MAIN Manual Go To Clinical Manual Go To Menus Manual Go To Tray Tickets Manual

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1 MAIN Manual Go To Clinical Manual Go To Menus Manual Go To Tray Tickets Manual

2 The Clinical Dietitian s Significant Time-Saving Software for Long-Term Care Version 16 With Nutrition Care Process Written by: Christy Settimo MS, RD, LD Copyright 2009 DietBook, LLC 1714 Tanglewood Drive Loveland, OH Dietbook95@hotmail.com Website: All rights reserved b

3 DietBook Manual Table of Contents Click a link to go to a topic (or hold Ctrl key then link) To return to top of manual, press the keys - Ctrl+Home To return to DietBook, press Microsoft Excel on bar at bottom of screen SECTION 1: DietBook Clinical Video Tutorials I. Initial Set Up Installation...1 A. Security Password... 1 B. Program Activation... 1 Phone Activation (Recommended)...1 USB Disk Activation...2 C. Customize Terminologies, Weights, and Equations... 2 Change Window Screen Size...3 D. Import Data from External File...3 E. Move DietBook to a Different Computer... 4 Save Resident Data to External Drive...4 Deactivate Program on Old Computer...4 Install DietBook on New Computer...5 II. Entering Data in Resident File Master Panel...7 A. Resident File...7 Go to a Resident File...7 Name, Sex, Height...8 Ideal Body Weight (IBW) Range...8 Amputee Calculations...10 Diagnosis and Medications...10 Food Allergies...10 Fluid Restriction / Encourage...10 Thickened Liquids...11 Diet Order & Diet Code...11 Automatic Entry...11 Manual Entry...12 Snacks / Supplements...13 Dietary...13 Nursing...15 Med Pass...16 Selective Snack Carts...16 Daily Snack Rotations...17

4 Food Likes / Dislikes...17 Adaptive Equipment...17 Custom Title and Data...17 Bowel / Bladder...17 Comments...18 Beverages...18 Meal Instructions...18 Intake...19 Eating Location / Cart / Table...19 Patient Nutritional Needs...20 Tube Feedings...20 TPN...21 IV...21 Edema...21 Skin...22 GI...22 Labs...22 B. Weights Monthly Weights...22 Adding Monthly Weights...22 Entering Letters or Special Codes on Weight Chart...23 Printing the Monthly Weight Chart...24 Printing Significant Weight Loss Chart...24 Printing Significant Weight Gain Chart...25 Weight History Graph...25 Undoing New Column to Weight Chart...25 Weekly & Daily Weights...26 Adding Weekly or Daily Weights...26 Transferring Monthly Weights...26 Printing Weekly or Daily Weights...27 Removing a Resident from Weekly or Daily Weights...27 C. Monthly & Daily Reports...27 Monthly Report...28 Daily Report...29 Resident Roster...29 D. Nourishment Labels Using Tractor Printer (Dot Matrix)...30 Using Laser Printer...30 III. Other Features...31 REMOVE / ARCHIVE a Resident...31 Retrieve Resident from Archive...31 MOVE a Resident to another Room...32 TRADE Rooms between Residents...32 Put a Resident On Hold While in Hospital...32 Put a Resident s Tray Ticket On Hold...33 Take a Resident Off Hold...33 How to Shrink DietBook Screen...33 Move a Resident to a Different Computer...34 Load a CAB...34 Unload a CAB...35

5 IV. Printing Reports...37 Resident Reports...37 Snack / Supplements and Intake Sheets...38 Tally Reports...38 Custom Reports...39 Printing Resident File...40 V. Nutrition Assessments...41 A. Standard LTC Assessments Energy, Protein, Fluid Calculations...42 Albumin and Degree of Malnutrition...43 Tube Feeding Calculations...43 Medication & Side Effects List...44 Nutrition Care Process (NCP): PES STATEMENT: Nutrition Diagnosis and Problem, Related to (Etiology), & As Evidenced by (Signs & Symptoms)...45 Copy Diagnosis to Nutrition Diagnosis chart...46 Copy Diagnosis to Assessment...46 Copy Related to and As Evidenced by Comments to Assessment...47 View or Import Data from External File...48 Recommendations/Interventions...48 Monitoring / Evaluation...49 Dating Assessments/Tracking Due Dates...49 Saving your Assessment...49 B. Nutrition Risk Forms C. Custom Assessments Changing Assessment Title Names...50 D. Printing Assessments Printing Recommendations for Physician...52 Printing Assessment Due/Done Lists...52 E. Progress Notes VI. RAPs...54 Writing RAP Summary...54 Printing a RAP...55 VII. Care Plans...56 A. Setting Up Standard Care Plans Standard Goals List...56 Standard Approaches List...56 B. Go to Care Plan Problem (s) Section...57 Adding the RAP Summary...57 Goals...58 Copying Standard Goals to Care Plan...58 Copying Goals on Care Plan to Standard List...59

6 Approaches...59 Copying Standard Approaches to Care Plan...59 Copying Approaches on Care Plan to Standard List...60 Deleting Goals or Approaches...60 Printing Care Plan...61 VIII. Consultant Version...62 Initial Set Up of Each Facility...62 Storing a Facility...62 Recalling a Facility...62 HIPPA regulations...63 IX. Network Version...66 X. PDA Feature...68 Initial Set up...68 Update DietBook Data Reference Lists in PDA...69 UPLOAD Residents from DietBook to PDA...69 How to Enter Resident Data and use Nutrition Calculator...70 DOWNLOAD Residents from PDA back to DietBook...73 XI. DietBook Help Screen...74 Function Keys...74 Description of Help Screen Buttons...74 A. Manual Set up of Diets on Master Diet Code Chart Coding and Naming the Low Sodium and Low Sugar Diets...75 Entering Diets...76 Editing the Master Diet Code Chart...77 B. Changing Facility Units Adding a New Unit...78 Inserting / Deleting Rooms in Facility...78 C. Data Entry Examples XII. Backing up DietBook...81 XIII. Troubleshooting...82 If you get an error message or the program is not running correctly...82 Step 1: Record the error message...82 Step 2: Check for data entry errors...82 List of possible data entry errors...82 Step 3: Run a Transfer...84 If Transfer will not run...84 Step 4: Upload backup data on computer hard drive...84 Step 5: Upload backup data on external drive (USB)...85

7 If error occurred while printing...86 If the program suddenly runs very slow...86 If the program is not responding...87 If no toolbars found in other Excel files...87 FREE online troubleshooting instructions...87 GLOSSARY...88

8 SECTION 2: DietBook Menus Video Tutorials I. Pre-Installation Install Microsoft Excel Install Printer Driver Setting Microsoft Security Levels Automatic Backup System II. Installing DietBook Menus...91 Printing the DietBook Manual...91 A. Initial Setup Entering External Drive Letter...92 Setting Up Printer...92 Menu Cycles Names...92 Order of Days & Names of Meals...92 Importing Sample DietBook Menus...93 B. Initial Setup of Menu Extensions Chart Automatic Transfer of Diets from DietBook s Master Diet Code Chart...93 Missing Diet Codes...94 Manual Entry of Menu Extensions Chart...95 C. Menu Spreadsheet Food Codes X Food code...96 Give Regular Food codes...97 Omit Food codes...97 Combine Food codes...98 Units of Measure Chart...98 III. Menu Spreadsheets A. Creating Menu Spreadsheets B. Going to Menu Spreadsheets Description of Spreadsheet buttons C. Entering the Regular Diet Menu Substitutes Numbering Substitutes Entering Two or More Subs for a Food D. Entering Menu Extensions E. Copying Foods and Extensions F. Printing Spreadsheets and Week at a Glance Menus Printing Recipes with Menu Spreadsheets G. Editing Spreadsheets after Menus Entered Name/Rename Spreadsheet Columns Remove a Diet Insert a New Diet or Texture Move or Copy a Diet on the Spreadsheet Change Spreadsheet Column Width Restore Menu Extensions Chart with Spreadsheet Column Names...109

9 H. Copying/Trading Meals or Cycles Copying/Trading Meals Copying/Trading Menu Cycles IV. Nutritional Analysis A. Searching Foods on USDA List Serving Size Amount If NO Gram Weight Appears Copying Food Values B. Nutritional Analysis of Menus Checking for Missing NDB Descriptions on the Spreadsheet If the NDB Description is missing Different Serving Size Food is Different than the Regular diet Food Code Spelled Incorrectly Calculating the Nutritional Analysis Include or Remove Subs from Analysis Choose the Nutrients for Analysis Upgrading the USDA List V. Holiday Meals Entering a Holiday Meal Copy or Trade Meals to a Holiday Menu Copy or Trade a Holiday Meal to a Menu Cycle Meal Printing Holiday Menus Holiday Menu Nutritional Analysis VI. Recipes Export Recipes from Outside Source Import Recipes into DietBook Menus A. Setting up Recipes Choose Nutrients for Analysis Add a New Recipe B. Recipe Nutritional Analysis Add Recipes to USDA List C. Go to Existing Recipe Preview Recipe List Delete a Recipe Print Recipes VII. Help Information General Data Entry Manuals and Tutorials Troubleshooting Error Messages If you get an error message or the program is not running correctly If error occurred while printing...127

10 If program locks up and is not responding VIII. Backing up DietBook Menus Shrink It Button...128

11 SECTION 3: Tray Tickets Installation I. Initial Tray Ticket Set up A. Entering Data for Tray Tickets B. Setting up Production Sheets Include Resident Preferences Entering Menu Substitutes for Food Dislikes Entering Personalized Food Substitutes II. Printing A. Tray Tickets B. Production Sheets C. Tally Reports III. Eliminating Duplicate Errors Production Sheets Snack/Supplements, Likes/Dislikes, and Beverage Tallies...139

12 SECTION 1: DietBook Clinical I. Initial Set Up Installation Refer to the Getting Started Manual on how to install the DietBook program. A. Security Password In order to meet HIPPA regulations, DietBook has incorporated a security feature that allows access to resident data only to those authorized users with a password. If you did not set up a password during the initial set up of your program, follow the instructions below. 1. To set up a password, open DietBook. 2. From Master Panel, press the Help Me button. 3. Press Set up Password button (below the GetDietran77 button). 4. When prompted, enter your password. Note it is case sensitive. You may enter both letters and numbers. Press OK to the prompt. 5. After entering a password, you will be brought back to the Master Panel. The password will be saved after you press the CLOSE button and after pressing Yes to save your data. The next time you try to open DietBook, you will be asked to enter your password. It is your responsibility to keep the password confidential so that unauthorized users cannot open DietBook. B. Program Activation If you purchased DietBook, you will need to activate the program to shut off the automatic 60-day timer. The most common and easiest way is to call DietBook, LLC to receive an activation code over the phone. You also may activate your program by downloading an ed activation file to a USB disk; however, this may be risky because if you lose the USB disk with the activation file, you will be required to pay the full price of the program to replace the activation file. Phone Activation (Recommended) It is recommended to activate your DietBook program by calling DietBook to receive an activation code. With this method, you will need to contact DietBook, LLC each time to activate or deactivate if moving the program to different computers. This method is best if you do not want the risk of losing the USB disk with the activation file and having to pay the full price of the DietBook program to activate. 1. Call DietBook, LLC to receive the activation code. 2. If open, close DietBook by pressing the CLOSE button. 3. From the desktop, open Dietran Press Enable Macros if prompted. 5. Press the Activate button. 6. At the 1 st prompt, press Yes to confirm today s time and date. 7. At the 2 nd prompt, enter the word activate. 1

13 8. At the 3 rd prompt, enter the activation code provided by DietBook, LLC. When finished, your program will be activated. USB Disk Activation You may choose to activate your program by downloading an ed activation file to a designated USB disk. This method is beneficial if you prefer to activate or deactivate (move a program to a different computer) at your own convenience without having to contact DietBook, LLC each time. However, please note that you must never lose the USB disk with the activation file. IMPORTANT: If you lose the USB disk with the activation file, you will be required to pay the FULL price of the DietBook program to activate! 1. If this is the first time you are activating a program, contact DietBook, LLC to the activation file to be downloaded to a USB disk. Follow the instructions provided in the DietBook . Note: Once you receive the ed file and downloaded it to a USB disk, you will not need to contact DietBook, LLC again. Skip to step If open, close DietBook by pressing the CLOSE button. 3. Insert the USB disk with the downloaded activation file into your computer. 4. From the desktop, double click the My Computer icon. 5. Under Devices with Removable Storage, double click the USB drive, and then double click the file ACTBOOK.XLS to open. 6. Press Enable Macros if prompted. 7. Once the file is open, press the Activate Program button. 8. When finished, press OK to the prompt and remove the USB disk. Note: The USB file will now be in a deactivated mode and can only be used to deactivate a program. It will only become activated again after it has been used to deactivate another program. C. Customize Terminologies, Weights and Equations You may customize your program to reflect your preference for the following data: Names of meals breakfast, lunch, dinner or breakfast, dinner, supper Names of nourishment times AM, PM, HS or your own terminology Show weights as whole numbers on weight chart (XXX) or with a decimal point (XXX.X) Choose energy needs calculation method for assessments Harris-Benedict or MSJ Equation To customize your program in one or more of these areas, do the following. 1. From the desktop, open Dietran Press Enable Macros if prompted. 3. In Dietran77, press the Custom It button. 4. Enter the number of the setting you want to change and press OK. 2

14 Change Window Screen Size You may resize your viewing area of DietBook to better fit your screen. This may be needed if you see too much or too little of the DietBook screens. If your DietBook screen appears too small in size making it difficult to read or allows you to see hidden areas of the program, you may reduce your view of DietBook to see less at a glance. If your DietBook screen appears too large in size causing the need to scroll excessively, you may expand your view of DietBook to see more at a glance. This can be easily corrected by changing a setting in DietBook. Note: This will only change the zoom of your DietBook screen and will not affect other programs. 1. From the desktop, open DietBook. 2. Press Enable Macros if prompted. 3. On Master panel, press the Help Me button. 4. Press Facility Set Up button. 5. In the white cell titled Window Default Zoom, enter a zoom number between 80 and 150. DietBook sets the default at 100. If DietBook appears too small allowing you see to hidden areas of the program, enter a larger zoom number (for example, 120 ). If DietBook appears too large causing you to scroll excessively, enter a smaller zoom number (for example, 90 ). 6. When finished, press Master Panel button at top of screen. 7. Your window screen size will now be resized. Check other screens in the program and view their appearance (such as the weight chart) to see if this is the desired size. If not, return to Master Panel and repeat steps 2-5. D. Import Data from an External File If you have data on an external file (Excel format) that you would like to import into one of DietBook s data charts, do the following: 1. Close DietBook by pressing the CLOSE1 button on Master Panel. 2. Answer YES to 1 st prompt to save your work. It is recommended to also answer YES to the 2 nd prompt to backup your data on a USB disk. 3. From desktop, double click My Computer icon. 4. Double click C: drive. 5. Locate and double click to open the DietExternalFiles folder. The folder will be empty. 6. Copy and drag any external files (Excel format) of your choice into this folder. Note: You need to have basic computer knowledge on how to copy files from one location to another. When complete, close the widow and return to the desktop. 7. From the desktop, double click to open Dietran Press Enable Macros if prompted. 9. Once in Dietran77, press the Import Data button. 10. When prompted, enter the number of the DietBook chart you wish to add data to, and press OK. 11. When prompted, enter the number of the external file you wish to use and press OK. 12. Your screen will be split in two. The file on the LEFT will be your external file. The file on the RIGHT will be DietBook s data chart. You can copy data from the external file to DietBook s chart by clicking the RIGHT mouse button. You will not be able to copy data from DietBook s chart to the external file (if protected or read only). 3

15 a) You may copy one data item or multiple rows of data at one time b) To copy data from external file, click (highlight) the data in the external file, RIGHT click mouse, select Copy c) To paste data to DietBook chart, click (highlight) the yellow cell desired on the DietBook chart, RIGHT click mouse, select PasteIt d) Continue to copy and paste until finished. e) To save your changes, click on DietBook s chart, RIGHT click mouse, select SaveIt 13. To exit, RIGHT click mouse and select ReturnIt. 14. You will be brought back to Dietran77. Press CloseTran button and reopen DietBook. E. Move DietBook to a Different Computer If you need to move the DietBook program to a different computer within a facility or move it to a new facility because you are changing jobs, you may do so after first saving your current data (if needed) and then deactivating the program on the old computer. Save Resident Data to External Drive If you need to transfer your current resident data to another computer in the facility, first save your data from the OLD computer to an external drive (USB disk recommended). If you are leaving this facility and do not need to save the resident data, skip to section Deactivate program. 1. On the OLD computer, determine the external drive letter of your BACKUP USB disk. If you do not know the drive letter, do the following: a. Double click the My computer icon on the desktop to open. b. Locate the title Devices with Removable Storage. c. Insert your BACKUP USB disk. Wait for a new icon titled Removable disk to appear. Record the external drive letter of the USB disk. External drives are usually designated as the E, F, or K drive, etc. d. When finished, close window and return to desktop. (Keep the USB disk inserted; do not remove yet). 2. Open DietBook. 3. On Master Panel, enter or confirm the external drive letter followed by a colon is entered in the white cell titled Backup Drive (e.g. K: ). Press Enter on keyboard. 4. Press the CLOSE1 button to close and backup your data. 5. To 1 st prompt, press Yes to save your data. To 2 nd prompt, press Yes to save data to an external drive. After DietBook closes, you are ready to deactivate the old computer. Deactivate Program on Old Computer You may deactivate DietBook by one of two methods based on how you received your activation code either by (1) Phone or (2) USB Disk Activation. Refer to the section below based on the method you previously chose. 4

16 Phone Method If you previously called DietBook, LLC to receive an activation code, follow the instructions below. 6. If open, close DietBook on OLD computer. 7. From desktop, open Dietran77 (or Dietran01 for DietBook Menus). Press Enable Macros if prompted. 8. Press the Activate button. 9. At the 1 st prompt, press Yes to confirm today s time and date. 10. At the 2 nd -4 th prompts, enter the word deactivate to all three (3) prompts. 11. You will see the note Deactivation is complete. Press OK to the prompt. 12. DietBook will shut down in 90 days on this computer. If your current facility would like to continue using DietBook after you leave, they will need to contact DietBook, LLC to purchase their own copy. 13. You are now ready to install DietBook on the new computer. Refer to section Install DietBook on New Computer below. USB Disk Method If you initially activated your program using the USB disk, use the same USB disk with the activation file to deactivate the old computer. Follow the instructions below. 6. If open, close DietBook on OLD computer. 7. Insert the USB disk with the activation file. 8. From desktop, open My Computer icon. 9. Under Devices with Removable Storage, open the USB disk drive. 10. Double click to open the file ACTBOOK.XLS. Press Enable Macros if prompted. 11. Once the file is open, press the Deactivate Program button. DietBook on this computer will shut down in 90 days. If your current facility would like to continue using DietBook after you leave, they will need to contact DietBook, LLC to purchase their own copy. 12. Press OK to prompt and remove the USB disk containing the activation file. The USB file will now be in an activated mode and can be used to activate DietBook on the new computer. You do not need to contact DietBook, LLC again to a new activation code. Use this same USB disk to activate the other computer. 13. You are now ready to install DietBook on the new computer. Refer to section Install DietBook on New Computer below. Install DietBook on New Computer 14. Install the DietBook program on the NEW computer using your original INSTALL CD. Refer to Getting Started manual if needed for instructions on installation. 15. After installing, insert your most recent UPGRADE CD only if the Upgrade CD is newer than the Install CD version. Note: If you are not uploading resident data to the new computer, you are ready to activate the new computer. Refer to step Upload the resident data from your BACKUP USB disk to the new computer. Important: You can only upload data to a newer DietBook version or equal. 17. Determine the external drive letter of your BACKUP USB disk for this computer. If you do not know the drive letter, do the following: a) Double click the My computer icon on the desktop to open. b) Locate the title Devices with Removable Storage. 5

17 c) Insert your BACKUP USB disk. Wait for a new icon titled Removable disk to appear. Record the external drive letter of the USB disk. External drives are usually designated as the E, F, or K drive, etc. d) When finished, close window and return to desktop. (Keep the USB disk inserted; do not remove yet). 18. From desktop, open Dietran77 (or Dietran01 for DietBook Menus). 19. Insert your BACKUP USB disk into computer. 20. In white cell (A11) titled External drive letter for UPLOAD, store/recall, and archive find files, enter external drive letter for USB disk followed by a colon (e.g. L: ). 21. To upload data, press the Upload button. 22. Press OK to 1 st prompt. 23. To 2nd prompt, enter 2 (upload from external drive). 24. To 3rd prompt, press YES to upload all backup files on external drive. For Consultant Version users: Press No ONLY if uploading one facility s data from your set of multiple facilities. Press YES if uploading all facilities. 25. Wait for prompt Upload complete. Next, run a transfer. 26. Stay in Dietran77. Confirm word REPAIR is entered in white cell near the Transfer button. If so, press the Transfer button. (For versions less than 15, answer "No" to 1st prompt). 27. When finished, you will need to activate the new computer. If you previously called DietBook, LLC to receive an activation code, you must call again to receive another activation code to activate DietBook on the new computer. Refer back to section B. Phone Activation if needed. If using the activation file on the USB disk, refer back to section B. USB Disk Activation (begin at step 2). 6

18 II. Entering Data in Resident File Master Panel From the DietBook Master Panel, you will be able to do the following: Go to a resident s file Go to all DietBook reports, weights, supplements, thickened liquids, adaptive equipment, diets, tube feedings, monthly and daily reports, nourishment labels, nutrition assessments, RAPs, care plans, and tray tickets Add, remove, or archive a resident Move or trade a resident from one room to another A. Resident File Each resident has their own personal resident file as the central source of data entry. Information in the resident file is used for generating charts, nutrition assessments, and tray tickets. Any data entered in the resident file is interchangeable with ALL areas of the program. You will never need to enter data more than once for a resident. GO TO A RESIDENT FILE Option 2: To go to a resident, enter resident s Last Name here Option 1: To go to a resident, enter resident s LOC# here Option 3: To go to a resident, enter Unit and Room# here On the Master Panel, locate the Goto1, Find1, and Find2 buttons (as shown in picture above). You may go to a resident s file in one of three ways: (1) Enter the resident s LOC#, (2) last name, or (3) unit and room# in the white cells. Option 1: Go to a Resident by Entering Resident s LOC# A LOC# (location number) is the number DietBook assigns to each room in the facility. The LOC# can be found in the resident file (as shown by arrow below), weight chart, or on the facility roster. 7

19 1. From the Master Panel, go to a resident by entering his/her LOC# (location number) in the white cell titled LOC# (as shown by arrow), press enter on keyboard, and press the Goto1 button. 2. You will be taken to the resident s file. Option 2: Go to a Resident by Entering the Last Name 1. From the Master Panel, go to a resident by entering his/her LAST NAME in the white cell titled Last Name (as shown by arrow); press enter on keyboard, and press the Find1 button. You do not need to enter the first name unless someone else also shares the same last name. 2. You will be taken to the resident s file. Note: If this is a NEW resident, go to the new file by entering the LOC# of the room or by entering the unit and room number. Do not enter the new resident s last name since the resident s name has not been entered yet, and therefore, will not be found. Option 3: Go to a Resident by Entering the Unit and Room Number 1. From the Master Panel, go to a resident by entering his/her unit and room number in the white cells titled Unit and Room# (as shown by arrows), press enter on keyboard, and press the Find2 button. 2. You will be taken to the resident s file. NAME, SEX, HEIGHT 1. In the resident file, enter the resident s last name in the white cell titled Last name. In the white cell First name, enter the resident s first name. 2. Type in the resident s sex F (for female) or M (for male) in white cell titled Sex. 3. Enter the resident s height in inches in the white cell titled HT. For example, 5 = 60 inches, 6 = 72 inches. Only type in the number (do not include the word inches ). IDEAL BODY WEIGHT (IBW) RANGE All changes to a resident s IBW range must be done in the resident file. You may use DietBook s automatic calculated IBW range or you may enter your own. 1. In the resident file, locate the resident s monthly weight in the gray area (as shown by arrow above). If there is a 0, this means no weight has been entered on the weight chart for the current month. To activate the IBW calculations, go to the monthly weight chart and enter the current weight. 8

20 2. Verify the resident s sex ( M or F ) and height (in inches), are entered as shown in the picture above. DIETBOOK S IBW and RANGE Lock in or enter your own values in these white cells 3. Next, locate DietBook s calculated IBW and RANGE in the gray area (as shown by arrows above). If the resident is obese AEB greater than 125% of IBW or has an amputation, an adjusted IBW range will be calculated. 4. To lock in the IBW range, re-enter DietBook s calculated IBW (or enter your own) in the white cell under AVG (as shown by arrows above). Next, re-enter the calculated range (or enter your own values) in the white cells under LL (lower limit) and UL (upper limit). 5. Note: You must lock in DietBook s values or your own values in the white cells for the IBW range to appear on the weight charts and assessments. 6. When complete, press enter on your keyboard or click anywhere outside the cell of data entry. 7. If you wish to change the IBW range in the future, remove the data in the white cells under AVG, LL and UL by pressing delete on the keyboard. DietBook will recalculate the IBW range based on the resident s current weight. Lock-in a new IBW range by retyping these or your own values in the white cells. 8. Press the Save button. When finished, press the Return2 button. If you have an amputee resident, refer to section Amputee Calculations below. 9

