





TOTHPIK   V4.0       DENTAL OFFICE APPLICATION

User's Guide
Copyright (c) 1998 Joseph J. Pitarra
 
 
      

This application is dedicated first to my son  Jody,  and  next to all those
who use this application. I am committed to your satisfaction and invite your
comments,  suggestions,  and improvements.
 


Joseph J. Pitarra


DbSb     * Databases For Small Business
2415 Dutchtown Rd.
Endicott, NY  13760
ph/fax (607)748-8899
e-mail: DbSbjoe@ibm.net





































CONTENTS
                                                              page
 
Introduction ..............................................    1

Chapter 1 
Installing TOTHPIK ..........................................  2
Hardware and Software Requirements ..........................  2
Program Installation .......................................   2
First Time Execution ......................................    2
Running the Setup Function .................................   2
Demo Program          .....................................    3


Chapter 2
 
Basics.......................................................  4
Conventions .................................................. 4
Database Files ..............................................  4 
Password Protection .......................................... 5

Chapter 3

The Main Menu .............................................    6


Chapter 4

Menu Details ................................................. 8
Patient Data Base ...........................................  8  
Day Sheet Transactions ....................................... 9
Patient Transactions .......................................   11
Dental Appointment Calendar .................................. 13
Dental Reports ............................................... 14
Cleaning Appointments ........................................ 17
Cleaning Reports ............................................  17
Financial Reports ............................................ 18
Browse/Edit Databases .......................................  20
Maintenance Functions ........................................ 22
Exit To DOS .................................................. 26
 

Chapter 5

Managing Your Application .................................    27
Backing Up Your Data . ......................................  27


Chapter 6

Application Errors ..........................................  28
The Error Window ............................................. 28
Data Entry Errors ............................................ 28
Blank Records ................................................ 29
Damaged Index ..............................................   29
Back-up Error ................................................ 30
Severe Hardware Error ........................................ 30
Disclaimer ..................................................  30
Proprietary Notice ........................................... 30





                                                               

INTRODUCTION                                        page 1

Thank you for selecting this application.  It has been designed, written, and
compiled using the latest programming technologies so that the task of running
your office will be as simple and reliable as possible.  Although this
application was written with dentists in mind, it can also be used by any
health care provider..... it is that extendable!

TOTHPIK is not just a billing program.  It is a  state-of-the-art software
application that allows you to manage your entire office easily, reliably,
professionally and at your own pace.
The key word is easily.  Unlike other programs,  you  or your staff  won't
have to get computer science  degrees or go to training seminars or read
pages of  dull boring documentation to use this tool.  It is completely menu
driven with many on-screen messages to guide you.
I started this introduction with a thank you.  In writing all this code my
goal was to have you, the user, give TOTHPIK  many silent  thank you's.
 

APPLICATION  HIGHLIGHTS

* 11 separate relational databases
* Password protection   disabled on demo version
* Auto-selection of account numbers
* Day sheet data entry and processing
* Appointment calendars
* Financial reports
* Treatment plans
* Automatic statement processing
* Overdue interest rate processing
* Overdue form letters
* Walk out statements
* ADA form processing
* Real-Time patient transaction processing
* Custom procedures 
* Database file maintenance
* Full data backup/restore/compression processing
* Multiple printers & printing to file
*.Background Statement Printing
* Complete error trapping

BRIEF OVERVIEW

This application assigns a seperate record for each patient.  There are no
family account groups.  Each patient has an account number which is 
automatically generated.  This account number is very important because
the application uses it to process records to the various databases.
The patient database (patmain.dbf) holds all the patients info. name, address,
balance etc.
When a patient has a transaction (visit), That info. is placed in the charge
database (patcharg.dbf).
When a payment occurs, That info. is placed in the payment database
(patpay.dbf).
When a patient has a zero balance,  their charge and payment records are
transmitted to the history database (history.dbf)
This all takes place automatically.
Every four (4) months,  a maintenance function called "purge" is run
automatically.  This fuction searches for old accounts (specified by the
field you set in "Run Setup" menu).  These records are not deleted but are
transfered to the purge database (purge.dbf)         






Chapter 1. INSTALLING  TOTHPIK                      page 2

Hardware and Software Requirements:

*  An IBM or IBM-compatible  386,  486, or higher  computer
   (486 or higher is recommended)
*  A monochrome, CGA, EGA, or VGA monitor*  4MB RAM minimum
   -will not run with less   (8MB is recommended)
*  5.0MB hard disk space*  3.5 floppy disk 720KB or 1.4MB
*  DOS version 3.3, or higher
*  PKZIP {TM} version 2 or later a compression program by PKWARE  Inc.
   available almost anywhere as shareware.

Program Installation

Floppy Disk Version

To install  the floppy disk version of TOTHPIK dental application for DOS,
follow these easy steps: 

1. Determine your 3.5" floppy drive letter   (either A or B).
2. Insert Disk 1 into the drive and change to that  drive by typing
   either {A:} or {B:}.
3. Type {START x} where x is your drive letter
   (either A or B) and Press {ENTER}
4. Follow the on screen instructions to continue the installation.
5. Also place copy of PKZIP in your DBSB directory 

The installation program will decompress the files and create a directory on
your hard disk withthe name DBSB.  All the programs and databases will be
installed in this directory.
  
A sub directory  DBSB/PRT  is also created.  All the  supported printer
drivers are stored in PRT directory.


Demo Download Version

To install  the demo download version of TOTHPIK ,   follow these easy steps: 
1. Create a directory location on your hard drive  ex.  md c:\dental 
2. Put downloaded file TOTHDEMO.EXE in this directory .
3. Execute this self extracting file by typing TOTHDEMO.

Executing this self extracting file will decompress all the program and
database files needed to run this demo.
Then just type TOTHPIK to start the application. 






First Time Execution     All versions

To run this application, change to this directory by  typing {cd/dbsb} and
then type {tothpik} to  start the program.  The default password is (tunki).

Next select and run the Setup program,  found under  the Maintenance main
menu, and set up the initial parameters such as your printer type and disk
drive names, etc.  The Setup feature is explained in  detail on page 30.
 





Demo Program                                        page 3

If you are using the demo version,  you have access to the entire application
but you are limited to a maximum of 50 patients.  To make it easier to use,
the password function has been eliminated on the demo version.  

To obtain the full application contact  Joseph J. Pitarra for current prices.
             J. J. Pitarra
             2415 Dutchtown Rd.
             Endicott, NY   13760
             Phone/fax (607)748-8899
             E-mail DbSbjoe@ibm.net






















































Chapter 2.   BASICS                                 page 4

Conventions Used in This Manual

Data which you type in will be shown between  brackets { }.  However don't
include the { }'s  in your input.

Keyboard keys used:
     
F1, F2, etc.:  =  the function keys

Enter:         =  the Enter key

Ins:           =  the Insert key

End:           =   the End key

Esc:           =  the Escape key

Up/Dn arrow:   =  up or down arrow key

Lf/Rt arrow:   =  the left or right arrow key

Ctrl:          =  the Control Key

Pg/Up:         =  the Page Up key

Pg/Dn:         =  the Page Down key

 

Multiple Key strokes are shown with a -,  for example, Ctrl-End means to press
and hold the  Ctrl key and press the End key.

Usually pressing the Esc  key while in any sub-menu,  will abort that function
and return you to the main menu.  Pressing  Esc from the main menu will
terminate the application, without running the data back-up procedure.


Database Files

This application generates twelve (12) separate  database files.  These files
are compatible with the major database language formats such as Dbase  (R) of
Borland International, Inc.

File Name                              Description

Patmain.dbf     Main database file which stores current patient main records.

