Drm Plus Administrator Manual V6 9

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May 2018 DRM Plus Administrator Manual v6.9 1
Dental Record
Manager Plus
(DRM Plus)
Administrator Manual
Version 6.9 May 2018
May 2018 DRM Plus Administrator Manual v6.9 2
© 2018 Document Storage Systems, Inc. All rights
reserved.
Document Storage Systems (DSS) is a privately held
corporation and has been the premier provider of health
information and document imaging distribution and
storage
systems to Veterans Affairs facilities for over
seventeen
years. DSS is located at 12575 US Highway
One, Suite 200,
Juno Beach, Florida 33408.
World Wide Web: www.dssinc.com
Dental Record Manager Plus is a trademark of
Document
Storage Systems, Inc. Outlook, Internet
Explorer, and
Windows are trademarks of Microsoft
Corporation. VistA is
a trademark of the Department of
Veterans Affairs, Software
Services, and Computerized
Patient Record System.
No portion of this manual or software may be reproduced
without the prior written consent of Document Storage
Systems, Inc.
May 2018 DRM Plus Administrator Manual v6.9 3
Table of Contents
Introduction ............................................................................................................................................. 9
Document Storage Systems, Inc. ................................................................................................... 9
From the Department of Veterans Affairs ...................................................................................... 9
Introduction .................................................................................................................................. 9
Quality Improvement/Performance Measures and Benefits .......................................................... 10
Customer Support ....................................................................................................................... 10
Dental Record Manager Plus User and Administrator Requirements .................................................... 11
DRM Plus User Requirements .................................................................................................... 11
Administrator Option .................................................................................................................. 12
Accessing DRM Plus .............................................................................................................................. 13
Access ........................................................................................................................................ 13
Using the DRM Plus Drop-Down Menus ............................................................................................... 17
File ............................................................................................................................................. 17
Refresh Patient Chart ..................................................................................................... 17
File Administrative Time ................................................................................................ 17
File Fee Basis ................................................................................................................ 18
Print ............................................................................................................................... 19
Spell Check .................................................................................................................... 20
Save Unfiled Data .......................................................................................................... 21
Exit ................................................................................................................................ 22
Edit ............................................................................................................................................. 23
Copy .............................................................................................................................. 23
Cut ................................................................................................................................. 23
Paste .............................................................................................................................. 23
Select All ........................................................................................................................ 23
Dental Encounter Data ................................................................................................................ 24
Create New PCE Visit .................................................................................................... 24
View Scheduled Appointments and Historical Visits ........................................................ 25
Treatment & Exam...................................................................................................................... 28
Show Configuration ........................................................................................................ 29
Add/Edit Personal QuickList .......................................................................................... 40
Add Medical Codes to ADA Table .................................................................................. 41
Edit Code Information in the ADA Table ........................................................................ 43
Edit Procedure Costs ...................................................................................................... 44
Filter View ..................................................................................................................... 45
Clean Slate ..................................................................................................................... 46
Undo Clean Slate ........................................................................................................... 51
All Planned Care to Clipboard ....................................................................................... 52
Tools .......................................................................................................................................... 53
Windows Calculator ....................................................................................................... 53
Windows Explorer .......................................................................................................... 53
Windows Notepad ........................................................................................................... 53
User Inquiry ................................................................................................................... 54
User Options .................................................................................................................. 56
Administrative Toolbox ................................................................................................... 73
Panel Add/Edit ............................................................................................................... 87
Provider Add/Edit .......................................................................................................... 89
Ancillary Tool Functions – ADA Website ........................................................................ 91
Reports ....................................................................................................................................... 92
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Reports ........................................................................................................................... 92
Service Reports ............................................................................................................ 115
Data Warehouse Reports .............................................................................................. 117
Adverse Events Report .................................................................................................. 119
Device Tracking Report ................................................................................................ 122
Extract History File ...................................................................................................... 125
Queued Extract History File ......................................................................................... 127
Help .......................................................................................................................................... 130
Contents ....................................................................................................................... 130
Version Release Notes .................................................................................................. 131
Last Broker Call ........................................................................................................... 132
VA Intranet Website...................................................................................................... 132
Find your DRM Plus Administrators............................................................................. 132
Have a Question, Comment or Suggestion about DRM? ............................................... 132
About ........................................................................................................................... 133
DRM Plus Banner ............................................................................................................................... 135
Patient Information ................................................................................................................... 135
Visit Information ...................................................................................................................... 136
Dental Provider Information...................................................................................................... 137
Vitals Button............................................................................................................................. 138
Adverse Events Button .............................................................................................................. 138
To add an adverse event: .............................................................................................. 139
To edit a filed Active adverse event: .............................................................................. 140
To delete a filed adverse event: ..................................................................................... 140
Device Tracking Button ............................................................................................................ 142
To add completed procedure device identifiers: ............................................................ 144
To add non-transaction device identifiers: .................................................................... 145
To remove filed device identifiers for a transaction or non-transaction: ........................ 147
To delete the filed device identifiers for a transaction or non-transaction: .................... 148
Dental Class Information .......................................................................................................... 149
Clean Slate................................................................................................................................ 150
Icons ......................................................................................................................................... 150
General Coding Standards ........................................................................................... 150
Patient Flags ............................................................................................................................. 150
Clinical Reminders ....................................................................................................... 150
Consult ......................................................................................................................... 151
Exam Quality Indicator ................................................................................................ 151
Fluoride Quality Indicator ............................................................................................ 152
Alerts ........................................................................................................................... 153
Cover Page ........................................................................................................................................... 155
Dental Eligibility ...................................................................................................................... 156
Dental Class ................................................................................................................. 156
Service Connected Teeth/Service Trauma ..................................................................... 156
Adjunctive Medical Condition(s) .................................................................................. 157
Eligibility Expiration Date ............................................................................................ 158
Anticipated Rehab Date ................................................................................................ 158
Demographics ........................................................................................................................... 159
Case Management ..................................................................................................................... 159
Status ........................................................................................................................... 159
Suggested Recare Date ................................................................................................. 159
Recent Dental Activity .............................................................................................................. 160
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Fluoride Indicator Prescription Date .......................................................................................... 160
Dental Alerts............................................................................................................................. 161
Notes ........................................................................................................................................ 161
Filed Planned Care .................................................................................................................... 162
Clinical Record .................................................................................................................................... 163
Problems ................................................................................................................................... 165
Consultations ............................................................................................................................ 165
Notes ........................................................................................................................................ 166
Adding a New TIU Progress Note ................................................................................. 167
Adding a New TIU Progress Note Addendum ................................................................ 169
Dental History ...................................................................................................................................... 170
Viewing Dental Information by Tooth ....................................................................................... 171
Viewing Other Dental History Information................................................................................ 171
Viewing All Dental History Information ................................................................................... 171
Viewing Dental History Information by Episode of Care ........................................................... 172
Episode in Date Range .............................................................................................................. 172
Deleting an Encounter ............................................................................................................... 172
Chart/Treatment – Treatment & Exam ............................................................................................. 174
Diagnostic Findings .................................................................................................................. 176
Editing Diagnostic Finding Descriptions ...................................................................... 177
Deleting a Diagnostic Finding ...................................................................................... 177
Treatment Plan .......................................................................................................................... 178
Entering a Treatment Plan ........................................................................................... 178
Editing a Treatment Plan Description ........................................................................... 180
Deleting a Treatment Plan ............................................................................................ 181
Completing a Treatment Plan ....................................................................................... 181
Completed Care ........................................................................................................................ 182
Entering Completed Care ............................................................................................. 182
Editing Completed Care Description ............................................................................ 183
Deleting a Completed Care .......................................................................................... 183
Include “Completed”/Include “Findings and Completed”/IncludeFindings” ............................ 184
Perio Buttons Icon .................................................................................................................... 185
Seq Plan/Sequencing Button ..................................................................................................... 186
Plan a Treatment Sequence .......................................................................................... 187
Complete a Planned Treatment in the Sequencing Screen ............................................. 187
Deleting a Planned Treatment in the Sequencing Screen ............................................... 188
Chart Hx (History) Button ......................................................................................................... 188
Summary Button ....................................................................................................................... 189
H&N Button ............................................................................................................................. 190
PSR Button ............................................................................................................................... 193
OHA (Oral Health Assessment) Button ..................................................................................... 194
TMJ Button .............................................................................................................................. 196
Occl (Occlusion) Button ........................................................................................................... 197
Habits (Parafunctional) Button .................................................................................................. 199
Social Hx (Social History) Button ............................................................................................. 200
Multiple Filings to Same Modal on Same Day .............................................................. 201
Chart/Treatment Periodontal Chart ................................................................................................ 203
History and Compare Buttons ................................................................................................... 204
Summary Button ....................................................................................................................... 205
H&N Button ............................................................................................................................. 205
PSR Button ............................................................................................................................... 205
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Stats Button .............................................................................................................................. 206
OHA (Oral Health Assessment) Button ..................................................................................... 206
Notes Button ............................................................................................................................. 207
Entering Periodontal Information .............................................................................................. 208
Other Tools ............................................................................................................................... 209
Exam .................................................................................................................................................... 210
Exam Elements ......................................................................................................................... 212
Presentation/Chief Complaint Element ......................................................................... 212
Vitals Elements ............................................................................................................. 213
PMH (Past Medical History) and Medications Element ................................................ 214
Social History Element ................................................................................................. 215
H&N (Head and Neck) Findings Element ..................................................................... 216
Radiographic Findings Element.................................................................................... 217
Diagnostic Findings Element ........................................................................................ 218
Periodontal Assessment Element .................................................................................. 219
Parafunctional Habits Element ..................................................................................... 222
TMJ Findings Element.................................................................................................. 223
Occlusal Findings Element ........................................................................................... 224
Salivary Flow Element.................................................................................................. 225
Removable Prostheses Element ..................................................................................... 226
Assessment/Plan Element ............................................................................................. 227
Patient Education Element ........................................................................................... 228
Disposition Element ..................................................................................................... 229
Import Previously Filed Data Screen ............................................................................ 230
Completing the Encounter .................................................................................................................. 232
Potential Duplicate Transactions Screen .................................................................................... 236
File Data Option Screen ............................................................................................................ 237
File to PCE/DES with Code .......................................................................................... 237
File to DES-Only Data ................................................................................................. 238
Filing Options Screen................................................................................................................ 238
Filing Options .............................................................................................................. 238
Visit Date/Time ............................................................................................................ 238
Encounter Dental Class ................................................................................................ 239
Disposition ................................................................................................................... 239
Suggested Recare Date ................................................................................................. 239
Primary PCE Diagnosis & Send Dx to CPRS Problem List ........................................... 240
Service Connection ....................................................................................................... 240
Additional Providers/Additional Signers ....................................................................... 241
Station .......................................................................................................................... 242
Progress Note Screen ................................................................................................................ 242
Viewing/Importing DRM Object/Progress Note ............................................................ 243
Viewing/Importing CPRS Templates ............................................................................. 243
Importing VistA Medical Information ........................................................................... 243
Other Options in the Import Menu ................................................................................ 244
Accessing Dental CNTs ................................................................................................ 244
Electronic Signature ..................................................................................................... 244
Progress Note Addendum ............................................................................................. 245
CNT Navigator ......................................................................................................................... 246
Navigating Within CNTs ............................................................................................... 247
Consult Notes ........................................................................................................................... 249
Resident Filing as Cosigners or Distributed Providers ............................................................... 251
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Appendix A – Glossary of VA Terms ................................................................................................. 253
Appendix B – Common Application Functions .................................................................................. 257
Appendix C Hints and Notes ............................................................................................................. 259
Save Unfiled Data ..................................................................................................................... 259
Dental Class Displayed on Banner ............................................................................................ 259
Diagnostic Findings .................................................................................................................. 259
Treatment Plan .......................................................................................................................... 259
Multi-Add Screen ..................................................................................................................... 260
Ranged Codes ........................................................................................................................... 260
Speed Codes ............................................................................................................................. 260
Tx Planning/Sequencing Screen ................................................................................................ 260
Completed Care ........................................................................................................................ 261
Periodontal Chart ...................................................................................................................... 261
Completing the Encounter ......................................................................................................... 262
Reports Non-Clinical Time by Provider.................................................................................. 264
Code Boilerplates...................................................................................................................... 264
Last Broker Call ........................................................................................................................ 264
Recent Dental Activity .............................................................................................................. 264
Appendix D Icon Definitions ............................................................................................................. 265
Diagnostic Findings .................................................................................................................. 265
Treatment Plan .......................................................................................................................... 268
Completed Care ........................................................................................................................ 270
Special Descriptions – Bridge Icon ............................................................................................ 272
Special Descriptions – Conn Bar Icon ....................................................................................... 273
Special Descriptions – Notes Icon ............................................................................................. 273
Appendix E Create Reports in MS Excel and Access ....................................................................... 274
Developing Excel Reports ......................................................................................................... 274
Creating Custom Reports Using Excel ...................................................................................... 277
Deleting Columns or Rows ........................................................................................... 278
Expanding Columns or Rows ........................................................................................ 278
Field Formatting Options ............................................................................................. 278
Creating a Header for a Report .................................................................................... 281
Sorting Data ................................................................................................................. 283
Subtotaling Data .......................................................................................................... 284
Pull Down Options ....................................................................................................... 286
Importing the DRM Plus Extract Text File into an Access Report.............................................. 287
Importing the DRM Plus Extract Excel File into Access Database ............................................. 294
Appendix F – Using the Keyboard to Enter Periodontal Data ............................................................ 299
Overview .................................................................................................................................. 299
Navigating the Periodontal Screen ............................................................................... 299
Arch Views ................................................................................................................... 299
Cursor Movement ......................................................................................................... 299
Entering Data ............................................................................................................... 300
Special Buttons ............................................................................................................. 300
Other Functions ........................................................................................................... 300
Appendix G Ranged Codes ............................................................................................................... 301
Appendix H Active-Inactive Maintenance Control .......................................................................... 302
Appendix I Option to Set Dental Patients to Inactive Status .............................................................. 304
Appendix J How to Map Dental CNTs .............................................................................................. 305
Appendix K – Recommendations for Coding of Prosthetic Appliance ............................................... 307
Appendix L Business Use of DRM Plus ............................................................................................ 309
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Local Policy and Practice .......................................................................................................... 309
National Policy and Practice Coding Standards ......................................................................... 309
Appendix M Data Security ............................................................................................................... 310
Appendix N – madExcept Application................................................................................................ 312
Periodontal Keyboard Shortcuts Tear-Out.......................................................................................... 315
May 2018 DRM Plus Administrator Manual v6.9 9
Document Storage Systems, Inc.