21 Amputee Calculations DietBook will automatically calculate an adjusted IBW range if a resident has an amputation. 1. In the resident s file, locate the white cell titled Amputee%. 2. Make sure the white cells under AVG, LL, and UL are blank. If you already entered a previous IBW and range in the white cells, delete these numbers by pressing delete on keyboard. 3. Enter the percent of total body weight lost in the white cell Amputee%. Refer to your own reference source for determining % body loss. For example, if the resident has a below the knee amputation, enter the number 7.1 to reflect a 7.1% total body weight loss. Enter only the number; do not enter the symbol % after the number. Press enter on your keyboard. 4. DietBook will automatically calculate an adjusted IBW and range in the gray area. To lock in this range, re-enter these values in the white cells below or enter your own adjusted IBW and range. DIAGNOSIS AND MEDICATIONS 1. From Master Panel, go to the resident s file. 2. Locate the DIAGNOSIS and MEDICATIONS section. 3. Click on the white cell under the category diagnosis and under medications. If data already exists, double click the cell to get the cursor before adding to existing data. Note: Any changes made in this section will automatically be updated on the nutrition assessments and vice versa. 4. To print a report of diagnoses or medications of residents, refer to Section III. Printing Reports: Resident Reports. FOOD ALLERGIES * (This will appear on the resident s tray ticket) 1. From Master Panel, go to the resident s file. 2. Locate the title FOOD ALLERGIES. 3. Click on the white cell and enter the resident s food allergies, if any. Note: Any changes made in this section will automatically be updated on the nutrition assessments and vice versa. 4. To print a report of residents with food allergies, refer to Section III. Printing Reports: Resident Reports. FLUID RESTRICTION / ENCOURAGE * (This will appear on the resident s tray ticket) 1. From Master Panel, go to the resident s file. 2. Locate the title FLUID RESTRICT/ENCOURAGE. 10

22 3. If resident has a fluid restriction, enter the amount in cc s (or ml) in the white cell. For example, if resident is on a 1500cc fluid restriction, type in 1500 cc. A cactus will appear on the resident s tray ticket if a fluid restriction is noted here. 4. If resident has an order to encourage fluids, type in the words ENCOURAGE FLUIDS in the white cell. A water pitcher will appear on the resident s tray ticket if fluids are to be encouraged. 5. Note: Any changes made in this section will automatically be updated on the nutrition assessments and vice versa. 6. To print a report of residents with fluid restrictions or encourage fluid orders, refer to Section III. Printing Reports: Resident Reports. THICKENED LIQUIDS * (This will appear on the resident s tray ticket) 1. From Master Panel, go to the resident s file. 2. Locate the title THICKENED LIQUIDS (below Fluid restriction ). 3. Type in the consistency of liquid ordered Nectar, Honey, or Pudding - in the white cell. Be sure to type in the full word. Note: Any changes made in this section will automatically be updated on the nutrition assessments and vice versa. 4. To print a report of residents with thickened liquids, refer to Section III. Printing Reports: Resident Reports. 5. Note: If you need to make a change to a thickened liquid consistency name, you may do so in the Help Screen. Press the Help Me button on Master Panel, go to the yellow section titled Thickened Liquid Consistency, and type over the existing liquid consistencies in the white cells. These liquid consistency names are what DietBook recognizes. DIET ORDER & DIET CODE * (This will appear on the resident s tray ticket) You may choose to have DietBook enter a resident s diet code and diet for you or you may enter them on your own. Note: You should have already completed the Master Diet Code chart during the initial program set up. If not, refer back to the Getting Started manual Section III. Setting Up Facility Diets. Automatic Entry: Click on word DIET and press SAVE button Automatic Entry (Recommended) 1. To have DietBook automatically enter a resident s diet code and diet for you, go to the resident s file. 2. Click on the word DIET (as shown by red arrow) and press the red Save button at the top of the resident s file. 3. When prompted, press Yes to go to the diet code list. 11

23 4. You will see the list of your facility diets. Click on the diet you want and press the Select button. If you have a special diet order, add the additional orders at the next prompt. 5. When finished, you will be brought back to the resident s file. The diet code and diet order will be entered for you in the resident file. Note: Any changes made in this section will automatically be updated on the nutrition assessments and vice versa. 6. To print a report of resident diets, refer to Section III. Printing Reports: Resident Reports. Manual Entry 1. To enter a resident s diet and diet code on your own, go to the resident s file. Enter DIET ORDER here 2. Once in the resident file, locate the DIET section. Click on the white cell (as indicated by arrow above) and enter the full diet order, as you want it to appear on the diet list, assessments, and tray tickets. You have the entire line to type in the diet order and any special dietary notes, such as Regular w/ Double Portions No gravy. It is OK if data extends into the orange area. Enter diet CODE here 3. Enter the diet code for the resident s diet in the green box (as indicated by arrow above). For example, enter R for Regular, or P,NCS for Pureed No Concentrated Sweets, etc). Please note that your diet code entries must exactly match the codes on the master diet code list, including commas; otherwise DietBook, will not recognize the code. It is a good idea to get a copy of your master diet code list now as a reference. To do so, go to the Master Panel, press the Help Me button, and press the Print Diet Chart button. 4. If a resident has a special diet order (e.g. Regular, give extra butter/gravy at meals ), enter the diet code that most represents the diet ( R ). Note: You do not need a special diet code for every possible diet order since the number of individualized diet restrictions may vary greatly. 5. Enter NPO if the resident receives nothing by mouth. If a resident receives a PO diet and a tube feeding, enter the PO diet code (e.g. P ). 12

24 6. To print a report of resident diets, refer to Section III. Printing Reports: Resident Reports. SNACKS / SUPPLEMENTS * (This will appear on the resident s tray ticket if provided at meals) Snacks and supplements are recorded in two ways: (1) Who provides it (dietary or nursing) and (2) What Time it is delivered (AM, PM, HS, B, L, D). Note: Any changes made in this section will automatically be updated on the nutrition assessments and vice versa. Dietary 1. From Master Panel, go to the resident s file. 2. If a snack or supplement is supplied by dietary, go to the DIETARY snack/supplement section. Note: The Dietary Section is the only place to enter snacks since it is assumed all snacks are supplied by the kitchen. Dietary Supplements/Snacks AT MEALS 3. If a dietary snack or supplement is provided at MEALS, go to the DIETARY Meal section (as shown by arrow above), click on a white cell and enter the snack or supplements under BKF, LUN, or DIN. 13

25 Dietary Supplements/Snacks BETWEEN Meals 4. If a dietary snack or supplement is provided BETWEEN meals, go to the DIETARY Between Meal section (as shown by arrow above), click on a white cell and enter the snack or supplements under AM, PM, or HS. Enter total # DIETARY snacks/ supplements AT MEALS here Enter total # DIETARY snacks/ supplements BETWEEN MEALS here 5. Next, count the total number of supplements and snacks entered, if any, at meals or between meals, and enter the total in that section s pink box (refer to arrows above). If no snacks or supplements were entered, leave these cells blank. 6. For supplements, enter the total as a whole number, such as 1, 2, 3, etc. 7. For snacks, enter the total as a decimal point, such as.1,.2,.3, etc. 8. If entering both snacks and supplements, combine the total of both. For example, if a resident receives a between meal supplement at AM (e.g. House supplement) and a snack at HS (e.g. PB & J sandwich with 2% milk), enter 1.1 in the pink box for Between Meal supplements/snacks to represent 1 supplement and 1 snack. 9. To print a report of residents receiving snacks and supplements, refer to Section III. Printing Reports: Snack / Supplements and Intake Sheets. 14

26 Nursing 1. From Master Panel, go to the resident s file. 2. If a supplement is supplied by nursing, go to the NURSING Supplement section. Nursing Supplements/Snacks AT MEALS 3. If a nursing supplement is provided at MEALS, go to the NURSING Meal Supplements section (as shown by arrow above), click on a white cell and enter the supplements under BKF, LUN, or DIN. Nursing Supplements/Snacks BETWEEN MEALS 4. If a nursing supplement is provided BETWEEN meals, go to the NURSING Between Meal Supplements section (as shown by arrow above), click on a white cell and enter the supplements under AM, PM, or HS. DietBook enters total # nursing supplements AT MEALS here DietBook enters total # nursing supplements BETWEEN MEALS here 5. DietBook will automatically add the total number of supplements for you in the pink box(s) under the NURSING MEAL and NURSING BETWEEN MEALS sections. For 15

27 example, if you entered Ensure at LUN, DietBook will record a 1 in the pink box under the NURSING Meal section for a total of 1 supplement. If the number DietBook enters is correct, simply leave it alone. If not, type over DietBook s number in the pink box, and enter the correct number. 6. To print a report of residents receiving supplements, refer to Section III. Printing Reports: Snack / Supplements and Intake Sheets. Med Pass 1. From Master Panel, go to the resident s file. 2. If a supplement is given during med pass, go to the MED PASS category. Enter total # MED PASS supplement cans here Enter Med Pass supplements here 3. Enter the supplement and the amount, such as Resource 2.0 or Two Cal HN (60cc, 120cc, or 240cc) QID in the white cell under MED PASS. Press enter on keyboard when complete. 4. Enter the total cans of supplement provided at med pass in the pink cell as indicated by arrow above. DietBook will default to 1 can per day assuming you are giving only 60cc QID. However, if you are giving more, such as 120cc (2 cans) or 240cc QID (4 cans), override DietBook s calculation and enter the actual number of cans used. 5. To print a report of residents receiving supplements, refer to Section III. Printing Reports: Snacks / Supplements and Intake Sheets. Selective Snack Carts If your facility allows each resident to make their own selections from a snack cart, you may generate a reference chart detailing each resident s diet, food allergies, adaptive equipment, and thickened liquid orders to ensure a resident is given an appropriate snack. 1. From the Master Panel, go to each resident s file that is offered a selective snack cart. 2. In the dietary or nursing between meal SNACK/SUPPLEMENT section, enter the word CART under AM, PM, and/or HS for the time of day each cart is offered to the resident. Do not enter a specific snack or supplement here. 3. In the pink box of the section you entered CART, enter 0.1, 0.2, or 0.3 to represent a total of 1, 2, or 3 snacks daily. 4. Return to the Master Panel and press the Snacks/Supplements button (Goto0). 5. To preview, press Preview Master List and Intake Sheets button (Goto6). Enter 2 at the prompt to preview the intake sheets. 6. To print, press the Print Intake Sheets Only button (Print4). 7. When finished, press the Master Panel button. 16

28 Daily Snack Rotations If your facility offers daily snack rotations to promote variety, you may enter a snack rotation for each resident. The daily snack rotation will be printed on the nourishment labels. 1. From the Master Panel, go to the resident s file. 2. In the dietary or nursing SNACK/SUPPLEMENT section, click on a white cell at the time of day for the snack rotation. 3. Press Ctrl+E on keyboard. 4. When prompted, enter 1 to add the resident s daily snack rotation and press OK. If you want to remove a previous rotation, enter Follow the prompts to enter a snack or supplement for each day of the week. 6. When finished, today s snack will be entered for the day. 7. Note: You may also use this feature if you have daily rotations for beverages, meal instructions, and eating locations. FOOD LIKES / DISLIKES* (This will appear on the resident s non-select tray ticket) 1. From the Master Panel, go to the resident s file. 2. Scan down to the LIKES / DISLIKES section. 3. In the white cells, enter the resident s likes and dislikes. It is OK if your data extends into the orange area. If you need to add another like or dislike to an existing cell, double click the white cell to get the cursor. Note: Any changes made in this section will automatically be updated on the nutrition assessments and vice versa. 4. To print a report on likes and dislikes of residents, refer to Section III. Printing Reports: Resident Reports. ADAPTIVE EQUIPMENT * (This will appear on the resident s tray ticket) 1. From the Master Panel, go to the resident s file. 2. Scan down to the ADAPTIVE EQUIPMENT section (below likes and dislikes ). 3. In the white cells, enter one piece of adaptive equipment per line. Note: Any changes made in this section will automatically be updated on the nutrition assessments and vice versa. 4. To print a report on adaptive equipment for residents, refer to Section III. Printing Reports: Resident Reports. CUSTOM REPORTS If you would like additional custom charts that DietBook currently does not track, you may customize the resident file by setting up additional categories to generate a customized report. Refer to Section III. Printing Reports: Custom Reports for more information. BOWEL / BLADDER Generally, this information is entered directly in the assessments. You may add or modify bowel/bladder changes in the resident file; however, any changes made here will not be automatically updated on the assessments. 17

29 COMMENTS 1. From the Master Panel, go to the resident s file. 2. Scan down to the COMMENTS section. 3. In the white cell, enter additional information on the resident or special reminders to address on the nutrition assessment. If data is entered here, the next time you open the resident s assessment you will be prompted with a note asking if you want to transfer any notes or comments to the assessment summary section. 4. To print a report on all comments or special reminders on residents, refer to Section III. Printing Reports: Resident Reports. BEVERAGES * (This will appear on the resident s tray ticket) 1. From the Master Panel, go to the resident s file. 2. Scan down to the BEVERAGE section. 3. In the white cells, enter the resident s beverages at breakfast, lunch, and dinner. If the resident gets the same beverage for all meals, such as milk, then enter milk under the ALL category. To offer beverages on a rotation based on the day of the week, refer to section Daily Beverage Rotation below. 4. To print a report on beverages at meals for residents, cart and table numbers, refer to Section III. Printing Reports: Resident Reports. Daily Beverage Rotation If you want to offer different beverages for each day of the week for a resident, do the following. 1. In the BEVERAGE section, click on a white cell at the meal to enter the beverage rotation. 2. Press Ctrl+E on keyboard. 3. When prompted, enter 1 to add the resident s daily beverage rotation and press OK. If you want to remove a previous rotation, enter Follow the prompts. 5. When finished, today s beverages will be entered for the meal selected. Repeat steps 1-4 for any remaining meals to add a beverage rotation. 6. Note: You may also use this feature if you have daily rotations for snack/supplements, meal instructions, and eating locations. MEAL INSTRUCTIONS * (This will appear at the bottom of the resident s tray ticket) 1. From the Master Panel, go to the resident s file. 2. Scan down to the MEAL INSTRUCTIONS section (to the right of BEVERAGE section). 3. In the white cells, enter any special meal instructions for the resident at breakfast, lunch, and dinner (for example, provide assist, restorative dining program, give prunes M-W-F ). If the resident has a general meal instruction for all meals, enter it under the ALL category. To enter meal instructions beverages on a rotation based on the day of the week, refer to section Daily Meal Instruction Rotation below. 4. To print a report on meal instructions for residents, refer to Section III. Printing Reports: Resident Reports. 18

30 Daily Meal Instruction Rotation If you want to vary meal instructions on the tray ticket based on each day of the week for a resident, do the following. 1. In the MEAL INSTRUCTION section, click on a white cell at the meal to enter the meal instruction rotation. 2. Press Ctrl+E on keyboard. 3. When prompted, enter 1 to add the resident s daily meal instruction rotation and press OK. If you want to remove a previous rotation, enter Follow the prompts. 5. When finished, today s meal instruction will be entered for the meal selected. Repeat steps 1-4 for any remaining meals to add a meal instruction rotation. 6. Note: You may also use this feature if you have daily rotations for snack/supplements, beverages, and eating locations. INTAKE 1. From the Master Panel, go to the resident s file. 2. Scan across to the INTAKE section (to the right of FOOD ALLERGIES section). 3. In the white cells, enter an X next to the resident s % intake at each meal. Note: Any changes made in this section will automatically be updated on the nutrition assessments and vice versa. 4. To print a report on % intakes of residents, refer to Section III. Printing Reports: Resident Reports. EATING LOCATION / CART / TABLE * (This will appear on the resident s tray ticket) 1. From the Master Panel, go to the resident s file. 2. Go to the EATING LOCATION/CART/TABLE section (located to the right of the DIET and SUPPLEMENT section). 3. Under the appropriate columns in the white cells, enter the resident s eating location at each meal BKF, LUN, & DIN. For example, enter DR (dining room), Room, or UNIT A. In the white cells under CART and TABLE, enter the cart name under Cart and table number under Table for each meal. To change the eating location for a resident based on the day of the week, refer to section Daily Eating Location Rotation below. 4. To print a report on the eating locations of residents, cart and table numbers, refer to Section III. Printing Reports: Resident Reports. Daily Eating Location Rotation If you want to change the eating location of a resident based on each day of the week to be printed on the tray ticket, do the following. 1. In the EATING LOCATION column, click on a white cell at the meal to enter the eating location rotation. 2. Press Ctrl+E on keyboard. 3. When prompted, enter 1 to add the resident s daily eating location rotation and press OK. If you want to remove a previous rotation, enter Follow the prompts. 19

31 5. When finished, today s eating location will be entered for the meal selected. Repeat steps 1-4 for any remaining meals to add a rotation. 6. Note: You may also use this feature if you have daily rotations for snack/supplements, beverages, and meal instructions. PATIENT NUTRITIONAL NEEDS You may quickly calculate a resident s calorie, protein, and fluids needs directly in the resident file. 1. From the Master Panel, go to the resident s file. 2. Go to the PATIENT NUTRITIONAL NEEDS section. 3. Click on the word PATIENT and press the Save button. Press OK to the prompt to compute nutritional needs. 4. You will be taken to the quick calculation page. DietBook has entered the most recent data for you. If changes are needed, enter any updated information in the white cells. Be sure to identify which body weight (ABW, ADJ, or IBW) you want to use for each calculation of energy, protein, and fluids. 5. When finished, press the Return5 button to return back to the resident file. The resident s calorie, protein, and fluid needs will be entered under PATIENT NUTRITIONAL NEEDS in the white cells. Note: Any change made to a resident s nutritional needs in the resident file will also be updated on the assessments and vice versa. 6. To print a report on the nutritional needs of your residents, refer to Section III. Printing Reports: Resident Reports. TUBE FEEDINGS To enter and calculate a tube feeding, do the following: 1. From the Master Panel, go to the resident s file with a tube feeding order. 2. Locate the TUBE FEEDING section below PATIENT NUTRITIONAL NEEDS. 3. Click on the word TUBE FEEDING and press the Save button. 4. You will be asked if you would like to perform a quick calculation of the resident s nutritional needs in order for DietBook to calculate the tube feeding rate for you. If you need to review or update the resident s nutritional needs, press Yes to the prompt. If you do not need to make changes, press No, and skip to #6. 5. If you pressed Yes, you will be brought to the Quick Calculation screen. Enter or modify any pertinent information in the white cells. Be sure to identify which body weight (ABW, ADJ, or IBW) you want to use for each calculation of energy, protein, and fluids. When finished, press the Continue button. 6. Follow the prompts. DietBook will automatically enter the amount of formula and flush needed to meet the resident s needs during the prompts. You may change these numbers, if desired, by typing over DietBook s estimation. 7. When finished, you will be returned to the resident s file. DietBook will enter the total Calories, Protein, H20 (this is free H20), and % RDI in the white boxes. Note: Any tube feeding changes made in the resident file will automatically be updated on the nutrition assessments and vice versa. 8. If you want to track monthly tube feeding assessment due dates, enter the due date for the month (i.e. 1 for day 1; 15 for day 15, etc.) in the white cell titled DAY DUE. This date will appear on the tube feeding list for your reference. 20

32 TPN 9. When finished, press enter on keyboard, and press the Save button. 10. To print a report of residents on tube feedings, refer to Section III. Printing Reports: Resident Reports. You may perform TPN calculations in the resident file to determine calories, protein, and fat in a feeding. IV 1. From the Master Panel, go to the resident s file with a TPN order. 2. Locate the TPN section in blue. 3. In the white cells, enter the % dext (dextrose), % AA (amino acids), and % Lipids ordered. Enter only a number in the white cells. Do not include the % symbol. If no lipids are ordered, leave the cell blank. 4. In the white cells titled Volume/day, enter the volume of dextrose, amino acids, and lipids ordered per day (e.g. enter 1000 for 1000 ml/d). If lipids are ordered, enter also the frequency per week in the white cell titled Freq/wk (e.g. enter 2, if lipids are given two times a week). 5. After entering your data, DietBook will enter the calculated values in the blue cells. 6. To print a report of residents with TPN, refer to Section III. Printing Reports: Resident Reports. You may perform IV calculations in the resident file to determine the amount of calories and total volume per day. 1. From the Master Panel, go to the resident s file with an IV order. 2. Locate the IV section in yellow. 3. In the first white cell titled % Dext, enter the % dextrose ordered (e.g. enter 5 for 5%; do not include the % ). 4. In the white cell titled ml/hr, enter the volume of dextrose ordered per hour (e.g. enter 100 for 100 ml/hr). 5. In the white cell titled #hrs, enter the number of hours per day the IV is to be given (e.g. enter 24 for 24 hrs/day). 6. After entering your data, DietBook will automatically calculate the IV calories and total volume/day in the blue cells. 7. To print a report of residents on IV s, refer to Section III. Printing Reports: Resident Reports. EDEMA 1. From the Master Panel, go to the resident s file. 2. Scan across and down to the EDEMA section (below the IV section). 3. In the white cells, enter the type and location of edema, if any. Note: Any changes made in this section will automatically be updated on the nutrition assessments and vice versa. 4. To print a report of residents with edema, refer to Section III. Printing Reports: Resident Reports. 21

33 SKIN GI 1. From the Master Panel, go to the resident s file with a pressure area. 2. Scan down to the bottom right hand side of the resident s file to the SKIN section. 3. In the white cells, type in the stage and location of the pressure area. You have two spaces to type in your information. Note: Any changes made in this section will automatically be updated on the nutrition assessments and vice versa. 4. If you want to track monthly skin assessment due dates, enter the due date for the month (i.e. 1 for day 1; 15 for day 15; etc.) in the white cell titled DAY DUE. This date will appear on the skin list for your reference. 5. When finished, click outside of box and press Save button. 6. To print a report of residents with pressure areas, refer to Section III. Printing Reports: Resident Reports. Generally, a resident s GI problems are entered directly in the assessments; however, you may also add or make changes in the resident file. Note: Any changes made here will automatically be updated on the nutrition assessments and vice versa. LABS You may enter labs in the resident file or in the nutrition assessments. Note: Any changes made in this section will automatically be updated on the nutrition assessments and vice versa. Since labs are usually entered on the assessments, refer to Section IV. Nutrition Assessments for more information. To print a report of residents with lab values, refer to Section III. Printing Reports: Resident Reports. B. Weights You cannot enter weights in the resident s file. You must go to the weight charts. MONTHLY WEIGHTS The monthly weight chart displays 12 months of weights at a time, including each resident s height and IBW range. DietBook automatically adds a new month to the chart by the first day of every month. The date DietBook will update the chart is displayed in the weight sheet control panel. When this date arrives, DietBook will inform you and display the message DietBook has updated your weight chart. When prompted, press OK to add a new, blank column to the weight chart. Adding Monthly Weights 1. Go to Master Panel and press the WEIGHTS button (Goto2). 2. When in the Weights control panel, press the Go to Weight Chart to Input Weights button (Goto3). 3. Scan across the weight chart to the current month and scan down the list until you find the resident(s) you want. The resident s last name will appear at the end of the list of weights. Use the scroll bar to the far right of the screen or arrow keys on keyboard to move up or down the list. 4. In the white cells, enter the residents weight(s). 22

34 5. When finished, press the Save button and then press the Return2 button. 6. Note: Whenever you open the program, DietBook will check for possible data entry errors on the weight chart. If you entered something besides a number, you will be notified that the entry is not interpreted as a number. If the entry is an error, you may correct it when prompted. However, if you want to enter something besides a number, such as letters or a special code to take the place of a weight, you must add these codes to a list to notify DietBook these are acceptable. Refer to section Entering Letters or Special Codes on Weight Chart below. Entering Letters or Special Codes on Weight Chart There may be times you do not have a weight on a resident and want to enter letters or special codes instead to take the place of a weight. For example, you may enter the letters HOS if the resident is in the hospital or REF if the resident refuses to be weighed. However, if letters are entered on the weight chart instead of an actual weight, DietBook will view this as an error unless you identify acceptable entries. 1. From the Master Panel, press the WEIGHTS button (Goto2). 2. Scan down to the bottom of the screen below the Goto2a and Goto2b buttons to the small section titled NoWt (as shown by arrow below). This is the section to enter the acceptable letters or codes ( no-weight data) on the weight chart. 3. Click on the first white cell and enter the first acceptable letters or code (e.g. enter HOS ). 4. Click on the remaining white cells below and enter any additional codes. Note: Only enter one code per line. If needed, use the scroll bars to the far right of the screen to scroll up or down the list. 5. When finished, you may now enter these special codes on the weight chart without getting future error messages. 23

35 Printing the Monthly Weight Chart 1. From the Master Panel, press the WEIGHTS button. 2. At the top of the screen, you will see a small white box titled FOR UNIT (as indicated by arrow above). This is where you specify which unit to print. To print ALL units, enter ALL. To print one unit, enter the unit letter, e.g., A or B. Be sure to enter the same unit letters or numbers used when setting up your program. 3. Enter the number of copies to print in the small white box next to the Print1 button (as shown by arrow above). For example, enter 1 for one copy. 4. To print, press the Print1 button. Printing Significant Weight Loss Chart (Make sure weights are entered on the weight chart for the current month.) To Preview: 1. From the Master Panel, press the WEIGHTS button (Goto2). 2. In the small white cell titled FOR UNIT at the top of the page, enter ALL to preview all units. If you want to preview only a specific unit, enter that specific unit letter(s). 3. To preview all residents with significant weight loss, press the Go to Significant Weight Loss Chart button (Goto5). To view only NEW or continue to lose residents, press Go to New and Continue to Lose Weight Residents button (Goto18). Refer to GLOSSARY for explanation of these two lists, if needed. 4. When finished, press the Return2 button to return to the Weights control panel. To Print: 1. Enter the number of copies to print in small white cell next to the Print1 button. 2. To print all residents with significant weight loss, press the Print Significant Weight Loss Chart button (Print2). To print only NEW and continue to lose residents, press Print New and Continue to Lose Weight Residents button (Print23). Refer to GLOSSARY for explanation of these two lists, if needed. 24

