10. D4W Health Checks

D4W Best Practice Health Check – Report Building Process
Step 1 – Appointment Diary Information

1. Open Bomgar
2. Remote in
3. Focus D4W
4. Click Appointment Book/Calendar icon on top left of D4W
5. Count columns in appointment book and take note of which columns are not an actual Dentists Diary. We will need to exclude these later.
6. Take note of the dentist's columns needing to be excluded. We need these to put into the report building tool in the next step
7. At the top of the D4W You need to go to reports and run the Appointment Analysis report for the previous 12-month period. Here you must exclude any dentist's diaries that are not appointment using the selection.
8. Once run take a screenshot of the report and save it for later.
9. Click on the 'retrieve' button and now click the 'daily breakdown' button and OK to give the detailed report. From here you want to export the Excel 5 document and place this into (Computer -> C: drive - > D4W > DDE) if it isn't there, be sure to create it.

Step 2 – D4W Data Extraction tool (Report building)

1. Click 'File transfer' tab on Bomgar
2. In right panel, locate D4W install folder: (Computer -> C: drive - > D4W)
3. Create folder inside D4W folder called DDE
4. In left panel, navigate to local DDE location (Default Directory\Customer Success - Documents\SOE Development (ODE and DDE)\DDE (D4W Data Extract) V 1.1.1.7\Redistributable)
5. Copy DDE setup.exe across by highlighting this file, right clicking and selecting 'upload'
6. Install the DDE.exe by running it with the default settings
7. Rename the DDE.exe to d4w97.exe - this prevents the whitelisting getting blocked
8. Run the D4W Data Extraction tool once installed
9. Enter data into the fields as per DDE tool guide. To get the server name, go into D4W and 'system information'.
10. You can enter 0's in "average number of working days in a month" + "average number of hours worked in a day" (This can be calculated later in the report spreadsheet)
11. Start the DDE by clicking "EXTRACT" and wait for this to finish – If it hangs, be patient, it can take up to 10 minutes to extract. Although it may fail to grab any data at all.
12. Transfer the text file back across to your local machine via File transfer tab in Bomgar into a local folder on your machine to be imported in to the health check document.

Step 3 - Prepare template

1. Copy the D4W Health Check template from (Default Directory\Sales - Documents\03 Lead Gen & Bus Review\01 Health Checks\01 Templates) into your local folder)
2. Open the Extract text document and remove either UTA and cancellations depending which has the least data, save and close.
3. Open D4W Health Check template
4. Navigate to DDE tab. Be sure to be in cell A1, select 'Data' in excel top navigation and select 'from file'
5. Load up the text file from your local machine, ensure you select the 'comma' option.
6. In the DDE tab, add in hours available to work. We're going to use the extracted Appointment Analysis report to calculate the available hours.
7. Open the Work Time Analysis, and rename the cells reflecting the data from the screenshot you took earlier of the work time analysis in D4W. Usually it will have, planned, appointments, lunch, breaks and some others. We only need to use the columns that are time not worked to deduct this from the planned.
8. Once renamed select cell A1 and go to 'insert' tab and choose pivot table with the default settings with it being put into a new worksheet.
9. On the right using the PivotTable Fields, drag and drop 'app_date' into the Rows section.
10. Drag and drop Plan, breaks, lunches and any other suitable blocks that need to be taken away from their planned working time. Ensure there are all 'Sum of' options and not count.
11. From here copy the entire pivot table and paste to the right of it using the plain text option (as values)
12. You will want to =PLAN-Breaks-lunch-anyothers to the cells to the right. This will work out the numbers of minutes available for appointments each month. Then we want to turn it into hours.
13. From here you want to =available minutes/60 – This will give the numbers of hours.
14. It should look something like this

1. These must be inserted using the HH:MM:SS format like 300:30:00 for 148 hours and 30 minutes available in a Jan.
2. Navigate to the Data Tab and update the months from A35 to A46 to reflect where the health check as collected the data points between. You will need to put in the practice details in cell A2 and check the print sheet is suitable for the client.
3. Save the finished product in the relevant state folder (Default Directory\Sales - Documents\03 Lead Gen & Bus Review\01 Health Checks) using the format YYMMDD Practice Name – D4W Health Check – your initials

Ta Da!