DSS, Inc. specializes in the computerization of patient medical charts. Our core specialty within the medical
market is building Windows Graphical User Interface (GUI) applications; which insert, update and retrieve
patient data held in a MUMPS (M) data repository, or SQL database system. DSS offers an array of GUI
products, which allow for the electronic documentation of TIU progress notes and other significant parts of
medical records, scanning and viewing of clinical and administrative documents and automated medical
record coding through simple points and clicks.
From the Department of Veterans Affairs
Dental Record Manager Plus (DRM Plus) captures specific dentally-related information elements NOT
readily available in CPRS. These elements include: oral cavity/tooth related diagnostic findings, dental-
specific care plans and a superset of completed care information. DRM Plus aids the provider in the entry of
dental diagnostic information, coding and crediting dental procedures, completing TIU progress notes, and
planning and tracking dental patient care. DRM Plus is adjunctive to CPRS and is NOT designed to replace
CPRS for dental users. While some information from CPRS is available, and can be accessed in DRM plus,
providers should use all the available tools in the VistA suite of applications. These tools include: VistA
Imaging, I-Med Consent, and any clinical system applications specific to the local sites.
DRM Plus is a Dental Graphical User Interface front end for data input into the VistA Dental files, as well
as the Patient Care Encounter (PCE), Text Integration Utility (TIU) and CPRS Problem List packages.
Introduction
The DRM Plus program is designed to provide dental health care facilities with an intuitive, user-friendly
Windows interface for end-users to create encounter information, evaluate patient dental conditions, and
develop and maintain the treatment plan. The DRM Plus program is an application that uses RPC Broker
technology, which permits the facility users to store and retrieve clinical data within the VistA System.
DRM Plus supports the Veterans Health Administration, Office of Dentistry, continuous quality
improvement initiatives by providing added value to the clinical and administrative management of the
patient’s electronic dental record. The enhanced methods of data capture included in this application
continue to eliminate unnecessary paperwork and administrative functions through the automation of
clinical dental data.
The use of DRM Plus results in more accurate insurance billing for dental visits, consults and procedures.
This application supports the filing of Dental Encounter System (DES) within the guidelines established by
the Veterans Health Administration, Office of Dentistry.
Introduction
May 2018 DRM Plus Administrator Manual v6.9 10
Some features of DRM Plus are summarized in the following:
Entry of dental conditions, plans and completed procedures through the use of graphic icons with
extensive use of color schemes.
Upper/Lower/Full Views with full color coded graphics.
Sequencing of Treatment Plan procedures
Dental History with date-change capability
Quadrant or Tooth summaries
Head/Neck Findings availability
Periodontal charting
Full Mouth Plaque Index with definitions
ADA/Local/Quick Codes
Creation and maintenance of tooth-specific and general patient notes.
Quality Improvement/Performance Measures and Benefits
DRM Plus supports the VA Administration, Office of Dentistry’s continuous quality improvement
initiatives by providing added value to the clinical and administrative management of the patient’s electronic
dental record. The efficient data capture methods included in this product eliminates unnecessary paperwork
and administrative functions. Additional quality improvement benefits and sample performance measures
include:
Performances Measures
Reductions in operating cost and improved services through better integration of VHA resources
and data.
Supports high level job satisfaction by providing clinicians with feedback regarding quality of care
and promotes a culture that places a high value on individual and collective accountability through
reporting.
Promotes a VHA culture of ongoing quality improvement that is predicated on providing excellent
health care value.
Accuracy and usefulness of data increases based on the reduction of data entry points and
decreased potential for error.
Enhanced capability to measure quality of care consistent with the VA Dentistry GPRA
Performance Plan.
Customer Support
DRM Plus is supported in the same manner as any other nationally supported software product. Problems
should be reported to the local site ADPAC and/or Help Desk, who in turn utilize the Computer Associate’s
Service Desk Manager (CA SDM) system to log and track problems. Help desk support is provided from
8:00 AM to 7:00PM Eastern Standard Time, Monday through Friday. Documenting problems provides a
means to find and disseminate solutions to those involved in any area of DRM Plus or VistA.
May 2018 DRM Plus Administrator Manual v6.9 11
DRM Plus User Requirements
1.
DRM Plus users must have a valid Person Class in VistA file 200 (New Person File) to file data in
DRM Plus.
a. ALL residents and fellows must have one of the following Person Classes: V030300, V115500,
or V115600, and this requires the resident to select a distributive provider (attending) as the
primary provider when filing to DES and PCE.
b. DRM Plus users must have a Person Class (different than the three listed above) to file data in
DRM Plus. DRM Plus users that do NOT have a Person Class will receive an “!”-screen
(Informational) stating the user is required to have an active Person Class to file data in DRM
Plus. Please contact IT support for assignment of Person Class.
c. DRM Plus users without a Person Class assigned may file an unsigned encounter for another
provider or save unfiled data for another provider.
2.
Dental Residents and Fellows using DRM Plus must have a valid User Class in VistA TIU if they
require a cosigner. Please refer to the Authorization/Subscription Utility (ASU) User Manual to
insure that Dental Residents are prompted for cosignature on all Progress Notes and Consults. This
is typically done by a Clinical Coordinator, IT Staff, ADPAC or other manager using the Document
Parameter Edit option on the TIU Parameters Menu on the IRM Maintenance Menu. The USERS
REQUIRING COSIGNATURE field within the Document Parameter Edit option indicates which
groups of users (i.e., User Classes) require cosignature for the type of document in question.
3.
All DRM Plus users filing TIU progress notes must have an electronic signature in VistA file 200
(New Person File).
4.
All DRM Plus users must have a default division (station number) in VistA file 200 (New Person
File) for the station number to appear as the default (preselected) when filing an encounter.
5.
All DRM Plus users must have the secondary menu option DENTV DSS DRM GUI assigned to
access DRM Plus.
6.
All DRM Plus users filing encounters should have their initials defined in the new person file (200)
so that they will appear in the DRM Plus transaction tables.
7.
All DRM Plus users (except Cover Page Only users) must have an active 8-Digit Dental Provider
ID in the VistA Dental Provider File (220.5) to open DRM Plus and file data. DRM Plus users that
do NOT have an 8-Digit Dental Provider ID will receive a “Red X”-screen (Stop) stating that they
are required to have an active Dental Provider ID and will be denied access to DRM Plus. Note to
DRM Plus application administrators: Use the DRM Plus option Provider Add/Edit on the Tools
menu to enter this information. Select the New button if the user name does NOT display in the list.
8.
Dental Students should NOT be assigned a Person Class in VistA; they only need an 8-digit
Provider ID and require a User Class in VistA TIU (student). The User Class allows them to
access CPRS. The dental student may file data for another provider.
9.
DRM Plus users that have Cover Page Only access require the secondary menu option DENTV
DSS DRM GUI assigned and no other requirements to access DRM Plus. Cover Page Only access
must be granted by a DRM Plus application administrator.
Note: DRM Plus users must have permission to write and modify to-and-from the DOCSTORE folder.
Dental Record Manager Plus User and Administrator
Requirements
May 2018 DRM Plus Administrator Manual v6.9 12
Administrator Option
All DRM Plus application administrators must be DRM Plus users. Enter VistA in Programmer Mode by
typing D ^XUP at the VistA prompt and get to "Select Option".
1.
At Select Option Name, type: DENTV XPAR EDIT PARAMS.
2.
At the Select PARAMETER DEFINITION NAME, type: DENTV DRM ADMINISTRATOR.
3.
At the Select NEW PERSON NAME, type in the name of the person to be made a dental
administrator.
4.
Set the value to YES.
May 2018 DRM Plus Administrator Manual v6.9 13
Access
To access DRM Plus, first open CPRS and select the desired patient. Open the Tools menu in the CPRS tool
bar, and select DRM Plus submenu from the available submenus.
Figure 1: Access DRM Plus through CPRS
DRM Plus opens with the patient information loaded and, unless changed by the user, the
Chart/Treatment tab as the default opening screen.
Note: Users may be required to re-enter Access/Verify codes when opening DRM Plus. The default
opening settings of DRM Plus is the Treatment Plan screen on the Chart/Treatment tab, unless changed
by the user.
Note: The proper ways to close DRM Plus are listed:
1.
Selecting the [X] button in the upper right corner of the DRM Plus screen; or
2.
Selecting File menu Exit submenu; or
3.
Selecting Task Manager Application tab highlight Dental Record Manager Plus task
End Task button.
Accessing DRM Plus
May 2018 DRM Plus Administrator Manual v6.9 14
Figure 2: DRM Plus Chart/Treatment Tab
The!”- screen (Informational) displays when a DRM Plus user does NOT have an active VistA Person
Class. This user will need to contact the local Help Desk and request an active VistA Person Class. One of
the requirements to file data in DRM Plus is to have an active VistA Person Class. However a DRM Plus
user with NO VistA Person Class may file an unsigned encounter for another provider or save unfiled data
for another provider.
Figure 3: “!”-screen (Informational)
TheRed X”- screen (Stop) displays when a DRM Plus user does NOT have an active 8-Digit Dental
Provider ID. NO access will be allowed to open DRM Plus by the user. A DRM Plus Administrator may
create an active 8-Digit Dental Provider ID from the Provider Add/Edit submenu from the Tools menu in
DRM Plus. One of the requirements to file data in DRM Plus is to have an active 8-Digit Dental Provider
ID.
May 2018 DRM Plus Administrator Manual v6.9 15
Figure 4: “Red X” –screen (Stop)
Note: No informational warning screen displays to a user with Cover Page tab access only.
The following informational screen will display when someone opens a DRM Plus patient’s chart that
someone else has open. The informational screen displays the name of the user who first opened the
patient’s chart. The informational screen also asks the user to only view the chart until the first user
accessing the patient chart closes it, nothing should be entered, edited or deleted. The user receiving the
warnings should refresh the patient’s chart or close and reopen DRM Plus after the other user has
finished.
There can be issues in DRM Plus when filing entries such as unfiled data or patient’s TIU progress notes
when more than one person is accessing the same patient chart.
Figure 5: Warning Informational Screen
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In the following pages, the various parts of DRM Plus are highlighted and the functionality of the program
is explored. The main screen is broken into three distinct parts. The drop-down menus allow the user to
access various menus throughout the program, regardless of which tab is in use. Some drop-down menu
functions are NOT available with every different tab. In this case, the menu function is disabled when the
tab is open.
Figure 6: DRM Plus Drop-Down Menus
The banner contains patient, visit/location, provider/patient information and limited vitals entry. There are
also the adverse events button, device tracking button, dental class button, coding standards and alerts icons
on the banner.