36 Printing Significant Weight Gain Chart (Make sure weights are entered on the weight chart for the current month.) To Preview: 1. From the Master Panel, press the WEIGHTS button (Goto2). 2. In the small white cell titled FOR UNIT at the top of the page, enter ALL to preview all units. If you want to preview only a specific unit, enter that specific unit letter(s). 3. To view all residents with significant weight gain, press the Go to Significant Weight Gain Chart button (Goto17). To view only NEW or continue to gain residents, press Go to New and Continue to Gain Weight Residents button (Goto20). Refer to GLOSSARY for explanation of these two lists, if needed. 4. When finished, press the Return2 button to return to the Weights control panel. To Print: 1. Enter the number of copies to print in small white cell next to the Print1 button. 2. To print all residents with significant weight gain, press the Print Significant Weight Gain Chart button (Print22). To print only NEW and continue to gain residents, press Print New and Continue to Lose Weight Residents button (Print27). Refer to GLOSSARY for explanation of these two lists, if needed. Weight History Graph Before calculating a weight history graph, you first need to determine the resident s location number (LOC#) by going to the resident file and looking in the upper left hand corner of screen. After recording the resident s LOC#, return back to the Master Panel. 1. From the Master Panel, press the WEIGHTS button (Goto2). 2. Enter resident s location # (LOC#) in the white cell next to title GO TO WEIGHT HISTORY GRAPH FOR. Press enter. 3. To preview, press the Go to Weight History Graph button (Calc18). 4. To print, enter the number of copies to print in the small white cell next to the Print1 button. 5. Press the Print Weight History Graph button (Print24). Undoing New Column to the Weight Chart DietBook automatically updates the weight chart by adding a new column on the first day of every month for you. However, if you do not want the new weight column added yet (for whatever reason); you may temporarily reverse this function. This can be only done after the new weight column has been added for the month. Hitting the undo button will only undo the new weight column. You cannot keep pressing the undo button to clear all data in the weight chart. 1. From the Master Panel, press the WEIGHTS button (Goto2). 2. Press the Undo New Column button (Calc3). This will remove the new month s column from the weight chart. 25

37 3. When you are ready to re-add the new column, press the Re-Add New Column to Weight Chart button (Calc1). If you forget to re-add the new column, DietBook will do it automatically for you the next day. WEEKLY & DAILY WEIGHTS DietBook will track weekly weights up to 6 months and daily weights up to 6 weeks. All weekly and daily percent (%) weight change calculations will be done for you and will be included on the nutrition assessments. Adding Weekly or Daily Weights 1. From Master Panel, press the Weights button (Goto2). 2. For weekly weights, press the Go to Weekly Weights button (Goto2a). For daily weights, press the Go to Daily Weights button (Goto2b). 3. To add a NEW RESIDENT, press the Add a Resident to the Weight Chart button (Goto5A) and follow the instructions. When complete, you will be taken back to the weekly or daily weight control panel. 4. To add WEEKLY weights, press the Go to Weekly Weight Chart to Enter Weights button (Goto3A). 5. To add DAILY weights, press the Go to Daily Weight Chart to Enter Weights button (Goto3A). 6. Once in the weekly or daily weight chart, enter the date for weekly weights or the day for daily weights in the yellow cells above the white columns. Enter only the month and day in numbers, such as 1/7 or 1/14. Do not enter letters or the year. 7. Next, enter weights in the white cells under the appropriate columns. After entering a weekly or daily weight, DietBook will automatically calculate % weight changes for you. If you would like to transfer existing monthly weights to the weekly or daily chart, refer to section Transferring Monthly Weights below. 8. When finished, press the Return2 button. Transferring Monthly Weights You have the option to transfer the monthly weight to the weekly or daily charts. Note: Be sure there is a current weight on the monthly weight chart before performing this function. 1. If not at the WEIGHTS control panel, from Master Panel, press the Weights button (Goto2). 2. For weekly weights, press the Go to Weekly Weights button (Goto2a). For daily weights, press the Go to Daily Weights button (Goto2b). 3. Select a resident on the list and click on the white cell where you want to add the resident s monthly weight. For example for weekly weights, if the monthly weight was obtained on week 3, click on the white cell under column 3. For daily weights, click on the column of the actual day the monthly weight was obtained. 4. Press the MonWt button (located above the yellow column LOC# ). Follow the prompts. 26

38 Printing Weekly or Daily Weights 1. From Master Panel, press the Weights button (Goto2). 2. For weekly weights, press the Go to Weekly Weights button (Goto2a). For daily weights, press the Go to Daily Weights button (Goto2b). 3. In the white cell titled FOR UNIT, enter the unit letter that you would like to print. To print all residents, type in the word ALL. 4. Enter the number of copies to print in the small white box to the left of the Print1A button. 5. To print, press the Print Weekly Weight Chart or Print Daily Weight Chart (Print1A button). 6. When prompted, enter the number of months or weeks to print. For example, to print only the current month, enter 0. To print the current month plus last month, enter 1. To print the current month plus last 6 months, enter Follow the remaining prompts on whether to: (1) include percent calculations, (2) include all weeks or just one week on the chart, or (3) to increase the size of the weight chart. 8. When finished, press the Master Panel button to return to the Master Panel. Removing a Resident from Weekly or Daily Weights 1. From Master Panel, press the Weights button (Goto2). 2. Press the Go to Weekly Weights button (Goto2a) or Go to Daily Weights button (Goto2b). 3. To remove a resident, press the Remove a Resident from the Weight Chart button (Goto18a) and follow the instructions. C. Monthly & Daily Reports The monthly and daily reports summarize the following information on a chart for the food service department and administration: Total number of residents Number of quarterly assessments Number of comprehensive assessments Total number of assessments Number of each diet type Number of residents receiving snacks Total number of snacks Total number of dietary snacks and supplements Number of residents receiving supplements Total number of supplements Total number of dietary supplements with meals Total number of dietary supplements between meals Total number of nursing supplements with meals Total number of nursing supplements between meals Total number of med pass supplements Number of residents receiving thickened liquids Number of residents receiving adaptive equipment Number of residents receiving tube feedings 27

39 Number of significant weight losses for the month Number of significant weight gains for the month Number of in-services given by RD/DTR to staff Goals / Accomplishments Monthly Report The monthly report records the above information over a 12-month period. This report can be useful for administration to track how many assessments you are completing each month, how many of each diets the facility is using, tracking significant weight changes, and monitoring snack and supplement use. Completing the Monthly Report DietBook will automatically update the monthly report totals for you at the end of each month. After the monthly report has been updated, you may complete your report by adding comments in the comment section. 1. From the Master Panel, press Monthly and Daily Report button (Goto13). 2. To complete your monthly report, press Go to Monthly Report button (Goto14). 3. DietBook will have calculated everything for you, except for the following: The number of in-services you gave during the month. Type in the number, if any, in the white cell at the bottom of the chart. Goals/Accomplishments: You have the option to write a summary of your goals/accomplishments completed during the month. To do so, double click the large white area titled GOALS/ ACCOMPLISHMENT at the bottom of monthly report and start typing any additional information that you want to report to administration. 4. When finished, press the Return2 button to return to the Monthly Report control panel. Printing the Monthly Report 5. To print the report, enter the number of copies to print in small white cell next to the Calc11 button. 6. Press the Print Monthly Report button (Print17). 7. When finished, press Master Panel button. Undoing Monthly Report Update DietBook will automatically update the monthly report on the last day of every month for you. However, if you do not want the monthly report updated at this time (for whatever reason), you may temporarily reverse this function. This can be only done after DietBook has updated the report for the month. Hitting the undo button will only undo the last column in the monthly report. You cannot keep pressing the undo button to clear all data in the monthly report. 1. When DietBook prompts you at the beginning of the month that the report has been updated, press OK. 2. To undo this function, from the Master Panel, press the Monthly and Daily Report button (Goto13). 28

40 3. Press Undo Monthly Report button (Calc11). This will undo the monthly report update. You can now make whatever changes you need to make. 4. When you are ready to update the monthly report, press Update Monthly Report button (Calc10). If you forget to update the monthly report, DietBook will do it for you the next day. Daily Report This report can be used by the kitchen as a daily reference to tally the number of diets ordered, supplement usage, and more. Previewing or Printing the Daily Report 1. From the Master Panel, press the Monthly and Daily Report button (Goto13). 2. In the white cell titled UPDATE FOR UNIT, enter ALL to include all units on the daily report or enter the unit letter for a specific unit. 3. To preview, press Go to Daily Report button (Goto21). Wait for DietBook to update the report with the most recent data. You may add or change information to the daily report in the white cells for the number of quarterly, comprehensive, and total assessments, and the number of in-services given. When finished, press the Return2 button. 4. To print, enter the number copies to print in the small white box next to the Calc11 button. Press enter on keyboard and then press Print Daily Report button (Print16). Resident Roster 1. From the Master Panel, press the Monthly and Daily Report button (Goto13). 2. Go to the ROSTER LIST section. 3. To preview the resident roster, press the Go to Roster List button (Goto25). Follow the prompts. 4. To print, press the Print Resident Roster button (Print34). Follow the prompts. 5. When finished, press the Master Panel to exit. D. Nourishment Labels The nourishment labels are created for both DIETARY and NURSING supplements in each resident s file. No labels are generated for the Med Pass section. 1. From the Master Panel, press NOURISHMENT LABELS button (Goto16). 2. At the top of the screen, enter an X in the white cell next to a category of labels to print: Dietary Snacks/Supplements at Meals, Dietary Snacks/Supplements between meals, Nursing Supplements at Meals, or Nursing Supplements between meals. Note: You can only select one section at a time. 3. Enter the date to print on the labels in white cell titled PUT LABEL DATE HERE. Use numbers only, such as , or 10/6/99, or 10/6/1999. Do not type in words such as November, December, etc. 29

41 Using Tractor Printer (Dot Matrix) (You will need to use 3 ½ x 1 labels) 4. To print labels from a dot matrix printer, press the Print19 button (Tractor Printer). 5. Once printing is complete, type in the next set of labels to print by entering an X in the appropriate category. 6. If you have trouble printing your labels (not lining up correctly on the labels), stop the printing process by shutting off your printer. Press the Set Printer Label Size button and follow the instructions to reset the labels to size 3 ½ x 1. Using Laser Printer 4. To print labels using a laser printer, go to the section titled For Laser Printers. You will see 2 white cells to the right titled NUMBER COLUMNS and NUMBER ROWS. Get a sample piece of your label paper now. 5. In the first box titled NUMBER COLUMNS, count the number of columns on the label paper. For example, if there are 2 columns, enter 2 in the white cell. 6. In the second box titled NUMBER ROWS, count the number of rows of labels on the sheet. For example, if there are 20 rows of labels on a sheet, enter 20 in the white cell. 7. To print, press the Print26 button (Laser Printer). 8. If the data is not lining up correctly on the labels (either too high or too low on the sheet), press the UP or DOWN buttons (below NUMBER ROWS ) to shift the data up or down as desired and then reprint your labels. 30

42 III. Other Features REMOVE /ARCHIVE a Resident 1. Go to Master Panel. 2. You will need the resident s LOC#. To do so, enter resident s name and press Find1 button. Record resident s LOC# located in small gray box to the left of UNIT. Press Return2 button to return to Master Panel. 3. In the green section on the Master Panel, enter the resident s LOC# in the white cell after the red REMOVE1 button. When finished, press enter on keyboard. 4. Press the red REMOVE1 button. You will be prompted if you want to archive the resident before removing. 5. If the resident will not be returning to the facility or has expired, press No. 6. If a discharged resident is expected to return, you may choose to ARCHIVE (or save) the resident s file and retrieve it again later when the resident returns. Press Yes to archive and follow the prompts. Retrieve Resident from Archive Once the archived resident has returned to the facility, you may retrieve the resident s previous file in archive. 1. Determine the LOC# of the room where the archived resident will be admitted. From the Master Panel, enter the UNIT and ROOM# of the room and press the Find2 button. In the empty room, note the LOC# located in small gray box to the left of UNIT. When finished, press Return2 button. 2. In the green section on the Master Panel, go to the MOVE section. In the FROM box, enter the word archive in the white cell (as shown by arrow above). 3. In the white cell titled TO enter the LOC# of the room where the archived resident will be admitted. Press enter on keyboard. 4. Press the red MOVE1 button. You will be prompted if you want to retrieve a resident from archive. Enter the archived resident s LAST NAME and press OK. You may also enter a few letters of the resident s last name to search. 5. Follow the remaining prompts to retrieve and insert the archived resident back in DietBook. If you archived a resident more than once, be sure to select the appropriate date of the file to be retrieved. 31

43 MOVE a Resident to another Room 1. Go to Master Panel. 2. In the green section on the Master Panel, enter the resident s current LOC# in the move FROM white cell. Note: If you do not know the resident s location number, go to the resident s file and record his/her location number located in small gray box at top left of the file. Press Return2 button to go back to the Master Panel. 3. Enter the location number of the room the resident is moving to in the white cell titled TO. Note: If you do not know the location number of the room, from Master Panel, enter the unit and room number of the open room and press the Find2 button. Record the location number (LOC#) and return to Master Panel. Be sure the room you are moving the resident into is empty. 4. Press the red Move1 button. The resident s information will be been moved to the new room. 5. Note: If there is someone already in that room, DietBook will display a message asking you if you want to replace the current resident in this room with the new one. Press Yes if you want to continue the move (this will delete all information of the current resident). Press No if you want to cancel the move. You will then need to move the current resident out of the room before putting in the new resident. TRADE Rooms between Residents If you would like to trade (switch) rooms between two residents, do the following. 1. Determine each resident s location number LOC#. Go to each resident file, record both LOC# s, and return back to Master Panel. 2. In the green section on the Master Panel, enter the location number of the first resident in the white cell titled LOC#1. Press Enter on keyboard. 3. Enter the location number of the second resident in the white cell titled LOC#2. Press enter. 4. Press the red Trade1 button. The residents will automatically switch rooms. Put a Resident ON HOLD While in Hospital Putting someone on hold will allow DietBook to temporarily remove the resident from all reports, charts, and tray tickets until he/she returns from the hospital. It does not delete the resident from DietBook; it only removes him/her from the printouts. This feature is beneficial if the facility is holding the bed until the resident returns. 1. Go to the resident s file. 2. In the resident file, enter YES in box titled ON HOLD (as shown by arrow below). 32

44 3. When finished, press the Return2 button. The resident will be temporarily removed from all charts and tray tickets. Note: DietBook will remind you each day that the resident is on hold when you first open the program. Put a Resident s Tray Ticket On Hold For Tray Ticket Users: If a resident eats in a restaurant style dining setting, orders from a menu, and does not require a tray ticket, you may hold the tray ticket from being printed. 1. If you don t want to print tray tickets for a resident, but still want the resident included on all other reports, enter TT in white cell titled ON HOLD (as shown by arrow below). 2. When finished, press the Return2 button. No tray ticket will be printed for this resident. Note: DietBook will remind you each day that the resident is on hold when you first open the program. Take a Resident OFF HOLD 1. Go to the resident s file. 2. Remove the word YES or TT in the white cell ON HOLD by highlighting it and pressing delete on keyboard. Do not use the spacebar to delete. 3. When finished, press Return2 button. The resident will be added to all charts and tray tickets again. How to Shrink DietBook screen If you would like to temporarily shrink DietBook to the bottom of the screen to quickly reopen again later without closing the program, you may press the Shrink It button. The Shrink It button is located on the Master Panel below the Close1 button. DietBook will be reduced to a small bar at the bottom of your screen titled Microsoft Excel DietRes. Simply click on this bar when you are ready to reopen and work on DietBook again. 33

45 Move a Resident to a Different Computer If you need to move a resident from one computer to another because resident data is split between two or more computers, you may use the Load a CAB feature. For example, a resident in a computer in assisted living can be loaded to a DietCAB file on a USB disk and unloaded to another computer in the skilled care unit. How to Load a CAB 1. Close DietBook (if open) on the computer that has the resident you want to move. (Note: For consultant version users, go to Dietran77, recall the facility with the resident to move, after the facility opens, close DietBook, and reopen Dietran77. You do not need to load data to a USB disk. Skip to step 6 below). 2. Determine the external drive letter of your Load a CAB USB disk for this computer. If not already known, do the following: a) Double click the My computer icon on the desktop to open. b) Locate the title Devices with Removable Storage. c) Insert your Load a CAB USB disk. Wait for a new icon titled Removable disk to appear. Record the external drive letter of the USB disk. External drives are usually designated as the E, F, or K drive, etc. d) When finished, close window and return to desktop. (Keep the USB disk inserted; do not remove yet). 3. From desktop, open Dietran77. Press Enable Macros if prompted. 4. In Dietran77, in white cell titled Load a CAB USB drive (as shown by arrow above), confirm or enter the USB drive letter followed by a colon (:) (e.g. F: ). When finished, press enter on keyboard. 5. In white cell directly above the USB drive letter cell, enter the UNIT LETTER CODE where the resident is located on this computer (e.g. enter AL for assisted living, or ALL to search all units). Press enter on keyboard. 6. Next, press Load a CAB button and press OK to continue. 7. When prompted, press Yes if loading only NEW resident(s) to the CAB and deleting all previous residents. Press No to KEEP existing data and load additional residents to the same CAB. 8. When prompted, enter 1 to load data from your active DietBook files. Note: Enter 2 or 3 if loading only BACKUP data on the computer or from data located on an external drive (your BACKUP USB disk). 9. When prompted, press Yes to go to the list to select a resident. 10. A list of residents will appear on the unit(s) you specified in step 6 above. Refer to the instructions in pink on how to select resident(s). Note: If the list is blank, return to Dietran77, and verify the correct UNIT or ALL is selected (step 6), then repeat 34

46 the process. If still blank, cancel this process and return to DietBook and check if residents are still entered for this unit. a) To select a specific resident, click that resident s name and press the Select Resident button. Note: If you have additional residents to select, you will have the option to return to this list again before exiting this process. b) To select ALL residents on the list, just press Select Resident button. Do not click a resident s name. 11. After confirming the resident(s) selected, you will be prompted to enter a number between 1 and 5 describing what data you want to transfer. Enter 1 to load ALL data for the resident(s) or enter a number between 2 and 5 to load only specific data. Press OK. 12. If you have additional residents to select, you will be prompted to go back to the list at this time to select another resident. Follow the prompt. 13. When finished selecting residents, press Yes to the prompt to load the DietCAB to the USB disk. Note: For Consultant users, press No if loading the DietCAB on the same computer. 14. You will be brought back to Dietran77. To exit, press the CLOSEtran button. Refer to next section below on how to unload the CAB to the other computer. How to Unload a CAB 15. Go to the computer where you want to add the new resident(s) from the DietCAB. (Note: for consultant version users: If DietCAB was loaded to your computer and not to a USB disk, before proceeding, first open (make active) the facility where you want to unload the data. If this facility is not already open, go to Dietran77, go to store/recall, recall the other facility, close DietBook, reopen Dietran77, and skip to step 20). 16. Determine the external drive letter of the USB disk for this computer. If you do not know the drive letter, do the following: a) To do so, double click the My computer icon on desktop to open. b) Locate the title Devices with Removable Storage. Insert your USB disk to get the drive letter to appear. You should see a new icon titled Removable disk. External drives are usually designated as the E, F, K drive, etc. Record the external drive letter for the USB disk. c) When finished, close window and return to desktop. 17. From desktop, open Dietran77. Press Enable Macros if prompted. 18. If not already inserted, insert the USB disk with the DietCAB file. 19. In Dietran77, in white cell titled Load a CAB USB drive, confirm or enter the USB DRIVE LETTER followed by a colon (e.g. K: ), as shown by arrow above. When finished, press enter on keyboard. 20. In white cell directly above the USB drive letter cell (as shown by top arrow), enter the UNIT LETTER CODE where you want to UNLOAD the resident(s) in this 35

47 DietBook computer (e.g. A for A unit, or ALL for all rooms). Press enter on keyboard. 21. Press Unload a CAB button and press OK to continue. 22. When prompted, press Yes if DietCAB is on the USB disk. For Consultant Users: Press No only if DietCAB was loaded to the same computer and not to a USB disk. 23. When the list of residents on the DietCAB appears, press Yes if the list is correct to unload to this computer. Press No if the list is incorrect and not to load. Note: Pressing No will stop the procedure. If needed, refer back to section How to Load a CAB on how to add residents to a USB disk. 24. You will be prompted to unload the first resident on the list. Press Yes if the resident selected is correct. If DietBook finds the SAME resident in this computer, it will automatically replace any existing data on this resident with the data from the DietCAB. Proceed to step If DietBook does not find the same resident in this computer, you will be prompted to select where you want to add the new resident. From the list of rooms displayed, click on the room in DietBook where you want to add the new resident and press the Select Resident button. When prompted, confirm if you want to overwrite any existing data in the room selected with the resident data on DietCAB. If OK, press Yes to prompt. DietBook will complete the Unload a Cab procedure. If you do not want to replace the existing data in this room, press NO to the prompt and to reselect another room. 26. When finished, press OK to prompt that the Unload a CAB is complete. To exit, press the CLOSEtran button. 36

48 IV. Printing Reports You may preview or print over 30 different reports from the resident file. You may also print customized reports. RESIDENT REPORTS 1. From Master Panel, press the Resident Reports button (Goto7). Enter Unit to print here Enter number of copies to print here This cell acts as an internal search engine. Enter desired search category or item here and DietBook will search for only those residents who fit this criteria. 2. In the top white cell titled UPDATE LIST FOR UNIT, enter the unit you would like to preview or print (as indicated by arrow above). For ALL units, enter ALL. For a specific unit, enter the unit letter (e.g. A, B2, etc). Be sure to enter the same unit letters or numbers that you used when setting up your program. 3. In the white cell titled UPDATE LIST FOR SEARCH ITEM (as indicated by arrow above), enter what to include on the desired list. To Preview: a. If you want to create a report including all residents, enter the word ALL. b. If you want to narrow your report to include only residents with a specific category or item, enter a specific category or search item in the white cell. For example, for a list of residents who receive a pureed diet, enter the word puree. DietBook will search exactly for the word you type in, so make sure it is spelled correctly. You may also type in a shorter version of the word, such as Pur. DietBook will search and report any combination of the letters Pur. You may also type in the diet code, however, note that if a common letter is used, such as P, it will be too broad of a search since any resident who has a P in his/her diet order will be put on the list. 4. To preview a report, press the Go to Resident Reports button (Goto8). 5. When prompted, enter the number of the report to preview and press OK. For example; enter 5 for the skin chart. 6. When finished, press the Return2 button. To Print: 4. Enter the number of copies to print in the white cell (as indicated by arrow above). 5. Press the Print Resident Reports button (Print8). 37

49 6. When prompted, enter the number of the report to print and press OK. For example; enter 4 for tube feeding chart. 7. If you want to combine two data categories on one report, enter the number of the primary data item first (e.g. enter 1 for the diet list). Next, enter a secondary data item (e.g. enter 9 for eating location). Separate the two numbers with a comma and no space (e.g. enter 1,9 to create a diet list with resident eating location) and press OK. Note: a. Residents with the primary item selected will be charted first. b. The secondary item will be added only to these primary residents. For example, ( 1,9 ) will include data only for those residents with diets plus the eating locations for these residents. You should select your primary item as the one containing the largest amount of data since the secondary item will only be added to your primary data. c. It is possible for some data to be missing from the chart if a resident does not contain the primary data, but only contains the secondary data. If this is the case, it is best not to combine these 2 data items. Print a separate list for each category. SNACKS / SUPPLEMENTS and INTAKE SHEETS You may create a master report of residents receiving snacks and supplements or snack/supplement intake sheets for staff to record resident intakes. 1. Go to Master Panel. 2. Press the SNACKS/SUPPLEMENTS button (Goto0). 3. Enter the unit you wish to print or preview in white box titled PRINT THIS UNIT. For ALL units, enter ALL. For a specific unit, enter the unit letter (e.g. A, B2, etc). Be sure to enter the same unit letters or numbers that you used when setting up your program. To Preview: 4. Press Preview Master List and Intake Sheets button (Goto6). Follow the prompts. 5. When finished, press the Master Panel button. To Print: 6. Enter the number of copies to print in the white cell titled NO. OF COPIES TO PRINT. 7. To print both the master snack/supplement report and intake sheets, press the PrintAll2 button. 8. To print only the master snack/supplement report, press the Print3 button. 9. To print only the intake sheets, press the Print4 button. TALLY REPORTS You may generate tally reports for snacks/supplements, likes/dislikes, and beverages entered in the resident file. For more information, refer to main manual SECTION 3: Tray Tickets: II. Printing: C. Tally Reports. 38

50 CUSTOM REPORTS If you need to create custom reports specific for your facility that DietBook currently does not provide, you may set up additional report categories in the resident file. NOTE: Custom report titles must be set up in RESIDENT FILE #1. After custom report titles are entered in resident file #1, they will automatically be copied to all resident files. 1. From the Master Panel, go to Resident File #1 in your facility. Enter 1 in the white cell titled LOC#. Press the GOTO1 button. 2. In Resident File #1, go to the CUSTOM REPORTS section (below ADAPTIVE EQUIPMENT). Enter up to 3 custom report titles here in Resident File #1 Enter the data for each title column here 3. For the custom Title section, enter in the white cell(s) a custom report title for each new category (as shown by arrows above). You may enter up to 3 new categories. Use your own abbreviations if necessary. For example, if you want to track residents receiving accu-checks, you may title the category BS for blood sugars. You only need to enter these titles in resident file #1. Your titles will be locked in and will automatically be added to all resident files. 4. For the Data section, enter in the white cell(s) the data to be tracked for each custom title (as shown by arrows above). For example, if you created a title category BS to track blood sugar orders, you may enter BID or TID for frequency of BS or enter the actual values/range When finished, press the Save button and then the Return2 button. To Preview or Print Custom Reports: 6. From Master Panel, press the Resident Reports button (Goto7). 7. To preview, press the Go to Resident Reports button (Goto8). To print, press the Print Resident Reports button (Print8). 8. When prompted, enter the number 30 for Custom Data, press OK, and follow the prompts. DietBook will print all residents with data in the CUSTOM REPORTS section in the resident file. All title categories will be printed on one report. 39