Patpay.dbf      Patient payment database file which stores current payment
                records.

Patcharg.dbf    Patient visit database file which stores current patient
                visit and charge data.

Purge.dbf       Outdated main database records are stored in this  database.
                Records older than a specified date, that have had no activity
                for a specified date, and have no outstanding balances,  are
                removed from Patmain.dbf and stored here.

Appontxx.dbf    Appointment database file, the xx denotes the year such as 97.
                This file stores all the patient appointments.  The program
                uses two of these database files, one for the current year and
                one for the next future year.


                                                    page 5
Cleanxx.dbf     Cleaning database file, the xx denotes the year such as 97.
                This file stores all the patient cleaning appointments.  The
                program uses two of these database files, one for the current
                year and one for the next future year.
 
History.dbf     This file stores all the  visit and charge records  that have
                been removed from patpay and patcharge.dbf files.  This data
                is moved to this database if it is over a specified date.

Mainproc.dbf    This database stores all your dental procedure codes, their
                descriptions, and charges.
 
P_Sheet.dbf     This database stores all daysheet transaction records. 

Trace.dbf       This database stores all changes made to any of the financial
                records, both the old and new changes are recorded here. 

Treatment.dbf   This database stores all your treatment plans for your
                patients.







PASSWORD PROTECTION


To start TOTHPIK first select the directory by typing {cd/dbsb} from the DOS
prompt. You will see something like: 
C:\DBSB>

Then type {tothpik}
 
After a few seconds, a password window will appear. Your initial password is
{tunki}, just type it in and press {Enter}.  Don't be alarmed if you don't
see the letters as you type them in.  I mask them so nobody but you will know.
 
You will be asked "Change current password ?".  If  you want  to,  type {Y}
and you will be asked to "Enter New Password".  Type in your  new  password
(any 5 alpha characters, upper/lower case or a combination of  upper/lower
cases) and press {Enter}.
Examples:  
JODYP,  Jodyp,  joDyP  are all valid and different passwords.
 
IMPORTANT:  Please don't  forget your password!  It will be nearly impossible
for someone to crack it.  If you do forget it - you'll have to call us for
help.  (you get one free-be, ok maybe two, after that there  will be a nominal
charge because it takes some  work  to decode it.).   So if you think you'll
forget it, write it down and keep it in a safe place.














Chapter 3.      THE  MAIN  MENU                     page 6



There are 11 main menu categories and 56 sub menus which control and execute
all internal programs.  When the application starts, the main menu screen
appears.  The main categories are selected with the  Lf/Rt arrow keys and the
sub categories are  selected using the Up/Dn arrow keys.  When selected, a
menu is high-lighted and pressing the Enter key will execute it.  After the
selected  sub menu executes, control is again returned to the main menu screen.
Note: after the application returns to the main menu all of the main menu
options maynot be displayed.  Just press and hold either the Lf or Rt arrow
keys to display all options.
 
The menus are listed as follows:

           main menu                          sub menu     

PATIENT DATA BASE           - Find a Patient
                            - Edit a Patient
                            - Add  a Patient
                            - Print Dental Form
                            - Print Patient Labels
                            - Print Patient List
                            - Print Birthday List

DAY SHEET TRANSACTIONS      - Enter Today's Data
                            - View/Edit Day Sheet
                            - Print Day Sheet  Report 

PATIENT TRANSACTIONS        - Record Visits
                            - Record Payments
                            - Edit Procedures
                            - Edit Transactions
                            - Move Transaction to History 
                            - Search Patient's History
                            - Trace Patient Data Changes 
                            - Print Patient's Transactions For Year 

DENTAL APPOINTMENT CALENDAR    - View Today's Appointments
                               - Find Patient or Date
                               - Add/Edit Appointments
                               - Find Next Available Appointment

DENTAL REPORTS               - View a Statement
                             - Print Monthly Statements
                             - Print Statement Labels
                             - Print Overdue Letters
                             - Change Statement Title
                             - Do Treatment Plan

CLEANING APPOINTMENTS        - View Today's Cleanings
                             - View Patient or Date
                             - Add/Edit Cleanings
                             - Find Next Available Cleaning

CLEANING  REPORTS            - View/Print Cleaning Report
                             - Print Cleaning Labels
                             - Set Cleaning/Exam Interval
                                                    
FINANCIAL REPORTS            - Monthly Reports
                             - Present Account Summary
                             - Print Balance Report
                             - Change Interest Rates
                             - Provider List

                                                   page 7

           main menu                          sub menu     

BROWSE/EDIT DATABASES        - Patient      {Patmain.dbf}
                             - Visit        {Patcharg.dbf}
                             - Payment      {Patpay.dbf}
                             - Appointment  {Appontxx.dbf}
                             - Cleaning     {Cleanxx.dbf}
                             - Procedures   {Mainproc.dbf}
                             - Day Sheet    {P_Sheet.dbf}
                             - Purge        {Purge.dbf}
                             - History      {History.dbf}
                             - Trace        {Trace.dbf}
                             - Treatment    {Treat.dbf}

  MAINTENANCE FUNCTIONS      - Labelmaker
                             - Back-up Databases To Disk
                             - Restore Databases From Disk
                             - Purge Old Records
                             - Restore Old Records
                             - Change Screen Title
                             - Change Print Title
                             - Run Setup
                             - Run New Calendars

  EXIT TO DOS                - Exit To Dos
 
 





































 Chapter 4      MENU DETAILS                         page 8
     
The menu categories are explained in detail as follows:
 
PATIENT DATA BASE

- Find a Patient

This function allows you to view the patient's main database record.  Selecting
this option, you will be asked to input either the patient's id number
(6 digits) or a patient's last name.  You don't have to type in the complete
number or last name as the  program will search for records meeting the
search  criteria and display them one at a time, asking if this is the correct
record.  If you answer no then the next record will be displayed, if you answer
yes then that record will be displayed.
Example: Jim Smith has an ID number 111200.  If you know his ID number, you
can type it in, or you can type in 111 and you will see all the records from
111000 on.  Similarly if you type Smi, you will see all the records with last
names beginning with the letters Smi.  (Don't  forget to capitalize the first
letter in a last name, I didn't do this automatically because some patients
have last names that do not begin with a capitalized letter).  The program
searches both the main patient database and the purge database (inactive
patients) files.  If the patient you want is now located in the purge database,
you will be asked if you want to re-instate this patient back into the main
database file.  If you answer yes, the record will be automatically
transferred.  Since you've already typed this data in once, I see no need to
have you do it again.  Pretty neat huh!
 

- Edit a Patient 

This function allows you to view and change the data for a patient's main
database record.  After you have selected the correct record by typing the id#
or the last name you can change the field information by scrolling to the
desired field using either the tab or arrow keys and then typing over the
information displayed.  Press the {PgDn} key to save the new information and
return to the main menu.  From this sub menu, you can also change the name and
address of the person responsible for receiving billing statements, normally
they're sent to the patient, however if the Send Statements To fields are
filled in, then the statements will be sent there.  This is useful for small
children etc.
The program automatically assigns each account number and editing this number
is not allowed.
   

- Add a Patient
 
Use this function to add new patients to the database.  The patient's id#  is
automatically generated by the program.  Just type in the patient information,
name, address, etc.  and press {PgDn} to save the record.  To process multiple
family members more efficiently, after each record is completed, the program
will ask if you would like to enter more patients, if you answer Y (Yes) the
program will pre-assign the common data from the previous record, such as
address, insurance co., home phone#,  etc.  and you only have to fill in the
pertinent data such as first name, SS#, etc.  This makes adding a family of
patients quick and easy.


