- Dental Tracking
Contents
1. Ensure that the download file name is according to the following template update vx y z tar aes e g update v2 7 0 tar aes Download the file and click on Save The other fields will be filled in automatically On the third tab you can import users to the DTS by using a CSV Comma Separated File file Ensure that the imported file is generated from the excel export file of users view save as CSV and contains all the same information than the exported data including the header columns Notice also that the language the export was made must match the login language selected when the user import is performed The fourth tab contains a list of the users logged into the system The last tab shows the license information used in the system LM ai ull B Y K eae Admin User difference Admininstrator Repors Logs Readers Instruments Materials Extra Settings Settings Server version v2 15 5 Product map version 13 Server and reader settings Time zone Europe Helsinki 03 00 w Language and country English United Kingdom w Reader settings Reader default UHF region ETSI v Reader Login policy RFID or PIN v Reader PIN minimum length 4 Reader SW update Import users LM 426 ul B K seid Reports Logs Readers Instruments Materials Extra Settings Settings Reader SW update Current SW version v2 143 Current SW size 32 MB Current SW installed 22 Jun 2015 12 44 37 Current SW sha sum2. LM Dental Tracking System Server User Manual LM aierence This manual is valid starting from Dental Tracking System s Server 2 15 5 This manual is connected to Dental Tracking System s Reader and it is recommended to read the Manual for Dental Tracking System Reader also Manufacturer Marketing and Sales LM Instruments Oy PL 88 Norrbyn rantatie 8 Fl 21601 Parainen Finland Tel 358 2 4546 400 Fax 358 2 4546 444 info lm dental com www Im dental com www dentaltracking com Copyright Copyright 2015 LM Instruments Oy All rights reserved The contents of this manual may be changed without notice No part of this manual may be reproduced in any form or by any means without permission in writing from LM Instruments Oy C LM 45 CONTENT A A suv 4 2 Vserintentace ii ed od 5 2l BASICSHOR NE Ulsa dida 5 ES A OE Re 6 25 PAN ICONS rna Ben a AEEA enn eene a 7 Sy GIOSSANY rarr eerste teast een nde tinnen EEE 8 Takingithe Serverinto USO usada tenir ete daneen 11 AEM MEET 11 AS hue 11 AS USES knipe dekka ATO RAA head Ganga ae ico 12 44 ACUIVIISS ICONS asen enen ntadesign an AR tre 12 4 5 Article QrOuS CY CIOS tenere ont eeen eere ra er hede keen 13 O RAGS S vernamen eener A paid SES ERE ESSEN aii 14 A etende denten ennen 16 SALONG Er T SEERE anaes 16 52 EDOM come inen e ED Ed an er E das 16 Lo FM LOGS EE NE ERE RE E E 17 A 17 S9 Editor tinction DUNAS EET a 18 5 6 J stkumen
3. 2 3 Activity icons Activity icons are used to describe any activity in the Dental Tracking System Examples of activities used with Rinse Washing machine Autoclaving Maintenance icons Clinical use Check in Check out End of life Registering Sharpening Packing M Storage in Storage out Transport Overlay exit A Example of exit overlay LM des 3 GLOSSARY Activity An activity can be performed on a set of articles Activities are usually part of one or more activity cycles but they can also be configured without a cycle Such an activity can be performed on any article and cannot be part of a cycle An activity can also be configured as a full set activity This means that not all articles from a set need to be detected the system will apply the activity to all articles in the set of the detected article This type of activity is recommended only for sets that are somehow sealed to avoid applying activities that actually are missing from a set Article An article is a taggable instrument or material A tag is an identifier which can be e g RFID barcode or some other unique identifier Article group Articles can belong to only one article group Groups are used to separate different types of articles e g diagnostic and restoration instruments Groups themselves do not have attributes Cycle A cycle can be set for each article group A cycle is an ordered list of activitie
4. f9P8c73363197b4ee4alc14112dfbb93e99d2a14 Upload new SW package Browse No file selected EN ow Import users Logged in users Licenses ul B S Y Frk Reports logs Readers Instruments Materials Extra Settings Settings Reader SW update Import users Upload CSV file Note All user information and unique server login names needs to be included in CSV file FEER no file selected Logged in users Licenses L M FS 4 3 Users There must always be at least one user with administrator rights User rights can also be granted to a number of other users in addition to the administrator User rights can be specified for each user It is also possible to separately specify whether a given user has the right to login to a reader the server or both Users are managed in the Users view which is located in the server Extra menu You can add a new user by clicking on the Add button or edit existing user information by selecting a user and clicking on the Edit button This will open the Edit user box In the Edit user box the user s user group must be selected first required The user groups are Administrator Supervisor and User An Administrator has full rights A Supervisor has the right to edit information A user may only read information Forced reading requires at least supervisor level user rights After selecting a user group choose username for the user required and must be unique A