51 Printing RESIDENT FILE You may print a resident s file to be used at meetings or to gather information for your nutrition assessments. 1. Go to the Master Panel. After entering which resident file to print in the white cell, click on the pink word LOC#, NAME, or UNIT (as indicated by arrows) and press the pink PRINT15 button 2. Enter the number of copies to print in the small white cell next to the pink Print15 button. Press enter on keyboard. 3. You may print a resident s file by ONE of the following ways: a. Enter resident s LOC# in the white cell, click on the word LOC# (in pink), and press the Print15 button. Follow the prompts. -Orb. Enter the first and last NAME of the resident in the white cell, click on the word NAME (in pink), and press the Print15 button. Follow the prompts. -Orc. Enter the resident s UNIT and ROOM NUMBER in the white cell, click on the word UNIT (in pink), and press the Print15 button. Follow the prompts. 40

52 V. Nutrition Assessments DietBook has over 10 different complete nutrition assessments based on the MDS requirements and includes the Nutrition Care Process. These assessments are as follows: Comprehensive Nutrition Assessment, Comprehensive Tube Feeding, Quarterly Nutrition, Quarterly Tube Feeding, Monthly Tube Feeding, Assisted Living, Day Care, Nutrition Risk Forms, Custom Forms, Discharge Summaries, and TPN forms. A. Standard LTC Assessments 1. From the Master Panel, press the ASSESSMENTS button (Goto22). 2. Once in the Assessment control panel, enter the resident you want to assess by doing one of following: (1) Enter the resident s LAST NAME in the yellow cell titled Last Name. You do not have to type the first name if no other resident shares the same last name, or (2) Enter the resident s LOC# in the yellow cell titled RESIDENT LOC#. 3. Press the Select Form button ( Go to Assessments ). 4. When prompted, enter the number of the assessment you want to complete in the input box and press OK. For comprehensive and quarterly assessments ( 1 or 2 ), DietBook will prompt you to specify if you want a nutrition or tube feeding assessment. 5. Once in the resident s assessment, you may scroll up and down the page using the arrows to the far right of your screen. Enter data in the white and yellow cells only. White cells contain data that is transferred interchangeably between the assessment and resident file. Yellow cells contain specific information on each resident and are only saved in the assessments. You cannot type in the blue cells. These are DietBook s calculation cells. Assessment Type 6. If this is a comprehensive assessment, identify whether it is an initial, annual, significant change by entering an X in one of the yellow cells at the top of the form. If it is a PPS (Medicare) assessment, you may enter what type ( 5 Day, 14 Day, 30 Day, etc) in the yellow cell. Resident s Name, Unit and Room Number 7. DietBook already enters this information for you in the blue cells. You cannot type in the blue cells to overwrite the data. If you need to make a change, change it in the resident s file first. Dates and Birthdate 8. When typing in a date or birthdate, be sure to type the full year such as For example, type , not If you type in just the last two digits of the year, Microsoft Excel automatically assumes it is the year Entering Diagnosis 9. If adding or editing existing diagnoses, double click the white cell to get the cursor. This will allow you to edit specific areas of the cell without having to retype 41

53 everything over again. Because this is a white cell, whatever you type here will also be automatically transferred and saved in the resident file. Weight and Weight Goal 10. You will see the resident s weight information in the blue cells. 11. The weight displayed is the resident s monthly weight as recorded in the weight chart, unless you are entering weekly or daily weights, in which case, the most recent weight will show up on the assessment. If you need to make a change to the weight, you must exit the assessment and change it in the weight charts (monthly, weekly, or daily). To make a change to the IBW range, go to the resident file and lock in a new weight range. 12. DietBook s significant weight change calculations are based on the information from the significant weight loss and gain charts. If using weekly or daily weights, DietBook will adjust your % weight calculations to reflect the most recent weight changes. Energy, Protein, Fluid Calculations 13. When calculating calorie, protein, fluid needs, be sure to tell DietBook which weight you would like to use in the designated yellow cells under each category (ABW = actual body weight; IBW = Ideal Body Weight; or ADJ = Adjusted Body weight). 14. Enter the letters ABW, IBW, or ADJ in the yellow cells for calories, protein and fluids (as shown by arrows above). You will see the weight to be used in the calculations immediately follow your selection in the gray area. 15. When calculating calorie needs, you must enter both an activity factor and stress/injury factor for the calculation to be made. If there is no stress/activity factor 42

54 for a resident, simply type in 1 to reflect a neutral number. Do not leave it blank because Microsoft Excel will see it as a 0 and no calculation can be made. To view a list of stress/injury factors, press the Stress/Injury button. 16. When calculating protein needs, enter the protein requirement factor in the yellow cell. 17. When calculating fluid needs, enter the ml per kg body weight in the yellow cell. Albumin and degree of malnutrition 18. If this is a comprehensive assessment, locate the section with the protein requirement factors and albumin ranges (as shown in picture above). Note the titles in parenthesis after each albumin range identifying the level of malnutrition (mild), (moderate), (severe). If DietBook s reference ranges are acceptable, leave these values alone. If your reference ranges are different than DietBook s, enter your own reference ranges for mild and moderate depleted albumin levels in the dotted underlined yellow cells. Based on your low end of moderate depleted albumin level, DietBook will automatically set your severe albumin level as 0.1 below your moderate albumin range. 19. If an albumin lab value is available, enter it in the yellow cell titled Albumin. DietBook will automatically determine the degree of malnutrition for you, if any. Tube Feeding Calculation If this is a tube feeding assessment, you may perform a tube feeding calculation directly in the assessment. 43

55 Edema Labs 20. Click on the title TUBE FEEDING: (as shown by arrow above) and press the red Save button at the top of the page to activate the calculation. Follow the prompts. 21. Under section titled current management of problem for edema, if the resident is on a Low Na+ diet, DietBook will automatically enter a YES for you in the blue cell. 22. If the resident is on a low sodium diet and a YES has not been marked, check to make sure you correctly coded the low sodium diet in the resident s file. If you did not, enter the correct code and return to your assessment (a YES should appear). 23. Enter the date and lab values in the appropriate cells. If you need to move a column of labs over to make room for new labs, press the Shift Labs button. Be sure you really want to move your labs before pressing the Shift Labs button because you can t go back to the original location afterwards. Medications 24. Type one medication per line. If you have more than 6 nutritionally pertinent medications, try grouping some medications on the same line with similar side effects. Because these are white cells, this information will automatically be transferred to the resident file. Medication and Effects List DietBook has a built in feature that allows you to save your medications and side effects on a list that can be retrieved at any time when completing your comprehensive assessments. You will not need to keep rewriting the same medications and side effects over again for each resident. 1. Go to a resident s comprehensive assessment and scan down to the medications section. 2. In the white cells, enter the resident s medications. Only enter one medication per line to use the medication side effect copy feature. 3. Click on the white cell of the first medication and press the red Save button at the top of the page. This will activate a note asking if you want to go to the Medication Effects List. Press OK to the prompt. 4. If DietBook finds this medication on the Standard Medications and Effect list, the side effect will immediately be entered for you on the assessment. You may now click on the second medication on your assessment (and so on) and press the Save button to automatically add the side effects, if found. 5. If DietBook cannot locate the medication on the list, you will be prompted with a 2 nd note instructing you to add the medication with side effects to the Standard Medications & Effects List. Press OK to the prompt. 6. Scan down to the bottom of the list and click on the next blank white cell. Enter the new medication under the MEDICATION column. Enter the side effects under THE EFFECTS column. 7. When finished, copy the new medication and side effects back to your assessment. To do this, click on the name of the medication in the white cell, and press the Copy to Assessment button. 44

56 8. When prompted, DietBook will highlight the cell on the assessment asking if this is where you want to add the new medication and side-effect. Press OK. Your medication and side effect will be added to the assessment and has been saved to the Medication Effect list to be recalled again later for another resident. 9. If you prefer to enter all medications and side effects to the list at one time or to just preview the list, click on the title Medications on the assessment and press the red Save button. When prompted, press OK to go to the Medication Effects list. You may now update the list or make changes as needed. When finished, press the Save button and then press Return2 button to return to the assessment. Summary If a previous summary exists, double click in the summary section to get the flashing curser. Enter or modify your nutrition summary here. When finished, click anywhere outside the box. NUTRITION CARE PROCESS (NCP): PES STATEMENT: Nutrition Diagnosis and Problem, Related to (Etiology), and As Evidenced by (Signs & Symptoms) To comply with the ADA Nutrition Care Process, you may enter PES statements in this section on the assessment. Note: Due to ADA s copyright, DietBook does not provide the ADA list of diagnosis and intervention terminology anywhere in the software. You must purchase your own copy or license of the ADA International Dietetics & Nutrition Terminology (IDNT). DietBook does provide a blank Nutrition Diagnosis chart for you to enter any terminology you choose to be used for quick retrieval on assessments. If you have data on an external excel file, you may choose to load the data into your Nutrition Diagnosis chart with the standard DietBook import data feature. For more information on this feature, refer to Section I. E. Import Data from External File. 1. In the NUTRITION DIAGNOSIS AND PROBLEM section on the assessment, enter your PES statement. Enter up to two (2) nutrition diagnoses in the yellow cells titled 1 and 2 (as shown by arrows above), followed by the etiology in the yellow cell titled r/t (relating to), and in the yellow cell titled as evidenced by. 45

57 2. After entering a nutrition diagnosis on the assessment, you may choose to copy the diagnosis to your Nutrition Diagnosis chart. Once added, you may go to this chart to select and copy a diagnosis back to any assessment. Copy Diagnosis to Nutrition Diagnosis Chart 3. To copy a diagnosis TO the Nutrition Diagnosis chart, click on the title NUTRITION DIAGNOSIS AND PROBLEM: and press the SAVE button. 4. When prompted, answer NO to copy the diagnoses entered on assessment to the chart. 5. DietBook will automatically add the diagnosis at the end of the chart (or on the next available blank line). Whenever you need this diagnosis again in the future, have DietBook copy the diagnosis back to your assessment. Refer to section below Copy Diagnosis to Assessment on how to do this. Copy Diagnosis to Assessment After adding a diagnosis to your Nutrition Diagnosis chart, you may copy it back to any assessment to avoid having to rewrite the same diagnosis over and over again for multiple residents. 1. To add a diagnosis FROM the Nutrition Diagnosis chart to the assessment, click on the title NUTRITION DIAGNOSIS AND PROBLEM: and press the SAVE button. 2. When prompted, answer YES to go to the Nutrition Diagnosis chart. (Note: If you already have downloaded an external file into your computer s DietExternalFile folder, you will be prompted with the option to go directly to the external file if desired. Refer to Section I. E. Import Data from External File for more information). 3. At the Nutrition Diagnosis chart, the next prompt explains how to select a nutrition diagnosis. After reading the instructions, press OK. 4. The Nutrition Diagnosis chart initially will be blank. You may import data from an external file or enter your own diagnoses to the chart in the yellow cells. You may use the arrow keys to scan up, down, and across the sheet. Enter 1 for Diagnosis 1 Enter 2 for Diagnosis 2 46

58 5. To select a diagnosis on the chart, enter a 1 in the white cell next to the 1 st nutrition diagnosis desired. Enter a 2 in the white cell next to the 2 nd nutrition diagnosis desired (as shown by arrows above). 6. After entering a 1 or 2 next to a diagnosis, press the To Assessment button. Note: If you are copying a nutrition diagnosis FROM the assessment TO the master Nutrition Diagnosis chart, press the From Assessment button. The assessment diagnosis will overwrite the chart diagnosis at 1 and You will be prompted by a note confirming your selection(s). Press OK if correct. 8. If data already exists in the yellow cells on the assessment for the 1 st or 2 nd nutrition diagnosis, you will be asked to confirm if you want to overwrite the existing diagnosis. Press Yes if OK. Copy Related to and/or As Evidenced by Comments to Assessment: If you frequently use a particular nutrition diagnosis, you may choose to enter your own related to and as evidenced by comments for this diagnosis on the Nutrition Diagnosis chart to save time when using it again. If desired, enter the etiology(s) of the common nutrition diagnosis/problem in the white cell under the Related to: (Etiology) column. Enter the signs & symptoms of the problem in the white cell under the As Evidenced by: (Signs & Symptoms) column. When finished, press the SAVE button to save your work. Enter 111 to copy all 3 columns (Diagnosis 1, Related to, and As Evidenced by data) to assessment Enter 22 to copy Diagnosis 2 and Related to data 1. To copy related to and as evidenced by comments, in the white cell for Diagnosis 1, enter a 1 for each column you want copied to the assessment. For Diagnosis 2, enter a 2 for each column you want copied. For example: Enter 1 (or 2 ) for only the diagnosis Enter 11 (or 22 ) for the diagnosis and related to column Enter 111 (or 222 ) to copy all three columns: the diagnosis, related to, and as evidenced by Enter 1X1 (or 2X2 ) to copy the diagnosis, skip the middle column related to, and copy As evidenced by 2. When finished, press the To Assessment button. Note: If you are copying a PES statement FROM assessment TO the master Nutrition Diagnosis chart, press the From Assessment button. The assessment PES statements will overwrite the chart PES statements at 111 and You will be prompted by a note confirming your selection(s). Press OK if correct. 47

59 4. If data already exists on the assessment for nutrition diagnosis, related to, or as evidenced by, you will be asked to confirm if you want to overwrite the existing data. Press Yes if OK. View or Import Data from External File If you have data on an external file that you would like to view or import into one of DietBook s data charts, refer back to Section I. D. Import Data from External File for more information. RECOMMENDATIONS / INTERVENTIONS If a previous recommendation exists, double click in the recommendation section to get the cursor. Enter or modify any recommendations here. When finished, click anywhere outside the box. If you would like to print this section for MD review, refer to section D: Printing Recommendations for Physician. You may also add to, view, or copy interventions from your Nutrition Interventions chart to the assessment if desired. 1. To go to your Nutrition Interventions chart, click on the title INTERVENTION / RECOMMENDATIONS: on the assessment and press the SAVE button. 2. When prompted, answer OK to go to the chart (Note: If you already have downloaded an external file into your computer s DietExternalFile folder, you will be prompted with the option to go directly to the external file if desired. Refer back to Section I. E. Import Data from External File for more information). 3. At the Nutrition Interventions chart, the next prompt explains how to select an intervention from the list. After reading the instructions, press OK. 4. The Nutrition Interventions chart initially will be blank. You may import data or enter your own interventions to the chart in the yellow cells. You may use the arrow keys to scan up, down, and across the sheet. 48

60 5. To copy interventions to the assessment, select all interventions desired by entering an X in the white cells to the left of each intervention (as shown by arrows above). 6. When finished, press the To Assessment button. 7. You will be prompted by a note confirming each selection(s). Press OK if correct. All interventions selected will be copied to the recommendation section on your assessment after previously entered data. No existing data will be overwritten. Monitoring / Evaluation In the yellow cell titled Monitoring / Evaluation on the assessment, enter what and how you plan to monitor, measure, and evaluate the resident s progress in resolving the identified problem(s). Dating Assessments/Tracking Due Dates If you would like DietBook to track assessment due dates and be notified when annual and quarterly assessments are due, you will need to enter the date when the assessment was completed. 1. Locate the title Date at the bottom of the form next to the title Signature. 2. Enter the date the assessment was completed in the yellow cell. Type numbers only, such as 1/24/2001 or Do not type letters or words. Saving your Assessment 1. When finished, press the red Save button at the top of the page to save your work. Look for your cursor to change into an hourglass which is an indicator that it is saving. If you do not get an hourglass, it means you are still in the edit mode. Simply press ENTER on the keyboard and press the Save button again. 2. To exit, press Return2 button to go the Assessment control panel or press Master Panel button. B. Nutrition Risk Forms This one page assessment is separate from the standard assessments and may be completed if required by your state. DietBook will determine the resident s nutritional risk category (low, moderate, or high) according to assigned risk factors from the ADA. 1. From the Master Panel, press the ASSESSMENTS button (Goto22). 2. Once in the Assessment control panel, enter the resident s name that you wish to assess in the yellow cell titled Last Name. 3. Press the Select Form button (Go to Assessments). When prompted, enter 4 to go to the Nutrition Risk form. 4. You will see ten (10) different risk factors on the chart to assess the resident s nutritional risk. DietBook will automatically determine the resident s points for you under each risk category, pending available information, and will enter the points in the blue cells under Pts. 49

61 5. For each risk factor category, confirm or correct DietBook s point estimation by retyping the number in the yellow cell under DietBook s blue cell (as shown by arrows above). You must enter a number in these yellow cells for DietBook to determine the resident s overall risk score at the bottom of the form. You may scan up and down the nutrition risk form using the arrows to the far right of your screen. 6. If you would like to go to the assessment to review previously entered data on the resident, double click the yellow cell under the Pts column. DietBook will immediately take you to that section on the assessment with the resident s latest recorded information. Your screen will split in two with the nutrition risk form at the top and the nutrition assessment on the bottom. 7. After reviewing your assessment data, click back on the yellow cell and enter the appropriate risk points. To close the nutrition assessment at the bottom of the page, press Enter on keyboard, and then press the Close Information button. 8. Continue entering points for each category in the yellow cells under the pts column. 9. If you would like to add comments pertaining to the resident under a particular risk category, enter your comments in the large yellow box. This information will be saved for the next time you do a nutrition risk assessment form. 10. After you have entered a number in all the yellow cells for each category, DietBook will automatically calculate the total risk points in the blue cell at the bottom of the page. 11. When finished, press the Save button at the top of the page and then Return2 button to return to the Assessment control panel. To print, refer to section D. Printing Assessments. C. Custom Assessments You have the option to customize assessments by assigning your own title, determining the type of assessment (e.g. annual, quarterly, monthly, weekly), and/or selecting the terminology resident, patient, or client to be listed on the assessment. These options provide freedom to be suitable for group homes or other specialized settings that do not require comprehensive long term care assessment formats. Changing Assessment Title Names 1. From the Master Panel, press the ASSESSMENTS button (Goto22). 2. Once in the Assessment control panel, go to the area titled Change Assessment. 50

62 Enter new assessment TYPE under Cycle and new NAME in white cell under Title Enter terminology resident, client, or patient in this white cell 3. In the white cell under Cycle, enter the type of assessment it will be (ANN, Q, or MON, or WK) (as shown by arrow above). Note: You may only choose from one of the four types (ANN, Q, MON, or WK). For example, if it will be an annual assessment, type in ANN. If it will be a weekly assessment, type WK. 4. In the 1 st white cell under Title, enter the new title for the assessment. 5. In the 2 nd white cell under Title, enter the terminology resident, client, or patient to be listed on the assessment (as shown by arrow above). 6. Next, enter the resident s last name at the top section in the yellow cell titled Last name. You don t have to enter the first name unless someone else has the same the last name. 7. Press the Select Form button (Go to Assessments). When prompted, enter 0 to customize an existing assessment. 8. At the next prompt, enter the number assessment that you want changed to the new title and type. Press OK. You will notice the assessment title change to match your custom title. The new title will remain for this assessment until you change it again. D. Printing Assessments Note: When printing a resident s assessment, you cannot just enter any resident s name in the yellow cell Last Name and then press the Print Assessments button. You must first go to the resident s assessment to make it active, return back to the Assessment control panel, and then press the Print Assessments and Recommendations button (Print29). 1. Go to and complete a resident s assessment. When finished, press the Return2 button in the assessment to return back to the Assessment control panel 2. In the Assessment control panel, confirm that the resident s name you just completed is entered in the yellow cells under Last Name. 3. Press the Print Assessments and Recommendations button (Print29). When prompted, enter 1 to print assessments. 4. You will have an option to print only the current resident or all assessments completed. Press Yes to print all assessments, or No to only print the current resident. 5. If you selected Yes to print all assessments completed, you will be asked to enter the number of days you want to include in the print. For example, enter 1 to print 1 day (or today s assessments), 2 for the last 2 days, etc. Press OK. DietBook will print all resident assessments completed per your specifications. 51

63 Printing Recommendations for Physician You may print a list of your assessment recommendations for each physician s review. This feature is designed to save you time by avoiding writing them again by hand. The recommendations report will be copied directly from the Recommendations section on the assessment. Follow the instructions below. 1. Make sure the PHYSICIAN NAME and the RECOMMENDATION section in the assessment have been entered. 2. Press the Print Assessments and Recommendations button (Print29). 3. When prompted, enter 2 to print recommendations. Press OK. 4. Follow the remaining prompts. Printing Assessment Due or Done Lists Based on the date you entered on the assessment, DietBook will track this resident and notify you when the next type of assessment is due (e.g. annual, quarterly). DietBook will also track assessments done. 1. From the Assessment control panel, enter the unit in the white cell titled UNIT for where you want a list of assessments due. For all units, enter ALL. 2. To preview the list, press the Preview List of Assessments Due button (Goto24). To print, press the Print List of Assessments Due button (Print31). Follow the prompts. 3. Enter the number of days you want included on the list. For example, if you want a list of assessments due or done over the next 90 days, enter 90. Follow the prompts. 4. If printing, DietBook will now print your list. Below is a list codes that will appear on the list identifying each type of assessment due. 5. If previewing, review the list and then press the Return2 button to go back to the Assessment control panel. 6. If you want to delete a resident on the list from being tracked, under column Type click on the assessment type for the resident, and press the Delete button. To exit, press the Return2 button. List of Assessment Codes NEW Q or ANN ANN Q Designates a resident is new or who has NO assessment date entered yet. This resident will continue to appear on the list as NEW until you enter a date in either the annual or quarterly assessment. Designates a resident who has only quarterly assessment dates entered. Since DietBook has no way of knowing if the next assessment due should be another quarterly or an annual, DietBook will notify you that either one is due. DietBook is unable to make this determination until an annual assessment date has been entered. Informs you that an annual assessment is due. Informs you that a quarterly assessment is due. 52

64 E. Progress Notes DietBook offers the feature to enter, store, and print on-going progress notes to put in the resident s medical record. 1. To enter progress notes on a resident, go to the resident s file. 2. Go to the COMMENTS section. 3. Click on the title COMMENTS: and press the Save button at the top of the page. When prompted, press YES to go to the progress notes. 4. Start at the top of the page and enter the date of the first progress note in the white cell titled Date (mm/dd/yyyy). 5. Enter the progress note in the white cell below. Remember to double click the cell to edit changes. 6. When finished, press the Save button. Continue to add future progress notes to this chart. 7. To print, go to another resident s progress notes, add previous recommendations from the assessment, delete progress notes, shift the notes up, or change the font size, press the Progress button. Note: For option #3 inserting recommendations from a resident s assessment to a progress note and option #6 changing the font size for a progress note, first click on the actual progress note you want to modify and then press the Progress button. 8. To return to the resident file, press the Return2 button. 53

65 VI. RAPs The Resident Assessment Protocols (RAPs) is a procedure of documentation that determines whether or not a discipline chooses to proceed or not to proceed with care planning on a resident. A RAP is triggered when certain items on the MDS are checked. Each discipline, dietary, nursing, social services, and activities are responsible for their own RAP categories. The dietitian or diet tech is usually responsible for the Nutrition, Hydration, and Tube Feeding RAPs. A RAP summary is usually meant to be a concise, brief review of the MDS triggers and the resident s status. Types of RAPs DietBook offers four (4) different Dietary RAP summaries for a resident. Three areas have already been titled for you since they are assumed to be dietary s responsibility: Nutrition, Hydration, and Tube Feeding. There is a fourth unnamed RAP available if you are responsible for another area too. If you need to write a fourth RAP, you will be able to assign your own title. Writing a RAP Summary 1. From the Master Panel, press the RAPS & Care Plans button (Goto23). 2. To go to a resident s RAP, enter the resident s last name in the yellow cell titled Last Name. You do not have to enter the first name if no other resident shares the same last name. You may also choose to enter the resident s location number. 3. Press Raps Form button. 4. Once in the resident s RAP, you may scroll up and down the page using the arrows to the far right of your screen. Enter your data in the yellow cells only. Do not type in the blue cells. Resident s Name, Unit and Room Number 5. DietBook already enters this information for you in the blue cells. You cannot type in the blue cells to overwrite the data. If you need to make a change, you must change it in the resident s file. RAP Triggers 6. If a RAP in one of your four areas was triggered on the MDS, go to that area on the RAP form and type Y for YES in the yellow cell under the question Was this RAP triggered on the MDS? Of course, you may still decide to do a RAP even if it was not triggered on the MDS. In this case, type N for NO in the yellow box that the RAP was not triggered on the MDS. 7. Under the title Triggers, if you have the information available, type in the trigger codes from the MDS that triggered this RAP, for example, K1 for significant weight loss, K3 for mechanically altered diet. If this RAP was not triggered on the MDS, simply leave it blank. 8. If a RAP was triggered on the MDS, indicate whether you want to proceed or not proceed with a plan of care. Type X in the either the YES or NO box. Whichever you decide, write a rationale for your decision in the yellow space below. Remember to double click in the yellow space to get the flashing cursor before writing your rationale if previous data exists to avoid deleting it. 54

66 9. When finished, press the Save button. Press Return to return to the RAPs and Care Plan control panel. Printing a RAP 10. If you just finished a RAP and have just returned back to the RAPs and Care Plan control panel, press the green Print30 button (Print RAPS). 11. If you would like to begin a RAP on another resident, enter the resident s name in the yellow cell titled Last Name, and press the RapsForm button. 12. If you are done and would like to return to the Master Panel, press the Master Panel button. 55

