Frequently Asked Questions

Most printers have been re-assign new network addresses and therefore you will need to change the network address for the scanning function from your computer.  Please see this guide to made the changes:

These are the Axium dispensary kit types and sundries available within the system as well as the powerpoint presentation.

Dispensary Videos

1. Personal Planner Dispensary Request: https://iits.dentistry.utoronto.ca/node/1086
2. Create appt's & linking tx's using the EHR: https://iits.dentistry.utoronto.ca/node/1087
3. Create appt's & linking tx's using Scheduler: https://iits.dentistry.utoronto.ca/node/1088

This video explains how to create an appointment and link in treatments using the Axium scheduler.

This video explains how to create an appointment and link in treatments to these appoints using EHR. 3 different methods are explained.

This video explains how to add a dispensary request using Axium.

The Evaluations module will allow you to review all your grading cards for in process and completed work, along with unevaluated and unapproved procedures. Watch the video above and follow along with the instructions listed here:

  • Click on the evaluations icon on your desktop.
  • Click on the search button now. This will pull up all your grades.
  • Select the second to last item.
  • Click on the view button, to see that grading card.
  • The “unevaluated treatment” tab. This tab, lists treatments that have not been graded.
  • Click on the patient column header to sort the items by patient’s name.
  • Right click on the first item for patient Day Research.

This module will allow you to get a list of all your patients including their account balances, all the treatments you've performed with a list of grades, and all the procedures you've completed. You will only be using 3 tabs of the information manager: Patient Clinical and Billing. Watch the video above and follow along with the instructions listed here:

  • Click on the Information manager icon on your desktop.
  • Click on the “Custom” button.
  • For this example, choose the last option.
  • Click on the select button.
  • Click on search to see the report.
  • Click on the billing tab now.
  • To get a list of all procedures, click on the custom button.
  • Select this option
  • Click on the select button.
  • Click on Search to see the list.
  • Click on the “treatment code” column header.
  • Click on the Add button and close the window.
  • Click on the custom button.
  • Select the AR option
  • Click on select.
  • Click on search
  • Click on the clinical tab.
  • Click on the “all grades” option.
  • Click on select.
  • Click on search.

This tutorial will show you how to add and refill a prescription for your patient. Watch the video above and follow along with the instructions listed here:

  • Click on the rolodex icon now.
  • Select patient Day Research.
  • Click on the Electronic Health Record icon on the desktop.
  • Click on the Prescriptions tab.
  • Click on the Create a New Record icon.
  • Select Amoxicillin from the DRUG drop down list.
  • Select the 250mg dosage.
  • Under the frequency type Once a day.
  • Click on the OK button.

The EHR Forms video will demonstrate how to add forms for your patient. This tutorial will show you how to add a prescription for your patient and print it out. Watch the video above and follow along with the instructions listed here:

  • Select plan treatment from your personal rolodex.
  • Now click on the Electronic Health Record icon on your desktop.
  • Select the forms tab
  • To add a form to this patient’s record, click on the “Create a New Record” icon on the bottom half of the screen.
  • Click on the OK button.
  • Enlarge the form by clicking on the up arrow.
  • Click on question number 1.
  • Choose Normal consideration from the dropdown list.
  • Click on the Calculate button.
  • Then click on the approve button at the top.

The Chart Add video will teach you when and how to use the Chart Add tab. The Chart Add tab is used to add treatments for a patient which is similar to the Tx Planning module with a few important differences. Watch the video above and follow along with the instructions listed here:

  • Select Patient day research from your personal rolodex.
  • Click on the Electronic Health Record icon.
  • Click on the chart add tab, this is the folder with the plus sign to the right of the odontogram.
  • Make sure dental Treatments is selected and click on the restorative category.
  • Under the quick list , select on code 27211 PFM crown, notice the pen beside this code.
  • Click on site 46 on the odontogram.
  • Add this item by clicking on the add planned tx button.
  • Click on the add button.
  • Click on the blue box on the main axium window.
  • Select the PFM crown and the lab.
  • Ask your instructor to approve.
  • Both items now appear in black.
  • The procedure will be added to the treatment history tab and in the progress tab.
  • Click on the Treatment history tab now.
  • Click on the estimate icon which is the yellow icon in the bottom. Here you can view the cost of all the procedure that you have added.
  • Click on the PFM corn.
  • Click on the PFM corn lab. The total cost appears at the bottom of the screen.