5. hours and the green bar the network uptime in hours Ideally the downtime uptime bars will be mostly green and the blue bars will be short 5 3 Logs In the Logs view you can check the number of readings on the server in real time Log view data is updated every 30 seconds If there are changes a notification will be displayed in the upper right corner and the gray arrow is changed to green To refresh the logs press the green arrow The screen contains basic information such as the date and time of the reading as well as the number of materials or instruments read In the Articles column there is a summary of how many articles were read Clicking the link opens a window LM des where the individual articles are displayed There is an l for Instrument or M for Material in front of the article name Inside the box click on the Latest readings link to check the most recent readings If you would like to add information shown in the log table or delete information from the screen i e show or hide table columns move your mouse to the upper right hand corner of the table This will bring up a Settings button Click on the button This will open a menu from which you can choose the information to be displayed in the log table If you would like to create an Excel file of the table data click on the Export to Excel button 5 4 Instruments The Instruments view contains all registered instruments and their informa
6. 1619 8 Yes Register 4801619 12087 LM 496 497 ES LMArte Misura Restoration IDS Arte 1 LM Servo 5 tag 4801619 2 Yes Clinical use 4801619 12055 LM 307 308 ES LMArte Eccesso Restoration IDS Arte 1 LM Servo 5 tag 4801619 2 Yes Clinical use 4801619 12085 LM 488 489 ES LMArte Condensa Restoration IDS Arte 1 LM Servo 5 tag 4801619 2 Yes Clinical use 4801619 12078 LM 481 487 ES LMArte Fissura Restoration IDS Arte 1 LM Servo 5 tag 4801619 2 Yes Clinical use 4801619 12076 LM 46 49 ES LMArte Applica Restoration IDS Arte 2 LM Servo 5 tag 4801619 0 Yes Register 4801619 12079 LM 481 487 ES LMArte Fissura Restoration IDS Arte 2 LM Servo 5 tag 4801619 0 Yes Register 4801619 12056 LM 307 308 ES LMArte Eccesso Restoration IDS Arte 2 LM Servo 5 tag 4801619 0 Yes Register 4801619 12086 LM 488 489 ES LMArte Condensa Restoration IDS Arte 2 LM Servo 5 tag 4801619 0 Yes Register 4801619 12088 LM 496 497 ES LMArte Misura Restoration IDS Arte 2 LM Servo 5 tag 4801619 0 Yes Register Logo area Menu area Menu Extra which opens a submenu etc for users Main content area User identification information and log out icon Header Editor function buttons NO a RON gt LM s 2 2 Server icons Icons which are used in the DTS Server Ul ull B Q P Reports Logs Readers Instruments Fo A amp A Q Materials Extras Users Settings Log out Delete Add Edit ED B Refresh Open in excel Editor s logs LM de
7. Users view Can only edit own information cannot change user group Supervisor Reader Can force certain cycle error codes Server Can edit information Users view Can only edit own information cannot change user group Administrator Reader Can force certain cycle error codes Server Can edit and remove information Warning There can also be warnings related to cycle activities Warnings do not prevent the performing of an activity View Server content is divided into different views that can be selected from the panel at the top of the display The main views are Reports Logs Readers Instruments Materials and Settings Extra menu displays additional views which are Users Instruments sets Template sets Article groups Activities and Cycles LM r 4 TAKING THE SERVER INTO USE 4 1 Installation The server installation is customer specific please contact LM Instruments Oy for more information 4 2 Settings There are five tabs on the server settings menu The first tab is the main settings menu which shows the current server version On this tab you can select the server time zone language reader UHF region EU US and login policy for the readers If the login requires a PIN code you can set a minimum code length Settings take effect immediately On the second tab you can update the reader software This is done automatically Making software updates requires administrator rights How to update the software
8. at UNKNOWN item has been found 2 Active Manufacturer Code Type Lor Location Owner Additional information Article group Instrument sets Sterile until Unknown sterile information Skipped maintenance activity count 0 EN 6 SUPPORT In case some error situations occur please contact the person responsible for DTS system support LMDental LM Instruments Oy PL 88 Norrbyn rantatie 8 FI 21601 Parainen Finland Tel 358 2 4546 400 Fax 358 2 4546 444 infoQIm dental com www Im dental com www dentaltracking com 0915 2