67 VII. Care Plans DietBook also offers four (4) different care plans for each resident - one for each area on the RAPs: Nutrition, Hydration, Tube Feeding, and the fourth unnamed area. A. Setting up Standard Care Plans Before beginning your first care plan, you may want to create a standard list of goals and approaches that your facility commonly uses. Enter your standard nutrition, hydration, or tube feeding care plan directly into DietBook to be recalled for each resident as needed. You will only need to set up these standard care plans once. 1. From the Master Panel, press the Raps & Care Plan button (Goto23). 2. From the RAPS & Care Plan control panel, press the Standard List button. 3. When prompted, press Yes to set up your standard goals or press No to set up your standard approaches for each care plan. Standard Goals List If you pressed Yes to go to the goal list, you will see four (4) specific goal categories: Weight Goals, Intake Goals, Physical Goals and Lab Goals, and four (4) Other categories. The other categories may be used to enter the standard order of goals on a care plan. For example, enter the nutrition care plan goals under Other Goals 1 ; enter hydration care plan goals under Other Goals 2, etc. These goal columns can be copied directly into your care plan in the same order. You may scroll up, down, or across the list by pressing the arrow keys to the far right and bottom of your screen. You will be able to type in a total of 20 different goals per category. 4. Choose which category you want to enter standard goals. Enter the goals in the yellow cells. Remember to double click in the yellow cell if you are editing existing data. 5. Type one goal per cell. 6. If you need to move an existing goal up or down the list within a category, click on the goal you want to move, and press the Move It Up or Move It Down button at the top of the page. 7. When finished, press the red Save button. To go back to the RAPs & Care Plan control panel, press the Return2 button. Standard Approaches List If you pressed NO to go to the approaches list, you will see three (3) specific care plan approaches: Nutrition, Hydration, and Tube Feeding, and four (4) Other categories. You may scroll up, down, or across the list by pressing the arrow keys to the far right and bottom of your screen. You will be able to type in a total of 20 different approaches per category. 1. Begin entering standard nutrition approaches in the yellow cells under the pink section Nutrition Approaches ; enter your hydration approaches under the blue section Hydration Approaches, and so on. Remember to double click in the yellow cell if you are editing existing data. 2. Type one approach per cell. 56

68 3. If you need to move an existing approach up or down the list within a category, click on the approach you want to move, and press the Move It Up or Move It Down button at the top of the page. 4. When finished, press the red Save button. To go back to the RAPs & Care Plan control panel, press the Return2 button. B. Go to a Care Plan 1. From the Master Panel, press the RAPS & Care Plans button (Goto23). 2. To go to a resident s care plan, enter the resident s last name in the yellow cell titled Last Name. You do not have to enter the first name if no other resident shares the same last name. You may also choose to enter the resident s location number. 3. Press Pln Form (Load Care Plan) button. 4. A box will appear asking which care plan you would like to add or recall. You have up to four (4) different care plans to write on a resident. 5. If this is the first care plan you are writing on this resident, type in 1 to begin with care plan #1. Press Ok. 6. If you are recalling a previous care plan, enter the number of the care plan listed you wish to update. Press OK. 7. You will be taken to the resident s care plan. Begin at the top of the page and enter the number to identify this care plan in the yellow cell titled CARE PLAN# ; for example, enter 1, 2, 3, 4, or you may enter 12, 13, or 14 if you prefer to match the RAP categories. Press Enter on keyboard. 8. Next, type in the title of the care plan in the adjacent yellow cell titled Title. You may use the RAP area that triggered this care plan such as, Nutrition, Hydration, or Tube Feeding. Resident s Name, Unit and Room Number 9. DietBook already enters this information for you in the blue cells. You cannot type in the blue cells to overwrite the data. If you need to make a change, change it in the resident s file first. Care Plan Date 10. Type in the date for the care plan in the yellow cell titled Date. Make sure you enter the date since DietBook uses this date as a reference to set the Goal target dates for the next quarter. Problem(s) Section This is where you enter your detailed description of the resident s nutritional related problems. 11. To begin writing the problem section, double click in the large yellow area titled PROBLEMS. Double clicking allows you to place the cursor anywhere in the cell to edit existing data without deleting the entire problem. When finished, press Enter on keyboard. Adding the RAP Summary If you like, you may copy a RAP Summary into the Problem section of your care plan. 57

69 12. In the Problems section, click on the large yellow cell and press the Save button at the top of the page. 13. A message box will appear asking which RAP summary you would like to add to your Problem section. Enter the number of the RAP summary that you want to add; the Nutrition RAP Summary, Hydration RAP Summary, Tube Feeding RAP Summary, or other RAP Summary, and press OK. Note: If the RAP Summary is transferred into your Care Plan, it will replace any data that currently exists in the Problem Section. It does not add to any information you may already have in the Problem Section. Press Cancel if you do not wish to copy your current RAP summary into your existing care plan Problem section. 14. Once the RAP summary has been transferred to the Problem section, you may make further adjustments as needed by double clicking in the large yellow cell to get the cursor. Goals 15. On the care plan, in the first yellow cell under the GOALS: section, enter the first goal for the resident. When finished, press Enter on keyboard or mouse click anywhere outside the yellow cell. DietBook will automatically enter the new target date three months later from the date at the top of the care plan. You may override this date by simply typing over DietBook s date. 16. Continue entering the rest of your goals in the following yellow cells. 17. If you would like to move goals up or down the care plan, press the Move Up or Move Down buttons. Copying Standard Goals to the Care Plan If you have already set up your standard goal list, you can easily recall them now for your care plan. You will have the option to copy one goal or all goals in a particular category. 1. In the resident s care plan, click on a yellow cell under the GOALS section where you want to insert standard care plan goals and press the Save button at the top of the page. 2. You will be prompted to confirm if you want to go to the Standard List. Press Yes to continue to the list. 3. DietBook will then prompt you to enter which category you would like to recall goals. Type in the number for the goal list you would like to go. For example, if you want to recall a goal from the Other Goals list, type in 5 and press OK. 4. You will be taken to the goal list selected. DietBook will instruct you to click on and highlight the goal you want to copy. To do so, first press OK. 5. To copy only one goal in a category to the care plan, click on the goal you want. You may scan up, down, or across the list with the arrow keys to the far right of your screen to locate and select a goal. 6. To copy all the goals in a category, click on the first goal in the category. The first goal and all the goals below it will be copied. If you highlight the third goal in a category, only the third goal and all those below the third goal will be copied. This was designed to give you flexibility on which goals you actually want to be copied to the care plan. 7. After selecting the goal desired, press the To Care Plan button at the top of the page. 58

70 8. DietBook will now ask if you want to copy all the goals under a category or to copy only the one highlighted goal. Press Yes to copy all goals or No to copy only the one goal. 9. DietBook will highlight the cell on the care plan where the goal(s) will be added and will prompt you to confirm if this is where you want to add the goal(s). If it is, press OK. If not, press Cancel and reselect a yellow cell on the care plan where you do want to add the goal(s). Repeat steps 1-8 again. 10. When finished, press the Save button to save your work. Copying Goals on Care Plan to Standard List If needed, you may also copy individual goals from the care plan to the standard list. This feature allows you to copy only one goal at a time. 1. In the resident s care plan, click on the goal you want to copy to the standard list. 2. Press the Save button at top of the page. 3. You will be asked to confirm if you want to go to the standard list. Press OK to the prompt. 4. DietBook will ask which category you would like to add your goal. Type in the number of the goal category and press OK. 5. Press OK to the prompt to highlight the cell under the category where to add the care plan goal. 6. To add the goal, click on the yellow cell where you would like to add the goal. You may highlight an empty cell or a pre-existing goal that you would like to overwrite. 7. After clicking on a cell, press the From Care Plan button at the top of the page. 8. Your goal will automatically be transferred from the care plan to the standard list. When finished, press the Return2 button to return back to your care plan. Approaches 1. On the care plan, in the first yellow cell under the APPROACHES: section, enter the first approach for the resident. When finished, press Enter on keyboard or mouse click anywhere outside the yellow cell. 2. Continue entering the rest of your approaches in the following yellow cells. You may scan up and down the care plan by using the arrows to the far right of your screen. 3. If you would like to move approaches up or down the care plan, press the Move Up or Move Down buttons. Copying Standard Approaches to the Care Plan If you have already set up your standard approaches, you can recall them now for your care plan. You will have the option to copy one approach or all approaches in a particular category. 1. In the resident s care plan, click on a yellow cell under the Approaches section where you want to insert standard care plan approaches and press the Save button at the top of the page. 2. You will be prompted to confirm if you want to go to the standard list. Press Yes to continue to the list. 3. DietBook will then prompt you to enter which category you would like to recall the approaches. Type in the number for the approach list you want. For example, if you want to recall approaches from the Nutrition Approaches, enter 1 and press OK. 59

71 4. You will be taken to the approach list selected. DietBook will instruct you to click on and highlight the approach you want to copy. To do so, first press OK. 5. To copy only one approach in a category to the care plan, click on the approach you want. You may scan up, down, or across the list with the arrow keys to the far right of your screen to locate and select an approach. 6. To copy all approaches in a category, click on the first approach in the category. The first approach and all the approaches below it will be copied. If you highlight the third approach in a category, only the third approach and all those below the third approach will be copied. This was designed to give you flexibility on which approaches you actually want to be copied to the care plan. 7. After selecting the approach desired, press the To Care Plan button at the top of the page. 8. DietBook will now ask if you want to copy all approaches under the category or to copy only the one highlighted approach. Press Yes to copy all the approaches or No to copy only the one approach. 9. DietBook will highlight the cell on the care plan where the approach(s) will be added and will prompt you to confirm if this is where you want to add the approach(s). If it is, press OK. If not, press Cancel and reselect a yellow cell on the care plan where you do want to add the approach. Repeat steps 1-8 again. 10. When finished, press the Save button to save your work. Copying Approaches on Care Plan to Standard List If needed, you may also copy individualized approaches from the care plan to the standard list. This feature allows you to copy only one approach at a time. 1. In the resident s care plan, click on the approach you want to copy to the standard list. 2. Press the Save button at top of the page. 3. You will be asked to confirm if you want to go to the standard list. Press OK to the prompt. 4. DietBook will then ask which category you would like to add your approach. Type in the number of the approach category and press OK or Enter on keyboard. 5. Press OK to the prompt to highlight the cell under the category where to add the care plan goal. 6. To add the approach, click on the yellow cell where you would like to add the approach. You may highlight an empty cell or a pre-existing approach that you would like to overwrite. 7. After clicking on a cell, press the From Care Plan button at the top of the page. 8. Your approach will automatically be transferred from the care plan to the standard list. When finished, press the Return2 button to return back to your care plan. Deleting Goals or Approaches If you would like to delete a goal or approach on the care plan or standard list, highlight the cell containing the goal or approach and press Delete on your keyboard. Press the Move It Up or Move It Down buttons to fill the empty spaces by moving the next goal/approach up or down. 60

72 Printing Care Plan 1. After completing the care plan, press the Save button and then the Return2 button to return to the RAPs & Care Plan control panel. 2. To print, press the PRINT CARE PLAN button (Print30). 3. To begin another care plan on the same resident, press the Load Care Plan (PlnForm) button again. When prompted, type in the # care plan you wish to complete next. 4. To begin a care plan on another resident, enter the resident s name in the yellow cell under Last Name, and press the Load Care Plan (PlnForm) button. 5. If you are done and would like to return to the Master Panel, press the Master Panel button. 61

73 VIII. Consultant Version The DietBook Consultant version is uniquely designed for the dietitian who has multiple facilities and who needs to store several different facilities on one computer. The Consultant can hold up to 20 different facilities. Initial Set Up of Each Facility For each facility entered in DietBook, you may use DietBook s mass load feature to quickly enter your resident data. Refer to the Getting Started manual on how to mass load resident data. Be sure to set up one facility at a time with resident data before proceeding to the next facility. Storing a Facility Once you have set up the resident information for a facility, you are ready to store it to the Consultant list. 1. Close DietBook (if open) by pressing the CLOSE1 button on Master Panel. 2. From the desktop window, double click the icon Dietran77 to open. Press Enable Macros if a message should appear. You will be brought to DietBook s general maintenance and special features program. 3. At the bottom of the screen, press the StoreRecallSet button. Answer Yes to the 1 st prompt. You will be taken directly to your list of facilities. If this is your first time, the list will be blank. If not, you will see a list of facilities previously stored. 4. When prompted, you will be asked if you want the Typical or Shortcut store/recall procedure. The Typical procedure allows you to store the facility at a number on the list. The Shortcut procedure bypasses this step and allows DietBook to store the facility on the list at the same location where it was previously stored. 5. Press Yes for the Typical procedure, if you are setting up new facilities, if you need to make a change to an existing facility name, or if you prefer to store the facility on the list on your own. Proceed to step #7 below. 6. Press No for the Shortcut procedure if all your facilities have been entered and if you prefer DietBook to store the facility back on the list for you. In this case, DietBook will note your facility s name, find it on the list, and store it at the same location for you. Skip to section Recalling a Facility. 7. After pressing Yes, DietBook will prompt you to store the facility on the list. If this is the 1 st facility you are adding to the list, type in 1. If it is the 2 nd facility, type 2, etc. If you are storing an existing facility, enter the same number on the list where the facility is presently stored. For example, if Facility A has been previously stored at #3, enter 3 to store it back at the same location. Be careful not to type in a same number already assigned to another facility. This will overwrite the other facility! Press OK. 8. You will now be asked to confirm the name of the facility you want to store. If you want to change an existing name, enter the new name and press OK. Recalling a Facility 9. After storing a facility on the list, you will be asked if you want to recall an existing facility. Enter the number of the facility on the list you would like to recall. If you want to create a NEW facility, enter 0, and press OK. 62

74 10. DietBook will prompt you to name or rename the facility to be recalled. Press OK to keep the current name, or enter a new name for the facility and press OK. 11. DietBook will automatically open a new or previously stored facility. If this is a new facility, you will be immediately prompted to set up the new facility data. Refer back to the Getting Started manual, if needed. Note: To use the mass load feature again, you will need to overwrite the previous facility data on the mass load chart with the new facility data. HIPPA Regulations If your facility data is on a laptop and you take it with you when you leave the facility, it is your responsibility to comply with HIPPA regulations. The most common way to protect your resident data is to lock your DietBook software with a password. For more information, refer to I. Initial Setup; A. Security Password. However, if you need to take additional precautions, you may choose to store your resident data to a USB disk, and not to your computer. The USB disk with your resident data would stay at the facility in a safe, locked location. You could then take your computer home without violating HIPPA regulations. To do so, do the following: Initial Setup for additional precautions 1. You will need a USB disk for EACH facility. For example, if you want to store four (4) facilities to a USB disk, you will need four (4) different USB disks. Label each with each facility name and Set#. Note: You will also need one master BACKUP USB disk which will be used to backup your entire program (all facilities at once) after pressing the Close1 button on Master Panel. 2. To set up this process, go to Dietran77. You will only need to do this once. 3. In the green section Multiple Facility Consultant Version, locate the white cell to the far right titled Facility on Removable Disk. 4. In this white cell, enter the word YES. 5. Press the SAVE button. 6. Next, determine the external drive letter on your computer for the USB disk so DietBook will know where to find your data. Some computers have more than one external drive. Pick only one external data port to always insert your USB disks. If you do not know the external drive letter, do the following: a) Close Dietran77 by pressing CloseTran button. b) From desktop, double click the My computer icon to open. c) Locate the title Devices with Removable Storage. Insert a USB disk labeled with one of your facilities. Wait until you see a new icon titled Removable disk to appear. External drives are usually designated as the E, F, or K drive, etc. d) Record the external drive letter of the USB disk. You will need this drive letter each time you recall a facility. e) Close window and return to desktop. You have completed the initial setup. 7. Important: Always remember to insert your USB disk into the SAME location (data port) on your laptop. Do not move the USB disk to different data ports. 63

75 Storing a Facility to USB disk for additional precautions 8. At the end of the day when you are finished working in DietBook, return to Master Panel and press the Close1 button. To 1 st prompt, answer YES. To 2nd prompt, insert your BACKUP USB disk and answer YES. It is recommended to press YES at least weekly to save all your facilities at once. Do not use your individual facility USB disks. 9. From desktop, open Dietran As determined in step 6 above, enter the external DRIVE LETTER of your individual facility USB disk followed by a colon (:) in the 2 nd white cell (as shown by arrow above). For example, if your USB drive letter is E, enter E: Note: Your external drive letter should always be the same since you are inserting each USB disk into the SAME location (data port) on your computer. 11. When finished, press Enter on keyboard. 12. Press the SAVE button. 13. Insert the active facility s individual USB disk (the facility you just worked on) now. 14. Press the Store Recall Set button. 15. When prompted, enter the set number where to STORE your active facility back to the list. Press OK. DietBook will automatically store your facility data directly to the USB disk and not to your computer. Recalling a BLANK Facility After storing your resident data to the USB disk, you will NOT be able to recall your next facility at this time since this facility s data is on the individual USB disk at the facility (and not in your possession). To complete this process, you will first need to recall a BLANK facility since you have no data to recall on the computer. Once you get to the other facility, you may then recall your data from that facility s USB disk. 16. When prompted to RECALL, enter 0 for a new (blank) facility. Press OK. 17. To next prompt, enter a name ( BLANK ). Press OK. Wait for process to complete. 18. To the last prompt, the facility ( BLANK ) is now the active facility and will be opened, press Cancel. 19. To exit, press CLOSEtran button. Safely remove your current individual facility USB disk from computer. Close Dietran77. 64

76 Recalling Your Facility from the USB disk 20. When you arrive at the next facility, open Dietran77, keep the same external DRIVE LETTER of your USB disk followed by a colon (:) entered in the 2 nd white cell. Remember: Your external drive letter should always be the same since you are inserting each USB disk into the SAME location (data port) on your computer. 21. If data has already been stored to this facility s individual USB disk, insert the facility s USB disk to RECALL now. Proceed to step Note: If you currently have been using DietBook Consultant hard drive and have NOT yet stored your data to the individual USB disk, you will need to recall your facility from the hard drive before proceeding to step 23. To do so, a) While in Dietran77, go to the green section Multiple Facility Consultant Version and enter NO in the white cell to far right titled Facility on Removable Disk. b) When finished, press Enter on keyboard. c) Proceed to step Press the Store Recall Set button. 24. When prompted to store the active BLANK facility, enter 0 (do NOT store). Press OK. 25. When prompted to RECALL a facility, enter the SET# of the facility. Make sure it is the same SET# as labeled on the individual facility s USB disk, if inserted. 26. Press OK to prompt. Wait for DietBook to recall your facility. 27. When complete, your recalled facility will now be active and can be opened. 28. When you are finished at this facility, refer back to section Storing a Facility on USB disk on how to store it back to that facility s USB disk. 29. Note: If you entered NO in the white cell for Facility on Removable Disk in step 22 above, change it back to YES now before proceeding. 65

77 IX. Network Version With the network version, you will be able to use DietBook on multiple computers that are connected to a networking system within a facility. Multiple users may log on to DietBook at the same time. Depending on who opens the program first, someone will become a primary (1 st Person) or secondary (2 nd Person) user. Both the 1st and 2nd Person users can use the full DietBook features, except the 2nd person user will only be able to save one resident at a time. 1st Person User The 1 st person to log on to DietBook is referred to as the 1st Person user. The 1st person user has no restrictions on use of the program and has full access to all save privileges. As the 1st person user, you may save all residents at once. 2nd Person Users A user becomes 2nd Person, if they open DietBook after the 1st person user. A 2nd person user will only be able to enter and save data on one resident at a time. As a 2nd Person user, you may work on several residents in a day; however, you must press the Save button after finishing each resident before moving on to the next. For example, you cannot work on several residents and then only save at the end of the day because only the last resident will be saved. All data entries on previous residents will not be saved. 1. Open DietBook on computer of choice. 2. If you are the 2nd Person user, your network system will prompt you with a note stating that the program is in use. You will have the following options: (1) You may use the program in read only format in 2 nd person mode where you will have to save each resident individually before proceeding to the next, or (2) You choose not to be the 2 nd person user and wait to be notified when the 1st person user logs off so that you can become the 1st person user. Follow the instructions to make your selection. If you choose to wait, you will be brought back to the desktop to wait for the network to prompt you that DietBook now available to use on this computer. 3. If you select the 2 nd person read only mode, DietBook will prompt you with the following: To the note Someone else is presently using DietBook, press OK to have DietBook create the resident data files for the 2 nd person. To the note, The resident data has been copied to the 2 nd person folder, press OK to continue. You will be taken to your desktop. On the desktop, click the 2 nd Person DietBook icon to open as the 2 nd person user. 4. When 2 nd Person DietBook opens, begin with one resident and enter data anywhere in the program for that resident. Be sure to save your work after making changes in the assessment, resident file, care plan, and weights for this resident. 5. If you need to add a weight for this resident on the weight chart, enter the weight for one month and press the Save button. As the 2nd person user, you may enter and save only one weight at a time on the weight chart for one resident. 6. When finished entering data on a resident, remember to press the SAVE button BEFORE entering data on another resident! As the 2 nd person user, you cannot work on several residents and then only save at the end of the day because only the last resident will be saved. All data entries on previous residents will not be saved. 66

78 7. When finished using DietBook, press the ShrinkIt button to make DietBook available to another computer on the network. If you leave DietBook open without shrinking, it will still be in-use and therefore, the 1st Person user status will be unavailable to other network users. 8. At the end of the day, return to Master Panel and press the CLOSE button. For Network IT programmers: The network system must be capable of running the 1 st person feature on the network and the 2 nd person feature on the computers C: drive. The 1 st person and 2 nd person cannot run at the same time on the network to avoid interaction and slow response times between multiple users. The 2 nd person feature requires that each station running DietBook must be on a computer that has Microsoft Excel installed. This is necessary to provide a place for the 2 nd person feature to run while the 1 st person is running on the network. Read and write permissions must be given to all DietBook 1st person folders on the network and on each computer with 2 nd person folders. Refer to the DietBook schematic below for the location of the DietBook folders. DietBook does not provide technical support for problems within the user s network system. It is the responsibility of the facility s IT personnel to manage your own network system. 67

79 X. PDA Feature DietBook will allow you to interface with a PDA to be used as a mobile data collector or nutrition calculator. With the PDA feature, you may update existing reference data lists, modify or edit data on residents (up to 290), or perform nutritional calculations. Both the data in DietBook and the PDA will be synchronized. Initial Set up Note: Since all PDA s are different, there may be slight modifications to these instructions based on your PDA. These instructions pertain to the ipaq PDA. 1. To set up and link your PDA with DietBook, first purchase and install the PDA software on your computer. Once installed, an Active Sync icon should appear. 2. Open your computer. On the desktop window, locate the Microsoft ActiveSync icon. Double click to open. 3. Press Options and select Sync Options tab. 4. Put check mark at Files and click OK. 5. Press OK to the prompt A Synchronized Files folder will be created. 6. Double click Files to open the Files Synchronization window. 7. Press ADD, double click Local Disk (C:), double click DietBook folder, and highlight and open the DietPalm file. 8. In the File Synchronization Settings window, in the box titled On this computer, synchronize the files in this folder, click on and highlight total path of this folder, right click the mouse, and select COPY. Hit OK to close the window. This is the path to the Pocket_PC My Documents folder where data synchronization between the computer and PDA will take place. 9. Next, on your desktop, double click the Dietran77 icon. When open, click on the white cell titled Path to the PDA (as shown by arrow above), right click the mouse, and select PASTE. 10. Press Save button in Dietran77. To exit, press the red CloseTran button. 11. On the desktop, double click Microsoft Active Sync icon to open, if not already. 12. Press Options, select Schedule tab, and select Continuously in the Desktop Schedule section. 13. Press Sync Options tab and click to checkmark Synchronize mobile device clock upon connecting. 14. Press Rules tab. In the window titled Desktop, select Leave the item unresolved. Click OK. The initial set up of the PDA link to the computer is complete. 68

80 Update DietBook Data Reference Lists in PDA When editing resident data in the PDA, the DietBook PDA software (DietPalm) offers you reference lists to select and enter your data. If you want to update or edit these DietBook data reference lists in your PDA; this feature will go through each resident file, pull the most recent data, and update these lists for you. This feature does not pull up each resident. It only updates your reference lists from the data in the resident file. 1. Insert your PDA into the cradle. Wait for Microsoft ActiveSync to automatically synchronize your PDA with the computer. 2. Open Dietran77 file on desktop window. When prompted, press Enable macros. 3. If Microsoft ActiveSync synchronizes automatically, skip to #5. If it does not, proceed to step #4. 4. In Dietran77, press the Shrink Sync button to reduce the Dietran77 window. Double click the Microsoft ActiveSync icon on desktop, and press Sync. Press Shrink Sync button again on reduced Dietran77 window to return back to Dietran In Dietran77, press the MobileDietPalm button. 6. When prompted, confirm the name of the PDA connected. Press Yes if the name is correct. 7. When prompted, enter 1 to update your PDA reference lists with current data in the resident files. 8. When complete, press OK to the prompt. Your reference lists will now be updated in the PDA (DietPalm) for the next time you enter resident data. 9. Before removing the PDA, synchronize first. In Dietran77, press the ShrinkSyn button and then press ActiveSyn on desktop. To exit, press the CloseTran button in Dietran77 and remove the PDA. UPLOAD Residents from DietBook to the PDA Use the UPLOAD procedure if you need to upload RESIDENTS from DietBook to the PDA for mobile data entry. All data changes will be synchronized. 1. Insert your PDA into the cradle. Wait for Microsoft ActiveSync to automatically synchronize your PDA with the computer. 2. Open Dietran77 file on desktop window. When prompted, press Enable macros. 3. If Microsoft ActiveSync synchronizes automatically, skip to #5. If not, proceed to step #4. 4. In Dietran77, press the Shrink Sync button to reduce the Dietran77 window. Double click the Microsoft ActiveSync icon on desktop, and press Sync. Press Shrink Sync button again on reduced Dietran77 window to return back to Dietran In Dietran77, press the MobileDietPalm button. 6. When prompted, confirm the name of the PDA connected. Press Yes if the name is correct. 7. When prompted, enter 2 to UPLOAD residents in DietBook to the PDA (DietPalm). Follow the prompts. When complete, press OK. 8. Before removing the PDA, synchronize first. In Dietran77, press the ShrinkSyn button and then press ActiveSyn on desktop. To exit, press the CloseTran button in Dietran77 and remove the PDA. 9. You may now enter or edit the resident data in your PDA. If needed, refer to Section How to Enter Resident Data, Weights, and Use the Nutritional Calculator below. 69