Figure 7: DRM Plus Banner
The tabs are the heart of DRM Plus. They allow the user to create a new exam template, new treatment plan,
view the dental history of a patient, view clinical records, and create a text note or a text note addendum. All
providers may perform myriad tasks by simply clicking through each of the tabs and adding the pertinent
information that is allowed in the appropriate place.
Figure 8: DRM Plus Tabs
The following chapters explore the functionality of each of the areas of the program in detail.
May 2018 DRM Plus Administrator Manual v6.9 17
The DRM Plus drop-down menus consist of seven menus: File, Edit, Dental Encounter Data, Treatment
& Exam, Tools, Reports and Help.
Figure 9: DRM Plus Drop-Down Menus
File
The File menu contains seven submenus: Refresh Patient Chart, File Administrative Time, File Fee
Basis, Print, Spell Check, Save Unfiled Data and Exit. The Spell Check is only active in the note and
note addendum screens.
Figure 10: DRM Plus File Menu
Refresh Patient Chart
The Refresh Patient Chart submenu allows DRM Plus users to refresh the patient’s chart while working in
DRM Plus.
File Administrative Time
When the File Administrative Time submenu is selected from the File menu, the File Administrative
Time screen displays.
Using the DRM Plus Drop-Down Menus
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Figure 11: File Administrative Time Screen
1. Use the drop-down menu near the top of the screen to select the desired Station Number.
2. Click the appropriate radio button to select the type of administrative time.
3. Use the up and down arrows next to the hours and minutes text boxes to adjust how much time is
recorded. Note that the minutes can only be adjusted in 15 minute increments.
4. Click the OK button. The screen closes and files that administrative time for report usage.
Note: This filing of administrative time is for local use only and does NOT file to the VA-MCA Labor
Mapping Access Database Program.
File Fee Basis
When the File Fee Basis submenu is selected, the Dental Record Manager Fee Basis screen displays.
Figure 12: Dental Record Manager Fee Basis Screen
May 2018 DRM Plus Administrator Manual v6.9 19
1. Use the Report Date drop-down menu to select a date to edit/delete a previous fee basis entry.
2. Choose the station by clicking the appropriate radio button.
3. Click the Dental Category drop-down menu to choose a Dental Class.
4. Click the Date Authorized for Payment drop-down menu to display a calendar. The user may
toggle through this calendar to choose the authorized date for payment.
5. Enter the Total Cost in the text box.
6. Click the Finish button.
7. A screen displays stating that a Fee Basis record has been added. Click the OK button.
End-user criteria required to allow entering fee basis data within DRM Plus includes:
Does need to be in the Dental Provider file (8-digit provider ID).
Does NOT need a Person Class in VistA.
Does need access to CPRS.
Does need access to DRM Plus (DENTV DSS DRM GUI secondary menu option).
Does NOT need DRM Plus administrative access.
Note: DRM Plus Administrators can run all Fee Basis reports. Patient care provided by fee should be
entered in DRM Plus as Diagnostic Findings.
Note: Fee basis data entered in DRM Plus is only available for local reports created in DRM Plus.
Print
Select the Print button to view the Print screen.
Figure 13: Print Screen
Select the check boxes that correspond to what is to be printed.
May 2018 DRM Plus Administrator Manual v6.9 20
Spell Check
Select Spell Check to correct possible spelling errors. This feature is only active in note and note addendum
screens.
Figure 14: Spelling Screen
The program goes through the text and highlights words that may have been misspelled and suggests
possible correct spellings. Use the buttons to Ignore, Change or Add words. Click the Options button to
select various options, pick a language/dictionary or add a custom dictionary.
Figure 15: Spelling Options Screen
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Click the check boxes beside the desired options located on the Spelling tab. Select the language and
dictionaries from the Language tab and click the OK button. The Spelling Options screen closes.
Save Unfiled Data
Select the Save Unfiled Data submenu. The Save DRM Plus Data screen displays. Click the Yes button to
save the unfiled data to the listed provider. A screen displays. Click the Yes button again to confirm.
Figure 16: Save DRM Plus Data Screen
To change the save unfiled data to another provider, click the Provider... button.
Figure 17: Search for Provider Screen
1. Enter the name or partial name of the desired provider in the search criteria text box.
2. Press the <Enter> key.
3. Click the needed provider from the list of results.
May 2018 DRM Plus Administrator Manual v6.9 22
4. Click the OK button to change the provider. The Save DRM Plus Data screen displays.
5. Click the Yes button to save the unfiled data to the new provider.
When a dental provider is saving unfiled data and assigning it to another dental provider for a selected
patient who has previously saved unfiled data that has NOT been filed, the following screen displays.
Figure 18: Provider Already Has Unfiled Data
If the user clicks the Yes button, previously saved unfiled data originally saved by another dental provider,
or this provider, is overwritten. Only one unfiled data entry may be maintained by a single provider, per
patient.
Exit
Exit the program by selecting the Exit submenu from the File menu. The CPRS main screen displays.
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Edit
The Edit menu consists of four submenus: Copy, Cut, Paste and Select All.
Figure 19: Edit Menu
Copy
To copy, highlight the desired text and choose Copy.
Cut
To cut, highlight the desired text and choose Cut. The selected text is removed.
Paste
To paste, move the cursor to the area where the copy or cut text is to be replaced. Select the Paste submenu
to add the text to the chosen area.
Select All
Select All highlights all the text visible on the screen which can be copied and/or cut. Use the Copy or Cut
submenus to complete the desired task.
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Dental Encounter Data
The Dental Encounter Data menu has two submenus: Create New PCE Visit and View Scheduled
Appointments and Historical Visits.
Figure 20: Dental Encounter Data Menu
Create New PCE Visit
Select the Create New PCE Visit submenu to display the Provider and Location for Current Activities
screen.
Note: This submenu is only available if the DRM Plus Administrator allows new PCE visits to be created in
the DRM Plus application. The opening default tab is the New Visit tab.
Figure 21: Provider and Location for Current Activities Screen
The Encounter Provider field should default to the correct end-user that is signed into VistA. Select the
Encounter Location if the Default Location parameter is NOT set in advance. The Default Location
parameter is explained in the Treatment System section in the Using the DRM Plus Drop-Down Menus
chapter of this manual.
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Visit Date/Time defaults to the present date/time for a new visit in the New Visit tab. The date and time
may be changed if desired.
Figure 22: New Visit Tab
To record a new visit other than the present date/time:
1. DRM Plus defaults to the present provider; however, a different provider may be selected using the
Encounter Provider list.
2. Select the clinic location from the scroll menu if the Default Location is NOT set.
3. Use the drop-down arrow to toggle through the calendar screen and select a date.
4. Use the up and down arrows to adjust the Visit Time.
5. Check the Historical Visit check box, if applicable.
6. Click the OK button to create the new PCE visit.
Note: Future date appointments may NOT be created in DRM Plus.
Note: Creating a new PCE visit in DRM Plus does NOT update Appointment Manager in VistA.
View Scheduled Appointments and Historical Visits
The My Clinic Visits tab lists the patient visits for the selected clinic. This tab only displays if a default
Dental Location parameter is selected. When no default Dental Location parameter is selected, the Dental
Visits tab displays.
To record the scheduled appointment for the patient:
1. DRM Plus defaults to the present provider; however, another provider may be selected from the
Encounter Provider list.
2. If there is only one scheduled visit, it is automatically defaulted.
3. Select the correct scheduled visit in the bottom window, if it is NOT defaulted.
4. Click the OK button and the provider/location is set for the scheduled visit.
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Figure 23: My Clinic Visits Tab
The Dental Visits tab lists all the dental clinic visits.
Figure 24: Dental Visits Tab
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The All Visits tab lists all dental visits and admission(s) if the selected patient is an inpatient.
Figure 25: All Visits Tab
The Admissions tab lists the admissions for the selected patient.
Figure 26: Admissions Tab
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Treatment & Exam
The Treatment & Exam menu has nine submenus: Show Configuration, Add/Edit Personal QuickList,
Add Medical Codes to ADA Table, Edit Code Information in ADA Table, Edit Procedure Costs,
Filter View, Clean Slate, Undo Clean Slate and All Planned Care to Clipboard.
Note: The Add Medical Codes to ADA Table, Edit Code Information in ADA Table, Edit Procedure
Costs, Clean Slate and Undo Clean Slate are DRM Plus administrative submenus.
Figure 27: Treatment & Exam Menu
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Show Configuration
Select the Show Configuration submenu to display the Charting Configuration screen.
Figure 28: Charting Configuration Screen
Use the various tabs to configure the chart. The tabs are: TX & Exam, Periodontal, Report, Voice, H&N,
Statistics, Suggestion Links and Speed Codes. The parameters on each tab are a user specific function;
changing it does NOT impact other users. When finished, click the OK button.
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Tx & Exam
Use the Tx & Exam tab to change the default view screen that displays when DRM Plus is first opened. The
original default view screen is the Treatment Plan view.
The Sequencing screen displayed upon entry is NOT selected as a default parameter; however, showing a
warning box when adding duplicate transactions on a tooth for each view chart is a default parameter. Use
the check boxes to change these user specific parameter functions.
Use the functions on this tab to fine tune the Display Defaults; choose Graphical Displays or Transaction
Lists to display check boxes based on the screen being viewed.
Figure 29: Tx & Exam Tab
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Periodontal
Choose the Periodontal tab to set pocket depth warning and choose the colors that display as pocket
warnings and normal pockets on the Periodontal Chart screen. Other submenus on this tab include Show
MGJ Trace and Exam Sequence.
Figure 30: Periodontal Tab
To change the exam sequence:
1. Click the Edit button.
2. The Edit Perio Sequence screen displays.
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Figure 31: Edit Perio Sequence Screen
3. Click each Section in the order in which the perio exam sequence should be performed.
4. Click the OK button to save the new exam sequence.
To go back to the original settings, which appeared when this screen was first displayed, click the Reset
button. Once the exam sequence has been changed and the user has clicked the OK button on the
Periodontal tab, this becomes the permanent default exam sequence.
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Report
Use the functions on the Report tab to select certain pieces of information, which appears on individual
reports when using the Print option under the File menu. The Chart check box selection prints the graphic
chart, displayed on the last view screen of the Chart/Treatment tab, prior to the chosen Print submenu.
The Transactions check box selection prints the transaction table, displayed on the last view screen of the
Chart/ Treatment tab, prior to the chosen Print submenu. Patient Notes and Tooth Notes check box
selections print the entries entered using the Notes icon.
Figure 32: Report Tab
Voice
Voice is NOT enabled in DRM Plus.
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Speed Codes
Use the Speed Codes tab to set/create individual icons in DRM Plus for frequently used procedure codes
entered using the Treatment Plan or Completed Care viewing screens.
Figure 33: Speed Codes Tab
To add a Speed Code:
1. Click the Add button. The Edit Speed Code screen displays.
2. Add a new Name, which cannot exceed 10 characters.
3. Entering a description is optional. Two symbols; semicolon (;) and up-carrot (^) may NOT be
added or used in the description text.
4. Use the search function, ADA Codes, to look up a procedure code(s) and add it to the new speed
code.
5. Entering an icon is optional.
6. Click the OK button to begin finalization.
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Figure 34: Edit Speed Code Screen
To edit or delete the speed code, highlight the desired name in the Speed Codes tab and click the Edit or
Delete button. Provide appropriate entry in the subsequent screens; otherwise, click the OK button to
complete this part of the process.
To complete the speed code process:
1. Move to the Completed Care or Treatment Plan view of the Treatment & Exam screen.
2. Click one of the undesignated icon squares. The Configure Button screen displays.
Figure 35: Configure Button Screen
3. Click the drop-down arrow, highlight and click the desired Speed Code name.
4. Click the OK button and the speed code is linked to that icon.
The Perio Mode check box on the Configure Button screen designates the viewing preference when the
Perio Buttons icon is clicked. The Perio Buttons icon is used as a toggle for displaying another 19
available icon buttons. Clicking the Perio Buttons icon displays any 19 Speed Code icons that have been
designated in the Perio Mode (check box clicked) while hiding any non-perio mode Speed Code icons from
the display. Clicking the Perio Buttons icon again reverses the display. This option allows for a total of 38
Speed Code icons to be created. The 19 non-perio mode speed codes are the default Speed Code icons
when DRM Plus is initially opened. Please see the Perio Buttons Icon section, in the Chart/Treatment –
Treatment & Exam chapter of this manual, for more information.
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Suggestion Links
Use the Suggestion Links tab to enter code suggestions, when entering one procedure code which is linked
to another procedure code(s), without having to use an icon to find the other code. A screen displays asking
if other linked codes should be added providing an opportunity to decline the entry of suggested linked
codes.