9. ations It may however issue an error notification if the first activity is a Clinical use type as this kind of activity requires sterilised instruments 5 9 HID mode use and registering new instruments through the server When the reader is in HID mode it is connected to a computer In HID mode unknown instruments such as those from a manufacturer other than LM Instruments Oy may be added to the system Instruments are added to the system through the server in the following manner Select HID mode by pressing the HID icon found in the upper left hand corner of the reader display Also ensure that the reader is connected to the computer Log in to the server and go to the Instruments view Click on the Add button This will open the Edit instruments box Activate the Tag ID field by clicking on it Place the desired instrument s on the reader The reader will display the number of instruments it recognises and the Tag IDs will appear in the Edit server box in the Tag ID field Enter the required information in the other Edit box fields and then click on the Save button This will close the Edit box and the server will return to the Instruments The added instruments will now appear in the instrument table Once this is done you can take the reader out of HID mode log in to the reader and then select and perform activities in the normal manner LM ee HID Mode on Items found NOTE Color change in number indicates th
10. d be without a cycle Reader A reader is an UHF Ultra High Frequency RFID Radio Frequency Indentification Gen2 reader device which communicates with a server A reader needs to be configured for allowed activities which can be performed on it Table and unit readers are available A table reader is meant for multireading while a unit reader is meant for reading one article at a time LM des Reading transaction Reading transactions are stored centrally on a server A reading transaction contains the following information e Date and time of the reading e Activity e List of articles e Instrument set is available e Information if the reading was forced by supervisor user e Reader e User e Force reason if reading was forced e Warnings if occurred Server Communicates with readers Logs activities and e g verifies activity cycles All communication is initiated by the reader e the server can only send information to the readers as responses to messages from the readers Template set Defines a set of instruments identified by the instrument code and quantity A template set can be thought of as a loose set Set enforcement disabling applies to template sets the same way as normal sets If there are Instrument sets defined those will override the template set checking Users Local user management is supported User groups User Reader Can perform normal activities Server Can view information
11. fter that enter the user s first name and last name required as well as the user s title in the designated fields There is a field for entering additional information In the Reader login configuration section the RFID login and or PIN code for the user to log in to the reader is are set In the Server login configuration section enter and repeat password for the user Add new User group Reader login configuration Reader RFID Login Reader PIN code Server login configuration EB 4 4 Activities Icons Located in the Extra menu the Activities view shows what activities are available for readers In the Activities view you can check and edit predefined activities or add new activities If you want to add a new activity click on the Add button This will open the Edit activity box on the screen Assign a name to the activity required You can also set the direction of the activity If you select In the activity must be carried out before using the device such as an autoclave If on the other hand you select Out the activity must be carried out after using the device You can also select an icon for the activity This icon will also appear on the reader Then click on Save to save your information If you would like to edit an existing activity select the desired activity with the mouse and then click on Edit The Edit activity box will open on the screen Make the desired changes and then click o