81 How to Enter Resident Data and use Nutrition Calculator The DietBook PDA software (DietPalm) offers multiple data categories to perform key functions. For example, the DataEntry tab takes you to the resident file to enter data and the Calculator tab takes you to the nutritional calculations screen to compute IBW, energy/protein/fluid needs, TPN, and IV calculations. Note: The Menus tab is for select tray ticket users only. Other categories consist of data reference charts to select data to enter in the resident files. Some examples of these (listed in alphabetical order in DietPalm) are adaptive equipment, beverages, diagnosis, diet, eating location, food allergies, meal instructions, likes/dislikes, medications, skin, and supplements. Below are general instructions on how to enter resident data in the PDA and how to perform nutritional calculations. Note: Since all PDA s are different, there may be slight modifications of these instructions based on your PDA. These instructions pertain to the ipaq PDA. 1. Before using your PDA to enter resident data and perform nutritional calculations, you need to first upload the residents from DietBook. If you have not yet uploaded the current resident data, refer to previous section Upload Residents from DietBook to PDA now. 2. After uploading to the PDA, press the Start button. 3. Press Programs (or Microsoft Excel icon at top) to open. 4. Open DietPalm. 5. You will be taken to the resident file screen. If not, press DataEntry tab at bottom on screen. 6. Confirm the following settings are checked. Click View on menu bar, check mark horizontal scroll bar, vertical scroll bar, and status bar. 7. To find a resident, on menu bar click Edit, click Find/Replace, enter resident s last name in Find What: cell, and click Find. When at the resident s file, click X to exit the find mode. 70

82 To Enter Resident Data: 8. In the resident s file, scroll up or down the screen to view the entire resident file. 9. To enter data in the resident file, enter it with the pic or copy the data from one of DietBook s reference lists. For example: a) To enter a dietary meal supplement, scroll down to Dietary Meal. b) Click the white cell next to the meal it will be offered. c) Click DataEntry tab in status bar (at bottom of screen). d) In the drop down box, select SUPPLEMENTS, and press OK. If the entire list does not appear, click More Worksheets e) Scroll down the supplement list to find the supplement. Click SUPPLEMENTS. Press OK at top. f) Press the pic on the supplement, hold and wait for the drop down box to appear. Select Copy. g) Press SUPPLEMENTS tab in status bar. Click DataEntry tab in drop down window. h) In the resident file, press the pic on the highlighted white cell to enter the supplement, hold and wait for the drop down box to appear. Select Paste. 71

83 To perform nutritional calculations: 10. To use the nutrition calculator, click DataEntry tab in status bar. In drop down window, select Calculator. You will be taken to the quick calculator screen to perform IBW calculations, calorie/protein/fluid needs, TPN, and IV calculations. Note: You cannot perform tube feeding calculations in the PDA; however, you can edit the tube feeding order. All tube feeding calculations must be performed in the main computer. 11. Scroll down to find the calculation that you want to make. Enter data in the white cells. DietBook will make the calculations in the blue cells. 12. To return to resident file, click DataEntry tab in status bar. When finished: 13. To exit the PDA, press OK in the upper right hand corner. Your data will automatically save and the DietPalm file will close. 14. Refer to next section on how to download resident data from the PDA back to DietBook. 72

84 DOWNLOAD Residents from PDA back to DietBook If you made changes or added resident data in the PDA, use the DOWNLOAD procedure to transfer these changes back to DietBook. All data changes will be synchronized. 1. Insert your PDA into the cradle. Wait for Microsoft ActiveSync to automatically synchronize your PDA with the computer. 2. Open Dietran77 file on desktop window. When prompted, press Enable macros. 3. If Microsoft ActiveSync synchronizes automatically, skip to #5. If not, proceed to step #4. 4. In Dietran77, press the Shrink Sync button to reduce the Dietran77 window. Double click the Microsoft ActiveSync icon on desktop, and press Sync. Press Shrink Sync button again on reduced Dietran77 window to return back to Dietran In Dietran77, press the MobileDietPalm button. 6. When prompted, confirm the name of the PDA connected. Press Yes if the name is correct. 7. When prompted, enter 3 to DOWNLOAD residents in the PDA (DietPalm) back to DietBook. Follow the prompts. When complete, press OK. 8. Before removing the PDA, synchronize first. In Dietran77, press the ShrinkSyn button and then press ActiveSyn on desktop. To exit, press the CloseTran button in Dietran77 and remove the PDA. 73

85 XI. DietBook Help Screen DietBook has a general help screen available to add to or edit the Master Diet Code chart, review a list of data entry errors, set up your printers, change your facility setup of units and room numbers, add or remove formulas on the tube feeding chart, or make changes to the activity and stress/injury factor values. Available function keys are also listed. To go to the DietBook help screen, press the Help Me button on the Master Panel. Function Keys Pressing the Ctrl button and the corresponding letter on the keyboard at the same time, as shown on the Help Screen, will perform many basic functions for you. The Ctrl+U (Unprotect Cell) function should be used if you are trying to type data into a white or yellow cell, but are unable to because you get a Microsoft Excel message stating This cell is protected. To unprotect the cell, highlight the white or yellow box that is protected and press the Ctrl button and the letter U at the same time on your keyboard. The Ctrl+R (Return) function will automatically return you back to the Master Panel if you become lost and can t find your way back. The Ctrl-H (help) function will allow you to view sample data entry as a reference or will access the DietBook onscreen manual. Description of Help Screen Buttons 1. Check Errors button. This will take you to a list of any data entry errors that you may have made while typing data into DietBook. DietBook automatically will display the list of errors found, if any, every time you open the program. 2. Set Up Printer button. If you need to reset your printers or if you are having trouble printing, press this button to go to the Printers section. You will see the current selected printer for your primary printer and label printer in the white cells. If you need to change printers, press the Set Printers button. A list of printer drivers that your computer recognizes will be displayed. If no printers show up, this means that no printer driver has been installed on your computer or it has been deleted. You will need to reinstall the printer driver before proceeding. If printers do show up, you will be asked to select a primary printer for all printouts and a nourishment label printer (if different than the primary printer). Follow the prompts. 3. Facility Set Up button. This button will take you to the control panel where you may set up, change, or add to your facility s units and rooms. 4. Logon Time button. This button will provide you a record of all the dates and times you or someone else has logged onto the DietBook program. 5. Roster List button. This button will allow you to preview and print a current facility roster of your residents. 6. Tube Feeding List button. This button will allow you to view or make a change to the available tube feeding formulas. If adding a new formula to the list, be sure to add it to the end of the list. Do not try to put it in alphabetical order on your own. DietBook will automatically sort it after you save and leave the chart. Note: Remember to keep your list always updated with the latest information on the 74

86 market. You are responsible for keeping your list current. See your nutritional representative regularly for the latest updates on your tube feeding formulas. 7. Stress/Injury List button. This button will allow you to view or make a change to the available stress/injury factors. Make any change to the list as needed. A. Manual Setup of Diets on the Master Diet Code chart If you prefer not to use the Diet Wizard to automatically enter your diets and diet codes on the Master Diet Code chart, you may enter your diets directly to the chart on your own. 1. From the Master Panel, press the Help Me button to go to the Master Diet Code chart. DietBook Master Diet Code chart Enter Low Sodium Diet code here Enter Low Sodium Diet Name here Enter Low Sugar Diet Code here Enter Low Sugar Diet Name here Coding and Naming the Low Sodium and Low Sugar Diets: 2. The 1 st white cell and row on the chart must represent the LOW SODIUM diet in the facility (as indicated by green arrow). The 2 nd white cell and row on the chart must represent the LOW SUGAR diet (as indicated by pink arrow). You will also see the word NPO on the 3 rd line in gray. This code cannot be changed and is used to represent the tube fed residents who are NPO. Note: If your facility uses the names No Added Salt for the low sodium diet and No Concentrated Sweets for the low sugar diet, leave this area alone and skip to step #6. 3. To change the names entered for the low sodium diet (for example to Low Salt or No Salt on Tray) or low sugar diet (for example to Controlled Carbohydrate or Diabetic), press the green Change Diet List button. When prompted, press No to skip the diet wizard and enter diets on your own. When prompted, press OK to update the chart. 4. Under the column DIET ORDER, click on the low sodium and low sugar diet names in gray and enter your own low sodium and low sugar diet. 5. Under the column DIET CODE, assign a unique code (1-3 letters) to represent each diet. For example, enter LS (Low salt), or D (Diabetic). 6. Next, you are ready to enter all diets in your facility. 75

87 Enter all facility diets and diet codes in this section. Entering Diets 7. Enter all diets including textures in your facility in the area shown by arrow above. It is recommended to group the chart in sections for each main diet texture (for example, regular, mech soft, pureed, etc). You may enter up to 5 different textures. 8. Start each group of diets with the main diet texture listed first. For example, enter the regular diet first followed by each diet type with a regular consistency (as shown in chart above). Note the regular diet and regular consistency therapeutic diets are grouped together, the mech soft diet and mech soft consistency therapeutic diets are grouped together, and so on. 9. Enter each texture and diet under the Diet ORDER column. Be sure to specify the texture for each diet. For example, for the NCS diet, enter Regular NCS, Mech Soft NCS, Pureed NCS. Do not enter a therapeutic diet without a texture (for example, don t just enter NCS ). Complete your entire list of available diets under this column. 10. Enter a unique diet code (1-3 letters) under the Diet CODE column to represent each diet entered. Enter the texture code first (for example, R for regular, MS for mech soft, P for pureed, etc) followed by a comma (and no space), and then the therapeutic diet code. For example, for the Regular, No Added Salt diet, enter the texture code R first and then the therapeutic diet code NAS (e.g. R,NAS ). If there is no diet extension, just enter the texture code. Tips to Remember: Do not enter the same diet code for two different diets on the list. When coding a low sodium and low sugar diet, use the same low sodium and low sugar code listed on the 1 st and 2 nd lines when adding it to other extensions. For example, if you coded the low sodium diet as NAS, code the Mech Soft, No Added Salt diet as MS,NAS. If you coded the low sugar diet as NCS, code the Pureed, No Concentrated Sweets diet as P,NCS. 76

88 If a resident has a special diet order, such as small portions or extra butter/gravy on trays, etc., it is NOT necessary to add these special orders on the diet chart. Only add the main facility diets. You may add these special orders in the resident file. 11. When finished entering your diets, press the Save button. 12. If desired, press the Print Diet Code List button to print the Master Diet Code chart as a reference. 13. To exit, press the Master Panel button to return to the Master Panel. Editing the Master Diet Code Chart You may periodically update, view, or change your diets and diet codes on the Master Diet Code chart at any time. Minor Changes: Renaming or Adding a New Diet 1. Open DietBook Clinical. 2. From Master Panel, press the Help Me button. You will be brought to the Master Diet Code chart listing all diets and diet codes in your facility. 3. Press the Change Diet Chart button. 4. When prompted, press NO to skip the Diet Wizard and enter changes on your own. 5. To RENAME an existing diet or diet code on the chart, type over the old name with your preference. Assign a new diet code if needed. 6. To ADD a new diet, add it to the end of the chart. By adding it at the end, you will not change the current order of diets on the monthly report. When finished, press the Save button and then Master Panel button to exit. Major Changes: Moving or Deleting Diets on Master Diet Code Chart If you need to move, remove, or completely change the diets on the Master Diet Code chart, you may do so by using the Diet Wizard or by manually making the changes directly on the chart yourself (proficient users). To make changes on own, refer to previous Section A. Manual Setup of Diets on Master Diet Code Chart. Important: Do not move the existing order of diets on the Master Diet Code chart if you are using the data on the monthly report, otherwise, the monthly report will be inaccurate. If you need to change the existing order of diets, make the necessary changes, go to the monthly report and copy/paste (right click mouse) the monthly report data to match the new order of diets. The monthly report is always unprotected if you need to rearrange the data. To make changes using Diet Wizard, do the following: 1. Open DietBook Clinical. 2. From Master Panel, press the Help Me button. You will be brought to the Master Diet Code chart listing all diets and diet codes in your facility. 3. Press the Change Diet Chart button. 4. When prompted, press Yes to go to the Diet Wizard. 5. Add, delete, or modify the order of diets directly on the Diet Wizard charts. Refer to Getting Started manual Section III. Setting up Facility Diets for more information. 6. When finished, press the Diet List Wizard button. 77

89 7. When prompted, press OK to overwrite the Master Diet Code chart with the new Diet Wizard changes. When finished, press the Save button and then Master Panel button to exit. B. Changing Facility Units After entering your facility unit names during the initial setup, you may add or update existing unit names at any time. Your current facility unit names are displayed on the Facility Unit Set Up list found after pressing the Help Me button on the Master Panel and then the Facility Set Up button. You can make as many changes to the unit list as needed. On the Facility Unit Setup list, simply type in any changes to unit letters (1-2 characters) and names in the white cells. Adding a New Unit 1. Go to the Master Panel. 2. At the top of the Master Panel, locate the white cell titled Total Beds (as shown by arrow below). 3. Enter the new total beds with the new unit in your facility. For example, if you currently have 100 beds and you want to add a new unit with 50 beds, type over the 100 and enter 150. Remember, the total number of beds cannot exceed Next, press the Help Me button and then Facility_Set_Up button. 5. On the Facility Unit Setup chart, add the new facility unit letter(s) and name in the white cells under Units and Name of Unit. Remember, the unit letter(s) can only be two characters. 6. After entering the new unit code and name on the Facility Unit Setup chart, enter the total # of facility units in the white cell titled Total Units. For example, if you have four units, enter When finished, press the Master Panel button. 8. Add the new unit and room numbers after the last unit in the resident file. Go to the LOC# of the last room for the last unit and enter the new unit letter and room number for the new resident file. In each resident file, enter the new unit letter in the white cell titled UNIT and the room number in the white cell titled Room#. Inserting / Deleting Rooms in Your Facility Note: If you are not already at the Inserting or Deleting a Room section, go to the Master Panel, press the Help Me button, then the Facility Set Up button. 78

90 Inserting a New Room 1. On the Inserting or Deleting a Room chart, locate the 1 st white cell titled Enter UNIT letter. Enter the UNIT letter(s) of the room to be inserted. Make sure you enter a unit letter(s) that already exists on the Facility Unit Setup List. 2. Next, go to the 2 nd white cell titled Enter ROOM#. Enter the new room number and bed number (if available) that you want to insert, separated by a decimal point. For example, enter if you want to insert room 101, bed Go to the 3 rd white box titled Enter location number (LOC#) for the new room. Enter the LOC# where you want the room to be inserted. For example, if you want the LOC# for the new room to be number 46, enter Before proceeding, double check that your data entries are correct because this procedure cannot be reversed. 5. Press the Insert Room button. DietBook will insert the new room at the LOC# you specified and will automatically reorganize your facility s LOC# s to adjust for this addition. 6. When finished, press Master Panel button to exit. Deleting a Room 1. On the Inserting or Deleting a Room chart, locate the 1 st white cell titled Enter UNIT letter. Enter the UNIT letter(s) of the room to be deleted. Make sure you enter a unit letter(s) that already exists on the Facility Unit Setup List. 2. Next, go to the 2 nd white cell titled Enter ROOM#. Enter the room number and bed number (if available) that you want to delete, separated by a decimal point. For example, enter if you want to delete room 101, bed Go to the 3 rd white box titled Enter location number (LOC#) and enter the LOC# of the room to be deleted. 4. Before proceeding, double check that your data entries are correct because this procedure cannot be reversed. 5. Press the Delete Room button. DietBook will delete the room at the LOC# you specified and will automatically reorganize your facility s LOC# s to adjust for this deletion. 6. When finished, press Master Panel button to exit. Sorting Facility Units and Rooms If your facility s units and rooms are not already organized in alphabetical and numerical order, you may sort your facility by pressing the SortRooms button in the Facility Unit Setup chart. You should not have to use this button because DietBook already sorts your facility during the initial setup. C. Data Entry Examples If you are unsure on how to enter data in any white or yellow cell, DietBook will show sample data in the white or yellow cell in question for your review. 1. At any time while in DietBook, click on a white or yellow cell that you want to view sample data. For example, if you are in the resident file and would like to see how 79

91 you should enter a supplement, click on a white cell under the supplement section and press the Ctrl+H function key (help). 2. Enter 1 to view sample data. Press OK. 3. DietBook will display an example of how to enter data in the cell you selected. You will not be able to enter data while the sample data is visible. 4. To close the sample data and return back to your data entry cell, press the Return button. 80

92 XII. Backing up DietBook Backing up your DietBook program on your computer s hard drive daily and on an external drive weekly is very important in case your computer crashes or hard drive fails. If you do not backup your DietBook program, you may run the risk of losing all your information. It is recommended to backup your program on a USB disk. You should have already entered the external drive letter on the Master Panel during the initial set up of your program for the automatic backup system. 1. Confirm the letter of your external drive (USB disk recommended). If you do not know your external drive letter, do the following: Close DietBook. From desktop, double click the My computer icon to open. Locate the title Devices with Removable Storage. Insert your BACKUP USB disk. Wait for a new icon titled Removable disk to appear. Record the external drive letter of the USB disk. External drives are usually designated as the E, F, or K drive, etc. When finished, close window and return to desktop. 2. Open DietBook. 3. At Master Panel (as shown by arrow above), confirm or enter the external drive letter followed by a colon (:) in the white cell titled Backup Drive (e.g. E: ). Note: You will only need to enter this letter once as long as you are using the same backup method on the same data port. 4. When finished, press Enter on keyboard. 5. Press the red CLOSE1 button. Do not close the program with the X at the far right corner of your screen. This will not save your data! 6. To 1 st prompt, answer YES to save your data to the hard drive. 7. To 2 nd prompt, answer YES to backup your data to an external drive (USB disk). You are strongly recommended to select YES to this 2nd prompt at least weekly. 8. Insert your BACKUP USB disk when prompted. Press Enter to each prompt. DietBook will save your data to the external drive which now protects you in case your computer crashes and all data is lost. 9. When finished, remember to safely remove your backup USB disk from the computer. 10. If you select NO, DietBook will automatically close down. No backup will be made on your external drive and you may run the risk of losing all your information if your computer should crash. 81

93 XIII. Troubleshooting Very Important! Remember to routinely save your work by pressing the CLOSE1 button at the end of every day and to frequently backup your work on a USB disk at least weekly to avoid losing all your data in case your computer malfunctions or hard drive fails. Although not common, run-time error messages may pop up while you are using your DietBook program indicating that some data input may be violating Microsoft Excel spreadsheet requirements. These error messages may cause the program to temporarily stop running. DietBook has incorporated many internal checks to prevent these run-time errors from occurring, however, if you do encounter one you should do the following: If you get a run-time error message or the program is not running correctly Step 1: Record the Error Message 2. If an error message box appears, first record the error message and what button in DietBook you just pressed when the error occurred. 3. After reading and recording the error message, click the End button in the error message box. NOTE: Never click the Debug button because this may lock up all functions making the DietBook program completely inoperable. 4. Next, check to see if you made any data entry errors. Step 2: Check for Data Entry Errors DietBook has a special built-in feature to help troubleshoot common data entry errors and will display on a list what they are and where to find them. DietBook automatically checks for possible data entry errors every time you open the program. You may also check for errors by going to the Master Panel and pressing the green CheckIt button. The most common data entry errors occur in the resident file. 5. Return to Master panel and press the CheckIt button. If there are no errors, a note will appear DietBook found no data entry errors. Proceed to Step 3: Run a Transfer. 6. If errors are found, you will be taken to the LIST OF POSSIBLE ERRORS of all residents with data entry errors. Correct all errors on the list. You may print this list by pressing the Print28 button. Refer to list of common data entry errors with instructions on how to correct each below. 7. When finished, press the Check It button again to verify all errors were corrected. See if this corrects the problem. If not, proceed to Step 3: Run a Transfer. List of Data Entry Errors Diet Type Code Missing? Resident has no diet code entered in the green box in the resident file. Go to the resident s file, click on title DIET: and press SAVE button. When prompted, click on the diet desired and press Select button. For more information, refer to Section II. Entering Data in Resident File; Diet Order & Diet Code. 82

94 Diet Type Not Recognized? A diet code has been entered for the resident s diet order; however, DietBook does not recognize it. Go to resident s file to correct the code. If you need help remembering the diet code, in the resident s file, click on title DIET: and press SAVE button. When prompted, click on diet desired and press Select button. For more information, refer to Section II. Entering Data in Resident File; Diet Order & Diet Code. Dietary Meal Supplement/Snack Code Removed. No nourishments. Resident had a number coded in the pink box under the dietary snack/supplement at meals section; however, no snacks or supplements were found here. DietBook, therefore, removed the code for you. Go to resident s file to confirm the change. Dietary Between Meal Supplement/Snack Code Removed. No nourishments. Resident had a number coded in the pink box under the dietary snack/supplement between meals section; however, no snacks or supplements were found here. DietBook, therefore, removed the code for you. Go to resident s file to confirm the change. Nursing Meal Supplements Code Removed. No supplements. Resident had a number coded in the pink box under the nursing supplements at meals section; however, no supplements were found here. DietBook, therefore, removed the code for you. Go to resident s file to confirm the change. Nursing Between Meal Supplements Code Removed. No supplements. Resident had a number coded in the pink box under the nursing supplements between meals section; however, no supplements were found here. DietBook, therefore, removed the code for you. Go to resident s file to confirm the change. Nursing Meal Supplement Code must be a Whole Number. There should be no decimal points when counting a nursing supplement. The only time you use a decimal point is for dietary to differentiate between a supplement and a snack. Please add up the total nursing supplements at meals using a whole number, such as 1, 2, or 3, etc. Nursing Between Meal Supplements Code Must be a Whole Number. There should be no decimal points when counting a nursing supplement. The only time you use a decimal point is for dietary to differentiate between a supplement and a snack. Please add up the total nursing supplements between meals using a whole number, such as 1, 2, or 3, etc. Med Pass Code Removed. No supplements. Resident had a number coded in the pink box under the Med Pass section; however, no Med Pass supplements were found here. DietBook, therefore, removed the code for you. Go to resident s file to confirm the change. Med Pass Code must be a Whole Number. There should be no decimal points when counting a Med Pass supplement. The only time you use a decimal point is for dietary to differentiate between a supplement and a snack. Please add up the total Med Pass supplements using a whole number, such as 1, 2, or 3, etc. Resident is on hold. This reminds you that a resident is on hold. If you need to take the resident off hold, go to resident s file and remove the yes under title Resident is on hold. Thickened Liquid Consistency Not Recognized? The words Nectar, Honey, or Pudding thickened liquids are misspelled in the resident file or another word is being used. Go to resident s file to correct by entering the words Nectar, Honey, or Pudding. 83

95 Step 3: Run a Transfer 8. If no data entry errors were found, return to Master panel, press the Close1 button to close DietBook, and select "NO" to 1 st prompt (DO NOT SAVE). 9. From desktop window, double click Dietran77 icon to open. 10. Confirm word REPAIR is entered in white cell near the Transfer button. Press the TRANSFER button. For versions less than 15, answer "No" to 1st prompt. Press OK to prompt. If the transfer does not run, refer to section below If Transfer does not run. 11. Follow the prompts. Wait for DietBook to transfer your data into a clean DietBook program. When finished, Dietran77 will automatically close and you will be brought to your desktop. This almost always corrects the problem. 12. Reopen DietBook. Check to see if this corrected the problem. 13. If the problem still exists, proceed to Step 4: Upload Backup Data from Hard Drive. If Transfer will not run If the transfer does not run because you are prompted that your master files are missing (usually caused by attempting to copy DietBook without using the Install CD), you will need to first insert your Install CD or Upgrade CD to replace the Master files. 1. From desktop, go to Dietran In 1 st white cell to the left titled CD drive letter for Transfer file download, enter your CD drive letter for this computer. If you do not know your CD drive letter, do the following: a) Close Dietran77 by pressing CloseTran button. b) From desktop, double click the My computer icon to open. c) Locate the title Devices with Removable Storage. Locate the icon that has a picture of a CD on it with the title CD or DVD drive. Record the external drive letter for the CD. d) When finished, close window, return to desktop, reopen Dietran77, and repeat step Press SAVE button. 4. Press CLOSEtran button to Close Dietran Insert your most recent CD (Install or Upgrade). It is important to use the CD with the most recent DietBook version. After CD opens, press Quit to 1st prompt to stop the procedure. To next prompt, answer YES to quit. You will be brought back to the desktop. 6. Reopen Dietran Press the Transfer button. Follow the prompts. 8. Reopen DietBook. Check to see if this corrects the problem. Step 4: Upload Backup Data on Computer Hard Drive If you ran a transfer and this did not correct the problem (uncommon), your program data may be corrupt. The next step is to replace your existing data with the data from your backup files on your hard drive. These files are created every time you close DietBook and answer YES to 1 st prompt to save your data. If you do this daily, your backup data will only be 1 day old. 14. If the transfer did not correct the problem, press the Close1 button to close DietBook and select "NO" to 1st prompt (DO NOT SAVE). 15. Open Dietran77, and press the UpLoad button. 84