- Print Dental Form

Select this procedure to print a dental information form for selected
patients.  This form is useful for getting information on new patients and
updating the records for existing patients.  This form contains the patient's
dental history, medical history, and financial data.


- Print Patient Labels                              page 9

This feature prints selected patient labels which include name, address, and
id#.  This is useful for news letters and file folders, etc.  Selecting this
menu, you will first be shown a window asking "Do you want to continue? Y/N"
and "How many label copies do you want to print? 1-99".   Next you will be
shown the entire patient list and using the Up/Dn arrow keys, you can scroll
to the desired record; pressing the {p} key stores this record for printing.
After you have finished selecting records to print, press the {e} key to exit
the selection window.  You will next be asked to turn on the printer and
pressing {Esc} will start the printing process.
You will be asked "Do you want to print some samples ?" to adjust the printer.
If you answer {Y} you will print sample labels, one at a time.  After
everything is lined up answer {N} to samples and the labels will begin
printing.


- Print Patient List

This feature will print the entire patient list in alphabetical order.  You
will first be asked if you want to Continue Y/N.  Type {Y} to print the list,
or {N} to exit.

- Print Birthday List

This feature will print birthday list or labels.  You will be asked to select
options for the search, like this month, next month, or in two months.  You can
scroll through these selections by pressing the space-bar.  You'll next be
asked for List or Labels.  Depending on your selections, the program will
print a list or labels for patients whose birthdays are processed.


DAY SHEET TRANSACTIONS
 
This application gives you two separate ways to record your patient's
transactions (visits and  payments), the 'Day Sheet method' or the
'Patient Transaction method'.  The Day sheet menu is faster, more automatic,
allows printing a Standard ADA insurance form and/or an up to date statement
immediately, and also allows automatic data correction.  The Transaction menu
(described later) is more manual and slower.  Either mode can be used at any
time, however because of its ease, I recommend the day sheet method. 



- Enter Today's Data

Select this sub menu to enter a patient's visit, a patient's payment or an
insurance payment.  You will be shown the 'Day Sheet Data Entry Window'  with a
number of fields on which you can enter data.

Patient Fields

You select a patient by entering either a name or  an id#.

First Name:     Enter the Patient's first name
MI:             Enter Patient's middle initial
Last Name:      Enter Patient's last name

(You don't have to enter the full name, but what  you enter must be correct.
For example, 'Joseph M.  Smith' is a patient, if you enter 'Joe Smith' on the
name field it would be incorrect and the program won't be able to match the
[Joe] to [Jos] to find the record, but if you enter  'Jos Smi',  'Jo Smi',
'Jose Smit',  etc.  it will be correct).
For help in selecting a name or id# Press the {F4} key which will let you view
patient names and id#'s as they appear in the database.
 
                                                     page 10
ID#:           Enter Patient's id#

(If  you don't know it or not sure, just leave it blank).  If you do know it,
it will save some search time.  But hey, computers are fast (dumb but fast).

Doctor         Enter Doctor's code (This code tells what doctor worked on this
               patient)

Hygienist      Enter Hygienist's code (This code tells what hygienist worked on
               this patient).

These codes are set up using the sub menu [Provider List] found under the main
menu FINANCIAL REPORTS, see below.
 
Print          Enter Print command code {N/S/A}  {N} for no print (default),
               {S}  for statement print, or  {A} for printing patient's ADA
               form. While in this field, pressing the space bar will show you
               these choices.  Way cool huh.

Procedure Codes       These codes are associated with a patient's visit.

Tooth#                Enter tooth number or list of numbers like 3-15

Surface               Enter surface code

Procedure             Enter dental code
                                                             

A little about the dental codes: 
This application allows you the flexibility to assign your own dental codes
(user code) to any number of ADA codes.  See page 16 for more on this. 
The program will look for your user code first and  assign all the ADA codes
associated with it.  You can view all the procedure codes anytime by pressing
{F2} and follow the scrolling commands at the bottom of the window.)


Charge           Enter the charge only if you want to modify the charge already
                 associated with this procedure.  If you enter a charge,  the
                 program uses the entered charge instead of the associated
                 charge in the procedure database.  You can enter up to seven
                 (7) different procedures for a patient.

Visit Payment =    Use this field to enter any patient payments made at this
                   visit.
 
Cash               Enter {Y/N} for a cash visit payment.
 
Check #            Enter check #  for visit payment.

NON VISIT PAYMENTS
 
The following data fields are used to enter non-visit payments.  Either patient
payments or insurance payments.

Patient Payment          Enter amount if patient payment.
 
Cash  Y/N                Enter {Y/N} for cash payment.
 
Check #                  Enter check # for payment.

Insurance Payment        Enter amount of insurance  payment.

Ins. Check #             Enter insurance check #.


                                                    page 11
When you're done entering the data for this patient,  press {PgDn} to process
this data and continue.  A blinking {Processing} flag will appear at the lower
right of the screen, to let you know that the data you entered is being
processed.
 
You will next be asked if you want to enter more day procedures.








-View/Edit Day Sheet 

This function allows you to view and/or change any day sheet transactions
previously entered.  You'll be asked for the date you want to view.  Today's
date will be already entered so if its today you want just press Enter. You
can scroll through the records by using the PgDn key.  You can change all
fields except the name and Id# fields.  Any data you change will be
automatically re-processed -very powerful.  
Note: I won't allow records older than 30 days to be changed from here.  If
you didn't catch it by then - shame on you,  you will have to use the 'Edit
Transactions' sub menu described below to edit records over 30 days.

 
- Print Day Sheet Report

Selecting this sub menu allows you to print a detailed report showing all
patient transactions for that day along with a financial summary.  Even if you
use the 'PATIENT TRANSACTIONS' menu instead of  'DAY SHEET TRANSACTIONS'  to
enter data, this report will show the transactions.   Because all processing
takes place in real-time  (now) all reports are current and accurate.
 

PATIENT TRANSACTIONS
 
- Record Visits 

Instead of the Day Sheet method, you can use this method to record patient
visits/charges.  You will be asked for the patient's name or id#.  The
patient's record must be in the main patient database prior to using this
function.  (if the record has been purged, you'll have to restore it manually,
see page 28, more on this).
After selecting the patient, a list of procedures will be displayed, you can
select the appropriate one by using the arrow keys to highlight the procedure
and then press the {Esc} key to record the procedure for this patient.
You will next be shown the visit record for this patient and can edit/change
any of the fields, such as 'procedure charge', 'amount paid', etc.
Next you will be asked if you want to abort this before the record is saved,
if you want to continue type {N} and the record will be processed and saved in
the Visit database file.
Next you will be asked if you want to enter another procedure for this patient,
type {Y} if you do and the program will again display the procedure list for
your selection.  If you type {N}, you will exit to the main menu.
If you make a mistake and process incorrect data, don't worry, it can be
corrected by selecting the 'Edit Transactions' function described later.


- Record Payments 

This function allows you to enter payments, either patient or insurance.
Selecting this menu, a payment record will be  displayed,  showing separate
fields for patient and  insurance provider.
                                                    page 12
You can type in data for the various fields such as 'date', 'amount',
'check number', etc.  for either the patient or their insurance.  
It is important to keep your input separated to either the patient or their
insurance, you may fill in both if required but don't combine fields,
for example, if you receive a payment for 'J. Jones' from their insurance co.
'Allsure' for $125.00, this information should be typed in under the insurance
section only.
If you make a mistake, don't worry it can be corrected by selecting the 'Edit
Transactions' function described later.


- Edit Procedures 

This function allows you to change, add, or delete your procedure codes in the
dental Procedures Database file.  This file holds all your various medical
procedures by a code name, a description, and an associated charge.