Figure 36: Suggestion Links Tab
To add a suggestion link:
1. Click the Add button.
2. A screen displays featuring a list of all DRM Plus procedure codes. Click the desired primary
procedure code that other procedure codes are linked to, and then click the OK button.
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Figure 37: Suggestion Links Code List
3. A screen requesting the linked codes to the primary procedure code displays.
Figure 38: Linked Codes Screen
4. Click the Add button to add the first linked code. The list of all DRM Plus procedure codes
displays again.
5. Choose the second code to be linked with the primary procedure code and click the OK button.
6. Add as many linked codes to the primary procedure code as desired. To finish and return to the
tab, click the OK button.
Note: As many codes as necessary can be linked. Simply continue clicking the Add button on the Linked
codes screen and choosing more codes from the list.
To edit the suggestion link:
1. Select a suggestion link to be edited and click the Edit button. The Linked codes screen displays.
2. Click the Add button for another procedure code, and the list of procedure codes displays. Click
the OK button.
3. To remove a linked code entry, click the Delete button and then the OK button.
To delete the suggestion link, select the suggestion link and click the Delete button.
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Statistics
Choose the Statistics tab to set the warning level for pocket depth, free gingival margin, mucogingival
junction, furcation and mobility found in the Stats screen on the Periodontal Chart.
Figure 39: Statistics Tab
To change the warning level:
1. Double-click the box containing the Warning Level to be changed.
2. A screen displays. Enter the new warning level in the text box and click the OK button.
Figure 40: Adjust the Warning Level
3. The Warning Level is changed on the tab.
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H&N
The H&N tab allows the provider to use the Add and Delete buttons to add/delete head and neck findings
listed on the H&N screen located on both the Treatment & Exam and Periodontal Chart screens.
Figure 41: H&N Tab
To add an H&N finding:
1. Click the Add button.
2. A DRM screen displays. Enter the finding in the text box.
Figure 42: DRM Description Screen
3. Click the OK button. The finding is added.
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To delete a finding, click the desired H&N finding in the list and then click the Delete button. The finding
is removed from the list.
Note: All administrative descriptions added or deleted for head and neck findings are permanent for all
users in the local DRM Plus server.
Add/Edit Personal QuickList
Select the Add/Edit Personal QuickList submenu to manage a Quick List of codes for personal use. For
additional convenience, enter frequently used procedure codes that have multi-add functionality associated
with the code, into the Quick List. The Manage Personal QuickList screen displays.
Figure 43: Manage Personal QuickList Screen
To add to the Quick List:
1. Type the search criteria into the Find text box. Search by words or numbers.
2. A matching list displays on the left side of the screen. Click one of them to select it.
3. Click the right arrow button to move the selected code to the Quick List.
4. Click the OK button to end and close the screen or repeat to add another code to the Quick List.
To remove from the Quick List:
1. Select an entry from the Quick List on the right side of the Manage Personal QuickList screen.
2. Click the left arrow button to remove it from the list. A screen displays confirming that the entry
is to be deleted. Click the Yes button to continue.
Note: Codes entered into a Quick List are accessed through the Quick Code icon.
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Add Medical Codes to ADA Table
A DRM Plus Administrator may select this submenu to add medical CPT procedure codes to the ADA
mapping table. Each medical CPT procedure code must have at least one designated diagnosis code entered
with it. Once a diagnosis code has been designated, it may be changed at any time. These changes apply
only to the local VistA system for specific facilities.
Figure 44: Dental Code Editor Screen
To add a medical procedure code to the ADA mapping table:
1. Type a word or medical CPT procedure code into the yellow drop-down box.
2. Press the <Enter> key.
3. Search results display in the drop-down menu. Select the correct result.
4. Once a new medical CPT procedure code is selected, several fields display on the Dental Code
Editor screen.
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Figure 45: Dental Code Editor Screen when Adding Procedure Code
5. Choose the VistA DES code from the VA-DSS Product Line drop-down menu. Enter the VA
Cost to perform and the Equivalent Private Cost information in the respective text boxes. The
VA-DSS Product Line field is required; the cost fields are optional.
6. The RVU Value in the text field is always zero for any local medical CPT procedure code added
to the ADA mapping table.
7. Add the diagnosis code using the Diagnosis Code Search, by typing into the corresponding text
box and pressing the <Enter> key.
8. Select the correct diagnosis code from the Diagnosis Code Search drop-down menu and click the
green icon [+] button. The diagnosis code is added to the Prioritized List of Diagnosis Codes.
Repeat this step until all necessary diagnosis codes are added.
9. To change the position of any diagnosis code on the list, first select the diagnosis code, and then
use the blue Up arrow to move the diagnosis code up. Repeat until all diagnosis codes are in the
correct order.
10. To remove a diagnosis code from the list, click the red [X] button.
11. Add an Administrative Note in the corresponding text box (optional).
12. When finished, click the OK button.
Note: Local DRM Plus Administrators can enter text freely in the Administrative Note text box to
complement the local medical CPT procedure code. This field is NOT mandatory to save a local medical
CPT procedure code.
Note: All locally-added medical CPT procedure codes are monitored nationally, and may be added in a
future DRM Plus patch, with an appropriate RVU value set.
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Edit Code Information in the ADA Table
Select this submenu to edit all CPT dental and medical procedure codes on the ADA mapping table from the
local server. Diagnosis codes may be added onto the existing national list of diagnosis codes; however, the
existing national list of diagnosis codes may NOT be edited.
Figure 46: Dental Code Editor Screen when Editing Procedure Code
To edit a code in the ADA Master Database List:
1. Type in the search term in the yellow drop-down box. Only those codes which are in the ADA
master database list display.
2. The VA-DSS Product Line, RVU Value and Coding Standards cannot be edited.
3. Type in the fields that are to be edited; the VA Cost to Perform, Equivalent Private Cost,
Prioritized List of Diagnosis Codes and the Administrative Note fields can be edited.
4. To add a list of local diagnosis codes, see the previous Add Medical Codes to ADA Table section
and follow steps (7-10).
5. When finished, click the OK button.
Note: When any diagnosis codes are added to a CPT procedure code, a line appears dividing the list into the
preset national list of diagnostic codes above the line, and the added local diagnostic codes below the line.
Note: The VA Cost to Perform, Equivalent Private Cost and Administrative Note text boxes are
optional.
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Edit Procedure Costs
Select this optional submenu to add or edit procedure code costs.
Figure 47: Edit Procedure Costs Screen
To add/edit a procedure code cost:
1. Scroll through the list to find the desired ADA/CPT procedure code.
2. Select the cost to be added or edited. Both VA Cost to Perform and Equivalent Private Cost can
be added or edited. RVU cannot be edited.
3. Type the cost value into the appropriate cell.
4. Press the <Enter> key or use the up/down arrow keys so that the new cost is saved. Left or right
arrow keys do NOT save the cost value.
5. Click either Save to Excel, to view in Microsoft Excel, Print or Close.
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Filter View
Use the Filter View submenu to choose which encounters display on the Chart/Treatment tab of DRM
Plus.
Figure 48: Filter View Submenus
Current Episode of Care
Select this filter to show only those treatments that have been completed for all visits during the current
disposition or patient status.
All Episodes of Care
Select this filter to show all treatments completed for all visits. This is the default setting.
Select Episode of Care
Select this filter to see all the treatments completed for all visits during a previous specific disposition or
patient status. When this submenu is selected, a screen listening all previous dispositions or patient statuses
associated with a given patient displays.
Figure 49: Select Episode of Care Screen
To select a previous disposition, click the desired one from the list and click the OK button.
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Date Range
Select this filter to show treatments that have been completed within a specified date range. When this filter
is selected, a screen displays. Use this screen to select a date range.
Figure 50: Select Date Range Screen
To filter by date range:
1. Use the drop-down menu to select the needed dates. Click the OK button.
2. The treatments completed in the entered date range display on the screen. If no entries were made
during the selected date range, DRM Plus displays as a clean slate.
Clean Slate
The Clean Slate submenu functionality clears the graphical portion of the Treatment & Exam screen, and
deletes all planned treatment for the selected patient. The new clean slate can be restored for this patient at
any time until a new encounter has been filed on this patient’s chart. The deleted planned treatment may
never be recovered, only re-entered and filed on the patient’s chart. Clean slate also inactivates all saved
unfiled data entered during this session and all previous unfiled data saved by all providers for this patient.
Clean slate removes all graphics on the three Treatment & Exam screens, but leaves the historical
transactions in both tables of the findings and completed screens.
The submenus of Clean Slate and Undo Clean Slate are found under the Treatment & Exam menu. Only
end-users who have the DRM Plus Administrative parameter option for clean slate are allowed to use this
function.
Figure 51: Clean Slate Submenu
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The following dialog displays the planned treatment for the selected patient. This patient has extensive
findings and completed treatment which have been filed previously on the DRM Plus patient chart.
Figure 52: Patient Chart before Clean Slate
Selecting the Clean Slate submenu under the Treatment & Exam menu displays a screen informing the
DRM Plus Administrator that planned treatment is deleted permanently. All current graphics are removed
from the exam (findings) and completed treatment screens. All transactions entered during this session are
saved as inactivated unfiled data. All unfiled transactions from all providers saved on this patient are
inactivated.
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Figure 53: Clean Slate Information Screen
The next screens may or may NOT display to the DRM Plus Administrator. The first screen, Dental Record
Manager Plus, only displays if there was any unfiled data that was saved for this patient by any provider in
the past. The unfiled data is inactivated if a DRM Plus Administrator completes the clean slate.
Figure 54: No Data Saved
Otherwise, the Save DRM Plus Data screen displays, which allows the DRM Plus Administrator to save
new transactions as unfiled data. However, these transaction will be inactivated when completing the clean
slate. When the No button is selected on the Save DRM Plus Data screen, the user must again click the No
button on the same screen after clean slate has recycled.
Figure 55: Save DRM Plus Data
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The next screen, which always displays, has a message asking if the DRM Plus Administrator would like to
print the planned treatment. Select the Print button if concerned about re-entering the planned treatment,
because the planned treatment is deleted and cannot be recovered. When this is another provider’s treatment
plan, it should be printed and given to that provider to follow-up on the planned treatment for this patient.
That provider must re-enter and file the planned treatment on this patient’s chart.
Figure 56: Print Planned Care Notes
The following screen displays to inform that Clean Slate was successful, click the OK button.
Figure 57: Clean Slate Successful
The chart displays no graphics for completed treatment and exam findings. All the historical transactions in
the tables for both the completed treatment and exam findings are still present. The next dialog displayed
shows that the Seq Plan button is no longer active, because all planned treatment has been deleted; both
graphical and transactional.
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Figure 58: Patient Chart after Clean Slate
The following screen displays when a DRM Plus Administrator saved unfiled data during the clean slate
process. It also displays for any provider opening this patient’s chart after the clean slate has been
completed, and there was previously saved unfiled data for this patient by that provider. It informs the
provider that the patient now has inactive unfiled data. The provider may delete the unfiled data using the
screen by selecting the Delete button, or selecting the View button and then clicking either to View or
Delete the inactive unfiled data from the Unfiled Data report.
Figure 59: Load DRM Plus Data Screen
Clean slate displays an icon in the banner showing the last clean slate date performed on this patient’s chart.
This icon is permanently on this patient’s chart; however, it could be updated when another clean slate is
performed on this patient’s chart.
Figure 60: Clean Slate Banner Icon
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Note: The Clean Slate submenu may NOT be used for any filed completed transaction corrections, or any
encounters filed incorrectly on a dental patient. These still have to be deleted by the DRM Plus
Administrator using the line item deletion function or the complete encounter deletion function.
Undo Clean Slate
The Undo Clean Slate submenu allows the DRM Plus Administrator to undo the last clean slate action
taken on a given patient. All historical graphics of completed treatment and findings are returned to the
chart, assuming only one clean slate has been performed. If it is the second time, it only returns the historical
graphics created following the first clean slate.
To utilize the undo clean slate function:
1. Select the Undo Clean Slate submenu from the Treatment & Exam drop-down menu. The
following screen displays.
Figure 61: Undo Clean Slate Message Screen
2. Click the Yes button to reveal another screen, which confirms that Clean Slate is undone.
Figure 62: Clean Slate Undone
While the DRM Plus patient’s chart is refreshing, if inactive unfiled data exists, which had NOT been
deleted, another screen displays. The options presented are the same that are provided when loading saved
unfiled data into the patient’s chart.
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Figure 63: Previously Saved Inactive Data Message
The correct date range of completed treatment and findings graphics imports into the patient’s chart, as
shown below.
