the patient as well as the person entering notes can be identified.

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Is it possible to sign a chart entry

The law does not require that we sign a chart with our signature; it only requires that the person providing the care and the person writing the chart entry are both identified.

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Where do we put computers in treatment rooms?

For maximum use, computers should be as mobile as any other piece of dental equipment to facilitate their use or viewing by the doctor, the assistant, and most importantly, the patient.  A computer in a consultation or treatment room can be a very powerful patient education tool. (Click here for a PowerPoint tutorial presentation that offers suggestions for various configurations depending on the size and layout of your treatment rooms.)

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How can computers in treatment rooms be disinfected?

The important items to disinfect are the monitor, keyboard and mouse.  Most monitors can be wiped down with a disposable towel slightly dampened with an antibacterial spray. Some medical grade monitors incorporate a gasket that seals the bezel or frame to prevent leakage of liquids from entering the inside of the monitor case. (Click here to be taken to our Resources page for a link to Elo Touch Screen monitors). With touch screen monitors, all mouse functions can be done with a disposable sterile item such as a cotton tip swab or an orange wood stick that has been sharpened in a pencil sharpener and then added to each of your sterile instrument packs. There is really no practical way to disinfect a conventional mouse or keyboard as any liquid leaking into these devices will short them out and render them useless. While a clear membrane or some clear plastic food wrap can be used to cover the keyboard, this is not a very good way to type. So keyboard and conventional mouse use in a treatment room needs to be done when not gloved, just like when you pick up a pen and write in a patient’s paper chart. TiME has been designed to virtually eliminate the need to use a conventional keyboard.

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Do I have to store paper copies of the documents created by TiME?  Does TiME store them?

Some people when first transitioning from paper to electronic records like the “comfort” offered by making paper backups.  But as long as you are properly backing up your software daily and storing backups in a secure place, this is really not necessary for security and peace of mind.  Time stores patient data on your network server.

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Do you provide software support services after sales?

Yes, we have a full time software support staff available Monday through Friday, 7:00am to 5:00pm Pacific Coast Time.  They are available to assist you not only with our software but will answer questions about any related computer hardware or software or assist you in finding someone who can provide you with these services.

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Do you provide periodic software updates, improvements and additions?  How often?

DecisionBase first introduced TiME for Perio in 1998 and for every year since has distributed a major annual update to our software as well as several smaller updates during each year. In the spring of 2008, DecisionBase launched a totally new version of TiME for Periodontics and TiME for OMS.   They are rapidly becoming recognized as the most comprehensive EMR available for these specialties.

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Do you have an annual support contract or do you supply support by a charge per incident?

Both. Most of our software users maintain annual support-maintenance contracts with us. But, individual support services are also available.

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What is included in your support contract?

The annual support and maintenance contract includes support via telephone and internet connectivity to your network as well as periodic updates to our software.  The pricing of this contract is based on how many practice sites and/or numbers of doctors in the practice are using our software.  Currently, the annual support contract for a single doctor practice, can be less than $100 per month.

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How long has DecisionBase been in business?

DecisionBase was formed in 1995 for the purpose of developing and providing computer based clinical records software for dental specialists and special dentists.  Our mission is to provide superior software and service that can increase the value and quality of a practice through better clinical records, more efficient communications with referrers and patients and enhanced risk management.

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What is the cost of the software?

The cost of the software is based on the number of doctors in the practice, the number of computers in the practice’s network and whether the practice is located at more than one location. We would be happy to provide you with a personal quote for your practice.

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