12. munication between server users and the server is encrypted HTTPS LM 4 2 USER INTERFACE 2 1 Basics of the Ul The user interface for the DTS Server is built from basic Ul elements The main panel area is used to show the logo menu options and user information The main content area is the area where all menu items are shown The best usability for the layout of the Ul is reached through a normal laptop desktop screen resolution however it is responsive and can be used on mobile devices NS ll B K e a Logs Readers Materials Extra Settings pasan Instruments 524 e Tagid Code Type Article group Instrument sets Active Latest activity Show all Show all Show all Show all w Show all wv Show all w Show all 4801619 12099 LM 784 794 ES Mini Excess Scaler Restoration New LM 6410 set 8 LM ServoMax tray tag 4801619 8 Yes Register 4801619 12082 LM 482 483 ES Packer Modeller IO Restoration New LM 6410 set 8 LM ServoMax tray tag 4801619 8 Yes Register 4801619 2 LM 6430 LM ServoMax restauration endo case Accessories New LM 6410 set 8 LM ServoMax tray tag 4801619 8 Yes Register 4801619 12074 LM 444 445 ES Mini Spatula Restoration New LM 6410 set 8 LM ServoMax tray tag 4801619 8 Yes Register 4801619 12093 LM 702 703 ES Form Condenser 1 5 2 5 Restoration New LM 6410 set 8 LM ServoMax tray tag 4801619 8 Yes Register 480161912068 LM 43 47 ES Plastic ant Restoration New LM 6410 set 8 LM ServoMax tray tag 480
13. n Save to save your information If you would like to remove an activity select the desired activity with the mouse and then click on the Remove button Click on Yes to confirm 2 Active Full set activity No cycle Name Description 4 5 Article groups Cycles Creating a cycle always requires an article group Therefore an article group must always be created before creating a cycle How to create an article group Go to the Extra menu and click on Article groups Click on the Add button Assign a name to the article group required Once you have created the article group you can create a cycle How to create a cycle Go to the Extra menu and select Cycles Click on the Add button This will open page 1 3 of the Edit cycle box Assign a name to the cycle required Select the article group you just created from the drop down menu required Then select the desired activities You can add or remove activities and set activities in the order you prefer by using the arrow buttons A register activity that is not included in the cycle itself can also be assigned to the cycle A register activity may only be carried out once An end of life activity may also be assigned to a cycle It can be carried out at any time Once the end of life activity is carried out the reading of that instrument will be disabled in the system L M ded After this is done it will no longer be possible to carry out new activities for that ins
14. n edit the reader information Assign a name to the reader required Then specify the reader UHF region EU US Once this is done you can select the activities for the reader based on where it is located You should also specify the reader location so that it is possible to make an entry indicating the last location of all the instruments read by the reader In the Readers view you can also remove a reader or edit its information by first selecting a reader and then clicking on the Edit or Delete button You can also check log data by first selecting an instrument and then clicking on the View logs button If you would like to create an Excel file of the table data click on the Export to Excel button Edit reader IDS Tray Reader 0200 11 Reader name IDS Tray Reader 0200 11 Reader HW id 301588f69c581600c4c7400b Reader activities All activities Selected activities Maintenance Washing Sharpening Autoclaving Storage Clinical use Additional information 5 USING THE SERVER 5 1 Login Login to the server requires a username and a password The language for the user session can be selected from the menu Dental Tracking System Login Username L M ee 5 2 Reports Log in to the system This will open the Reports view where you can check reports The first report is Dashboard The Dashboard consists of different reports You can click on the reports to get a popup of detailed information related to re
15. port The second view contains a summary of data on all readings for the year under review It also shows to what extent various activities have been carried out during each week You can see the weekly information by moving your mouse over the desired week You will also see how many unique users have been in the system during that week The number of forced readings is also displayed in red on the chart You can change the report s start and end week according to the period desired for the report In the upper left hand corner under Please select a chart there is a drop down menu you can use to find various reports and define your search criteria On the drop down menu select Instrument information by group to show the average number of cycles for each instrument group Select Instrument information by code to show the average cycle count by instrument type Select Instruments by latest activity to show the phase in which various instruments are currently being used Select Instruments cycle count to show how many instruments there are in a given cycle count Select Force reasons to show an itemisation of the reasons for forced reading Select User group summary to show a summary of the number of users in various user groups Select Reader network uptime to see the network uptime or downtime of a given reader The blue bar indicates how many times the reader has been offline offline count The red bar indicates the network downtime in
