The administrator should have a good command of the AssisDent software. These instructions aim to describe key features of the software from the perspective of daily and weekly processes of the administrator.
1. AssisDent software and e-guides
a) It is important for the administrator to know the software as extensively as possible, as the administrator manages the AssisDent domain and all its settings. The software contains a comprehensive set of features, and the key user should consider the most essential features of the software for their work or their company and how the features are used. The administrator is also responsible for implementing new features. Please note that responsibilities and obligations related to the administrator may also be described in contracts between AssisDent and the customer company.
b) The Administrator can also rely on AssisDent’s e-guides, which can be accessed with the ? button. Additional training can be ordered from AssisDent's customer service for both the administrator and other reception employees.
2. AssisDent software feedback and bulletins
a) Customers can submit AssisDent support request or a development proposal with the F1 key.
b) Entteri informs the contact persons indicated by the customer to Entteri by e-mail and all users in the login view of the software.
c) The customer’s administrator enters the contact persons of their organization in the Organization contact details view (navigate to Menu - > Organization - > Organization Contacts in the control panel). The accuracy of the information should be checked from time to time. If no contact information has been entered, AssisDent will prompt the administrator to enter contact information until at least one contact information has been entered. AssisDent users or, for example, other administrative persons can be added as contact persons. The contact person does not need to have AssisDent credentials.
3. My AssisDent settings
a) My AssisDent settings are user-specific. Each user can set any preferred settings and quick functions (the administrator settings are user-specific as well).
b) General settings
- Pop-up notifications of new messages and job queue comments enable the administrator to react to quickly. It is recommended that you enable pop-up notifications.
c) Calendar and appointment
- Favorites help speed up the daily use of the calendar. Quick filters are useful particularly in working time management. Favorites can be used for creating quick filters for quickly filtering the calendar view as required:
- Clinic calendar view
- Employee calendar view
- Clinic + employees calendar view
d) Job queue
- Creating favorites helps speed up the daily management of the job queue. Favorites can be used for creating quick filters for quickly filtering the job queue view as required.
4. Home page quick links and key functions
a) AssisDent e-guide
b) Messages and comments and Bulletin board blocks facilitate communication within the organization and the clinic.
c) Job queue displays queued tasks and provides quick access to the job queue.
d) The home page buttons provide quick access to, e.g. price lists, recalls and patient search.
5. Control panel quick links and key functions
a) You can access the search function in the control panel by pressing F9 or by selecting Search.
b) The extension panel is accessed with the left mouse button and quick functions with the right mouse button.
c) You can open another view next to the active view by keeping Ctrl pressed and clicking the desired view.
- This function is useful for comparing/editing two views simultaneously.
d) General:
- Menu
- The menu provides access to various areas of the software and relevant settings and information, such as Organization, Patients and Finance.
- Search
- The Search field allows you to quickly search for employees, settings and registers. The search provides the best matches for search terms in the entire software. You can access the necessary view by clicking a search result.
e) My information
- My information are displayed on the control panel. You can access active clinic, service unit and role settings by clicking your own name. Check and update the information in the beginning of the working day, if necessary. Please note: The settings affect, e.g. daily entries and invoicing. You can access your information by selecting Edit my details. The extension panel provides access to Exceptional status, which provides the administrator extensive rights to, e.g. view health information or edit/remove entries made by other employees.
- Use the Messages and comments button to create new messages and comment on job queue tasks.
- The Job queue button allows you to create new job queue tasks and move to the desired job queue.
- You can access the Bulletin board view via the Clinic button on the control panel. The view contains the bulletin boards of the organization, AssisDent and clinic. You can also create or edit bulletins.
f) System settings
- System settings are accessed via the System settings button on the control panel. The settings are divided into two tabs, and on the bottom of the view there are buttons for appointment and recall message templates. You can use the system settings to enable new features or modify existing features. Key tabs and settings are listed below:
- Communication settings - appointment messages and templates, recalls and templates
- Appointment settings - reasons for seeking treatment and online booking
- Working hours settings - working hour types and settings
- Data security settings - password and other data security settings
- Other settings - fee calculation, service fees, visit templates, AssisDent mobile and e-invoicing
- Local settings - computer-specific X-ray and payment terminal integrations and user interface language
- File folder - Application and settings of patient-specific folders
6. AssisDent software settings
a) AssisDent supports organizations of different sizes and types, and the software allows you to configure the software to meet your organization's needs. As a rule, the settings are defined once in the software. Sometimes, however, it might be necessary to adjust the settings or apply new features and configure the relevant settings. This document does not go into details regarding settings, but the general workflow for accessing settings is described below:
- The extension panel of the Menu button on the control panel provides access to various areas of the software and relevant settings and information (the most essential features in terms of settings are Finance and Organization)
b) System settings button at the bottom of the control panel
c) As a rule, changes to settings always affect the entire domain and all users (excluding the Local settings tab). These settings are computer-specific.
d) Some settings have four levels and different language settings. Levels: patient, employee, clinic or organization. Languages are displayed with country flags.