Each procedure has the following fields:

USERCODE
 
This is a 5 character field for either alpha or numeric data.  Here you can
assign your own code name to any one or group of ADA dental codes.

PROCEDURE  (procname)

This is a 5 character field for the approved ADA dental codes, like 02110

DESCRIPTION   (procdes)

This is a 35 character field for the description of the ADA procedure,
like 1S Silver Amalgam Type A
 
CHARGE  (proccrg)

This is a 5 digit field with 2 decimal places for the associated dental
procedure charge.

To change any field, use the tab or arrow keys to locate the data and type over
it with your changes.  To delete a record, delete all it's fields with the
Delete key.

To add additional procedures, scroll to the end of the last record and you will
be asked if you want to add additional records.  
Press {Ctrl-End} keys to save your changes and exit to the main menu. 


To assign a user code:

(Hint: its a good idea to duplicate any ADA procedure codes and then add your
usercode name, so you'll end up with both the ADA procedure and your usercode
procedure).  Scroll to the end of the procedure file and add the ADA procedure
code, description, and charge.  Then place the cursor in the USERCODE field and
add your particular usercode name.
For example, You would like to assign your user code CLNC to child prophylaxis.
Duplicate the ADA code for child prophylaxis in the procedures database.  Then
in the USERCODE field type in CLNC.  Because a periodic oral exam is usually
associated with a prophylaxis, you can also assign a usercode of CLNC to
periodic oral exam.
Now when you need both of these dental codes you only have to type CLNC in the
procedure field of Daysheet or Visit Transaction and both codes will be
assigned.



- Edit Transactions                                 page 13

Use this sub menu to correct mistakes or make changes to a patient's account.
This menu will allow you to view/edit all the current data in a patient's
account.
Scroll to the desired record with the tab, or arrow keys and edit the data.
When finished, press the {PgDn} key to save your changes.  You will next be
asked if you want to print this statement. Answer {Y} and the statement will
be printed, answer {N} and you will return to the main menu.

Note:  This function doesn't reprocess the changes, so if you made changes to a
transaction amount, don't forget to change the balance fields too.
If you used the 'Day Sheet' method to enter data, using the
'Day Sheet View/Edit' function to make any changes, will automatically
reprocess them.

All financial changes are recorded in a separate database file called Trace.dbf 

- Move Transaction to History

You probably won't use this function very often if at all.  This sub menu
allows you to move a patient's transaction record from the current visit or
payment database to the history database.
This happens automatically whenever a patient's balance becomes zero, however
you can do this manually from here.  Selecting this function will list all
current transactions for a particular patient.
To move any record or records just change any date for that record.  The date
won't really change, its just a signal that you want this record moved to the
history database.  For example,  suppose there is a payment record with a date
03/07/97 and you want to move it to history, just change the 03 to 04 and press
PgDn.  The program will then ask if you want to move this record...answer yes
and it will be moved.  Note:  the date you use must be a valid date.


- Search Patient's History

Use this sub menu to have the computer search and print all transactions for
a particular patient.  This also works for inactive patients (purge database
records).
You will be asked to enter either a patient's lastname or id#.  A detailed
report showing all transactions for this patient will be printed.


- Trace Patient  Data Changes

This sub menu will print a list of all financial records that have been changed
for a particular patient.  Both the old value and the changed new value will be
shown.
                                                               

DENTAL APPOINTMENT CALENDAR 

 
The Dental Appointment Calendar function allows you to record all your dental
appointments for this year and also next year.  There are separate calendars
for cleaning appointments,  see below.
All the calendars work the same way.
The appointment calendar database has a logical field named Holiday located at
the bottom of each day.  You can type a {Y} in this field to declare this day
a holiday and no appointments will be scheduled by the application.  This
feature can be used for holidays, vacations or any days which the office will
be closed.
There should be no scheduled appointments for the days you declare holidays,
so make sure you re-schedule all appointments before you change the Holiday
field to {Y}.  Once the Holiday field is changed to {Y},  the application will
ignore that date.
- View Today's Appointments                         page 14

This function allows you to view all the appointments for the current day.  You
are first shown the 'am' screen,  press {PgDn} to view the 'pm' screen.  You
can also scroll to previous or past dates using the PgUp/PgDn keys.  You can
enter or edit data in the 'Patient Name' and 'Description fields'.


- Find Patient or Date

This function allows you to find and display a particular patient or date.
The program will first ask you what calendar year you want to search and then
ask you for a patient's lastname or a date.
It will then display the full day's appointments showing the patient or date.
You can enter or edit data up to this date.  

Press {Ctrl-End} to save your changes, and you will be asked if you want to
look for more appointments?.  Type {Y} and the search will continue.  Type {N}
and you'll be asked to press any key to return to the main menu.



- Add/Edit Appointments

This function allows you to add or change appointments for a particular patient
or date.  The program will first ask you what calendar year you want to search
and then it will display the full day's appointments showing the patient or
date.
You can then change, add or delete the information as required.
Press {Ctrl-End} to save your changes.


- Find Next Available Appointment

This function will find the next available unused appointment slot.  The
program will  first ask you what calendar year you want to use and then it will
display the date with the next free slot.  You can then add the patient
information directly.
Press {Ctrl-End} to save your changes.


DENTAL REPORTS

-View a Statement

This menu allows you to view a patient's statement.  You will be asked to type
in an id# or a last name and if a match is found, first the patient's main
record will be displayed and you will be asked if this is the correct record.
If you answer {Y} (yes) the patient's current visit and payment statement will
then be displayed.
If there is more than one page (screen) of information to display, the program
will let you know, and by hitting any key you can display the next page.  
After the last page is shown, you are asked if you want to print the statement.
Type {Y} to get a hardcopy of the statement,  type {N} and you will return to
the main menu.


- Print Monthly Statements

This very powerful function is used to do your billing and will produce printed
statements for mailing to patients.
You can use this procedure anytime, weekly, monthly, quarterly, etc.  whatever
your billing cycle is.  You should of course establish a consistent date to
issue your bills, but hey it's your business.


                                                    page 15

Note:
There is a "Statement" field in the patients main record.  You can view this field 
from the main menu "PATIENT DATA BASE" sub menues "Find, Edit, and Add a Patient".
This "Statement" field has two choices "Y" or "N".  If this field is set to "N" 
a monthy statement will not be printed for this account.  
                                          
Because postage rates keep going up, you have the flexibility to print/mail
only the statements you deem necessary.  A menu is used to tailor your billing
report.  After you select this function, you will be shown the
'Statement Processing' Menu.  You can use this menu to print only the
statements you desire as follows:
(note: instructions are also shown on the bottom line of the screen)

Process Balances Over          Enter an amount from  {0-999.99}.   

When you type in an amount here, only statements over (greater than) this
amount will be printed.

Current Balances               Enter {Y/N}

Enter {Y} to include statements that have a current balance.  Enter {N} to
exclude statements that have a current balance.

30 Day Balances                Enter {Y/N}

Enter {Y} to include statements that have a 30 day balance.  Enter {N} to
exclude these statements.

60 Day Balances                Enter {Y/N}

Enter {Y} to include statements that have a 60 day balance.  Enter {N} to
exclude these statements.

90 Day Balances                Enter {Y/N}

Enter {Y} to include statements that have a 90 daybalance.  Enter {N} to
exclude these statements.

90+ Day Balances               Enter {Y/N}

Enter {Y} to include statements that have a 90 plus day balance.  Enter {N} to
exclude these statements.

CREDIT Balances                Enter {Y/N}

Enter {Y} to include statements that have a credit.  Enter {N} to exclude
these statements. 