16. s which need to be executed for an article Activities can be configured to be executed only once and marked as required or optional Activities not part of a cycle are thus not allowed for articles belonging to the group except in activities without a cycle A maintenance reminder can be set for a cycle When a maintenance reminder is set for an activity skipping that activity a set number of times will result in a user warning A sterile expiration can be set for a cycle When it is set for an activity usually Autoclaving in a cycle performing any other activities in the cycle after the time limit will result in an error message Editor Users with sufficient user rights may add or edit information on the server Clicking the Add or Edit buttons will open an editor box on which users may add or edit information Error If a cycle is set for a group and an activity is performed in violation of the cycle rules errors will be displayed on the reader Some of the errors can be forced i e at least a supervisor level user will be required to override The errors which can be forced are e Invalid activity sequence e Repeating of an activity is not allowed e Incomplete set e Article expired e Sterile expiration If an error occurs in reading the whole activity is discarded for all articles LM ee List of all error codes e Forbidden activity Invalid sequence cycle e Incomplete set content e Invalid user e Invalid activi
17. sed to create an Excel file which contains the same data as found on the page itself The View logs button is found in some views When you click on the Logs button for example in the user view a log showing the user login times will open An Excel export file showing the log data can also be created Other buttons are Edit Add and Remove Sufficient user rights are required to use these functions 5 6 Instrument sets You can assign instruments to sets in the Instrument sets view located in the Extra menu If you would like to create a new instrument set click on the Add button This will open the Edit instrument set box on the screen You can assign the set various attributes name type code tag ID location and additional information You can also specify whether the set will include all instruments When creating an instrument set you can also make use of the reader s HID read tags While in the Edit instrument sets box bring the cursor to the HID read tags field and using the reader read all the instruments you want to add to the set The number of instruments read will appear in the counter once you click outside the field You can use the same method when you want to add several instruments or material to the system by using the editing boxes designated for this purpose If you would like to make changes to an existing instrument set select the desired set with the mouse Then click on the Edit button This will open the Edit in
18. strument set box where you can for example add new instruments to a set Each instrument in an instrument set has its own individual tag In other words each instrument set contains the individual instruments assigned specifically to it 5 7 Template sets In the Template sets view which is located on the Extra menu you can also create and edit template sets The template set differs from the instrument set in that it specifies certain types of instruments whereas the instrument set specifies individual instruments There is a dedicated editor for editing the content of template sets You can access the editor by clicking on the corresponding buttons in the Template sets view which can be found on the Extra menu 5 8 Registering new instruments A new instrument with LM Instruments information may be registered with the reader by performing an activity permitted for it This kind of activity is usually Maintenance or Autoclaving in When a new instrument is read by a reader for the first time the counter will turn red After completing the first activity the instrument will be registered and follow cycles You can check to see whether the instrument has been successfully registered by re reading the instrument after completing the first activity Press the i button to ensure that the instrument is no longer unknown Once this is done the counter will no longer turn red Normally the reader does not issue error notific