Figure 64: Completed Treatment Graphics Recovered
Note: Saved unfiled data for a patient may be recovered if the DRM Plus Administrator performs a Clean
Slate for this patient and immediately uses the Undo Clean Slate submenu, before the inactive unfiled data
is deleted.
All Planned Care to Clipboard
All Planned Care to Clipboard is a submenu located as the last header on the Treatment & Exam menu.
This submenu when selected will allow the user to copy all planned data; filed and unfiled planned
treatment from the Seq Plan screen with extra planned details that occur on the cover page. This copy may
be pasted on any word document, text document or any application window if allowed.
Select the All Planned Care to Clipboard submenu and place your curser in the word document, text
document or any application window where you would like the planned data pasted.
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Tools
The Tools menu has 9 submenus: Windows Calculator, Windows Explorer, Windows Notepad, User
Inquiry, User Options, Administrative Toolbox, Panel Add/Edit, Provider Add/Edit and Vitals.
The ADA Website submenu is an ancillary application that the DRM Plus Administrator may customize for
all users. The DRM Plus Administrator may customize up to 10 ancillary application submenus.
Note: Administrative Toolbox, Panel Add/Edit and Provider Add/Edit are DRM Plus administrative
functions.
Figure 65: Tools Menu
Windows Calculator
Select this submenu to open Windows Calculator.
Windows Explorer
Select this submenu to open Windows Explorer.
Windows Notepad
Select this submenu to open Windows Notepad.
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User Inquiry
Select this submenu to view and change the VistA fields or to view the VistA fields of other users. The
VistA User Inquiry screen displays.
Figure 66: VistA User Inquiry Screen
1. Type the User Name into the input text box and press the <Enter> key.
2. The results display on the left side of the screen.
3. Select a User Name to view. The user’s information displays on the right side of the screen as
shown in the next figure.
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Figure 67: VistA User Inquiry Screen with User Information Displayed
Select the User Tool Box button to change the personal fields in VistA. Click the User Tool Box button at
the bottom of the screen and the User’s TBox screen displays.
Figure 68: User’s TBox Screen
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4. Select the desired User Profile Fields by clicking the corresponding radio button.
5. Edit the new text in the text box.
6. Click the Update Field button.
7. Click the Finished button. The VistA User Inquiry screen displays again.
User Options
Adjust various user settings in this submenu. The screen contains five tabs: General, Printing, Progress
Note, Treatment System and Exam Settings.
Figure 69: User Settings Screen
The Broker Call History icon opens the broker calls screen. Please see the Last Broker Call section,
in the Using the DRM Plus Drop-Down Menus chapter of this manual, for more information.
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General
The default General tab allows the provider to change Date Range defaults, Other Settings and File
Location folders.
Figure 70: General Tab
The Delete User Settings button located on the lower left corner of the screen displays in all the tabs. This
button allows the user to delete any new changes in this session before the parameter is saved.
Note: The Delete User Settings function only applies to the user that is currently logged in. Other users are
NOT affected if one chooses to delete user settings.
To change the default date ranges:
1. Click the Date Range Defaults button.
2. The Date Range screen displays.
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Figure 71: Date Range Screen
3. Use the up and down arrows to set the desired date range.
4. Click the OK button to return to the User Setting screen.
To change other parameter settings:
1. Click the Other Parameters button.
2. The Other Parameters screen displays.
Figure 72: Other Parameters Screen
3. Use the Tabs drop-down menu to set the initial tab and chart display in DRM Plus.
4. Use the Note Boilerplate check box to indicate whether the program should prompt for the
boilerplate insert associated with the VistA TIU progress note title selection.
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To change the file folder location:
1. Click the Set default folder button.
2. The Select Default Folder screen displays.
Figure 73: Select Default Folder Screen
3. Navigate to and click the desired folder.
4. Click the OK button to select it.
Note: This option allows the importing of information stored as a .txt file into the TIU progress note.
To set the extract folder location:
1. Click the Set extract folder button.
2. The Select Extract Folder screen displays.
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Figure 74: Select Extract Folder Screen
3. Navigate to the desired folder and click it.
4. Click the OK button to select the folder. A confirmation screen displays.
5. Click the OK button. Extract History reports are saved to this location.
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Printing
Use the Printing tab to set print margins, orientations, etc.
Figure 75: Printing Tab
To change the page configuration:
1. Click the Page Setup button.
2. The Page Setup screen displays.
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Figure 76: Page Setup Screen
3. Use the up and down arrows to adjust the margins.
4. Use the Orientation radio buttons to change the orientation of the printed document.
5. Use the Page Number check box to indicate whether page numbers are to be included.
6. Use the Ellipsis buttons to choose fonts for the Page Text, Header Text and Page Number.
7. Click the OK button to return to the User Settings screen.
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Progress Note
Use the buttons in the Progress Note tab to configure progress note data objects, configure note data
sequence and configure code boilerplates.
Figure 77: Progress Note Tab
To configure progress note data objects:
1. Click the Progress Note Data button.
2. The Progress Note Data Objects screen displays.
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Figure 78: Progress Note Data Objects Screen
3. Use the various check boxes to include or exclude desired progress note data objects.
4. Click the OK button to return to the User Settings screen.
Note: The Code Boilerplate check box activates the automatic importing into the TIU progress note of any
code boilerplate created in DRM Plus.
To configure the note data sequence:
1. Click the Set Note Sequence button.
2. The Note Object Sequence screen displays.
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Figure 79: Note Object Sequence Screen
3. Select the note object to be moved in the list.
4. Use the up and down arrows on the right side of the screen to change the sequence of the note
object on the list.
5. Click the OK button to return to the User Settings/Progress Note tab screen.
To configure the code boilerplate:
1. Click the Configure Code Boilerplate button.
2. The Code Boilerplate screen displays.
Figure 80: Code Boilerplate Screen
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To add a new code boilerplate:
1. Click the Add New button.
2. The New Boilerplate screen displays.
Figure 81: New Boilerplate Screen
3. Enter the name in the text box and click the OK button.
4. The Code Boilerplate Text screen displays.
Figure 82: Code Boilerplate Text Screen
5. Click the Add Code button to add a code to the boilerplate.
6. The Find CPT Code or CPT Description Text screen displays.
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Figure 83: Find CPT Code Screen
7. Type in the CPT code. A partial number is acceptable. Press the <Enter> key.
8. The search results display in the screen. Select one and click the OK button.
9. The selected code displays on the Code Boilerplate Text screen. The provider may add more than
one CPT code to this code boilerplate.
10. To delete that code, click the Delete Code button in the Code Boilerplate Text screen.
11. Type the desired associated text into the right side of the Code Boilerplate Text screen.
12. Click OK. A confirmation screen displays. Click OK to return to the Code Boilerplate screen.
To edit a code boilerplate:
1. Select the code boilerplate to be edited from the Code Boilerplate screen.
2. Click the Edit button.
3. The Code Boilerplate Text screen displays.
Figure 84: Code Boilerplate Text Screen
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4. From here, type in the right side of the screen to add or delete text from the boilerplate. Use the
Add Code and Delete Code buttons to add or delete codes form the boilerplate.
5. Click the OK button. An information screen displays. Click the OK button to return to the Code
Boilerplate screen.
To delete a code boilerplate:
1. Select a code boilerplate from the list on the Code Boilerplate screen.
2. Click the Delete button.
3. A confirmation screen displays. Click the Yes button to delete the boilerplate.
4. An information screen displays. Click the OK button to return to the Code Boilerplate screen.
Treatment System
The Treatment System tab allows access to additional options.
Figure 85: Treatment System Tab
Use the check boxes to choose whether to prompt for a diagnostic code when adding a planned item, or
select the default tree view to display DRM Plus note objects on the Progress Note screen.
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To choose a default location:
1. Click the Ellipsis (...) button next to the Default Location text box.
2. The Select Location screen displays.
Figure 86: Select Location Screen
3. Type the location into the text box and press the <Enter> key.
4. Search results display on the Select Location screen.
5. Choose the desired location and click the OK button.
6. Select the OK button from the informational screen and the location is saved.
7. Use the Clear button if the location should be removed, then the OK button on the informational
screen.
8. The user may also change the default location by using the Select Location screen.
9. Always select the OK button from the informational screen to save any changes.
10. Select the Done button at the bottom of the screen to close the User Settings screen.
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Exam Settings
The Exam Settings tab provides the user with several options. These include: Canned Statements, Next/
Back Button and Requirements.
Figure 87: Exam Settings Tab
The Canned Statements parameter allows adding of additional pre-defined statements by the end-user to
four elements. All local providers are end-users when utilizing this function from the User Options
submenu, whether or not they are DRM Plus administrators. Any changes made from the User Settings
screen affect only the individual end user.
Pre-defined statements are broken into five categories: Radiographic, Assessment Summary and
Treatment Plan (located in the same element), Patient Education and Disposition. There is a maximum of
twelve pre-defined statements allowed per category.
The local DRM Plus Administrator has priority when entering these statements system-wide, utilizing the
administrator settings parameter (NOT displayed here).
When any of these element categories are maxed out with pre-defined statements, the DRM Plus
Administrator may add another. This can be done by utilizing the administrator settings parameter. This
hides the last pre-defined statement entered by any end-user, and only affects those end-users with twelve
entered and displayed in the given category.
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To add a pre-defined statement (admin or non-admin) from the User Settings screen:
1. Select one of the five pre-defined statement buttons, such as Assessment Summary.
2. Type or copy/paste a pre-defined statement in the lower text box.
3. Click the green Add (+) button.
4. Click the OK button to confirm the new pre-defined statement addition.
Figure 88: Assessment Summary Screen
The end-user may highlight any of the pre-defined statements that were entered from their User Settings
screen and either delete that statement or move the statement’s position in the list. This deletion or
rearranging of the order only affects the end-user’s list of pre-defined statements and NOT any entered by
the DRM Plus Administrator or any national pre-defined comment that was kept by the DRM Plus
Administrator; these are listed at the top.
The Next/Back Button parameter setting allows end-users, when selecting the Next or Back buttons
located on any Exam tab element screen, to go directly to the next proceeding or previous required element
screen for that exam code and skip all optional element screens.
Note: There is no Back button on the first Presentation/Chief Complaint element screen and there is no
Next button on the last Disposition element screen.
Figure 89: Next/Back Button Parameters
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Both options are unchecked by default. When unchecked, the Next button skips any element that is optional
or has been completed from new data entered during this session and opens the next required element. When
checked, the Next button opens the very next element regardless of whether it is optional or completed
during this session.
The Back button when unchecked skips any element that is optional but opens all previous required
elements that are completed or NOT. When checked, the Back button opens the previous element regardless
of whether it is optional or required.
The user is required to complete any optional or required element when selecting the Next button when
trying to move forward. Selecting the Back button does NOT require the element to be completed to open a
previous element.
Note: When this parameter has been formatted in the User Settings screen, these selections only affect the
end-user’s profile and follows that end-user to any computer when loading DRM Plus with their VistA
access/verify codes.
The first requirements parameter, Configure Requirements Display, allows the end-user to keep the
requirements display open when selecting any element from the Exam tab or the definitions from the OHA
and Occlusal screens. The second requirements parameter, Configure Radiographs Requirement, allows
the end-user to require a Radiograph Finding entry with any exam/consult code entered as completed care
and requires data entered into the Exam tab.
Figure 90: Requirements Parameters
The Configure Requirements Display parameter is checked by default and displays the element’s
requirements whenever an element screen is open. When unchecked, the end-user must select the Done
button and then close/reopen DRM Plus to activate. This parameter change requires the end-user to open the
Element Requirements Panel manually.
The Element Requirements icon located in the upper right corner of the element screen when selected
displays the Element Requirements Panel.
Figure 91: Presentation/Chief Complaint Element Screen
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The Configure Radiographs Requirement is unchecked by default and only requires radiographs for the
D0150 and D0180 exams. When checked, the end-user must select the Done button and then close/reopen
DRM Plus to activate. This parameter change requires the end-user to enter data from the Radiographic
Findings element with any exam/consult code entered as completed care and requires data entered into the
Exam tab.
Note: The ADA exam codes D0145, D0171, D0190 and D0191 are NOT included with the DRM Plus
Exam tab functionality when entered in DRM Plus by a provider.
Administrative Toolbox
The Administrative Toolbox submenu serves to change various administrative settings. It includes six tabs:
General, Printing, Progress Note, Ancillary, Alerts and Exam Settings. The Delete Admin Settings
button restores all default administrative settings present when DRM Plus was originally installed.