This video will teach you how to use the Treatment Plan tab in EHR. Watch the video above and follow along with the instructions listed here:

  • Select Patient on your personal rolodex.
  • Click on the Electronic Health Record tab on your desktop.
  • Select the treatment plan tab.
  • To enter a new treatment plan, click on the “create a new record” icon.
  • Click on the “3 dots” which is located on the far right.
  • Click on dental pain on this list.
  • Click on the add a new record icon on the top.
  • Click on the diagnosis tab.
  • Click on the general plan tab.
  • Click on the Detailed plan tab.
  • Click on the Create a new record icon.
  • Click on the diagnosis on this window.
  • Click on the codes subtab.
  • Click on the quick list sub tab.
  • Select code 01103, which is the complete exam.
  • Select the “add a new record” Icon.
  • Select preventive.
  • Click on code 11113, scaling 3 units of time.
  • Click on the add a new record icon.
  • Click on the codes subtab.
  • Select the restorative category.
  • Double click on code 21223 which is permanent molar 3 surface non bonded.
  • Click on the add a new record icon.  
  • Click on the codes subtab.
  • Click on code 21223 permanent molar.
  • Click on add a new record icon.
  • Select code 11113 from the treatment planning window.
  • Click on the details sub tab.
  • Click on the display button.  
  • Click on the copy
  • Click on the Entry button.
  • Select the item you want to delete.
  • Click on the delete record button.
  • Click on the codes subtab. Under category, select oral surgery.
  • Click on code 71101, extraction single tooth.
  • Select site 27 on the odontogram.

The EHR-Tx history tab allows you to see all the treatments, notes and forms for your selected patient. This video will teach you how to create multiple treatment plan options for your patient. Watch the video above and follow along with the instructions listed here:

  • Select Patient Take two video from your personal rolodex.
  • Click on the Electronic Health Record icon on your desktop.
  • Double Click on the blue box now.
  • Double click on this item.
  • Click on the in process option to change the status.
  • Click on the OK button.
  • Double click on the “complete exam procedure”
  • Select the completed option.
  • Click on the OK button.
  • Double click on the blue box.
  • Select the complete exam which has the status C.
  • Click on the 3 dots, beside the site box.
  • Click on the “deselect all” button.
  • Choose site 21 from the list.
  • Click on the OK button.
  • Click on the 3 dots beside the from date.
  • Click on the OK button,
  • Click on the in progress tab

The Electronic Health Record, commonly known as the EHR is one of the most frequently used modules in AxiUm with various tabs and subtabs. That's why we've divided the EHR tutorials into different sections to make them easier to understand. Watch the video above and follow along with the instructions listed here:

  • Select Patient from your personal Rolodex.
  • Select tooth: 22.
  • Right click and select age change.
  • Select tooth 44.
  • Right click and select missing.
  • Click on tooth 41 for this example.
  • Right click and select tooth notes conditions.
  • Click on the Add a new Note icon on the top.
  • Select tooth 28.
  • Right click and select Show tooth history
  • Select tooth 46.
  • Right click and select tooth details.
  • Right click and select view tooth.
  • Click on this icon now,
  • Click on the “add new” button. Your general note will then appear on the treatment history window,
  • By clicking on the print button, you can click any selected tab.

The Patient Care module is in fact a summary page for each and every one of your patients. If you wish to see this summary for a patient, first you have to select that patient from your personal rolodex and then click on the Patient Care icon. Watch the video above and follow along with the instructions listed here:

  • Click on the Rolodex icon now.
  • Select Patient Day Research from your personal rolodex.
  • Click on the Patient Care icon on your desktop.
  • Click on the Record Type header.

The Personal Planner tutorial will teach you how to use your personal planner. Personal Planner allows you to keep track of unapproved treatments, notes, assigned patients, appointments, patient needs and overdue patients. Watch the video above and follow along with the instructions listed here:

  • Click on the Personal Planner icon on your desktop.
  • Click on the magnifying glass.
  • Click on the magnifying glass now.
  • Click on the “end date” column header now.
  • Click on the appointments tab now,
  • Click on the magnifying glass.
  • Right click on the very last patient on the list, take two video, and select “go to appointment”
  • Click on the “reschedule” button. Now, you need to Close the Appointment History window.
  • Click on the chair tab to select your assigned chair. Make sure the correct clinic comes up, and if not,
  • Click on the book icon to change the clinic.
  • Select chair 163. click on the active tab.
  • Click on the Patient needs tab now.
  • Click on the Add a New Record icon on the top.
  • Under type, select “general treatment”.
  • Click on the 3 dots beside the “codes” section.
  • Double click on the appropriate treatment, in this case, choose Perio.
  • Click on the “add “button and close this window.
  • Click on the Overdue Pts tab now.
  • Click on the magnifying glass to see the list.