Visit Statements               Enter {Y/N}

Enter {Y} to include statements that have been already given to patients at a
visit.  Enter {N} to exclude these statements.

Skip To Lastname               Enter {Lastname}

Enter a patient's lastname to process only the statements from this name
forward. Leave this field blank to process all names.
Using this function,  you can skip all statements up to the one entered.  This
function is very handy to reprocess accounts that have been interrupted by a
paper jam, etc.  Instead of having to run the whole print job over.

Type messsage to include with each statement


                                                    page 16

Enter any message, up to 80 characters in length, which you would like to
include on each printed statement.
 

RUN PRINT JOB IN BACKGROUND ?:               Enter {Y/N}

Enter {Y} to print all statements in background mode.  Enter {N} to print in
foreground mode.
                                                     
I recommend that you enter {Y} here and print statements in the background. 
In the background mode the computer will process the statements and then send
them to the internal print que.  Once printing starts,  you will be able to use
the computer to do other tasks (except printing) while the statements are
printing.
If you don't select the background mode, the computer will process and print
each account and this will tie up the computer until all statements are printed.

After you run through this menu,  you will be shown how many statements will be
printed and a rough estimate of the time this process will take. You'll be asked
if you want to continue? {Y/N}.
If you do, make sure your printer is on line, has enough paper, and the paper
is adjusted.
Enter {Y} to start the printing process.

When you run this function, the program will process all accounts based on your
menu selections and print the statements.  The calculations will process in
seconds, however because a printer is basically a slow device, the printed
output could take a lot longer depending on how many statements there are to
process.  The program will give you an estimate of time to complete the
statements. 
Note:  this estimate is a rough estimate based on a 16mhz 386SX cpu and a
150 c/sec printer.  If your equipment is faster, then the actual time to
complete will be less than my estimate.
 
To interrupt the printing procedure at any time, press the {Esc} key and you'll
be shown a window asking if you want to Cancel or Ignore the interrupt.
If you select Cancel, the process terminates and you exit the application,
(your printer will keep on printing for a while because it usually has a built
in memory buffer.  If you need to stop the printer too, just turn it off and
back on and it will lose its memory and stop.)
If you select Ignore, the printing process continues from the point it stopped,
however the statement that was being processed at the time of the interrupt will
probably be trashed, so make sure you check it.  If it's trash then make note
and print later using the print function in 'View a Statement' under
'Dental Reports'.
During statement processing, patient address information is automatically saved
for mailing labels, see below.
 
Note: All the statements and the labels (see below) will be printed in
      alphabetical order.


- Print Statement Labels

After you have printed the monthly statements, you may either use window
envelopes and fold the statements so that the address info appears in the
envelope's window or use address labels.
Run this function to print address labels.
First load your printer with the correct labels, see below for label
specifications, adjust the printhead to the top of the first label and then run
this function.



                                                    page 17

The program will ask you if you want to Process only one label per
address/family ? {Y/N}.
Enter {Y} and one label per address/family will be printed.  This saves labels
if you are sending multiple statements in the same envelope to the same address.

The program will ask you if you want to print some practice labels, to help you
adjust the printhead to the labels.

Label Specifications:
        size: 3-1/2 X 15/16  no.  across: 1

- Print Overdue Letters                             

Select this function to print collection letters for overdue accounts.  Letters
will be automatically printed for all accounts over 30 days old.  Each category
has a different body ranging in firmness from mild,  for 60 day past due
accounts to very firm (I'll call Guido in Detroit unless you pay up) for 90+ day
accounts.


- Change Statement Title

This function allows you to change the statement title printed on each statement.
The previous title will be displayed and under each line you will be able to
re-type new information.


- Do Treatment Plan

Use this function to generate a detailed treatment plan for a patient.   When
you select this function, a window will be displayed asking for a patient's
last name.  If the name you type has a previous plan, it will be displayed for
updates or print.  If the program doesn't find that name in the {treat.dbf}
database, it will assume this is a new plan.
Next the view/edit input window will be displayed.  
The input fields are very similar to the ones in 'Daysheet Transactions'.  
The only new one is:

Enter Insurance coverage       Enter the amount that this patient's insurance
                               will pay for each procedure you select.

After you complete the plan, just press {Page-down} key.  The information will
be calculated and you will be asked if you want to save this plan.  If you save
this plan, it will be placed in the treat database.  The next time you display
it, it will show all the data you entered plus all the various calculated
data, which you can update or print again.
Next you will be asked if you want to print this plan. 


CLEANING APPOINTMENTS

This function is basically the same as the 'Dental Appointment Calendar' shown
above except that it can be used for cleaning appointments only.  All the
sub-menus work the same, so please refer to the above.


CLEANING REPORTS 

- View/Print Cleaning Report

Select this function to print a list of all patients due for cleaning/exam.
This report prints on regular paper not labels. 
This report is very useful as a call list to remind/inform patients that they
are due for a cleaning/exam.
                                                    page 18

- Print Cleaning Labels

This function is used to automatically determine the patients that are due for
cleaning appointments and then print their address labels.  Any patient whose
last cleaning date is equal to or greater than your specified interval
(see Set Cleaning/Exam Interval below) will be included in this list.  
For patients who have already been sent a cleaning reminder and not yet
responded, the program sets up a grace period of one month before they are
again included in the next mailing.  This will insure that your patients are
not bugged every few days, but only gently reminded every month or so.

First load your printer with the correct labels, see below for label
specifications, adjust the printhead to the top of the first label and then
run this function. 
You will be asked: "Would you like to reset the 30 day grace periods ?"  
Enter {Y} to reset the grace periods for all patients.  (this means that the
following report could include patients that already have been sent notices).

You will next be shown the 'Cleaning Label Processing' Window and asked to
enter the following fields:

Process Cleaning Labels for Patients Due:

This field has four multiple choices, each of which can be scrolled/selected
by pressing the space bar.  
If selected they do the following based on the cleaning interval being set to
180 days:

This Month         Selecting this choice will process labels for patients who
                   were due for a cleaning exam last month only.

Next Month         Selecting this choice will process labels for patients who
                   are due for a cleaning exam this month only.

In Two Months      Selecting this choice will process labels for patients who
                   are due for a cleaning exam next month only.
   
All                Selecting this choice will process labels for all patients
                   due for a cleaning exam up to this date.

Before printing the labels, the program will ask you if you want to print some
practice labels, to make sure your printer is set up and adjusted correctly.

Label Specifications:
        size: 3-1/2 X 15/16  no.  across: 1
 

- Set Cleaning/Exam Interval

This function allows you to set the cleaning/exam interval for your patients.
This value is used by the program to process all the cleaning/exam reports.
The units are in days, so setting this to 180 equals a six month interval.



FINANCIAL REPORTS

- Monthly Reports

This function will let you know how your business is doing on a monthly basis. 
You will first be asked for your financial password, this is a separate
password from the one you use to start the application, and is used to keep
your financial information private.

                                                    page 19

Your initial password is {tunki}, just type it in and press Enter, however I
recommend that you change it, to keep it different from your start up password.
To change it,  just follow the same procedure explained on page 7. 
 
After you enter your password, you will be asked to "Enter a Search Date".
The date you enter will cause a search from the beginning of that year to the
date entered.  For example, if you want a financial report for all of 1996,
you would enter 12/30/96.

Today's date is the default and if you don't change it, you will get a report
from the beginning of the current year up to today.
 