Changing the parameter settings for a non-DRM Plus Administrator in the clinic requires a DRM Plus
Administrator to select the Double Heads icon on the Administrative Settings screen. The DRM Plus
Administrator must enter and select the user’s name which opens the User Settings screen for the selected
user. A non-DRM Plus Administrator may overwrite any parameter change(s) entered by a DRM Plus
Administrator when setting parameters through their User Options submenu.
Note: A non-DRM Plus Administrator may NOT overwrite canned statements used with the Exam tab
elements entered by a DRM Plus Administrator.
Figure 93: Administrative Settings Screen
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The three icons found in the upper left corner allow access to other functions. Click the Double Heads
icon to select another end-user, allowing the DRM Plus Administrator to become that end-user. The admin
end-user screen displays the five tabs normally found with the user settings of this provider and a sixth
named Security tab.
The DRM Plus Administrator may also grant full or partial administrative privileges to the provider using
the Security tab. The other five tabs allow the administrator to change parameters for the end-user, which
supersedes current user options settings.
To change administrative privileges or parameters for another end-user:
1. Click the Double Heads icon. The Select User screen displays.
Figure 93: Select User Screen
2. Enter the search name for the provider in the text box.
3. Press the <Enter> key.
4. Select the desired user from the results.
5. Click the OK button.
6. The screen displayed then is the User Settings for: Provider’s Name screen.
7. Select the Security tab, click the appropriate check boxes to grant this provider any administrative
parameter(s) required.
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Figure 94: Security Tab with the Administrative Toolbox
8. Check the Grant full Administrator privilege check box to grant full administrative permission.
9. Check the Allow history extract (Excel) check box to allow the designated user to save Extract
History reports to be used in Excel/Access.
10. Check the Allow user to change Primary/Secondary Providers check box to allow the user to
change the patient’s primary and secondary provider.
11. Check the Allow user to edit Dental Eligibility (on the Cover Page) check box to allow the
designated user to edit the patient’s dental eligibility information.
12. Check the Allow user to clean slate dental graphics check box to allow the designated user to
clear all of the graphics in the three Treatment & Exam view screens.
13. Check the User has access to the Cover Page ONLY check box to allow the user to view/edit
only the Cover Page tab of DRM Plus.
14. The User TBox Access drop-down menu is provided to allow users the option to customize their
profiles.
a. The default for all users is E – Edits allowed, some VA facilities may prefer to deny this
permission.
b. The N – No Access Allowed option allows no editing of the user’s profile.
c. The D– Display Only setting allows the user to view their profile setting.
15. Check any other tab to change this provider’s User Settings parameters.
Click the Key icon to return back to the main Administrative Settings screen.
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The Broker Call History icon opens the broker calls screen. Please see the Last Broker Call section in
this chapter, for more information.
General
General tab parameters set by a DRM Plus Administrator can only be set for one user at a time. If a DRM
Plus Administrator is setting General tab parameter(s) for another DRM Plus user, then the DRM Plus
Administrator must select the Double Heads icon on the Administrative Settings screen. The DRM Plus
Administrator must enter, select the user’s name which opens the User Settings screen for the selected user
and enter the parameter setting(s) or change(s). This process needs to be repeated for each user requiring
General tab parameter setting(s) or change(s).
The General tab parameter settings entered by a DRM Plus Administrator will be the default settings until
that user resets or changes those parameter settings from their User Options submenu.
Figure 95: General Tab
To change the date range defaults, please see the User Options section of this chapter.
Note: Date range defaults should NOT be changed unless the DRM Plus Administrator first checks with
local IT support. Increasing these values can degrade overall network/systems performance.
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To change other parameter settings:
1. Click the Other Parameters button. The Other Parameters screen displays.
Figure 96: Other Parameters Screen
2. Use the first Tabs drop-down menu to change the tab that displays when the program first opens.
Use the second drop-down menu to choose Treatment & Exam or Periodontal Chart for the
default view of the Chart/Treatment tab.
3. Click the Note Boilerplate check box, defaulted as checked, to choose whether to be prompted for
a TIU boilerplate insert. The TIU boilerplates reside in VistA and are tied to a TIU progress note
title. The parameter when selected displays a screen asking the user if they would like to import a
note boilerplate after they select a specific TIU progress note title.
4. Click the System Setting check box to determine if PCE visit creation within DRM Plus is
allowed in the local dental clinic.
5. The System Setting allows the number of days for the Exam Quality Indicator to display for the
entire local dental clinic. This option is unavailable in the User Options settings.
6. The System Setting also allows the Report Package Size value to be changed for Adverse
Events and Device Tracking reports. The number represents the returns per package of report data
retrieved from the VistA database.
Note: Please do NOT change the Report Package Size value unless you are having difficulty, errors or
connection loss, with retrieving either of the two reports. The time required to retrieve the report data is
usually NOT an issue with this setting and if the report package size is changed it will probably NOT
improve the time in retrieving the report.
To set the default file folder, please see the User Options section of this chapter for more information.
The Set Extract Folder allows the DRM Plus Administrator, or users with the administrative parameter
option for Extract History reports, to set the directory/file location where the extraction of the dental
history file is stored.
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To set the extract folder location:
1. Click the Set extract folder button.
2. Use the Select Extract Folder screen to navigate to the desired folder.
3. Click the OK button.
4. A confirmation screen displays with the new file location. Click the OK button.
To set the Web Locations, hyperlinks:
The General Coding Standards hyperlink located on the banner and on the Diagnosis Code selection
screen may be updated by a DRM Plus Administrator by changing the VA Office of Dentistry web address
if needed. The same functionality has been established for the Dental Definitions hyperlink which is located
in the OHA modal screen and the Occlusion modal screen. This hyperlink should be changed by the DRM
Plus Administrator when instructed to do so by the VA Dental Informatics and Analytics Director.
1. Click the General Coding Standards Set hyperlink button.
2. Copy and paste the correct web address in the field.
Figure 97: General Coding Standards hyperlink Screen
3. Click the OK button to save the new hyperlink default sent by the VA Office of Dentistry.
Figure 98: Confirmation Message
4. Click the OK button to close this informational screen.
The same process is used for the Dental Definitions hyperlink parameter.
1. Click the Dental Definitions Set hyperlink button.
2. Copy and paste the correct web address in the field.
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Figure 99: Dental Definitions hyperlink Screen
3. Clicking the OK button saves the new hyperlink default sent by the VA Office of Dentistry.
Figure 100: Confirmation Message
4. Click the OK button to close this informational screen.
The Primary/Secondary Warehouse Reports XML hyperlinks will connect to specific reports as
maintained by the Office of Dentistry. These hyperlinks should be changed by the DRM Plus Administrator
when instructed to do so by the VA Dental Informatics and Analytics Director.
The same process is used for the Primary Warehouse Reports XML and the Secondary Warehouse
Reports XML hyperlink parameters.
1. Click the Primary Warehouse Reports XML Set hyperlink button.
2. Copy and paste the correct web address in the field.
Figure 101: Primary Warehouse Reports HML File Hyperlink
3. Clicking the OK button saves the new hyperlink default sent by the VA Office of Dentistry.
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Figure 102: Confirmation Message
4. Click the OK button to close this informational screen.
Figure 103: XML file retrieval timeout (0-60)
Adjusting the first XML file retrieval timeout (0-60) field allows the retrieval timeout to be adjusted by the
DRM Plus Administrator for Data Warehouse Reports. A setting of 0 seconds does NOT mean there will
NOT be a delay. Also a setting of 0 seconds may NOT allow your site time enough to connect and get the
submenu, so use with caution. A setting of 5 seconds is the default. This may need to be adjusted
(lengthened or shortened) based on your site’s internet/network connectivity.
The National Library of Medicine GUDID hyperlink will allow a connection and retrieval of a UDI
(unique device identification) value. The hyperlink should be changed by the DRM Plus Administrator
when instructed to do so by the VA Dental Informatics and Analytics Director.
Figure 104: National Library of Medicine GUDID hyperlink
Adjusting the second XML file retrieval timeout (0-60) field allows the retrieval timeout to be adjusted by
the DRM Plus Administrator for a UDI value. A setting of 0 seconds does NOT mean there will NOT be a
delay. Also a setting of 0 seconds may NOT allow your site time enough to connect and get the submenu, so
use with caution. A setting of 3 seconds is the default. This may need to be adjusted (lengthened or
shortened) based on your site’s internet/network connectivity.
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Printing
Printing tab parameters set by a DRM Plus Administrator can only be set for one user at a time. If a DRM
Plus Administrator is setting Printing tab parameter(s) for another DRM Plus user, then the DRM Plus
Administrator must select the Double Heads icon on the Administrative Settings screen. The DRM Plus
Administrator must enter, select the user’s name which results in the opening of the User Settings screen for
the selected user and enter the parameter setting(s) or change(s). This process needs to be repeated for each
user requiring Printing tab parameter setting(s) or change(s).
The Printing tab parameter settings entered by a DRM Plus Administrator is the default settings until that
user resets or changes those parameter settings from their User Options submenu.
Progress Note
Setting the parameters in the Progress Note tab cannot be changed using the Administrators Toolbox.
The DRM Plus Administrator may configure code boilerplates from the Progress Note tab located on the
Administrative Settings screen. Every end-user planning to access these code boilerplates must enter the
exact name of the code boilerplate created by the DRM Plus Administrator. After entering the exact name of
the code boilerplate in their User Settings screen and clicking the OK button, the administrative code
boilerplate automatically imports.
Treatment System
Treatment System tab parameters set by a DRM Plus Administrator can only be set for one provider at a
time. If a DRM Plus Administrator is setting Treatment System tab parameter(s) for another DRM Plus
provider, then the DRM Plus Administrator must select the Double Heads icon on the Administrative
Settings screen. The DRM Plus Administrator must enter, select the provider’s name which results in the
opening of the User Settings screen for the selected provider and enter the parameter setting(s) or
change(s). This process will need to be repeated for each provider requiring Treatment System tab
parameter setting(s) or change(s).
The Treatment System tab parameter settings entered by a DRM Plus Administrator will be the default
settings until that provider resets or changes those parameter settings from their User Options submenu.
Ancillary
Use the functions in the Ancillary tab to add options to the tool menu. Use the check box to enable
MiPACS. To add an application, type the name and website directly into the table, or use the browse
function. The location for these application executables may require IT assistance.
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Figure 105: Ancillary Tab
The DRM Plus Administrator may customize up to 10 ancillary applications or websites to launch from the
Tools menu.
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To add an executable:
1. Click the Browse to Add Option button. The Microsoft Open browse screen displays.
Figure 106: Microsoft Open Browse Screen
2. Navigate to the desired executable file and click the Open button.
3. The .exe file appears on the list.
4. Name the option by typing in the corresponding Option Name field.
5. Click the Set button to confirm the changes.
6. A confirmation screen displays. Click the OK button.
7. The option now appears in the Tools menu.
To delete an executable:
1. Highlight the desired executable in the table.
2. Press the <Delete> key.
3. Highlight the desired option name.
4. Press the <Delete> key.
5. The option is removed from the Tools menu.
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Further guidance is available within the program. Click the red question mark [?] icon and the Help for
Customizing Tools Options screen displays. IT can help with parameter passing, since this is similar to
setting up CPRS Tools menu options.
Figure 107: Help for Customizing Tools Options Screen
This page contains examples and definitions of allowable parameters that DRM Plus understands and can
convert to real values.
Note: These are examples for illustration and some options might NOT be available at the user’s facility.
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Alerts
Use the functions on this tab to add or delete DRM Plus alerts. These alerts permanently saved by the DRM
Plus Administrator may be entered by any user with the Alert icon, located on the banner. When entered,
the alerts display on the Cover Page tab.
Figure 108: Alerts Tab
To add an alert:
1. Click the Add button. The Add Dental Alert screen displays.
Figure 109: Add Dental Alert Screen
2. Type the alert name into the text box.
3. Click the OK button. The alert appears on the list.
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To delete an alert:
1. Highlight the alert to be deleted.
2. Click the Delete button.
3. The alert is removed from the list.
Exam Settings
This Administrative Settings parameter allows the DRM Plus Administrator to add/delete, system wide, all
the national and local administrative pre-defined statements. This parameter may be accessed from the
Tools menu Administrative Toolbox Exam Settings tab, only by DRM Plus Administrators.
Figure 110: Exam Settings Tab
These parameters allow DRM Plus Administrators to create pre-defined statements that import to all end-
user accounts using the local VistA system. The five pre-defined statement buttons are Radiographic,
Assessment Summary, Treatment Plan, Patient Education and Disposition. There are two to four
national pre-defined statements pre-developed for these five categories.