- Levels: The organization level setting is used by default. If a clinic level settings has been created, it overrides an organizational setting (similarly, an employee-specific setting will override both the organization and clinic settings, and a patient-specific setting will override employee, clinic and organization settings).
- Language: Messages and prints are generated primarily according to the patient's language. If, for example, there is no message template for the patient's language, the language template set at the employee, office or organization level will be used.
7. Weekly and daily management of the organization
a) Internal communication
- After logging in, new messages and notifications and job queue tasks are displayed on the home page. These notifications are also displayed on the control panel in Messages and comments, Job queue and Clinic.
- Messages and comments
- Messages are discussions between two or more users that have taken place within AssisDent. Job queue comments are discussions that take place on the Job queue task cards. For more information about the job queue and internal communication, see the instructions below.
- Messages allow the administrator to communicate securely with the entire organization, clinics, groups or employees.
- You can preset employee groups in the software to be used in job queues and to send messages to more than one person at a time. Employee groups are created and managed via the Employees register, which is accessed from the control panel: Menu → Organization → Employee groups. Groups can be created by role, clinic or employee.
- The Messages and comments view contains user-related messages. You can switch between messages and job queue comments with the tabs on the top of the view. This view allows you to search for specific threads, create new threads, or archive existing threads. Messages can be tagged and flagged as favorites. You can create a new thread with the Create new button at the bottom. Please note: New job queue comments are created from the Job queue view directly for the task.
- Bulletin boards
- Bulletin boards can be used to inform the entire organization or individual clinics. Organization notifications are visible to all employees in the organization. Clinic notifications are visible to employees who are marked to work in a unit corresponding to that clinic. Entteri can also display software-related notifications that are visible to all users.
- You can access the view by clicking the Bulletin board button. You can select the bulletin board from the top of the view. There is a permanent Information section on organization and clinic bulletin boards. This section can be used for adding, e.g. general clinic-related information. You should add your organization's most important contacts to the Information section of the organization bulletin board, including the following: AssisDent administrators, AssisDent support and support portal, and IT support contact information. You can create a notification on the bulletin board by clicking the Create notification button at the bottom.
b) Task management
- Job queue
- The job queue allows the employee to create, receive, and manage his or her own tasks and assign tasks to other employees or to himself or herself.
- For example, job queues are frequently used for manually creating and managing call requests and automatically created opinion requests.
- The job queue is also an excellent tool for more extensive process management. It enables real-time sending and receiving of tasks throughout the organization - > tasks can be easily created for administrators and vice versa. The job queue enables safe archiving of tasks, and the Job queue view provides a quick overview of arrived and unfinished tasks. The view displays the importance, deadline and description of tasks. Any task-related discussions are handled through the task between the sender and the followers, and the discussion is stored in a logical location. Tasks received by recipient groups and tasks created by yourself can be tracked, and in the Job queue view you can also view sent and submitted tasks. You can also review completed tasks.
- Settings
- The administrator should create the necessary employee groups in the Employee group view for the job queue. For more information on employee groups, see the Employee management section.
- The default settings for the radiology job queue are configured on the Other settings tab under System settings. Here, for example, you can configure the recipient group for dictated patient notes.
- My AssisDent settings allow you to create employee-specific favorites in the job queue (administrator settings are user-specific as well).
- Job queue view in brief
- You can access the Job queue by selecting Job queue in the control panel. The number displayed in orange in the control panel indicates the number of new, unread job queue tasks.
- The Job queue provides a quick overview of arrived tasks, tasks in progress and personal tasks. You can also view tracked and completed (history) tasks on the top right corner of the view.
- You can filter the Job queue view by using the Show/hide search options button or with user-specific Favorites.
- Create a new task with the Create new button. Select the type, recipient or recipient group, priority and deadline and other task-related information. You can create tasks for yourself and track tasks created for others.
- Internal discussions are handled through the Comments tab. Messages entered into the Comments section are sent to all relevant persons. An employee receives a pop-up notification of received messages, and messages are also displayed, for example, on the control panel.
8. Employee management
a) To access the Employee register from the control panel, select Menu - > Organization - > Employees.
b) Employees contains active employees. The view is used for managing employee-specific settings and information. You can search for an employee with the search field or filter the register with filters or with the Show/hide search options button. New employees can be created with the Create new button, and non-active employees are archived wit the Archive button (archived employees are removed from any search fields and the person is no longer able to log in).
c) Employee user IDs and passwords are managed in the Employee register. You can display employee details by clicking their name (you can also search the employee through the search field in the control panel). The employee card contains credentials, and you can also create a new password here (Restore password). Credentials are locked if a user tries to log in incorrectly several times. In such case, the administrator has to deactivate the locking before the user can log in again with the correct credentials (Cancel user ID locking)
d) Summary of employee card settings
- Mandatory information must be filled at the very least. Configure other employee-specific settings, including:
- Units - configure any user-specific invoicing settings, including account number, payment terms, invoicing fees, KELA invoicing and clinic.