The Scheduler tutorial will teach you how to schedule appointments. You will also learn how to record a missed or cancelled appointment for your patient. Watch the video above and follow along with the instructions listed here:

  • Click on the scheduler icon,
  • Click on the book icon.
  • Double click on Clinic 1.
  • Now click on the 12:30 time at the very bottom of your screen.
  • Now click on the active tab.
  • Select the correct time from the App Code drop down list.
  • Click on the Treatment Plan button.
  • Double click on the Specific Oral exam.
  • Select the Perio kit from the appointment status drop down list.

The Messenger tutorial will demonstrate where you’ll find important email messages from the Clinic Office, Program Directors and Administration Staff. You may use this module to contact each other as well. Email messages will be generated automatically each time a new patient is assigned to you. Watch the video above and follow along with the instructions listed here:

  • Click on the message icon now.
  • Double click on the last message by Markia Banfi which is at the very bottom of your list.
  • Click on the forward button now.
  • Click on the three dots to the right of the “To” field to find the recipient.
  • Type Banfi in the Criteria box and click on column header “Member Name”.
  • Double click on the first option.
  • Type young in the criteria box.
  • Double click on Instructor Steven Young.
  • Select Marika Banfi from your recipients’ list. Now click on the left pointing arrow.
  • Select the send button and this message will be sent only to Steven Young.

The Patient Card tutorial will review all the tabs in the Patient Card and will focus on certain fields of importance. Watch the video above and follow along with the instructions listed here:

  • Click on the rolodex icon now.
  • Select Patient Production Video from your personal rolodex.
  • Click on the Patient Card icon.
  • Click on the Contact Notes icon.
  • In order to add a note, first you have to type your note in the empty box, and then click on the Add a New Record icon, that is the icon with the plus sign at the top.
  • Type “notes here” in the empty box and click on the Add a New Record icon.
  • Now close this window.
  • The Do Not Treat status means that the Patient has overdue payments therefore should not be treated;
  • Now let’s Move on to the Insurance 1 box, located on the left hand side of the screen.

The Rolodex tutorial will teach you how to call up a patient, place your patient in your personal rolodex and how to add a recall for your patient. Watch the video above and follow along with the instructions listed here:

  • Click on the rolodex icon which is the first icon on the top left.
  • Type the underscore character and press enter now.
  • Select patient “plan treatment”.
  • Double Click on patient “plan treatment”.
  • Right click on plan treatment and select “hold patient in list”.
  • Right click on Plan Treatment on your personal rolodex and select Patient recalls.
  • Click on the down arrow beside the Recall Code Box and select 2PER6 which means perio recall 6 months.
  • Click on add a new record icon which is on the top left.

These tutorials have been created to better acquaint you with AxiUm. These video demonstrations use audio narration so please ensure your speakers are on or you may use a headset.

The Alteration Memo video will teach you how to alter final treatment plans. Watch the video above and follow along with the instructions listed here:

  • Select patient Dave Smith.
  • Click on the Electric Health Record icon on your desktop.
  • Click on the create a  new record icon,
  • Click on the oral surgery category
  • Select extraction single tooth.
  • Select site 27.
  • Click on the add planned treatment icon.
  • Click on the chart number at the bottom of your screen.
  • Click on the Treatment history tab.
  • Click on the estimate icon.
  • Select the two procedures on site 27.
  • Click on OK.
  • Click on print.
  • Select on the procedure that you will no longer be performing.
  • Click on the delete record icon.

Yes, but with some restrictions. 

Remember you must do your part and uphold patient privacy at all times and ensure your device is password/passcode protected.

In order to access programs like AxiUm from your device, or your home computer, we have provided a tools called "remoteAPP" for PC's and  "Microsoft Remote Desktop" for MAC's.

NOTE: The MAC app "Microsoft Remote Desktop" DOES NOT allow students to have a "Desktop" but rather will show all the applications you need like Axium, Word and Excel.  You can also access all your files. So the name of the app is a bit misleading.