There is a maximum of twelve pre-defined statements allowed per comment field by any end-user. The
DRM Plus Administrator has priority for entering pre-defined statements at any time and may add/delete a
national or local admin pre-defined statement by following the same steps described when entering with the
User Settings. The DRM Plus Administrator may only view the national pre-defined statements or those
entered by the DRM Plus Administrator with this parameter. The pre-defined statements entered by any end-
user’s User Settings parameter are NOT viewable in this screen, which includes DRM Plus Administrator
entries from their own User Settings parameter.
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The DRM Plus Administrator may delete or rearrange the sequencing of any national or administrator pre-
defined statements entered by this parameter. Highlight the pre-defined statement and use one of the two
buttons on the left side of the screen to delete or rearrange the sequence of this pre-defined statement. The
end-user may NOT delete or rearrange any of these admin pre-defined statements; they are always listed at
the top in every user’s list.
The Next/Back Button and the Requirements parameter from the Administrative Settings screen do NOT
affect the entire local VistA system or any other end-user functionality, but only result in changing the
admin end-user functionality. This action results in the same outcome when editing the User Settings
screen.
Note: DRM Plus Administrators must use either User Options or the Double Head icon (selecting
themselves) to enter end-user/personal pre-defined statements NOT intended for use by other providers in
the clinic.
Panel Add/Edit
Use this submenu to change the primary/secondary physician’s panel to a different provider. This
administrative panel changes all patients associated with the original primary provider to any new primary
provider for that block of patients. It works the same for any secondary providers completed together or
separate.
Selecting the Panel Add/Edit submenu displays the following screen.
Figure 111: Change Provider Panel Screen
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1. Highlight the original PDP from the Active Dental Providers list and select the green [+] icon.
2. Highlight the new PDP from the Active Dental Providers list and select the green [+] icon.
3. Select the OK button.
Figure 112: Panel Change Confirmation Message
4. It is highly recommended that a list of patients be printed if the user is planning on merging two
panels.
5. Select the OK button if the panel of patients should be switched to a new provider.
Note: All patients listed on the print-out are changed to the new primary provider. If there are any patients
listed on the print-out that should NOT be changed to the new primary provider, then the DRM Plus
Administrator must make a decision to either change all patients listed to the new primary provider using
this batch-change functionality and manually change the ‘exception’ patients one at a time back to the
original provider after the batch change has been implemented, or change all patients listed on the print-out
manually. Manually changing providers one patient at a time requires the change to be made from the
Designated Dental Providers screen located in the DRM Plus banner in each patient’s chart.
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Provider Add/Edit
Use this submenu to add a new provider, or to edit a provider’s 8-digit dental provider ID in DRM Plus.
Dental providers may also be inactivated using this function. Inactivated providers cannot be selected for
reports.
Figure 113: Dental Provider Edit Screen
Dental Provider Menu
This menu auto-fills with entries from the VistA dental provider file. Once a new provider is added to the
dental provider file; they may NOT be deleted by the DRM Plus Administrator.
Checking the Inactive check box does NOT allow the provider to be selected for any reports.
Provider Type Menu
This menu displays a list of provider types and includes a two-digit code used to build the new eight digit
dental provider ID.
Provider Specialty Menu
This menu displays a list of provider specialties and includes a two digit code used to build the new eight
digit dental provider ID.
Provider Seq #
This is the next available four digit sequenced number that is computer generated to build the new eight
digit dental provider ID. This number can be edited if desired; however, editing is NOT required.
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Dental Provider Number
This displays the new 8-digit dental provider ID, which is a read only field. The first two digits are the two
digit code from Provider Type. The next two digits are the two digit code from Provider Specialty. The
last four digits are the Provider Seq # automatically generated or manually entered.
Old Provider ID
Old Provider IDs may be filed with old four digit IDs from previous provider numbers; however, this field
is NOT required for new DRM Plus users.
Person Class
The VistA Person Class displaying at the bottom of the screen will be view only and flagged if there is
some basic discrepancy between the 8-digit dental provider ID and the Person Class. The flag will be
displayed in a red typed message as in the following dialog.
Figure 114: Provider Number/Person Class Flag
Note: All dental providers must have an 8-digit dental provider ID to open and file data in DRM Plus.
To add a new provider:
1. Click the New button.
2. The Search for Provider screen displays.
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Figure 115: Search for Provider Screen
3. Enter the search terms in the text box and press the <Enter> key. The search results display.
4. Select the desired provider and click the OK button.
5. The provider is added, and their name displays on the Dental Provider Edit screen.
To edit either a new or existing provider’s information:
1. Select the provider from the dental provider drop-down menu.
2. Select the Provider Type from the next drop-down menu.
3. Select the Provider Specialty from the next drop-down menu.
4. Enter the Provider Sequence number in the text box. (Populates automatically if new)
5. Select the Inactive check box, if appropriate.
6. The Dental Provider Number is listed.
7. Click the OK button.
8. A confirmation screen displays. Click the OK button.
Ancillary Tool Functions – ADA Website
This American Dental Association website is only available if the DRM Plus Administrator formats this in
the administrator’s Ancillary applications and parameters. Some users may NOT have permission to access
the internet or have to enter/re-enter a user name/passcode.
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Reports
The Reports menu has the seven following submenus: Reports (DRM canned reports), Service Reports
(old DAS reports), Data Warehouse Reports, Adverse Events, Device Tracking, Extract History File
(for small date range extract reports), and Queued Extract History File (for large date range extract
reports).
Reports
When this submenu is selected, the Report Selection screen displays.
Figure 116: Report Selection Screen
This screen has three tabs: General, Patient and Planning.
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General Tab
Figure 117: General Tab
To create a report:
1. Choose the desired report type radio button.
2. Select the Fiscal Year or the Start Date and End Date.
3. Use the check box to indicate whether the provider name and the distributed provider totals should
be included in the report.
4. Choose a Patient Status.
5. Indicate what the Transaction Status is.
6. Select the Report Category Type.
7. Choose the date type that is to be represented on the report.
8. Click the OK button to generate the report. The report screen displays.
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Figure 118: DRM Report Screen
This screen has options to save an Excel file (Save to Excel button) or close. Some of the options may NOT
be available with every report type.
Eight report types are accessible through this tab:
Provider Summary: Summary counts of procedures by Station/Provider and Dental
Classification.
Clinic Summary: Summary counts of procedures by Station and Dental Classification.
Visits by Provider: Detailed listing of procedures by Station/Provider.
Visits by Clinic: Detailed listing of procedures by Station.
Non-Clinical Time by Provider: Total days by provider for time applied to Education,
Administration, Research and Fees.
Fee Basis/Detailed Fee Basis: Total amount authorized and number of cases by Dental
Classification (for local dental use only).
Encounters/Visits by Patient Type: Summary counts of encounters/visits by patient type.
Recare Report: List of patients with recare dates.
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Click the corresponding radio buttons to select the desired report types. Use the check boxes to customize
these reports.
There are seven check box options:
All Stations: This selection shows all stations of the parent facility.
All Providers: This selection shows the report for all providers using provider ID numbers.
Use Provider Name on Reports: This selection shows the report using provider names.
Include Distributed Provider Totals: This selection adds Distributed Provider workload totals to
the two provider reports.
Completed: This selection includes completed care in the report.
Planned: This selection includes planned procedures in the report.
Deleted: This selection includes deleted completed care procedures in the report.
Clinic Summary, Visits by Clinic and Fee Basis reports do NOT offer provider selection. Provider
Summary, Visits by Provider and Non Clinical Time by Provider do allow provider selection. De-
selecting the All Providers check box displays a list of providers to choose from. One or more is selectable
within the list for Provider Summary and Visits by Provider reports.
Start Date/End Date selections display a calendar on the drop-down. The dates default to the current date.
Future dates are NOT allowed in these fields. The Fiscal Year allows selection to auto-select the date range
for that fiscal year.
The station defaults to All Stations. This can be changed by selecting a single optioned station.
Patient Status allows the user to select either Active, Inactive, Maintenance, Active/Maintenance or All
Statuses.
Distributed provider workload may be viewed on the Provider Summary or Visits by Provider report.
When All Providers is checked for these provider reports, and Include Distributed Provider Totals is
checked, the distributed provider workload is included. The report may contain providers who are NOT in
the dental provider file. This could occur because the distributed provider is auto-defined when the resident
selects a cosigner for the note in DRM Plus. If the co-signer is NOT a dental provider, possibly from a
wrong selection, the report contains the name of the distributed provider enclosed in parentheses, i.e.,
(DOCTOR, ATTENDING).
Note: The report names Encounters by Provider and Encounters by Clinic have been changed to replace
the word Encounters with Visits. These reports (as well as the Summary reports) display the Total Visits
at the bottom. The number of encounters in DRM Plus is NOT truly indicative of the times the provider has
seen a patient.
Note: Selecting multiple reports from the General tab while the Report Selection screen is displayed
always requires the selection of the report radio button first, followed by the selection of the Fiscal Year,
even if the same fiscal year is desired for multiple reports.
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Provider Summary
The Provider Summary report replaces the DENTREATPROV RPT in VistA. The optional third page
prompted in VistA report displays as total values at the end of the columns. ADA/CPT Codes, listed under
the date range, that are included in this report, come from the selection of either the Visit Date or the Create
Date designated on the General tab.
Figure 119: Provider Summary
When creating a Provider Summary report, select one or more providers by pressing and holding the
<Shift> and <Ctrl> keys, or select all providers by using the All Providers check box. Use the same
function to either show all rows/columns or to show just those rows/columns that contain data. The report
information may be saved to an Excel spreadsheet by clicking the Save All to Excel or Save to Excel
buttons. Print the selected information displayed for an individual provider, or select Print All to print for
all providers.
Note: Checking the Include Distributed Provider Totals check box adds distributed provider workload
totals, located at the bottom of each column in the two provider reports.
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Clinic Summary
The Clinic Summary report replaces the DENTREATCLINIC RPT in VistA. This report is essentially the
same as the Provider Summary report, except that the entire station is displayed (all providers). ADA/CPT
codes, listed under the date range, which are included in this report, come from the selection of either the
Visit Date or the Create Date designated on the General tab.
Figure 120: Clinic Summary
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Visits by Provider
The Visits by Provider report replaces the DENTTREATSITPROV RPT in VistA. Each transaction is
displayed, making this a potentially enormous report. Treatment dates included in this report come from the
selection of either the Visit Date or the Create Date, designated on the General tab. Data is displayed
chronologically.
Figure 121: Visits by Provider
To create a Visits by Provider report, select one or more providers by pressing the <Shift> and <Ctrl>
keys, or select all providers by checking the All Providers check box. Click the Save All to Excel or Save
to Excel buttons to save the current data to an Excel spreadsheet. The print options are the same as those for
the Provider Summary report.
On Visits by Provider reports, the items marked Distributed are those that were filed by a resident to this
attending provider. The unmarked entries are the items filed by the attending provider.
Note: Total sittings are equal to the number of history file entries for the selected date range. If the report is
large, and the number of rows displayed is greater than 65,000, the system does NOT allow a save to Excel.
A message displays prompting the user to change the date range.
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Visits by Clinic
The Visits by Clinic report replaces the DENTTREATSIT RPT in VistA. This report is essentially the same
as the Visits by Provider report, except that the entire station is displayed (all providers). Treatment dates
included in this report come from the selection of either the Visit Date or the Create Date, designated on
the General tab.
Figure 122: Visits by Clinic
Note: This report may be very large and takes a considerable amount of time to process.
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Non-Clinical Time by Provider Report
The Non-Clinical Time by Provider report replaces the DENTNCLINTIME PROV in VistA. The data on
the Non-Clinical Time by Provider report only accounts for any non-clinical time entered in DRM Plus.
This option is for local use only.
Figure 123: Non-Clinical Time
The entry option allows the user to record Administrative, Fee Basis, Education and Training and
Research time in hours and minutes (15 minute increments) for local reporting only. The Non-Clinical
Time by Provider report displays an approximate numerical unit of days (1 day = 8 hours). The
accumulation of less than four hours results in rounding down to the nearest whole number day. The
columns for Research, Education, Fee and Admin are summed independently in total days. The Total
column includes the sum of all four categories combined together for its entry in total days.
Note: Filing non-clinical time in DRM Plus is for local DRM Plus reporting only. Workload credit for non-
clinical time should be entered in Labor Mapping, which is accessed through the Macro Cost Accounting
(VA-MCA) office. Contact the local VA-MCA office to obtain further information on Labor Mapping.