- Service units - configure the data controller and location for patient documentation created by the employee.
- Roles and access rights - configure the employee’s roles and access rights in the software.
- KELA classifications are determined in the roles and used in KELA calculations (employee identification code and registration number also affect the calculations).
- Access rights can be restricted to clinic, unit and invoicing settings. The administrator can also determine whether employees should manually enter the reason for viewing the health records of a patient (setting: Always require a reason for viewing health records). This feature is typically applied to reception employees.
- You can also determine the Data Protection Officers who have access to personal data usage log (access rights: Data Protection Officer).
- The Recalls and appointments section contains the following settings:
- Types of recalls created for the employee (setting: Default new recall information).
- The maximum amount of appointments for one day (setting: Maximum amount of appointments in one day).
- The Additional information for bookingsetting is displayed on the appointment calendar.
- The Reasons for admission section is used for determining the types of reasons available to the employee. The reasons can be configured employee-specifically. You can also determine whether the reasons are used for internally or also for online booking, whether the reason is used for creating a planned visit into patient records, whether the duration of the booking is different from the default duration, or whether a reason is to be excluded.
- The employee card can be used for configuring employee-specific online booking settings, including the available reasons for seeking admission, employee image and description in the online booking.
- My AssisDent settings
- My AssisDent settings are user-specific. Employees should be familiarized with role-specific My AssisDent settings and tips for configuring the settings, because the administrator cannot configure settings for employees.
- Working hours management
- Working hours management is accessed from the Working hours management button on the home page or from the calendar on the Working hours tab.
- You can edit the calendar view at the top of the calendar
- The clinician can be searched through the Calendars search field or by clicking the Favorites button.
- In the calendar, working times are displayed in the color specified in system settings. The colors of the working time types can be edited in the Working hours settings tab in system settings (Note: this is only available to Administrators).
- The working hours are created by painting the calendar at the desired location while holding down the left mouse button. The working hours are placed into the calendar when you release the mouse button. Select the type, clinic and, if necessary, the room for the working hours. The working hours are saved with the information entered.
- Created working hours can be copied to upcoming weeks using the Copy working hours button.
- Working hours can be edited by clicking on the working hours. It can be moved by dragging it with the left mouse button or it can be deleted by right-clicking it.
g) Employee groups
- It is recommended to create different employee groups for different units and the organization for messaging and as recipients for job queue tasks. Employee groups can be used for sending job queue tasks to several persons at once or for group discussions.
- Employee groups can be created and managed via the control panel by selecting: Menu → Organization → Employee groups. Create a new employee group with the Create new button. Groups can be created by role, clinic or employee. The administrator should create the necessary groups in advance for administrators, the administration, clinics. physicians, radiologists, etc.
9. Other:
a) Patient register management
- The patient register can be accessed from the control panel: Menu → Patients → Patients.
- The patient register contains active patients. The view can be used for managing patients. You can edit information by clicking the name of a patient. You can search for a patient with the search field or filter the register with filters or with the Show/hide search options button. Create a new patient with the Create new button. You can delete a patient (e.g. a deceased patient) by selecting the patient and by clicking Archive (the patient will then removed from the register and search fields).
- The register allows you to send a text message to several patients simultaneously, edit identifiers, archive or search for patients with no recalls during a certain period. The register can also be printed.
b) Identifiers
- Identifiers are allocated for specific items, including patients, employees, clinic or price list row. The identifiers help classify patients and employees into different groups.
- Identifiers are managed in the Identifier register, which is accessed from the control panel: Menu → Organization → Identifiers. You could, e.g. create an identifier called “Patients with phobias” for classifying employees specializing in providing care for patients with phobias. Employee identifiers can be used with the Search available times function in the calendar and the Favorites buttons for filtering the Employees register. Identifiers can be added by selecting one or more rows and by selecting Edit identifiers in the bottom.
- You should always add identifiers according to your organization’s needs.
c) Price list management
- To access price lists from the control panel, select Menu → Finance → Price lists.
- You can export a price list by selecting the list and then clicking Export all as CSV. The price list is edited by clicking the price list name. You can edit general information, e.g. restrict access to the price list to a certain unit or role. Price list rows and prices can be edited by selecting Show rows. You can create a new price list row by selecting Create new on the Price lits rows register or edit one or more rows by selecting them and by clicking, e.g. Raise prices.
- You can sign out by clicking the X on the top right corner of the window or by selecting Close AssisDent in the control panel.