At this point your program has schools that you provide services to and enrolled students. Now
I'll show you how to use the dental chart in the SMSK Data Collection Tool to capture encounter
information for enrolled students. You can access students enrolled in your program from the program
students button in the main menu or the top menu. If you have lots and lots of students enrolled in
your program it will be faster and easier if you use the search function above your student list.
You can type in the student's first name or last name and click search to find your student.
Now we will click on the purple dental chart icon that we skipped over in the program students video
segment. Look over to the right of the student's name and click on the purple icon for the dental
chart. I will now walk you through how to record your visit information for an enrolled student.
Near the top you can click on evaluation images and then add files to select and attach the
intraoral photos or x-rays that are saved on your computer. If you don't have any images
that's fine, you can just go to the next section of the dental chart. You'll see the dental chart
has boxes for adult teeth 1 through 32 and primary teeth a through t. Right now the chart is blank.
When you click on the box you will have the option to click on one or more of the abbreviations
for your findings and or services. The visual dental chart has a color-coded legend with
abbreviations and descriptors. When you click here on abbreviations legend, you'll see the list of
eight options. Every program is different so you do not have to fill out the dental chart as I do.
I'm merely giving you an example of a typical dental chart for a second grader.
Some programs screen and do sealants at the same time and others screen all students on
one day and provide services on a different day. Again this is up to your program.
In this example I screened and placed sealants on the same day for this student. She is in second
grade, seven years old, and her second and third molars aren't present yet, so we'll focus on the
first molars and the primary teeth to enter our findings and services that were provided.
So let's say in my screening, I found a filling with decay around it on tooth number three.
First I'll click inside the box for tooth number three. A pop-up will allow me to select decay
and filled from the legend and you'll see a check mark next to my selections.
Then I'll click close at the bottom of the pop-up and now you can see a d and an f in the box for
tooth number three. Next I'll mark tooth number a with decay. Tooth number 14 with a sealant placed.
Tooth number 19 with a sealant placed and tooth number 30 with an existing sealant.
Now that I have everything entered, I will double check my chart to see that I've entered everything
correctly. If I didn't, it's easy to correct. All I need to do is click again on the tooth number
in question, like this. The legend will pop up with a check mark next to the selected options,
and when I click on that option again, that was entered incorrectly, the check mark will disappear
and I can now click the correct option or close the pop-up if I don't need anything marked for
that tooth. You can see how the abbreviation has been removed from the dental chart.
Since the dental chart reflects the correct findings and services performed, we'll move to
the next section of this page. All of the boxes with asterisks next to them are required fields
so fill in those items with the date of service, the school year (select from the drop down menu)
the services provided, screenings, sealants placed, fluoride varnish, and OHI,
or services not provided during this visit. Select from the drop down menu for reasons. If
the student was seen by a dentist in the last 12 months, if there is a referral (in this case there
would be a referral because my student had decay) the provider (select from the drop down menu),
or if services were provided by a dental or dental hygiene student.
There is a notes section for any notes you would like to make. In this case I’ll say student
indicated she is having pain in the upper right. There is a fistula present above tooth number a.
If I found I had entered information in the wrong student chart, I could clear the entire chart by
clicking on clear form and clear chart. Or if I only filled in one of those areas incorrectly,
I could clear just the chart or just the form, as I'll demonstrate now. I'll go
ahead and re-enter that information. Once you get used to the different fields you'll see
how quickly you can enter and easily verify all of the information for a dental visit.
Once everything you entered is correct go ahead and click save.
At the bottom of the page, now you'll see all of the information you entered for that particular
date of service under the heading service summary. You can click on the abbreviation legend here
if you need to determine what services were done for the teeth indicated in the service summary.
On the lower right side here you will see three icons for the date of service information which
stands for the following: show dental chart notes, edit record, and delete dental chart.
When you click on the dental chart notes icon a box will appear below the date of service
information with any notes. When you click on edit record a pop-up box will prompt you to make
certain you wish to make any changes. If you click yes it will take you to the dental chart again
to make any necessary changes. Once you've done that click save again.
When you click the delete dental chart icon you will get a pop-up asking if you are sure you
want to delete this record. When you click yes all of the information you entered is now gone,
as you can see from looking at the service summary area and if there are no other visits for that
student you won't even see the heading "service summary” any longer. One final feature you can use
in the dental chart is to create an overlay for any past visits you've done for a student. Every
time you click on the icon for the dental chart it shows up blank and ready for you to input service
data. However follow my steps to see how the overlay check box can provide extra information on
the normally blank dental chart. The check box is located under the service summary to the right of
services. If you click that box it will populate the dental chart with past visit information color
coded in black. If you no longer want to see the overlay then click on the check box one more time
and the dental chart is blank once again and ready for you to enter new service information.
That concludes the dental chart area of the Smart Mouths Smart Kids Data Collection Tool.