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How can we obtain a data download?

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Robin Moone (She/Her)
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Summary: This guide will walk you through how to gather a copy of the data saved on your Denticon account. Below, you will find a description of how the process works from placing an initial request to how it can be accessed as legible text for users after it has been saved to your local device.

Introduction:
This feature allows offices to keep a version of patient data on their local devices for storage or review. The data extracted pertains to the treatments, appointments, and patient history in Denticon. If your practice needs a copy of patient notes (PDF files, JPEG files, etc.), please contact Denticon Support. In this guide, we will call the file you receive a "data download". 

Process description:

  1. Check your account permissions.
  2. Schedule your data download for the following day.
  3. Return the next day to retrieve your data download.
  4. Save the data download to your local device.
  5. Optional: Process the data download into an Excel file so it can be more easily understood and saved to a CD.

Prerequisites:

  1. Permissions
    1. Your user account in Denticon will need access to a User Group with the following permissions under Setup > Security > Groups:
      • Utilities - Denticon Download Full Control - If this permission is missing, you will not be able to start the download on your account.
    2. Your account's User Groups can be edited under Setup > Security > Groups > select your username > Group Membership > Edit. Remember to save when finished.
  2. Denticon Patient Communication Account Setup
    1. If you have not already done so, you will need to register for Denticon SMS Messaging under Setup > Account Info > Communcations. Press Register for Communication to get started. The registration may take time to complete; you can check the Communications tab for the registration status at anytime.
    2. The phone number used for Two Factor Authentication (TFA or 2FA) will be associated with the user requesting the download at the time.
    3. This is listed under Setup > Security > Users.
    4. Please note: this number will need to be a cell phone number to receive a TFA text message with a code to schedule the data download.
    5. For issues with the TFA messages not reaching your device, please reach out to Denticon Support (see above).

Gathering materials/resources:

  • Discuss which of your office stakeholders will perform this process before beginning. Only the requesting user can retrieve the file; other users cannot be authorized to do so later in the process.
  • Optional: Excel spreadsheet-software for processing the data download into a readable file. This is highly recommended for readability and required to save to a CD.
    • If you are saving to CD, you will need a blank CD and CD drive that can read and write CDs.
    • If your device does not have one, you can purchase a USB-compatible CD drive to plug into your device.

Step-by-step instructions:

Day 1

  1. Once signed into the correct PGID in Denticon, select Utilities > Denticon Download.
  2. Optional: Select a day further into the future than tomorrow for the data download to be ready. The default is the day following the present day and time in the PST time zone.
  3. Press the Schedule Download button to send the Two Factor Authentication (TFA) code to your device.
  4. Check your mobile device (Prerequisites 2.1) for the code sent to it and enter the code on screen in the Two Factor Authentication pop-up menu, then press Continue. Your data download is now scheduled.

Day 2

  1. Return the following day and select Utilities > Denticon Download again. An overnight process will have run to provide you with the data download in the form of a zipped TXT file.
    • You must be the user requesting the data download in order to retrieve it.

    • The password is the same as your case-sensitive Denticon password.

    • These instructions regarding your data download password are included on the download page at the time of retrieval.
  2. Once the zipped TXT file has been saved to your device, it can be saved in a secure location for future use or reference.

Extraction Steps for Reading in Excel

While the data download is compressed and delivered to you as a zipped TXT file, it must be extracted before it is readable by your team.

If you plan to save this file on a CD, you will need to take the optional steps for Excel format (CSV file) conversion. Please see below for steps to assist you.

  1. The data download file is a ZIP file (ex. filenamehere.zip) which can be opened with WinZip or 7-Zip.

    • The ZIP file format is a compression format for files that enable smaller storage space and faster sending speeds. The data download cannot be read in this state.

    • All files of your data download are zipped with AES 128 encryption with your case-sensitive Denticon account password locking it.

  2. If you don't have WinZip OR 7-Zip programs installed then please download your choice of the two programs. You will only need one and we do not recommend one over the other:

  3. Once you have unzipped the file, the save the TXT formatted file. We recommend naming the file something that will be easy to remember and saving it to a save space you your device.
  4. Optional: Excel File conversion [Recommended for saving to CD and end-user reading]
    1. Open Excel and select the TXT file you have saved to your device.
    2. Once the TXT file is opened, Excel will prompt you for CSV file conversion steps.
    3. After your file has finished the conversion to the CSV file type, please save it your device.
    4. The CSV file will now be ready for your team to format the data as desired to gain insights into your Denticon experience.
    5. Optional: Insert a blank, writable CD into your device's CD drive. Select the data download's CSV file and burn it to the CD. 

 

 

Tips and best practices:

  • Notes
    • Data downloads will provide the office of raw programming data. It is not intended to provide an exact duplication of the patient records as the user views them within Denticon.
    • The data download will not include images on file in Denticon under Patient Notes or other program modules.
    • The TFA code sent to the mobile device specified in Prerequisites 2.1 will be a six-digit code. This feature provides additional account security; it is not possible to deactivate this feature.
    • The raw data should not be burned directly to a CD. It must be converted to a .csv format.
    • Please note that the raw data download cannot be burned to a CD and should first be converted to a CSV file. Please see Extraction Steps for Reading in Excel for details.

Next steps:
Follow-up with your team to let them know the data download is complete. If you are looking for a copy of your images and files save in Denticon (like Patient Notes) or you have further questions, please contact Denticon Support. 

Additional information:

 

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