Hi, I'm Michelle Quigley and I'm a Registered Dental Hygienist.
Welcome to this video on how to navigate the Smart Mouths Smart Kids Data Collection Tool.
The tool is a limited but focused electronic dental record
designed to capture data elements that are most commonly needed in a school setting.
I'll be walking through the different parts of the tool to show you how to: manage schools in your
program, manage students in those schools, use the dental chart to record visit data, and generate
reports. Once your application to use the Data Collection Tool is approved by the Oral Health
Unit at the Colorado Department of Public Health and Environment, a username and password will be
emailed to you. If you don't receive an email within a few days of submitting an application,
make sure to check your spam folder. You can also always contact the Oral Health Unit by emailing
cdphe underscore smsk at state.co.us. Let's get started. You are ready to log in at smskco.org
by entering your email for your username and assigned password from cdphe and clicking submit.
When you log in for the very first time it's important to click on my account to update your
password and make it your own. Remember to use the listed criteria when setting your password.
Confirm it and click save. You'll then be taken back to the main screen. Here, as administrator
you will have a different view than other users in the program. You have the ability to manage
your program services, program providers, and pull a full report with all of your data.
Let's start with setting up and managing your programs. Click on the administration icon in the
main menu or you can also click on administration menu at the top of the page and select program.
You will arrive at the program management page where you can manage program details.
For the purpose of this video the demo program has some dummy information already entered.
Here you see three options: Advance all students, edit program, and add program member.
The first button, advance all students, can be used before the start of the next school year
after all data from the previous school year has been entered. By advancing all students
it moves them to the next school year. When you click here you'll get an “are you sure” window
because this action cannot be reversed. The second button, “edit program” allows you to
modify the program details you provided when you signed up with CDPHE, including your program name,
grades serviced by your program, whether your program is active or inactive, consent duration,
and the services offered by your program. Click on the green save button when you are done
which takes us back to the program management page. Now let's look at the third button. Add
program member. Which brings us to the manage program member screen. These are the people in
your program that will be providing the services in the schools. For each person who works in your
program you will need to enter their email, first and last name, user type, (hygienist,
assistant, or manager) and also a provider level. You can see the various options here.
Then assign a password for that member and confirm it. Click “save” then “add program member” again
to keep adding members to your program. Once again we're back at the program management page and you
can see there are three icons for each program member. ”Edit” for example change an email address
or unlock their account. Add an employee as program administrator, which elevates that
member's privileges to the same as yours, and make inactive if they've left the program, for example.
We leave them in the database because they are likely associated with records. If a member is
inactive you can reactivate them again, if needed, by clicking this reverse arrow icon. Additionally
a program administrator can archive a school listed in a program. On the program schools page,
I'll show you how to archive a school. You may want to use this function if a school's
participation has dropped significantly so you won't be servicing them any longer. It's very
simple. You just click here and a pop-up will ask you if you're certain you want to archive
and you click yes. If this was a mistake or if you decide to service that school again,
you simply click on the green arrow to restore the school and it will be active once more.
Now let's look at the other function that only administrators can do. A data export. Click on
administration in the top navigation bar and select data export from the drop-down menu.
You'll see the data export report for your program and you have some options for the report you'd
like to see. You can create a report using a start and end date. You can do it by selecting
all schools or a specific school in your program from the drop-down menu here. You can also sort or
search by a specific student from this drop-down menu. Once you've created your search parameters,
click on the download report button. The report will download as an excel file to your computer.
Note that all data in this video is dummy information so no worries with looking at this.
The data is organized in a typical spreadsheet format with rows and columns of the various data
elements such as school information, student information, demographics, screening findings,
etc. Thanks for checking out this how-to video on the administrative functions of the Smart Mouths
Smart Kids Data Collection Tool. We'll cover other aspects of the tool in upcoming how to segments.