96 16. Press OK to 1 st prompt to OVERWRITE your current data with the backup files on your hard drive. 17. To 2nd prompt, enter 3 to upload your backup files on your hard drive. (No USB disk needed at this time). 18. Wait for prompt Upload complete. 19. When finished, press CLOSEtran button and reopen DietBook. 20. Check to see if this corrects the problem. 21. If problem still exists, proceed to Step 5: Upload Backup Data on External Drive. Step 5: Upload Backup Data on External Drive If you tried uploading your backup files on your hard drive and this did not correct the problem, the final step is to upload your backup data from your external drive (USB disk). 22. If step 4 did not correct the problem, close DietBook by pressing Close1 button. Answer "NO" to 1 st prompt (DO NOT SAVE). 23. From desktop, double click Dietran77 icon to open. 24. Locate the 2 nd white cell to the left of the screen titled External drive letter for UPLOAD, Load a CAB, and Store/Recall (as shown by arrow above). 25. If you have been routinely backing up your data on an external drive, enter your external DRIVE LETTER followed by a colon (:) in this 2 nd white cell. For example, if your backup USB disk drive letter is E, enter E:. Note: If you do not remember your external drive letter, do the following: Close Dietran77 by pressing CLOSEtran button. From desktop, double click the My computer icon to open. Locate the title Devices with Removable Storage. Insert your BACKUP USB disk. Wait for a new icon titled Removable disk to appear. Record the external drive letter of the USB disk. External drives are usually designated as the E, F, or K drive, etc. When finished, close window and return to desktop. (Note: Keep USB disk inserted; do not remove yet). 26. After entering the external drive letter, press Enter on keyboard. 27. Press SAVE button. 28. Press the UPLOAD button. 85

97 29. Press OK to 1 st prompt to OVERWRITE your current data with the backup files on your external drive. 30. To 2nd prompt, enter 2 (upload data from external drive). 31. To 3rd prompt, press YES to upload all backup files on external drive. For Consultant Version users: Press No ONLY if uploading one facility s data from your set of multiple facilities. Press YES if uploading all facilities. 32. Wait for prompt Upload complete. When finished, press CLOSEtran button and reopen DietBook. 33. Check to see if this corrects the problem. 34. If problem still exists, or contact the DietBook Technical Department for further assistance. Be sure to have recorded the exact error message and the button pushed prior to getting the error message. You may be asked to your data files to the technical department or to reinstall the program. If the error occurred while trying to print 1. Go to the Master Panel. 2. Press the Help Me button. 3. In the Help Screen, press the Set Up Printer button. 4. In the PRINTERS box, press the Set Printer button to reselect your printers. When finished, press Master Panel button, press SAVE, and try to print your document again. 5. If you are still unable to print, close DietBook, shut down your computer, unplug your printer, wait 10 seconds, plug in your printer again and reboot your computer. This should clear out any bad information and will reset the normal formats. Try to print again to see if the problem has been corrected. If not, follow the instructions below. 6. If you are still unable to print, there may be a problem with your printer. Close DietBook and try to print a document from another file such as a word document. If you find that you are unable to print anything from your printer, even from files outside of DietBook, then the problem is your printer. You will need to contact a technician to service your printer. If, however, you are able to print other program files, but not from DietBook, then contact a DietBook representative for assistance. If the program suddenly runs very slow 1. Return to Master Panel. 2. Press the SAVE button. 3. Close DietBook by pressing CLOSE1 button. 4. Reopen DietBook. This should correct the problem and return it to its normal speed. If the program completely locks up and is not responding 1. On your keyboard press Ctrl+Alt+Delete, first press Ctrl (and hold), plus then press Alt (and hold), plus press Delete (hold all at same time without releasing). Your computer will ask if you want to End Task or Shut Down. 2. Press Shut Down to automatically shut down your computer. 86

98 3. After your computer shuts down, unplug the printer wait 10 seconds, plug in the printer again, reboot the computer, and reopen the DietBook program. If no toolbars found in other Excel files If you would like to work on another file in Microsoft Excel besides DietBook, always remember to close DietBook first by pressing the red CLOSE1 button on the Master Panel. This is to ensure that DietBook is not altered in any way since it also runs on Microsoft Excel while you are working on other Excel files. If you did not close DietBook with the CLOSE1 button, DietBook will not be able to reinstall the Microsoft Excel toolbars for your other Excel documents. DietBook removes the toolbars while you are working in DietBook as a protective feature, but will re-add them again for your other Excel files once you have closed DietBook. If you find that you do not have any toolbars in other Microsoft Excel files, you may correct this by doing one of the following: 1. Reopen your DietBook program and press the red CLOSE1 button on Master Panel. Or, 2. Open the Dietran77 icon on your desktop and press the Menu_Bar button. FREE Online Troubleshooting Instructions DietBook, LLC offers FREE on-line troubleshooting instructions if the manual instructions do not address or fix your problem. For step by step instructions on how to address common user errors and related possible error messages, visit click the Technical Support tab, and click the Troubleshooting link. Several possible problems with detailed instructions on how to fix each will be provided. These instructions will be updated on an on-going basis so be sure to check the website periodically as needed. 87

99 GLOSSARY Body Mass Index: Calculated on nutrition assessments. BMI = Weight (kg) / Height squared (m) Energy Assessment Calculations: DietBook offers three different equations for estimating a resident s energy needs (1) the Harris Benedict Equation, (2) energy per kilogram body weight, and (3) Mifflin St. Joer. (1) Harris-Benedict equation (Basal energy expenditure) Men (kcals/day) = (13.75 x wt (kg)) + (5.00 x ht (cm)) (6.76 x age) Women (kcals/day) = (9.56 x wt (kg)) + (1.85 x ht (cm)) (4.68 age) (2) Energy per kilogram. It is estimated that kcals per kg body weight may be used to estimate the energy needs of the non-obese population. (3) Mifflin St. Joer Men (kcals/day) = 5 + (10 x wt (kg)) + (6.25 x ht (cm)) x Age Women (kcals/day = (10 x wt (kg)) + (6.25 x ht (cm)) x Age IBW: Ideal Body Weight. DietBook uses the Hamwi Method to calculate IBW. Females: 100 pounds for the first 5 feet plus 5 pounds for every inch over 5 feet. Example: The IBW for a 5 4 female is: 5 = 100 lbs. IBW = 100 lbs. + (5 lbs x 4 in) IBW = IBW = 120 lbs Males: 106 pounds for the first 5 feet plus 6 pounds for every inch over 5 feet. Example: The IBW for a 5 10 male is: 5 = 106 lbs. IBW = 106 lbs. + (6 lbs x 10 in) IBW = IBW = 166 lbs IBW Range: Ideal Body Weight + / - 10% Adjusted IBW for Obesity: [(ABW IBW) x 0.25] + IBW = Weight in Kilograms Where: ABW = Actual Body Weight IBW = Ideal Body Weight 0.25 = 25% of body fat tissue is metabolically active (Grant & DeHoog, Nutritional Assessment and Support, 1991, p. 234) 88

100 % Ideal Body Weight: % IBW = Current Weight x 100 Ideal Body Weight Significant Weight Change (calculation): % Change = (Current Previous wt) / Previous wt x month = 5% or greater significant 3 months = 7.5% or greater significant 6 months = 10% or greater significant Significant Weight Loss List: Tracks all significant weight losses, whether new or old, that triggered over 1, 3, or 6 months. Note: To avoid residents from appearing on the list who have had an old significant weight loss but who are now resolved, refer to the New and Continue to Lose Weight list. However, if you still prefer the overall picture, the Significant Weight Loss list will also tell you if a resident is new or a CSL (that is, if he/she continues to significantly lose weight. Significant Weight Loss - New and Continue to Lose: Only tracks those residents who are new significant weight losses or who continue to lose weight significantly from the previous month. It does not track those residents who had a previous significant weight loss in the past that have already been addressed or resolved. This allows you to focus only on the problem residents who are currently experiencing weight loss. For your convenience, DietBook will identify each resident with the word New if they are new on the list or with CSL for a resident with Continued Significant weight Loss. Significant Weight Gain List: Tracks all significant weight gains, whether new or old, that triggered over 1, 3, or 6 months. A New and Continue to Gain Weight list also is available. (Refer to Significant Weight Loss list definition above for further explanation). Significant Weight Gain - New and Continue to Gain: Only tracks those residents who are new significant weight gains or who continue to gain weight significantly from the previous month. It does not track those residents who had a previous significant weight gain in the past that have already been addressed or resolved. This list allows you to focus only on those residents who are currently experiencing weight gain. For your convenience, DietBook will identify each resident with the word New if they are new on the list or with CSG for a resident with Continued Significant Weight Gain. W (Warning): Found on the significant weight loss/gain charts. This note will appear on the chart to notify you of residents who don t trigger as significant yet, but who are close. It tracks weight changes over 4.5% x 1 month, 7% x 3 months, and 9.5% x 6 months (verses the mandated 5%, 7.5%, and 10%). This is to only serve as a warning of residents who may be at risk for an actual significant weight loss or gain. 89

101 SECTION 2: DietBook Menus I. Pre-Installation 1. Install MICROSOFT EXCEL, if necessary. Follow the instructions on the Microsoft package. Note: The Microsoft EXCEL spreadsheet program may be purchased alone or in package deals, such as in MICROSOFT OFFICE. 2. Make sure you have the PRINTER you want to use setup on your computer. To confirm a printer has been installed, on desktop press START, click Control Panel, Printers and Faxes, and look for your printer name. If there, proceed to step 3. If not, install the printer driver now and repeat this step. 3. Microsoft Security Levels: Set your Microsoft Excel and Microsoft Word security levels to Medium to enable the DietBook macros. DietBook will not run if the security level is set to High. To do so, a) Click and open a new, blank Microsoft Excel spreadsheet. b) From the toolbar at top of the spreadsheet, press Tools. c) Press Macro. d) Press Security. e) Select Medium. f) Press OK, and then close Excel. g) Next, click and open a new Microsoft Word document and repeat steps 1-6 above. 4. Automatic Backup System: It is recommended to set up an external drive back-up system to save your data in case your computer crashes or hard drive fails. We highly recommend using a USB disk. You will need to determine the external drive letter prior to installation. Note: If using a CD ROM to backup your data, refer to section Using a CD ROM. Using USB disk a) To determine the external drive letter, double click the My computer icon on your desktop window to open. b) Locate the titles Devices with Removable Storage. You may need to first insert your USB disk to get the drive letter to show up. External drives are usually designated as the D, E, or F drive. You may not back up your data using 3 ½ floppy disks. The files in DietBook Menus are too large to be stored on a floppy disk. c) Record the external drive letter for either the USB disk. Using a CD ROM You may backup your data using a CD ROM (CD burner); however, you will not be able to use DietBook Menu s automatic backup system. You will need to backup your data on your own. Install the DietBook Menus software first and then do the following. a) If open, close DietBook Menus. b) From the desktop window, double click My Computer icon. c) Double click C: drive. d) Click the DietMenu folder and drag to the CD burner window per your CD burner instructions. 5. Have your ID# ready. Your ID # is located on the back of the Install CD plastic case. 90

102 II. Installing DietBook MENUS Be sure to complete the pre-installation instructions first in Section I before proceeding to the installation. 6. To start the install process, insert the DietMenu INSTALL CD into your CD drive. If the install process does not start automatically, from the desktop window, double click My Computer icon and record the CD letter drive. Close the window, return back to the desktop, click START, click Run, type in the letter of the CD drive followed by a colon and then the word INSTALF.EXE. For example, type in D:INSTALF.EXE, and press OK. 7. When the HJ screen opens, press Next. 8 Press Next to start the install. 9. When cover page opens, press the INSTALL link to begin installation. (Note: If nothing happens, first hold the CTRL key and then press INSTALL ). 10. If prompted, press Enable Macros to enable DietBook macros to run. 11. Press OK to the next prompt. 12. Press the Install It button. Follow the prompts. During this time, you will be asked to accept DietBook, LLC s terms and conditions, register your name or facility name, and enter your ID#. You will then be asked to choose a printer for DietBook Menus. 13. To set up your printers for the first time or if DietBook Menus does not find a printer installed, a message will be displayed stating The selected printers are not recognized by your drivers! Read the following instructions carefully to select your printers. If you have not installed your printer driver, press No to the prompt and install the driver first. You will be prompted to select a printer the next time you open DietBook Menus. 14. If the printer is installed, press OK to the prompt. DietBook Menus will ask you to select a printer, preferably a laser printer. This will be the printer that will print your menu spreadsheets, week at a glance menus, menu analysis, and recipes. A list of printer drivers that your computer recognizes will be displayed. Highlight the printer that you want to be your printer and press OK. 15. When finished, press Return1 button to return to DietBook Menus Master Panel. 16. The installation is now complete! At this time, you will need to print the DietBook Manual. 17. Press the CLOSE button and answer Yes to save your program. To 2 nd prompt, answer No (not save to external drive). 18. After installation, you will notice a new icon on the desktop titled DietMenu. Double click this icon whenever you want to open the program. You will also see new icons titled Dietran01 (used for DietBook Menus maintenance program) and DietBook Manual. Printing the DietBook Manual: 19. On the desktop, double click the DietBook Manual icon to open. Note: If prompted, press Yes to enable DietBook hyperlinks. 20. To print the entire manual including DietBook Clinical and DietBook with Tray Tickets, press File and Print on Microsoft toolbar. To print only the section on DietBook Menus, scan down to Table of Contents to SECTION 2: DietBook Menus. Highlight this section in Table of Contents and print. Then go to the page number beginning this section in the manual, highlight the entire section, and print. 21. In SECTION 2: DietBook Menus, refer to Section A. Initial Setup now. 91

103 22. To watch a tutorial on how to use DietBook Menus, double click the TUTORIAL DietMenu icon on the desktop. A. Initial Setup Entering External Drive Letter After recording the letter of your backup drive during the pre-installation, you must enter it now in DietBook Menus. If you do not have the backup external drive letter, refer back to Section I. Pre-Installation. 1. To open DietBook Menus, double click the DietMenu icon on desktop. 2. From the Menu Master Panel, press the Program Setup button at the bottom of the screen. 3. Below the DAYS/MEALS section, locate section titled BACKUP DRIVE. This is where you will enter the letter of your external drive for the automatic backup system. 4. In the white cell, enter the external drive letter followed by a colon (e.g. E: ) for USB disk. If you are not using an external drive backup or are using a CD ROM for backup, leave the cell blank. 5. Press the Return1 button to return back to the Master Panel. Setting up Printer 6. If not already done so during installation, from the Master Panel, press the Printer Setup button. Press OK to the 1 st prompt. 7. A list of printer drivers your computer recognizes will be displayed. Highlight the printer that you want to use and press OK. Note: If the printer you want is not listed, then you have not yet installed the printer driver. Press NO, install the driver, and repeat this feature later. Press Return1 button to return to Master Panel. Menu Cycles Names 8. From the Menu Master Panel, press the Program Setup button. 9. In the section titled MENU CYCLES, enter a name for each menu cycle in the white cells. You may enter up to 4 different menu cycles, plus a Holiday cycle (stored at #5). 10. For cycles 1-4, enter Spring/Summer, Fall/Winter, Spring, Summer, Fall, or Winter, etc. The 5 th cycle is only reserved for individual holiday meals; e.g., Christmas, Thanksgiving, Easter, Fourth of July, or Resident Choice meals, etc. It cannot be used for another full set of cycle menus. For the 5 th cycle, enter Holiday Meals or Special Meals, etc. 11. When finished, press the Add Cycle Names button. Order of Days & Names of Meals 12. If not already in the program set up screen, go to the Menu Master Panel and press the Program Setup button. 13. Locate the section titled DAYS/MEALS to set up the order of days and names of meals. Under DAYS in the white cells, enter the order of days that you want your menus to follow. For example, if you want to have a Sunday through Saturday week 92

104 setup, then enter Sunday first, then Monday, Tuesday and so on. If you want to have a Monday through Sunday setup, enter Monday first, then Tuesday, and so on. 14. Under MEALS in the white cells, enter the meal names (e.g. breakfast, lunch, dinner, or supper, etc.). When finished, you will be ready to enter your facility diets on the MENU EXTENSIONS CHART. Importing Sample DietBook Menus If you desire, you may copy a sample cycle of menus from DietBook Menus to use or edit for your facility. 1. On the Master Panel, go to the RECIPES section. 2. Press the Import Food button. 3. When prompted, enter 2 to import Menus from the HELP file. Press OK and follow the prompts. A sample menu cycle will be loaded on the spreadsheets for you. 4. When finished, from the Menu Master Panel, press the Menu Extensions & Diet Code Chart button. 5. On the MENU EXTENSIONS CHART, press the Update Diet Chart button. This will update the Menu Extensions Chart to reflect the diet column names and extensions for the DietBook menus. If you need to add additional diets to the Menu Extensions chart, it is recommended to add them at the end. If you need to rename, remove, add, move, or copy diets to another location on the chart, refer to Section III. Menu Spreadsheets: G. Editing Spreadsheets after Menus Entered. 6. When finished, skip to Section C. Menu Spreadsheet Food Codes. B. Initial Setup of Menu Extensions Chart Automatic Transfer of Diets from DietBook s Master Diet Code Chart This option is only for those who also use DietBook Clinical or Tray Tickets! It is not available for DietBook Menu users only. If you do not have DietBook Clinical or Tray Tickets, skip to section Manual Entry of Menu Extensions Chart. For those who also have DietBook Clinical or Tray Tickets, you may transfer the diets and codes entered on the DietBook Master Diet Code Chart to the Menu Extensions Chart using a special procedure called the Diet Wizard. Make sure you already entered diets on the DietBook MASTER DIET CODE CHART before using this feature. 1. Open DietBook Menus. 2. From the Menu Master Panel, press the Menu Extensions & Diet Code Chart button. 3. At the top of the MENU EXTENSIONS CHART, press the blue Diet Wizard button. 4. Press YES to the 1 st prompt to go to the Diet Wizard. WARNING: IF YOU HAVE ALREADY ENTERED MENUS ON THE SPREADSHEETS, PRESS NO (Do not go to Diet Wizard), UNLESS YOU WANT TO OVERWRITE YOUR CURRENT SPREADSHEET DIET NAMES! If you already entered menus, refer to Section III. Menu Spreadsheets: G. Editing Spreadsheets after Menus Entered. 5. You will be brought to the DIET WIZARD chart. If you used Diet Wizard previously to set up your diets in DietBook, the chart will be complete. If you want ALL the diets to be included on the menu spreadsheets, leave the charts alone and skip to #6. However, if you only want to include some of the diets on the spreadsheets, you may 93

105 edit or delete diets directly in Diet Wizard. Note: Any changes made here will only modify the diets listed in DietBook Menus. It will not change your current list of diets on DietBook s Master Diet Code chart. 6. When finished, press the Diet List Wizard button. 7. Press YES to the 1 st prompt to load these diets and codes to DietBook Menus. 8. When finished, press the Check Codes button to check for missing diet codes. If missing diet codes are found, refer to step #9 below. If no missing codes are found, skip to section C. Menu Spreadsheet Food Codes. 9. If you edited or deleted diets on the Diet Wizard because you did not want every diet on DietBook s Master Diet Code chart to be included on the menu spreadsheets, you will see a list of missing diet codes appear. You will need to add the diet codes of the deleted diets to the Menu Diet Code Chart in order to be recognized as an existing diet for production sheets. Refer to section Missing Diet Codes below on how to do this. Missing Diet Codes All diet codes on the DietBook Master Diet Code chart must also be entered on the Menu Diet Code chart in order to print production sheets. Missing diet codes occur when diet codes listed on the DietBook s Master Diet Code chart are NOT listed on the Menu Diet Code chart. This may occur if: (1) you forgot to add or entered a wrong code for a diet on the Menu Extensions Chart, or (2) you have non-spreadsheet diets. A non-spreadsheet diet refers to a diet in your facility that you do not want included on the menu spreadsheets. For example, the No Added Salt diet may be a diet in your facility; however, not included on the spreadsheets since it is the same as the Regular, with the exception of a missing salt packet. If the diet code for a non-spreadsheet diet is missing on the MENU DIET CODE CHART, you will be unable to print production sheets for this diet. Follow the instructions below on how to add missing diet codes to the Menu Diet Code chart. 1. From the Menu Master Panel, press the Menu Extensions & Diet Code Chart button. 2. Go to the Menu Diet Code chart in green. If no missing codes are listed, press the red Check Codes button. This will find any codes on the DietBook s Master Diet Code chart that are not listed on the Menu Diet Code chart. If still no missing codes are found, skip to Section C. Menu Spreadsheet Food Codes. 3. If a missing diet code is found for an existing spreadsheet diet, add the missing code to one of the green Code1, Code2, or Code3 columns as it corresponds to the diet listed on the Menu Extensions Chart (as shown in picture above). Be sure to enter the code in the same row for the diet and texture on the Menu Extensions 94

106 Chart. For example, for the missing diet code P (pureed), enter P under Code3 column to represent the pureed diet listed in the Texture3 column. 4. If the missing diet code is for a non-spreadsheet diet (a diet not listed on the Menu Extensions Chart), first choose a diet on the Menu Extensions Chart that you want this diet counted as on the production sheet. For example; if the No Added Salt diet is a non-spreadsheet diet, you may select DietBook Menus to count the No Added Salt diet as a regular diet on the production sheet. Separate each non-spreadsheet diet code with a colon : 5. Double click the white cell in the Code1, Code2, or Code3 column to enter each nonspreadsheet diet code after the existing diet code(s). Separate each code with a colon : (as shown by arrows above). Remember: You must add the nonspreadsheet diet code in the Code1, 2, or 3 columns for the same row and column of the spreadsheet diet and texture you want counted on the production sheet. If needed, refer to examples below: For the sample missing diet code R,NAS (Regular, No Added Salt), enter R,NAS in row 1 column Code1 for the regular diet with Texture1 (regular) after the existing code R separated by a colon (R:R,NAS). For the sample missing diet code MS,NAS (Mech Soft, No Added Salt), enter MS,NAS in row 1 column Code2 for the regular diet with Texture2 (Mech soft) after the existing code MS separated by a colon (MS:MS,NAS). For the sample missing diet code P,NAS (Pureed, No Added Salt), enter P,NAS in row 1 column Code3 for the regular diet with Texture3 (pureed) after the existing code P separated by a colon (P:P,NAS). 6. When finished, double check that you entered all missing diet codes by pressing the red Check Codes button. If no missing diet codes are found, skip to Section C. Menu Spreadsheet Food Codes. Manual Entry of Menu Extensions Chart If you are a DietBook Menus user only, you must manually enter your diets and textures on the Menu Extensions Chart. You will not need to complete the green Menu Diet Code chart to the right. 1. From the Menu Master Panel, press the Menu Extensions & Diet Code Chart button to go to the MENU EXTENSIONS CHART. 95

107 Spreadsheet Diets: Enter diets to be included on the spreadsheets in these white cells Textures: Enter textures for each row of diets to be included on the spreadsheet in these white cells under Texture1, Texture2, and Texture3 columns 2. In the white cells under the column SPREADSHEET DIETS, enter the diets and the order you want them to appear on the menu spreadsheets (as shown by arrow above). 3. In the white cells under the Texture1, Texture2, or Texture3 columns, enter the textures (regular, mechanical soft, pureed) for each row of diets to be included on the menu spreadsheets. For production sheets, it is highly recommended to enter ALL textures for each diet listed. 4. If you have a diet with only one texture (e.g. Finger Foods diet), enter the diet and then enter the one texture under the Texture1 column (leave the other 2 texture spaces blank). For example, for the Finger Foods diet, enter regular under Texture1 and leave the second and third cells blank. 5. When finished, press the Save button and then press Return1. 6. You are now ready to proceed to Section C. Menu Spreadsheet Food Codes. C. Menu Spreadsheet Food Codes To save time entering foods on the spreadsheets, you may use special codes as a form of shorthand. Food codes help DietBook Menus make correct assumptions on how to interpret food entries, such as allowing or not allowing an extension to have the same food as the regular with a generalized X code or with your own specific codes, or combining two lines on the spreadsheet to indicate the same food. X Food Code The letter X can be a generalized code on the spreadsheet to mean a menu extension is allowed or not allowed to have the same food as the regular diet. 1. From the Menu Master Panel, press the Food Codes Setup button. 2. On the FOOD CODES chart, begin with the 3 rd line titled X Food code (as shown by arrow above). 96

108 3. If you want the letter X to mean give (allow) the same food as the regular diet, enter X in the white cell titled Regular. Note: If you choose this option, you may also add special notes or instructions after the X followed by a hyphen (-) on the menu spreadsheets. For example, enter X-grd, X-pur, X-soft, X-chop fine on the spreadsheets to mean give the regular food but with the added instructions. Any item on the spreadsheet starting with the letter X and hyphen ( X- ) will mean to give the regular food. 4. If you want the letter X to mean do not give (not allow) the regular food, delete the X in the white cell titled Regular. An X will automatically appear next to the title OMIT. 5. You may also create your own give regular food codes if you do not want to use an X or if you simply want to expand your library of codes. Give Regular Food codes You may add your own specific codes to mean give the same food as the regular diet. 6. On the FOOD CODES chart, go to the 1 st line titled Give Regular Food codes (as shown by arrow below). 7. In the white cell, enter all words, letters, or codes that you want interpreted as being the same food as the regular diet as long as it is equivalent or similar in nutritional value (such as texture modifications of the regular diet). Be sure to separate each word or code with a comma and NO space. For example, enter pur,puree,grd,chop,mashed,slurry,no nuts, no seeds etc. Omit Food codes If a menu extension is not allowed to have the regular food, you may enter your own specific Omit Food codes to mean do not give and eliminate it from the nutritional analysis. 1. If you already chose to have the letter X on the spreadsheet to mean do not give (not allow) the regular food, an X should be marked next to the word OMIT. If it is not, delete the X in the white cell next to Regular and an X will automatically appear next to the word OMIT (as shown by arrow above). 97