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Fee Basis/Detailed Fee Basis Report
The Dental Fee Basis (type 5) report replaces the Applications and Dental Fee (type 5) report DENTFEE
RPT in VistA. These two reports never have the same data, since they are from two different options (one in
VistA, the other in DRM) and two separate VistA files.
The Dental Fee Basis (type5) report displays data from the File Fee Basis submenu available from the File
drop-down menu.
Figure 124: Dental Fee Basis
Note: Fee basis data entered in DRM Plus is only available for local reports created in DRM Plus.
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Encounters/Visits by Patient Type Report
The Encounters/Visits by Patient Type report has been created to display data from DRM Plus in an easily
readable format of providers and patients by inpatient and outpatient categories.
Figure 125: Encounters/Visits by Patient Type
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Recare Report
The Recare report is available to list patients with recare dates in the selected date range. Patient demo-
graphic and recent dental activity data are displayed on the report. Maintenance and Active/Maintenance
were added as selectable statuses on various reports. Maintenance status is the default status on the Recare
report.
Note: The Recare report is accessible for all provider working at the dental clinic to run the report.
Figure 126: Recare Report
A list of elements in Recare reports include: Recare Date, Patient Class, Home Phone, Work Phone,
SSN, Patient Name, Address 1, Address 2, City, State, Zip, Sex, Last Visit, Last Provider, Primary
Provider, Secondary Provider, Dental Alerts, Next Appointment, Next Appointment Clinic, Last
Comp Exam, Last Brief Exam, Last Perio Exam, Last Pano X-ray, Last Full Mouth X-ray, Last BW
X-ray and Last Prophy.
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Patient Tab
Use the Patient tab to run a report on any patient and view a list of visits. The patient is only used for report
generation; changing patients in DRM Plus is NOT allowed.
Figure 127: Patient Tab
1. Click the Patient Selection button to select a patient. The program automatically defaults to the
patient whose record is currently opened in DRM Plus.
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2. The Patient Selection screen displays.
Figure 128: Patient Selection Screen
3. Type a patient name into the text box and press the <Enter> key. Partial names are acceptable.
4. Select the desired patient from the results box and click the OK button.
5. The selected patient’s name now displays on the Patient tab.
6. Choose the date and select other information to be included or excluded using the check boxes on
the Patient tab.
7. Click the OK button.
8. The DRM Report screen displays. Save to an Excel file, print or close.
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Planning Tab
Use the options in the Planning tab to run planned reports, active patients by provider report or unfiled data
by provider report.
Figure 129: Planning Tab
1. Select the type of report from the five radio buttons.
2. Use the check boxes to indicate provider information.
3. Choose a Patient Status except for the Unfiled Data by Provider report.
4. Click the OK button.
5. The selected report screen will display. Print, close or save the results to Excel.
Note: The Primary/Secondary provider option is utilized for these reports: Provider Planning, Planned
Items List, Planned Non-VA Care and Active Patients by Provider.
The following reports are available from the Planning tab: Provider Planning, Planned Items List,
Planned Non-VA Care, Active Patients by Provider and Unfiled Data by Provider.
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Provider Planning
The Provider Planning report contains the Provider, Patient Name & Last 4 SSN, Patient Last Visit
and Patient Category, Planned Procedures, Next Appointment/Location and Qty/RVU/Cost data.
Figure 130: Primary Provider Planning
Note: The cost is included if it has previously been entered locally by a DRM Plus Administrator.
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Planned Items List
The Planned Items List report contains most of the same information as the existing Provider Planning
report. However this report is in a sortable list format. Clicking the first three headers Provider, Patient
Name & Last 4 SSN or Planned Procedures allows the provider to re-sort these columns.
The Provider Planning report contains the Provider, Patient Name & Last 4 SSN, Planned Procedures,
and Qty/RVU/Cost data. The Planned Items List report will also contain a column listing the planned
Non-VA care quantity procedures.
Figure 131: Planned Items List
Note: The cost is included if it has previously been entered locally by a DRM Plus Administrator.
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Planned Non-VA Care Report
The Planned Non-VA Care report contains most of the same information as the existing Planned Items
List report with a sortable list format. Clicking the first three headers Provider, Patient Name & Last 4
SSN or Planned Procedures allows the provider to re-sort by these columns.
The Planned Non-VA Care report contains the Provider, Patient Name & Last 4 SSN, Planned
Procedures, and Qty/RVU/Cost data. However the report will only return planned Non-VA care
procedures that have been filed to the VistA server the local dental clinic is using.
Figure 132: Planned Non-VA Care
Note: The cost is included if it has previously been entered locally by a DRM Plus Administrator.
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Active Patients by Provider Report
The Active Patients by Provider report displays a list of patients with active dental encounters for
providers. It displays by Primary and/or Secondary provider. The report also only lists the patient one time
per provider.
This report may display many more patients than the provider truly has with an active status, due to the
default filing flag in DRM Plus. The default is Active, and most users do not change this. There are two
areas in DRM Plus to address this issue:
1. The most recent dental encounter may be updated by the user through the Case Management
Status field on the Cover Page.
2. Users are prompted to change the status of the patient when completing the encounter when they
click the Finish button. The provider is prompted because the patient no longer has any planned
items.
Figure 133: Active Patients by Provider
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Unfiled Data by Provider Report
The Unfiled Data by Provider report displays a list of patients who have unfiled data for providers. Unfiled
data is data that resides in a temporary scratch pad-type area, and is only visible by the provider the data is
saved to.
This data is NOT part of the patient’s chart record, and should be filed to completion in a timely manner.
Unfiled data becomes inactive after eight calendar days; the unfiled saved data is viewable but no longer
available to be filed.
Figure 134: Unfiled Data by Provider
After selecting an Unfiled Data by Provider report, the provider needs to select the View data button
which allows the user to display the data that was saved as unfiled data on that patient.
The TX Note Preview screen opens and displays the save unfiled data. This displays the unfiled data saved
by this provider or by some other provider who sent it to this provider on a specific patient.
The provider may print this unfiled data, especially if the data was made inactive either by the unfiled data
now saved over the 8-day limit, or if a DRM Plus Administrator used the Clean Slate submenu option on
this patient’s chart. An example of inactive unfiled data would have a Yes listed in the Inactive column.
Because DRM Plus is unable to reload this inactive data back into the patient’s chart, the provider is
required to re-enter the data manually with another encounter.
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The provider may delete any unfiled data by selecting the check box under the Provider column and then
selecting the Delete Checked button. The Check Inactives/Uncheck Inactives button allows the provider
to select/unselect all the inactive unfiled data reports. The Check All/Uncheck All button allows the
provider to select/unselect all the check boxes in the Unfiled Data by Provider report.
The following dialog is an example of unfiled data saved on a patient. The user may print the unfiled data by
selecting the Print button or close the screen by clicking the OK button.
Figure 135: TX Note Preview
Non-administrative end-users are able to delete, view and print the active/inactive unfiled data for all their
respective patients when accessing this report. The Unfiled Data by Provider report only allows a non-
administrative provider to view their own saved unfiled data and NOT of other providers.
The following dialog is the screen that allows the provider to Load, View (non-load) or Delete any unfiled
data when opening the DRM Plus chart for a patient. The Delete button allows the provider to delete unfiled
data before it is loaded into this patient’s chart. The provider is NOT able to view the unfiled data when they
select the Delete button from this screen.
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The Load DRM Plus Data screen informs the provider the name of who saved the unfiled data to them.
The name listed at the beginning of the statement on the screen is the person who saved the unfiled data to
the user opening the patient’s chart.
Figure 136: Load DRM Plus Data Screen
There are two ways to view the unfiled data before the provider deletes this data. The first is to select the
Load option and go to the Unfiled Data by Provider report located on the Reports menu Reports
submenu Planning tab Unfiled Data by Provider report.
The second way to view unfiled data when the provider cannot remember exactly what was saved as unfiled
data is to select the View button. This option directs the user to the Unfiled Data by Provider report, but it
does NOT load the unfiled data. If the user wants the unfiled data loaded and filed, then they must close the
report and select the Refresh Patient Chart option under the File menu.
Selecting the View button displays a screen giving instructions to the end-user on how to load the data into
the patient’s chart. Selecting the Load button when the patient’s chart reopens after the refresh allows the
user to file the encounter. The following informational screen displays the steps to Load the unfiled data.
Figure 137: Instructional Steps to Load Unfiled Data
If Load or View were selected upon entry into the patient’s chart and the provider wants to delete the
unfiled data after viewing it, use the Delete Checked button in the Unfiled Data by Provider report. If the
Load button was selected, then the user also needs to select the Refresh Patient Chart submenu from the
File menu.
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Note: All data, including unfiled saved data or filed data for ‘test’ patients configured with the first three
digits of the SSN as zeros will NOT appear in any DRM Plus report.
Unfiled Data becomes inactive after eight calendar days. The end-user receives a screen message on the
ninth day after saving data whenever they enter the patient’s chart. This message provides two button
options to either View or Delete the inactive unfiled data.
The following screen displays when loading the patient’s chart which has inactive unfiled data by the
provider or from another provider.
Figure 138: Inactive Unfiled Saved Data
The View button takes the user directly to the Unfiled Data by Provider report, where they can view, print
or delete the inactive unfiled data. There is no way to load inactive unfiled data into the patient’s chart
except to re-enter all the data manually.
The Delete button deletes the patient’s inactive unfiled data from the VistA scratch pad.
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Service Reports
Use the Service Reports submenu from the Reports menu to select and create a service report.
Figure 139: Service Report Selection Screen
1. Choose the desired type of service report check box(s).
2. Set the Fiscal Year or date range, if applicable.
3. Change the All Station and All Providers options.
4. Select the date type that is to be represented on the report.
5. Click the OK button.
6. The Service Reports screen displays with the results.
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Figure 140: Service Reports
7. If more than one report, or all report options are checked on the Service Reports Selection screen,
the reports appear in tabs on the Service Reports screen.
8. Save the report to Excel or print.
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Data Warehouse Reports
The Data Warehouse Reports submenu will connect to specific reports as maintained by the Office of
Dentistry. The Office of Dentistry may change this submenu at any time. The submenu is dynamically
created based on settings of web addresses in the Administrative Toolbox settings in DRM Plus.
Figure 141: Reports Menu
The DRM Plus Administrator has the ability to maintain the web addresses for the Data Warehouse
Reports. The website addresses should end in ‘.xml’. These XML addresses/files build the structure for the
Data Warehouse Reports submenus.
When selecting the Reports menu there may be a few seconds delay. Once the submenu has been loaded,
there should no longer be a delay. If there is a failure to load the submenus, the website is down or you have
lost connection; the next time you try the Reports menu, it will try to load the submenus again.
This delay can be shortened by the retrieval timeout set by the DRM Plus Administrator (0-60 seconds). A
setting of 0 seconds does NOT mean there will NOT be a delay. It may take DNS a few seconds to resolve
the name of each website into an IP Address.
So in the case of a complete failure and a setting of 0 seconds on the timeout – you may still experience a
delay of 20 seconds or so when selecting the menu. The submenu would then display ‘currently unavailable
– try again later’ as the submenu. It is suggested that you wait and try later in the day or even possible the
next day. If the connection failure persists, please contact the local DRM Plus Administrator.
Figure 142: Data Warehouse Reports Submenu Failure
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Also a setting of 0 may NOT allow your site time enough to connect and get the submenu, so use with
caution. A setting of 5 seconds is the default. This may need to be adjusted (lengthened or shortened) based
on your sites Internet/network connectivity.
The first XML file retrieval timeout (0-60) field from the Administrative Settings screen is associated
with Data Warehouse Reports.
Figure 143: Administrative Toolbox Submenu - General Tab
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Adverse Events Report
The Adverse Events report may be opened from the Reports menu by selecting the Adverse Events
submenu which is displayed in the following dialog. The Adverse Events report submenu will only be
active for any full DRM Plus Administrator to create a report.
Figure 144: Reports Menu
When selecting the Adverse Events submenu the following Report Queue screen will display.
Figure 145: Report Queue
The Report and Parameters drop-down field allows for the selection of either the Adverse Events report
or the Device Tracking report to have a new scheduled report created.
The rest of the following functionality found on the Report Queue screen will allow the provider to
schedule a report, view a report, export a report to Excel, or delete a report.
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Status may be selected to customize the Adverse Events report. The default status is only the
Active check box selected however the provider may select any combination of Active, Resolved
or Deleted which would be included in the final report.
Date Range may be selected to customize the Adverse Events report. The default date range is set
to include the previous year from the creation date of the Adverse Events report.
Schedule Report button when selected will create a new Adverse Events queued report using the
Status and Date Range selections by the provider. The provider may change the schedule such as
the date and/or time so the report will get generated during a <