After you enter a date and press {Enter}, the program starts the calculations,
this could take a few minutes.  When the calculations complete, the program
will display the results.
Data for four months are displayed on each screen, and you will be asked if
you want to print that screen.  If you do, Enter{Y} (default is N) and
press {Enter}, that screen will print and the next screen will be displayed
if appropriate.  Repeat this procedure to print the remaining screens.  This
might seem a little cumbersome, but I did this to insure the security of your
financial data, as someone must initiate each action and be present to remove
the printed reports.
If you don't want the report printed just press {Enter} after viewing each
screen.
 
The report shows the following data:


Date:                         (upper left)  print date

Title:                        (top)

Month:                        (top)  list of months

TOTAL CHARGES :               patient charges by month

TOTAL PAYMENTS:               patient payments by month

TOTAL VISITS:                 patient visits by month


ELEMENTS:                    this is the breakdown for total payments above.


Patient Payments CASH :       patient cash payments

Patient Payments CHECK:       patient check payments

Patient Credits:              credit amounts

Insurance Payments:           Insurance payments
 

AVERAGES:  

AVG Charge/Visit:             average charge per visit

AVG Payment/Visit:            average payment per visit

                           
PROVIDERS:                   this is the amount generated by each care provider 
                             (doctor,  hygienist,  etc. per month).
 

- Present Account Summary                           page 20

This function will calculate and display a current snapshot of your accounts.
Number of active accounts and totals for all balances will be shown. 


- Print Balance Report

This function will print a list of all accounts with a balance due.  

- Change Interest Rates                             

This function allows you to apply and/or change interest rates for past due
accounts. 
 
After pressing {Enter} you will be shown the interest rate window with
instructions.
If you enter {0.00}, no interest rate will be applied to that category.
 
The interest rates are  %/month so for example, an entered rate 
of 1.50% = .015 per month which is 0.18 per year or 18% per year.


- Provider List

Use this function to add or edit the care providers associated with your
office.  If you have multiple doctors or hygienist, each should have their
own record here.
After you press {Enter} for this function, you will be shown the first
provider record. If it's a new record or one you want to change, just type in
the appropriate data. If you don't want to change it, press {PgDn} to scroll to
the next record.

To add records, use the {PgDn} key and scroll past the last record and you will
get a window asking if you want to "Add new records?"  Use the {Lf or Rt arrow}
keys to highlight your decision and press {Enter} and you will be given a blank
record to fill in.
 
The Provider Code: field is a three character code you select to identify this
care provider.  This code can be alpha or numeric or a combination of both.
The provider's initials are a good choice here.
After you complete the record,  press {Ctrl-End} keys (press and hold Ctrl
and press End) to save and exit.


BROWSE/EDIT DATABASES

This is a very powerful function, but one you will seldom have to use.
It allows creative users to manually perform many database operations, the
least of which are view and/or change any record or field in any of the
selected databases.  However remember, Along with power comes responsibility.
Please read this section and understand it before you use these advanced tools!
And please don't use functions that specifically say "Don't Ever Use"  These
are reserved for my use only and using them could damage your data.

After highlighting and pressing enter to select a database, you will be put in
Browse mode.
Notice at the bottom of the screen will be a highlighted row with Browse at the
left;  next will be the database fully qualified name and Rec. 
Rec  has two numbers separated by a /.  The first number is the record number
of the record you have highlighted.  The number after the / is the total number
of records in this database.




                                                    page 21

In the Browse mode you can view and edit any non financial record.  Use the tab
key to position and highlight any field.  Use the Home and End keys to move to
the first and last field in any record.  Use the PgUp/Dn keys to scroll to
different pages.
To save any changes you made,  press Ctrl-End keys.
 
That's the basic operations.
  
For the advance operations press the F10 key and you will be given world
domination power, please be careful! 
 
After pressing F10, you will be given other menus at the top of the screen and
one of them will be shown.  You use the {Lf/Rt arrow} keys to select another
menu and use the Up/Dn arrow keys to select a function within the menu.

I'll describe them as follows:

Records  menu:

Add new records:                This has been disabled.

Mark record for deletion:       You can mark or unmark a record for deletion.     
                                This doesn't delete the record yet, see below.

Blank record:                   This has been disabled.


Follow record to new position:     You should never have to use this option.

Organize menu:

Create new index:                  DON'T EVER USE 
Modify existing index:             DON'T EVER USE 

Order records by index:       You can use this option to organize the database.
                              Select this option and I'll give you another
                              window showing various indexes you can choose to
                              display or search the database.  The ones you'll
                              be interested in are CUSTNO (account #)
                              and LASTNAME.
                              Select the index you want by highlighting it.
                              After your choice press Enter and Wha-La the
                              records will be sorted based on your choice.

Activate .NDX index file:         DON'T EVER USE 
Remove unwanted index tag:        DON'T EVER USE 
Sort database on field:           DON'T EVER USE 

Unmark all records:           Selecting this option will unmark all records
                              marked for deletion.

Erase marked records:         Selecting this option will delete all records
                              marked for deletion.  This option is also useful
                              for reindexing the database.   See Chapter 5.

Fields menu:

Lock fields on left :         This option allows you to lock a field or a number     
                              of fields so that when you scroll to other fields
                              the lock fields remain in view.


Blank field :                 This option has been disabled.

                                                    page 22

Freeze field :                This option allows you to edit only one field.
                              Selecting this will restrict the cursor to only
                              one column at a time.  When prompted, type the
                              name of the field you want to use.  All other
                              fields cannot be edited until you remove the
                              freeze field restriction.  To remove the freeze
                              field restriction, select the Freeze field
                              option and delete the name of the field.  Then
                              press {Enter}

Size field :                  This option let's you change a fields display
                              width.  It doesn't change the width in the
                              database per say, only the display.
                              To use this option, first highlight a field then
                              select this and follow the instructions at the
                              bottom of the screen.

GO TO menu                    This area is very useful to search data.

Top record :                  Select this option to go to the top of the
                              database.  Top depends what index is active.
                              If CUSTNO is the controlling index, then top
                              will be the lowest CUSTNO.
 
Last record :                 Select this option to go to the last record in
                              the database.
 
Record number  (###) :        Select this option to go to the record number
                              that appears in the ( ).

Skip (##) :                   Select this option to skip to the number of
                              records  you set in the ( ).

Index key search ( ) :        Use this option to rapidly search for data
                              associated with an index.  To select the index
                              go to the Organize menu and select option Order
                              records by index (described above).  The indexes
                              probably most helpful are CUSTNO and LASTNAME.

Forward search ( )  :         Use this option to search the field you have
                              highlighted, from where you are forward in the
                              database.  The search string you type between
                              the ( ) must match what you're looking for
                              exactly.  For example, if you're searching the
                              firstname field for Stephen and type (Step) you
                              won't find the record.  You must type (Stephen).
                              However using the Index key search ( ) described
                              above, you don't have to be so exact.

Backward search ( )  :        Same as above except the search goes backward.

Match capitalization :        You can select either yes or no here.  Yes,
                              means that you must match the caps in whatever
                              you're searching for.


Exit menu          Selecting this will exit you back to the main menu.
                   You  can also use the Esc key.


MAINTENANCE FUNCTIONS   

- Labelmaker    

                                                    page 23

Use this function to design and print your own labels, whatever you want.
I have reserved four memory variables for you to store the labels you design.
These variables are named FLAB1, FLAB2, FLAB3, and FLAB4.  Each one will hold
up 50 labels each.  Don't worry, these variables won't erase when you turn
your computer off.

When you select this function, I'll ask you to enter one of the above
variables,  you don't have to type them in, just use the space bar to scroll
to the one you want and press {Enter}.
Next, the Label View/Edit Window will appear.  Type in your data in any/all of
the five fields, for normal labels, use the center three fields.
                                                   
Follow the instructions on the bottom of the screen and press {Esc} when
you're done entering data. 
Next, the Label Processing Menu Window will appear.  If you want to print the
labels now, answer {Y} and enter the number of copies of each label you want
printed, and make sure your printer is on line.  I'll give you some samples
to adjust your printer.