19. t Sets asii ii 18 S Template SiS avanse banensite da NERE nes 19 5 8 REGISTERING NEW instruments pinar ensani aana AENEA ii AEAEE NUNES AEREN 19 5 9 HID mode use and registering new instruments through the Server nennen nenneernversenennenennnn 19 1 INTRODUCTION Foreword This is the user manual for Dental Tracking System Server Later referred as DTS Server Read and understand this manual before you use the product If there are any questions regarding the contents of this manual please contact LM Instruments Oy User Manual can be found on www dentaltracking com and latest updates can be found there Purpose of the product Dental Tracking System DTS is used to record and track chosen activities made to articles registered in the system Articles can be different kinds dental hand instruments or materials like dental fillings Dental Tracking System DTS is used to record and verify usage cycles of chosen activities made to articles registered to the system END USERS a ull B REPORTS LOGS TRACKING https SERVER SERVER USER Description of the DTS The DTS consists of one or several reader s connected to it The communication is encrypted HTTPS between the readers and the server Readers record activities on the server and get configurations from the server Users can be given access to the server in order to access web based Ul e g to view logs and configure the system The com
20. tion Additional information may also be displayed as needed Please note that some of the columns are hidden Only the most important columns are displayed by default If you would like to add information shown in the table or remove information from the screen move your MOUSE to the upper right hand corner of the table This will bring up a Settings button Click on the button This will open a menu from which you can select the information to be displayed in the table You can add an instrument by clicking on the Add button and filling in the required fields You can remove an instrument or edit its information by first selecting the instrument with the mouse and then clicking on the Remove or Edit button You can also check log data by first selecting an instrument and then clicking on the View logs button If you would like to create an Excel file of the table data click on the Export to Excel button The Materials view is nearly identical to the Instruments view The difference between the two views is what kind of columns can be selected for the table As opposed to the Instruments view the Materials view contains two extra columns Quantity and Expiry date Correspondingly it does not contain certain information such as Cycles 5 5 Editor function buttons Each view has the same basic functions Test Admin Admininstrator Q i O Active Latest activity Show all w Show all vw LM ded The Export to Excel button is u
21. trument This can be reversed by re activating the instrument manually Click on Next to go to page 2 3 of the Edit cycle box Here you can set various parameters for the cycle activities The parameters are Optional Is the activity required Repeat allowed Can the activity be repeated Ignore set check Is the entire set included in the activity Check sterile expiration Should sterility be checked during the activity Click on Next to go to page 3 3 of the Edit cycle box Here you can set a maintenance reminder for the cycle activities Setting the maintenance reminder involves defining the number of times an activity can be skipped until the system notifies the user In addition a sterile expiration reminder can be set for the system When the reminder is set the system will notify the user unless the activity has been repeated by a certain date Autoclaving Washing Washing Out Select registering activity Select end of life activity cana 4 6 Readers How to connect a new reader to the server The reader establishes a connection to the server As the server does not yet recognise the reader the reader information must be specified for the server as follows Go to the Readers view Here you will find a list of the readers in the system The new reader will appear in the list Select the new reader with the mouse and then click on the Edit button This will open a box on the screen where you ca
22. ty e Unknown item not registered e Repeating of activity not allowed e Current user is not allowed to force activity e Article disabled e Article already registered e Article is not registered e Incomplete template set content e Article expired e Sterile expiration HID mode When the reader is in HID Hardware Interface Device mode it is connected to a computer In HID mode unknown instruments such as those from a manufacturer other than LM Instruments Oy may be added to the system Instrument An instrument is the most typical type of article Instrument set An instrument set contains individual tagged instruments Once set for an instrument all activities must contain all instruments from a set A cycle can disable the set enforcement for some optional activities Example A set can contain cutting and non cutting instruments The cycle for the cutting instruments includes a sharpening activity which is not applicable to the non cutting instruments In this case the set enforcement can be disabled for the sharpening activity as it cannot be performed on all of the instruments in the set The container cassette of a set can be tagged in which case the cassette must also remain the same This is optional Material A material has the same attributes as an instrument with quantity and expiry date as additional properties Materials cannot be part of sets Typical activities for Materials are check in out which woul
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