System Requirements:

  • Windows computer running Vista or later, or
  • Macintosh computer running OS X 10.9 or later, an iPhone or iPad, with the App "Microsoft Remote Desktop" version 8.0 installed - available from the Mac App Store - free of charge
  • High speed internet connection
  • Dentistry computer account (the account you use to log into the Faculty computers)

Please be aware that:

  • Your remote connection will automatically log off after 5 minutes of inactivity
  • The maximum session time is 2 hours

Please see these two guides for setting up remote apps on your personal computer:

  • Select the patient from Rolodex
  • Click on the ‘Patient Card’ icon
  • Click on the ‘Patient’s Physician’ section
  • Click on the ellipses (…) beside the ‘Name’ box
  • Type in the name of the physician or an underscore ( _ ) to see the entire list
  • To select a physician, double-click on their name.

To add a new physician, click on the ‘Add a New Record’ icon, and fill out the necessary information.

Please follow these steps:

  • Select the patient from Rolodex
  • Click on the ‘Patient Card’ icon
  • Click on the Patient’s ‘Physician’ section
  • Click on ‘By’ under the referrals box
  • Click on the ellipses (‘…’) to the right of ‘Referred By’
  • Type in the name of the DDS student. Typing an underscore (‘_’) will display the entire list
  • To select a DDS student, double-click on their name
  • Click on the ‘Add a New Record’ icon
  • Close the window.

If you wish to add a new DDS student to the list, follow the steps above, except instead of searching for a name or typing an underscore, select the Create a New Record icon, fill in the information, and click ‘Save.’

Please follow these steps:

  • Select the patient from Rolodex.
  • Click on the ‘Transactions’ icon.
  • Select the ‘Treatment’ tab.
  • Click on the ‘Planned’ sub-tab.
  • Select your procedure.
  • Click ‘Submit.’
  • Click ‘OK.’

A feature of AxiUm enables you to select a patient without opening Rolodex. Once you have a list of patients in front of you, right-click and select ‘Select Patient.’

The patient’s balance appears above the ‘Reason/Note’ box.

Note: please remember to enter the patient’s date of birth, since AxiUm automatically charts primary teeth on the odontogram if no date of birth is entered. If you enter the date of birth of a patient under the age of 18, AxiUm will prompt you to enter the guarantor’s information.

Yes: you can sort each column of the TX History by clicking on the column header.

Please follow these steps:

  • Double click the procedure
  • If the procedure is not completed, click ‘In Process.’
  • If you’ve finished the procedure, click ‘Completed’
  • Click ‘OK’

Undergraduate (DDS) students cannot modify notes. You can, however, add a new note updating an old one.

Follow these steps:

  • Select the patient from the Rolodex
  • Click on the ‘Transactions’ icon
  • Select the ‘Treatment’ tab
  • Click on the ‘Planned’ sub-tab
  • Select your procedure
  • Click ‘Submit’
  • Select as many procedures as you wish, and all items will show on the same form
  • Click ‘OK’

The endo procedure needs to be planned and approved prior to booking a chair. This task can be completed in Clinic 1, by the receptionist.

Follow these steps:

  • Select your patient from the Rolodex
  • Click on the Patient Card (on Rolodex)
  • Click on ‘Contact Notes’
  • Type your note and press the ‘Add a New Record’ icon
  • Close the window

Students cannot modify patient addresses or phone numbers. Patient address and phone numbers can be changed by the chartroom attendant, or the patient reception staff.

  • Select your PT from Rolodex
  • Click on the EHR icon
  • Select the date of the incorrect procedure
  • Print the procedures (without the notes) for that day only
  • Click on the Swiss Army knife
  • Uncheck the Show Notes box
  • Print the list
  • Highlight the incorrect item and make a note on the printout, correcting the errors
  • Have your instructor print their name on the form, and then sign it
  • Drop it off the form at Room 204B

Please follow these steps:

  • Go to the incorrect patient’s record
  • Select the date of the incorrect procedure
  • Print the procedures (without the notes) for that day only
  • Click on the Swiss Army knife icon
  • Uncheck the ‘Show Notes’ box
  • Print the list
  • Mark the procedure that needs to be deleted
  • Have your instructor print their name and sign the sheet
  • Drop off the form at Room 204B
  • Select the correct patient
  • Add the procedure you wanted to add
  • Secure approval, then put the procedure in its proper status

Follow these steps:

  • Plan the procedure again
  • Change the procedure to its proper status
  • Print the procedures (without the notes) for that day only
  • Click on the Swiss Army knife icon
  • Uncheck the ‘Show Notes’ box
  • Print the list
  • Mark the completed procedure and request a deletion
  • Request that your instructor sign the printout
  • Drop off the sheet at Room 204B

Follow these steps:

  • Highlight the approved, planned procedure in question
  • Click the ‘Delete Record’ icon

Please follow these steps:

  • Select the site on the odontogram
  • Right click, and from the drop-down menu that appears, select ‘Missing’

Please follow these steps:

  • Select the site in the odontogram.
  • Right-click and select ‘Tooth Notes/Conditions.’
  • Click the ‘Add a New Note’ icon.
  • Add your reminder.
  • Click on ‘Add New.’
  • Ask for your instructor’s approval.

Please follow these steps:

  • Click ‘Chart Add.’
  • Select the appropriate procedure.
  • Click on the ‘Details Tab.’
  • Type ‘99’ for site.
  • Click on the ‘Add Planned TX’ icon.
    Make a note, on that site, indicating the quadrant of the supernumerary tooth.
  • Have the note and the procedure approved.

If the lab procedure is already approved, please follow these steps:

  • Go to ‘TX History’
  • Click on the ‘Estimate’ tab

If the lab procedure is not approved, follow these steps:

  • Create a new plan called “Checking Procedure Prices”
  • Add any problem and diagnosis of your choice
  • Under the General Plan tab, add the first option: PERIO
  • Click on the Detailed Plan tab
  • Add a procedure to see the price

Suggestion: consider creating a Price Checking TX plan for one patient, and then using that plan for all other patients.

Please follow these steps:

  • Go to ‘Tools’ and select ‘Scratch Pad’
  • Type your note and press ‘Spellcheck’
  • Make changes and copy then paste

Please note that you should always have the Scratch Pad window minimized, and never close it.

By default, all of your planned procedures are displayed at the bottom of the TX History window.

Please follow these steps:

  • Go ‘TX History’
  • Click on the Swiss Army knife icon
  • Uncheck all the options other than the one you want to see
  • Press ‘OK’

To list a site in TX history, please follow these steps:

  • Go to ‘TX History’
  • Click on the three dots beside ‘Site’
  • Deselect all sites
  • Select the desired site
  • Click ‘OK’

 

In this instance, please follow these steps:

  • Go to ‘Evaluations’ (Evaluation Manager)
  • Search for the appropriate grading card
  • Click the ‘View’ button
  • Print the grading card
  • Have your instructor add the grade and sign the sheet
  • Drop off the sheet at room 204B

In this instance, please follow these steps:

  • Go to ‘Evaluations’ (Evaluation Manager)
  • Search for the grading card that was used
  • Click the ‘View’ button
  • Print the grading card, write an ‘X’ through it, and write which grading card should have been used instead
  • Request that your instructor sign the card
  • Drop it off at room 204B

Follow these steps to find a list of your primary patients:

  • Go to the Info Manager
  • Select the ‘Patients’ tab
  • Click on ‘Patient List’
  • Click on ‘Pre-defined’
  • Select ‘Primary Patient List’
  • Press ‘Select’
  • Click on ‘Search’

Please note that to print the list, you must first click ‘Select All.’

For a list of your patient’s balances, follow these steps:

  • Go to ‘Info Manager’
  • Click on the ‘Billing’ tab
  • Select ‘Patient Balances’
  • Click on ‘Pre-defined’
  • Click on ‘Patient Balances’
  • Press ‘Select’
  • Click on ‘Search’

Please note that the report may take a while to run.

Please follow these steps:

  • Go to ‘Info Manager’
  • Select the ‘Billing’ tab
  • Click on the ‘Treatments’ category
  • Press ‘Pre-defined’
  • Select ‘Completed Rest Procedures for Counting Surfaces’
  • Click on ‘Select’
  • Click on ‘Search’

Please note that to print the list, you must first click on ‘Select All.’

In these instances, please promptly contact patient reception using AxiUm Messenger.

In order to print insurance forms, please follow these steps:

  • Select the intended patient from the Rolodex
  • Click on the ‘Transactions’ icon
  • Select the ‘Treatment’ tab
  • Make sure the ‘Treatments’ sub-tab is selected
  • Select the desired procedure
  • Click ‘Submit’
  • Select as many procedures as you wish
  • Click ‘OK’
  • Click ‘OK’ again
  • Select a printer