- Back-up Databases To Disk   

This function runs automatically each time you exit the program using the Exit
To Dos menu. However, because it is so important to back up all your vital data,
I have also included it here so you can run it any time you like.  
I would suggest that if you suspect power failures from sever weather or
whatever, run back-up immediately.  This function saves all your files to
your floppy disk drive.  I have made this procedure as fast and painless as
possible.  I compress the files as I write them to the disk so you should only
need one or two floppy disks for all your data.
Please read Back-up Procedure in chapter 4 for more recommendations.


- Restore Databases From Disk      

This function is used to restore your vital data if disaster strikes your
office or cpu.  Using this option, you can be assured that your office will be
up and running immediately.
When you run Restore..,  just follow the on screen prompts.  The program will
expand and copy your various database files to your hard drive.
It is very important to keep a copy of your back-up floppy disks in a secure
place as they are your insurance of getting your office up and running in
case of a hardware problem (hard disk head crash, etc.), or a fire, flood,
theft etc.


- Purge Old Records              
     
This function runs automatically every four months, but you can run it anytime
here manually.  The purge process performs many functions one of which is to
remove inactive patient records from the databases.  Any record that has been
inactive for a time you specify in the set up procedure (usually two years)
will be moved from the main database to the Purge database.
Associated transactions will also be moved to the History database.  This will
keep your databases lean and mean to improve operational speed.









- Restore Old Records                               page 24

This option allows you to move old records from the Purge database back to the
main database. Suppose, for example,  you had a previous patient who moved
away some years ago and has now reappeared.  You can run this function and put
him/her back in the main database file without having to enter his record all
over again, although you might have to edit the record to update it with new
address, phone no., etc.  His/her id# will remain the same.  The patient will
be impressed that you remembered him/her and will realize how very
professional you are.

To run this option, just type in the patient's Lastname or id# and the program
will do the rest.
 
This process is automatic if you use the 'Day Sheet method'.  Also, the 'Find
a Patient' sub menu found under the 'Patient Data Base' main menu, will give
you this restore option automatically.  I thought of everything, didn't I.


- Change Screen Title                              
     
This function allows you to change the title screen which appears on the main
menu.  When you select this option, you will be shown a screen with the old
data and a blank field below, just type in the new information and press
{PgDn} to save it.


- Change Print Title               
 
This option allows you to change the title printed on each billing statement.
When you select this option, you will be shown a screen with the old data
and a blank field below, just type in the new information and press {PgDn} to
save it.



- Run Setup                             
     
Use this option to set up and customize this application to your personal
needs.  This gives you the flexibility to change your setup parameters.
These include the screen colors, disk drives, printer drivers, purge variable,
and various printer ports.
Select this function and you will be shown the setup window.  The first six
parameters are the various screen colors for different parts of the display.
Next to each one in ( ) is a default color that I think is the best choice.
You can play around with different values by pressing the spacebar to scroll
through the choices, have some fun.
The other parameters are very important, so I'll go into more detail:

Select Floppy Drive:

This parameter is a letter usually {A} unless you have more than one floppy,
in which case it could be {B}.

Select Harddrive Letter:

Your harddrive is usually {C} unless you have more than one, in which case it
could be {D, E, F, etc.}  Set it to the one you want your Tothpik data stored
in.







Select Printer:    (GENERIC.PR2)                    page 25

Set this parameter to one of the printer drivers that match your printer.
Printer drivers for suppoted printers are stored in your harddrive directory
DBSB\PRT.  These include drivers for dotmatrix, inkjet, and laser printers.  
Select a printer driver file that has a name that matches your printer and
copy it to directory DBSB.  If there isn't an exact match to your hardware,
try one by the same manufacturer or type of printer or use GENERIC.PR2 as a
last resort.
Note:  some printers that don't emulate IBM or EPSON command languages may not
print correctly.  One of these is the HP 5L laser printer, so if you are
selecting a printer, make sure it will emulate IBM or EPSON commands.

Use the ASCII.PR2 driver to get unformated text for printing to a file,  see
printing to files below.

Printer Ports

Your typical computer has ports that can be software configured to be input
or output ports.  For printing, you can use either or both serial and parallel
ports.  The serial ports are named COM1, COM2, etc.  The parallel ports are
named LPT1, LPT2, etc.  Parallel ports are faster.
                                                 
This application will support multiple printers.  I have separated the print
categories into three  groups:  statements,  labels,  and forms.  If you have
multiple printers and your cpu has multiple ports, you can tailor this
application to support this.  (note: both printers must be able to use the
same printer driver)

For example, suppose you have two parallel dotmatrix printers and two parallel
ports on your cpu.  You can have one printer attached to port LPT1 to print
statements and forms and the other printer attached to port LPT2 to print
labels.  You would set this up as follows:

Select Printer Port for Statements:     LPT1

Select Printer Port for Labels:         LPT2

Select Printer Port for forms:          LPT1

If you have only one printer, you would set this up as follows:

Select Printer Port for Statements:     LPT1

Select Printer Port for Labels:         LPT1

Select Printer Port for forms:          LPT1


Printing to Files

Instead of sending the output to a printer, you can print to a file on your
harddisk instead.
For example, you can write billing statements to a file on your harddisk and
then print them later.  To write the statements to a file instead of sending
them to a printer,  you would set up as follows:

Select Printer Port for Statements: {FILE XYZ11}  where xyz11 is your choice
for the file name.  The output will be in a file on your harddisk with the
name XYZ11.PRT 
This file will be formatted for whatever print driver you have set up.
If you want an Ascii text file, (used by most word processors)  set up the
Select Printer: using the Ascii.pr2 printer driver.  The file saved will be
XYZ11.txt.


Select # of days to purge records:                  page 26

Set this parameter to the number of days you want the application to move
inactive records (patients and their transactions) from the main databases
to the purge and history databases.  This value is usually set to 1095 days,
three years.  So if a patient hasn't had any transaction for three years,
their records are moved by the purge process.
Note, only patients with no outstanding balances will be purged, yes I'm
looking out for you.
The purge process is run automatically every four months.


EXIT TO DOS
 
Run this menu when you want to exit the application.  It will automatically
run the backup program to save all your vital records to floppy disk and then
it will gracefully close all your open database files and return you to DOS.

















































Chapter 5     MANAGING YOUR DATA                    page 27

This application has been architect under the premise that the data contained
in the various database files are critical, confidential, and vital to the
day-to-day operation of your business.
Much care has been taken in the design of this application to protect your
data such as to automatically assign patient id#'s to eliminate duplicate
records and to use password protection.
Please use care in giving out your password and change it often.  

Many functions in this application run automatically.  These usually have
display windows that tell you what's happening.  Please be patient and allow
these functions to complete.  If this processing stops prematurely,  either
by you powering down or a power failure,  database files could be corrupted
and the application may not be able to restart normally.
It is very important for you to only exit this application using the EXIT
menu selection.  This will backup your data and gracefully close the
application.  If you exit using the Power switch,  the application will try
to save a large error file to your hard drive.  These files will take up
unnecessary space and should be removed.  I look for these files and usually
remove them automatically.  These files are easy to spot as they are large
(approx. .9MB) and have no extensions ie; APBKDFAK.  They should be removed
whenever you spot them.

Backing Up Your Data:


The program will automatically assist you in backing up all vital data to your
floppy drive.
Each time you normally exit the program a back-up procedure will execute.
You can also run the back-up procedure from the Maintenance Functions menu
anytime.
Please use it whenever you suspect or have the slightest hint of trouble.
Yes, it's a pain, and yes it takes a little time,  but ......
 
Use it if you notice any hardware problems with your computer or it starts
making funny little unexpected noises.  Use it if your electric utility
company is having transmission line problems and you notice your lights
blinking and you're sure you paid your bill!
Use it if you expect severe thunderstorms in the area.  
Use it if you're mad at someone or something and are having a bad day....
The time it takes will let you cool down.
 
Back-up floppy disks:

Using a hierarchical back-up procedure is recommended.
Get a box of new floppy disks and label them as backup set 1, 2, etc.
Rotate these disks when you Back Up your data in a hierarchical manner. 
For example,  once a week,   put the set you're using in a real secure place,
and use the other set to do your day to day backups.
(note: on top of your x-ray machine is NOT a secure place the mag fields will
ruin the data) Your bank safety deposit box will do.
This way if a disaster strikes at least you can recover up to last week's
records, and you can get your office up and running again.... fast.












Chapter 6    APPLICATION  ERRORS                   page 28

The Error Window 

I trap all internal errors on this application.  If the application detects
an error, a special function takes over and you will be shown the error
window with details on the specific error detected.  If you get an error but
know the cause, like the printer is not on line, you can ignore this screen.
                                                 
If, however you don't know the cause, please print this screen (use the Print
Screen key on your keyboard) and call,  fax,  or e-mail it to me, along with
any specific information you can recall about the error.  Next run the
back-up function using a new set of disks.
My phone/fax number is (607)748-8899. and my e-mail address on the net is
DbSbjoe@ibm.net
Please feel free to contact me anytime, with errors or comments and I will try
to solve your problem.  Note:  There maybe a slight charge to do this.

I have noticed with some clients who have internet connections, that sometimes
the software they are using from their internet provider does not isolate
disk downloads properly and can clobber my database data, so if you use the
internet...please make sure you backup your data frequently..


Data Entry Errors 

Data entry mistakes happen, and getting duplicate main records is a common one.
A duplicate main record is one having the same patient entered under multiple
id#'s.
You can easily check for this by Browsing the patmain.dbf file using the
BROWSE/EDIT DATABASES menu.  If there are duplicate main records, the
application will generally use the first record for transactions.
The duplicate records will be removed by the purge process as it transfers
old records to the purge database, however this can take some time depending
on the value you have set up for the number of days to purge, found in the
Setup menu.
If you want to remove them sooner and insure data integrity follow this
procedure:
Go to the BROWSE/EDIT DATABASES menu and select patmain.dbf.
Use the F10 key to get the top menu selections and select Order records by
index.  Set the index to LASTNAME.  Then view the records for any duplicates.
If you find any, go to the first record and write down its CUSTNO (id #)
(we'll call the first record the valid record), do the same for any duplicates.
Next Browse the patpay.dbf file, and use the F10 key to select 'Order records
by index' and set the index to CUSTNO.  
Next, search the database for the duplicate CUSTNO's  you wrote down (not the
valid record).  If you find any records (you probably won't because the
application will use the first record for transactions),  you will have to
write down all the data and then use F10 to mark this record or records for
delete.
Then select visit or payment transactions and re-enter the data manually.
Next,  Browse the patcharg.dbf file and do the same as for patpay.dbf.
Next,  Browse patmain.dbf file again and use F10 to mark the duplicate
records for delete.
Finally, select patmain, patcharg, and patpay.dbfs in turn and under the
'Organize' menu select {Erase marked records}.

You might want to view the valid statement under DENTAL REPORTS to verify the
data.







Blank Records                                      page 29
 
Blank records are records that have a CUSTNO (id#) but no name, address, etc. 
You can easily check for this by Browsing the patmain.dbf file in the
'BROWSE/EDIT DATABASES' menu and select {patmain.dbf}.  Use the F10 key to get
the top menu selections and select {Order records by index}.  Set the index to
{LASTNAME}.  Then view for blank records.  They should be at the top of the
database.  If you can't determine what name goes with the blank record, then
you should delete it.  Follow the same procedure as for duplicate records and
check for any transactions in patpay and patcharge.dbfs.  If you don't find
any then you can safely delete the record.


Damaged Index                                      

One error I trap and try to fix automatically is a damaged or corrupted
database index.  However, if the index is severely damaged, I might not be able
to fix it automatically. 
If I do detect this error, this is what will happen: 
I'll display a window and display the databases as I reindex them.  When I
find the damaged index, you might be asked:  reindex or ignore.  Select
reindex  and press {Enter}.
Please be patient, this will take a few minutes to finish.  When finished,
please restart the program  again and everything should be ok.

A database index can be corrupted by interrupting the program abnormally
during certain critical operations.  These interruptions are most likely a
power failure, accidently turning off the computer, or a hardware error. 
 
If I can't fix this automatically, you'll see something saying either
"No Database In Use Enter", "Production MDX Damaged",  or "Index Corrupted".

To try to fix this error, follow this procedure:
 
Use the Esc key to exit back to the main menu.  (you might have to press Esc
repeatedly and if you exit the application, just sign on again).
Next,  use a spare floppy disk (not your backup disk) and run the "Backup
Databases To Disk" function from the MAINTENANCE FUNCTIONS main menu.
Next,  go to the BROWSE/EDIT DATABASES main menu, and do the following for
each database:

Select the first database and press {Enter}.  
Press {F10} to get the extended options and select the Organize menu.
Select the {Erase marked records} option and press {Enter} to execute.  
This will reindex the database.  Do the same for all the databases.

If the above procedure doesn't work,  you will have to contact us for support.



















Back-up Error                                   page 30
 
The backup function compresses all the files in the DBSB directory and creates
a compressed file, which gets written to your floppy disk drive.
If your computer has less than 8 MB of memory, you will have trouble running
backups.  If you have this problem,  you'll see INSUFFICIENT MEMORY and the
backup function will terminate.
To fix this problem you'll need to add more memory to your computer to get it
to at least 8 MB.
 
As a temporary measure, until you get more memory, do the following to backup
your data:

Exit tothpik.  
Insert your backup floppy disk in your disk drive.  
From the DBSB directory, type the following exactly including the spaces but
not the brackets{ }:

{pkzip a:dbsbbk.zip -&f -rp c:\dbsb\*.*}

notes:
[The (a) in the above command, is your floppy diskdrive letter.  It could be
(b) instead.
The (c) in the above command, is your harddisk drive letter.
 

Severe Hardware Error
 
If you get a severe hardware error and your system is trashed, you can get up
and running on another system if you can get one. Here's what to do:
                                                   
First reinstall TOTHPIK on your backup machine using your original program
disks.  Next start Tothpik select MAINTENANCE FUNCTIONS and select Restore
Databases From Disk and follow the instructions using your latest backup
disks.  Now you're back in business.


*Disclaimer and Limitation of Liability:

DbSb and Joseph Pitarra shall have no liability or responsibility to you the
customer, or any other person or entity with respect to any liability, loss,
or damage caused or alleged to be caused directly or indirectly by Tothpik
including, but not limited to interruption of service, loss of business or
anticipatory profits or consequential damages resulting from the use or
operation of Tothpik.


*Proprietary Notice:

This document and the software described herein are the intellectual property
of DbSb and Joseph J. Pitarra.  These have been provided for use on a single
personal computer by you the registered customer.  Any reproduction of these
items whole or in part by manual or electronic means without the expressed
written permission  from DbSb is forbidden.
One exception is that the demo program may be passed on to any friends or
associates for evaluation.