109 2. You may also add your own specific Omit Food codes, if you do not want to use an X or if you simply want to expand your library of codes. On the FOOD CODES chart, go to the 2nd line titled OMIT Food codes (as shown by arrow above). 10. In the white cell for OMIT Food Codes, enter all words, letters, or codes that you want interpreted as do not give the regular food. Be sure to separate each word or code with a comma and no space. For example, enter the words none,no,omit. Combine Food codes These codes are useful if you need two lines on the spreadsheet to indicate the same food. For example: Baked Ham (first line) with apricot glaze (second line). To indicate the second line is connected to the first line, start the second line with a Combine Food code. Otherwise, DietBook Menus will see it as two separate food items. 11. In the white cell for Combine Food codes, enter common words to represent the start of a second (2 nd ) line on the spreadsheet. Be sure to separate each word with a comma and no space. For example, enter with,and,on (as shown in picture above). Units of Measure Chart At the bottom of the FOOD CODES chart, you will notice a UNIT OF MEASURES chart. 1. If not already at the Units of Measure chart, go to the Menu Master Panel and press the Food Codes Setup button. UNITS OF MEASURE FROM TO cups cup c cup each ea ounce oz ozs oz slice sl 98

110 This chart is helpful to sort out desired and undesired serving size descriptions on the spreadsheets. If you or multiple users are entering data on the spreadsheets, unit of measure descriptions may be inconsistent. For example, if you want to list all beverage serving sizes in oz, but some beverages were entered as ozs, fl oz, or ounces, you have the option to change all the undesired descriptions to the desired oz. A list of undesired and desired units of measure will be entered on the chart for you. Simply overwrite and change the chart to fit your needs. FROM column: 2. On each line under the FROM column, enter all possible unit of measure descriptions that are not desired or those to be replaced. Example, enter ozs, ounces, fl oz. Enter only one unit of measure per line. TO column: 3. For each undesired unit of measure in the FROM column, enter the desired unit of measure in the TO column. For example, enter oz in the TO column to replace ozs in the FROM column and so on. 4. When finished, press the Save button to save your work. 99

111 III. Menu Spreadsheets A. Creating Menu Spreadsheets You should have already completed Section II. B. Initial Setup of Menu Extensions Chart before proceeding to this section. 1. From the Menu Master Panel, press the Menu Extensions & Diet Code Chart button to go to the Menu Extensions Chart. All diets to be included on the menu spreadsheets should be listed here. If not, refer to Section II. B. Initial Setup of Menu Extensions Chart for more information. 2. For the initial set up of your spreadsheets, press the Update Spreadsheet button to create the spreadsheet column names for these diets. 3. At the prompt, enter 1 (Name/Rename Spreadsheet Diet Columns), press OK, and follow the instructions. If prior menus exist, this feature will only rename existing diet columns. It does not move diets on the spreadsheet. To move existing diets on the spreadsheets, refer to Section III. G: Editing Spreadsheets after Menus Entered. 4. When finished, press the Return button to return back to the Menu Master Panel. Press the Save button. You are now ready to go to the menu spreadsheets. B. Going to Menu Spreadsheets Before proceeding, be sure you already created your spreadsheet diet columns. If not, refer back to Section II. A. Creating Menu Spreadsheets. You will now learn how to go to, enter, or modify foods on the spreadsheets. 1. From the Menu Master Panel, locate the Goto1 button next to four (4) white cells titled: Cycle, Week, Day and Meal (as shown in picture above). This is where you will go to the menu spreadsheets. 2. In the 1 st white cell under Cycle, enter the number cycle where you want to go. A list of your cycle names will be displayed in the gray area below. 3. In the white cells for Week, Day, and Meal, enter the number week (1-5), day (1-7), and meal (1-3). 4. Press the Goto1 button to go to that menu spreadsheet. 5. Note: If you are entering data for the 1 st time, it is recommended to start with the 1 st week, 1 st day, and 1 st meal in the cycle (For example, enter 1 for Week, 1 for Day, 1 for meal). This is important for the DietBook Menus copy 100

112 feature since it starts searching the top of the spreadsheet for previously entered foods and copies them down the chart. Description of Spreadsheet Buttons Once in the spreadsheet, you will see a long line of buttons at the top left of the screen. These buttons will perform all the necessary functions to quickly complete your menus. Refer to the descriptions below explaining each button s function. Note: If a function button does not seem to work after pressing it, remember to first press Enter on keyboard or click anywhere outside a white or yellow cell. If your cursor is flashing in a white or yellow cell, the DietBook macros cannot run while in the edit mode. 1 st button (from left to right) Find Menu. While in the spreadsheet, press this button to go to another meal in the cycle. Follow the instructions as prompted. Each day is numbered 1-7 depending on how you set up your days during the initial setup. Type in 1 to go to the first day in the week (Sunday or Monday). Type 2 for the 2 nd day in the week, etc. 2 nd button Search Food. Press this button to search for foods on the USDA list needed for the nutritional analysis of your menus. Refer to Section IV. Nutritional Analysis: A. Searching Foods on USDA List for more information. 3 rd button Insert line. This button allows you to insert a new food between two existing foods on a menu. Highlight the food on the row above where you would like to insert the new food and press this button. DietBook Menus will insert a new line for you. 4 th button Delete Line. This button allows you to delete a food and its extension on the spreadsheet. Highlight the food that you want to delete and press this button. 5 th button Food Up Down. This button allows you to move a food up or down on the spreadsheet. Under the REGULAR diet column on the spreadsheet, click on the food you want to move and press this button. Follow the prompts. Continue to use this feature until the desired position is reached. 6 th button - Food Value. Press this button to perform a nutritional analysis on your completed menus. 7 th button Print. Click on any cell in the menu spreadsheet or recipe that you want to print. Follow the instructions. This function will only print the menu spreadsheet for that day or the one recipe selected. If you wish to print more than one spreadsheet or recipe, go to the Menu Master Panel to print. 8 th button Recipes. Press this button to go to your recipes. 9 th button Return Top. If you would like to return to the top of the menu cycle from anywhere on the spreadsheet, press this button. 10 th button Master Panel. Press this to return to the Menu Master Panel. 11 th button Save. Press this button to save your work. Remember to do this frequently! 12 th button Duplicates. For Menu users, if you want to replace the spelling of one food on the spreadsheet to another word or spelling (for example, replace all WW bread with 101

113 whole wheat bread ), press this button. For tray ticket users, press this button to eliminate any duplicate foods found on production sheets. For more information, refer to SECTION 3: Tray Tickets: III. Eliminating Duplicate Errors C. Entering the Regular Diet 1. To accelerate data entry, it is recommended to enter only the Regular diet first for the entire cycle. Don t worry about entering the menu extensions yet. You can do this later using DietBook Menu s quick copy feature. In these yellow cells, enter the serving sizes for each regular food. In these white cells, enter the Regular diet 2. On the spreadsheet, enter the regular diet in the white cells under the REGULAR diet column (as shown by arrow above). Enter one food per line. If you need two lines on the spreadsheet to define one food item, you will need to use one of your combine food codes beginning on the second line. Refer to Section II. D. Menu Spreadsheet Food Codes: Combine Food codes, if needed. 3. Enter the portion size for each food in the yellow cells titled SERV. SIZE (as shown by arrow above). 4. Enter menu substitutes or alternates on the spreadsheet at this time. Refer to the following section Menu Substitutes. 102

114 Menu Substitutes You may choose to enter menu substitutes at the bottom of the spreadsheet or directly after the regular food item. Subs at BOTTOM of Spreadsheet Subs Directly AFTER the Regular Food Item Numbering Substitutes You must number each substitute to let DietBook Menus know which food it is replacing on the menu. This is important for the nutritional analysis or if you are using production sheets. You may do this manually or have DietBook number the substitute for you. 1. In a white cell under the Regular diet column, enter a title of your choosing, (e.g. Sub, Alt, S, etc) followed by a colon : and then the food substitute (e.g. cold cereal). The format should look like this: Sub: Cold Cereal. To number the substitute manually: 2. On the spreadsheet, count the line number of the regular food it is replacing and add this number after the substitute title. For example, if the substitute cold cereal will replace cream of wheat (the food on line 1 ), enter Sub1: Cold cereal to represent cold cereal will replace the food on line 1. If the substitute prunes will replace the 5 th food seedless grapes (on line 5 ), enter Sub5: Prunes. 3. If a substitute is replacing more than one food, enter multiple numbers separated by a comma. For example, if a substitute lasagna is replacing grilled chicken on line 1 and mashed potatoes on line 3, enter Sub1,3:Lasagna to represent lasagna will replace the foods on line 1 and line If there are multiple substitutes for one food, refer section Entering Two or More Subs for a Food below. 103

115 To have DietBook Menus number the substitute for you: 2. Click on the substitute (e.g. Sub: Cold Cereal ) in the white cell and press the Search Food button. Press No when prompted to check for foods completed on USDA list. 3. At the next prompt, enter the number of the food the substitute will replace (e.g. 1 ). If the substitute is replacing more than one food, enter the numbers of each food it is replacing separated by a comma (e.g. 1,3 ). 4. At the next prompt, press Cancel to return to the spreadsheet. The substitute will be numbered for you. If there is another substitute for this food, refer to section Entering Two or More Subs for a Food below. 5. Remember to frequently save you work by pressing the Save button. 6. After entering the regular menu, you are ready to enter the menu extensions. Refer to Section III. D. Entering Menu Extensions. Entering Two or More Subs for a Food If you want to enter multiple subs for one food, enter the line number of the food it is replacing with the addition of a.1,.2, or.3 to each additional sub. This is necessary for the nutritional analysis and production sheets. 1. To manually number additional subs, enter the first sub as you would normally do as described in section above (e.g. Sub2: Seafood alfredo for beef pot roast on line 2). Enter the next sub for beef pot roast by adding a.1 after the number (e.g. Sub2.1: Grilled chicken ). Enter the next sub by adding a.2 after the number (e.g. Sub2.2: Cranberry spinach salad ), enter the next sub as 2.3, and so on. 2. To have DietBook Menus number additional subs for you, simply click on each sub ( Sub: Seafood alfredo, Sub: Grilled chicken, Sub: Cranberry spinach salad ) and press the Search Food button. When prompted, enter the number of the food it is replacing. DietBook will automatically number the additional subs for you. 104

116 D. Entering Menu Extensions After entering the regular diet with substitutes (if any) for a cycle, you are now ready to enter the menu extensions. 1. From the Menu Master Panel, enter the menu cycle desired, and then enter 1 for week, day, and meal. It is important to start on the 1 st week, day, and meal in order to use the copy food feature. Press the Goto1 button. 2. Beginning with the first meal breakfast, enter the foods allowed for each menu extension in the white cells. Example: For the Mech Soft diet, enter Xground to mean give sausage links, but with the added instruction to grind it. 3. Enter any menu spreadsheet codes now. To view your list of codes, press the Food Codes Setup button on Menu Master Panel. For example, if you chose the letter X to mean allow the regular food, enter X under those extensions that can also have the regular food. You may also add special instructions after the X, such as X-ground (as shown by arrow above). If you chose the letter X to mean omit the regular food for an extension, enter X under those extensions that may not have the regular food. You may also enter your other Give Regular Food codes (such as pureed, slurry ), and Omit Food codes (such as none ). 4. Next, enter the serving size for each food in the yellow column titled SERV.SIZE. If the serving size is the same as the regular food, you do not have to re-enter it again for each extension (unless you desire to do so). Just leave the serving size columns blank. 105

117 5. To enter a different food than the regular diet, enter the food in the white cell for that menu extension. Use your own words or abbreviations as needed. For example, for the Low fat/low chol diet, enter wheat toast to replace hash browned potatoes. If the serving size is also different than the regular, enter the different serving size in the yellow column for that extension (e.g. enter 1 slice for wheat toast since it is different than the regular diet serving size 1/2 cup for hash browned potatoes (as shown by arrows above). 6. Remember to save you work by pressing the Save button. 7. After completing each row of extensions at breakfast, you are ready to begin using the copy feature for the lunch menu. E. Copying Foods and Extensions Note: To use this feature, the Regular diet should already be entered on the spreadsheets for the entire cycle and the extensions for the 1 st day and meal in the cycle (Week 1, breakfast). DietBook Menus will automatically copy previously entered foods and extensions whenever the same food appears again on the menu. To do this, DietBook Menus refers to the first location of the food on the spreadsheet as the master food to be copied. It is important to start at the first day and meal in a cycle in order to use the copy feature. If not at the spreadsheet, from the Menu Master Panel, enter the menu cycle, week 1, day 1, meal 1 and press the Goto1 button. 1. After entering the regular diet and menu extensions at breakfast, go to the lunch menu and enter the foods allowed at lunch for each extension. Name / NDB# REC# SERV SIZE Kielbasa, Polish, tu 3 oz Kielbasa Regular Potatoes, mashed, 1/2 cup Mashed potatoes Turnip greens, cook 1/2 cup Greens Applesauce, canne 1/2 cup Cinnamon applesauce 8 oz 2% milk Example: To copy 2% milk already entered at breakfast, click on the white cell 2% milk at lunch and press the Search Food button. 2. If a regular food appears again that was previously entered, click on the regular food in the white cell and press the Search Food button. For example, if 2% milk was already entered at breakfast, click on 2% milk in the white cell at lunch (as shown in picture above). Make sure the food is spelled exactly the same as the previous food entered. 3. Press No to 1 st prompt to check for foods on USDA list. 4. If DietBook Menus finds an exact match of the previous food entered, you will be prompted with a 2 nd note highlighting the exact match stating an existing food and extensions were found, but no food values are included. Press YES to copy the food and extensions with no food values. Note: Food values will not be added until you have searched the food on the USDA list. You do not have to do this now. Food values can be added later. If DietBook Menus does not find an exact match of the food, press Cancel, and check to make sure the food is spelled exactly the same at the new location as in the previous and repeat steps 1-4 again. 106

118 5. You will be prompted by a 3 rd note asking if you want to copy the food for the entire cycle or just to one location. Press Yes to copy the food for the entire cycle to save time (recommended). Press No if you just want to copy to one location. 6. For the remaining menu extensions for each meal, continue to enter food codes, modified foods, and serving sizes. Whenever you come across a same food again, press the Search Food button to copy it down the spreadsheet. 7. Remember to save you work by pressing the Save button. F. Printing Spreadsheets and Week at a Glance Menus 1. Go to the Menu Master Panel. 2. Locate the green section near the bottom of the screen with the Print1 and Print2 buttons. 3. In the white cell under CYCLE, enter the number cycle (1-4) to print. 4. In the white cell under WEEK, enter the number week (1-5) to print. 5. In the white cell under DAY, enter the number day(s) to print. For example, enter 1 to print the first day of the week, or 2 to print the second, and so on, or type ALL to print all days in the week. 6. In the white cell under MEALS, enter the number meal or meals you want to print. For example, enter 1 for breakfast, 3 for dinner, or ALL for all meals. After entering each selection, you will see the cycle, week, day, and meals selected to the right in gray. 7. To print the Menu Spreadsheets, press the Print1 button under SPREADSHEET. Follow the prompts. To print the recipes associated with these menus, refer to section Printing Recipes with Menu Spreadsheets below. 8. To print Week at a Glance Menus, enter the start date to be listed on the menus in the white cell titled Enter start date for week at a glance. Enter the date in the format mm/dd. Do not enter words or letters. Press the Print2 button under WEEK AT A GLANCE MENUS. Follow the prompts. To preview Week at a Glance Menus, press Goto5 button. Printing Recipes with Menu Spreadsheets When printing menu spreadsheets, you will be prompted if you want to print the recipes associated with the menus. To set up this link, enter the exact recipe name or code under the REC# column on the spreadsheets. Use the same spelling as entered on the recipe. For example, if you want the grilled chicken recipe, enter grilled chicken. If you want recipe code E14 (entrée 14), enter E14. G. Editing Spreadsheets after Menus Entered If you already entered your menus, you may edit the spreadsheets if you need to rename, remove, insert, move, or copy diets to another location. Note: The Diet Wizard feature is not recommended to make changes on the Menu Extensions Chart if menus have already been 107

119 entered, unless you want to OVERWRITE your current spreadsheet diets. The Diet Wizard is primarily used only during the initial set up of the Menu Extensions Chart. If you have not entered your menus, refer to Section II. B. Initial Setup of Menu Extensions Chart. Name/Rename Spreadsheet Columns This option is available if you only need to rename or update the name of a current diet column on the spreadsheet. 1. From the Menu Master Panel, press the Menu Extensions & Diet Code Chart button to go to the MENU EXTENSIONS CHART. 2. To rename or update the name of a current diet on the MENU EXTENSIONS CHART, type over the current name in the white cell and enter the updated name for this diet. Make sure the name change still represents the same diet since the menu data will not be changed. 3. Press the Update Spreadsheet button, enter 1 (Name/Rename Spreadsheet Columns), and press OK to continue. Remove a Diet This option is available if you wish to remove a diet from the menu spreadsheet. 1. From the Menu Master Panel, press the Menu Extensions & Diet Code Chart button. 2. On the MENU EXTENSIONS CHART, note the number of the diet you want to remove. 3. Press the Update Spreadsheet button, enter 2 (Remove), and press OK. 4. When prompted, enter the line number of the diet and texture to delete as instructed and press OK. Insert a New Diet or Texture This option is available if you wish to insert a new diet or texture column on the spreadsheet. 1. From the Menu Master Panel, press the Menu Extensions & Diet Code button. 2. Press the Update Spreadsheet button, enter 3 (Insert), and press OK. 3. When prompted, enter the number after which diet you want to insert the new diet or texture. Follow the instructions. 4. You will be prompted to enter the new diet or texture name. 5. When finished, go to the spreadsheet and enter the new extension. Move or Copy a Diet on Spreadsheet This option is available if you wish to move or copy a diet and textures to another location on the spreadsheet. 1. From the Menu Master Panel, press the Menu Extensions & Diet Code Chart button. 2. Press the Update Spreadsheet button. To move a diet, enter 4 (Move). To copy a diet, enter 5 (Copy). Press OK. 108

120 3. When prompted, you will be asked to enter two numbers separated by a comma. The first number is the line on the MENU EXTENSIONS CHART to move/copy FROM and the second number is the line to move/copy TO. For example, to move/copy the diet on line 2 to line 6, enter 2,6. Press OK. Change Spreadsheet Column Width You have the option to adjust the spreadsheet column widths in case they are too wide or too small to fit your data. To change the spreadsheet column width, do the following: 1. From Menu Master Panel, press the Menu Extensions & Diet Code Chart button. 2. At the top left of the chart, locate the title Menu Column Width (as shown by arrow above). You will see a number entered in the white cell indicating the current column width. 3. To make the columns smaller, enter a smaller number in the white cell, return back to the Menu Master Panel, press the Goto1 button to go to the spreadsheets and check the new width. If more adjustments are needed, modify the number further until the desired width is met. 4. To make the columns larger, enter a larger number in the white cell, return back to the Menu Master Panel, press the Goto1 button to go to the spreadsheets and check the new width. If more adjustments are needed, modify the number further until the desired width is met. Restore Menu Extensions Chart with Spreadsheet Column Names In case data on the Menu Extensions Chart is accidentally deleted or altered, this feature will restore the Menu Extensions Chart to reflect the current diets on the spreadsheets. 1. From Menu Master Panel, press the Menu Extensions & Diet Code Chart button. 2. Press the Update Diet Chart button. Follow the prompts. 109

121 H. Copying/Trading Meals or Cycles Copying/Trading MEALS DietBook Menus will allow you to copy or trade meals within a cycle or to a different cycle. 1. Go to the Menu Master Panel. 2. Locate the Copy1 and Trade1 buttons. 3. In the FROM: row, in the white cell under CYCLE, enter the number cycle (1-5) to copy or trade the meal(s) FROM. 4. In the white cell under WEEK, enter the week (1-5) to copy or trade FROM. 5. In the white cell under DAY, enter the day(s) to copy or trade FROM. For example, enter 1 to copy the first day of the week, or 2 to copy the second, and so on, or enter ALL to copy all days in the week. 6. In the white cell under MEALS, enter the meal(s) to copy or trade FROM. For example, enter 1 for Breakfast, 3 for dinner, or ALL for all meals. After entering each selection, you will see the cycle, week, day, and meals selected to the right in gray. 7. In the TO: row, in the white cells, enter the cycle, week, day(s), and meal(s) to copy or trade the above menus TO. 8. Press the Copy1 button to copy the meal(s) to the new location. 9. Press the Trade1 button to trade the meals. Copying/Trading MENU CYCLES If you want to copy one menu cycle to another menu cycle, follow these steps. 1. Go to the Menu Master Panel and press the Program Setup button. 2. Go to the MENU CYCLES section. Press the red Copy Cycle button. 3. Follow the instructions carefully. Important: This function will copy one menu cycle to another cycle and will replace any existing data! Do not perform this function unless you are absolutely sure that you want to replace all existing data in the other menu cycle. 110

122 III. Nutritional Analysis You may perform a complete nutritional analysis on your menus using the food values from the USDA National Nutrient Database for Standard Reference. To do so, you will need to search each food on the USDA list to assign nutritional values. A. Searching Foods on USDA List Before searching foods on the USDA list, it is recommended that all menus and extensions have already been entered on the spreadsheets. By doing so, you can save time by using the copy feature for nutritional values for all the same foods in a cycle. 1. From the Menu Master Panel, go to the desired meal. Note: If using the copy feature for nutritional values, it is recommended to start at the 1 st week, 1 st day, and 1 st meal in a cycle and work down. 2. On the Regular diet, click on the first food in the white cell and press the Search Food button at the top of the page. 3. Press No to the 1 st prompt. 4. You will be prompted to enter the food to search on the USDA list. The food highlighted on the spreadsheet will be entered, but you may change the name to something more general or more specific if needed. Do not use food abbreviations since these may not be recognized on the USDA list. When finished, press OK. 5. DietBook Menus will search the USDA list for the food entered and will provide a list for your review. If results are found, find and select the food you want on the list by clicking on the food and by pressing the Select button. Skip to #7. 6. If no results were found or you did not find the food you want on the list, you may re-enter another name and search again by pressing the New Search button. If the food still cannot be found on the USDA list, you have the option to add this food to the USDA list. Note: If you want to add this food to the USDA list, you will need to create a recipe first if the food has multiple ingredients, such as lasagna. Refer to Section VI. Recipes on how to create and add recipes to the USDA list. Serving Size Amount 7. After pressing the Select button, you will need to select a serving size for the food. Go to the yellow section titled Amount, Description, and Grams and press the Select Unit of Measure button (as shown by arrow above). Continue to click this 111

123 button until the desired unit of measure (e.g. cup ) is displayed in the yellow cell titled Description. 8. Once the desired unit of measure is displayed, enter the quantity in the white cell titled AMOUNT. For example, enter 1 for 1 cup. 9. A gram weight should now appear in the yellow cell titled GRAMS. Note: A gram weight is necessary to perform a nutritional analysis. If a gram weight appears, skip to step #11. If no gram weight appears, proceed to step #10. It is not a malfunction with DietBook Menus if no gram weight appears for a particular food. DietBook Menus can only display the data available on the USDA list. If no serving size or gram weight is listed, it is because the USDA has not provided it. If NO Gram Weight Appears 10. Do one of the following: (1) Select the USDA Serving Size unit of measure listed in the gray area (many times the USDA assigns a gram weight for you), or (2) Go to the USDA list to reselect another food by pressing the Try Select Again button, or (3) If the USDA list has no gram weight available, enter the gram weight for the serving size of this food yourself in the yellow cell titled GRAMS. You may get the gram weight information from an original box of the food or refer to a Nutritional Food Values book. Once entered, DietBook Menus will save the gram weight so you will not have to enter it again for this food. If a Gram Weight Appears 11. If a gram weight appears, press the red Continue button. You will be brought back to the spreadsheet. 12. This food and any extensions also receiving this food will be underlined indicating the row is complete and nutritional values have been assigned. A NDB (national database) description will be displayed in gray under Name/NDB# (as shown by arrows above). 13. Note: If a food or food code in the row is not underlined or if there is no NDB description listed in gray for the row, you will need to search all non-underlined foods on the USDA list. A food may not be underlined if the serving size is different or if the food is different than the regular diet. Click on any food not underlined and press the Search Food button to go to the USDA list. Do this until each food and row of extensions is underlined or when a NDB description appears in gray. 112

124 Copying Food Values 14. Continue down the spreadsheet by clicking on each food on the regular diet and searching it on the USDA list. You do not have to go to the USDA list twice for the same food. 15. Whenever you get to a same food again, press the Search Food button. Make sure you have spelled the food exactly the same as the previous food. Press No to the 1 st prompt. 16. If DietBook Menus finds an exact match of a food previously searched on the USDA list, you will be asked if you want to copy the highlighted food and extensions. Press Yes to copy the highlighted food and values. Note: If DietBook Menus does not find an exact match of the food you want to copy, press Cancel to the next prompt, and check to make sure you spelled the current food exactly the same as the previous food, and repeat steps again. 17. Next, you will be asked if you want to copy the food previously searched on the USDA list to the entire cycle or just to the one location. Press Yes to copy it for the entire cycle (recommended for quickest data entry). Press No if to copy to just the one location. You will notice the line will become underlined and the NDB description will appear in gray. 18. Remember to save you work by pressing the Save button. 19. When all foods and extensions have been underlined or if each row has a NDB description in gray, you are ready to perform a nutritional analysis. B. Nutritional Analysis of Menus Checking for Missing NDB Descriptions on the Spreadsheet To ensure an accurate nutritional analysis, be sure to visually check for any missing NDB descriptions in gray for each row on the spreadsheet. If a NDB description is missing for a row, then there are still foods that have not been searched on the USDA list; and therefore these foods will be omitted from the nutritional analysis. To quickly perform a check on which foods you already searched on the USDA list, do the following before analyzing your menus. You will only need to do this check once, unless you make new changes to the spreadsheets. 1. From Menu Master Panel, go to the menu cycle that you would like to check. 2. Click on any food on the spreadsheet and press the Search Food button. 3. You will be prompted with the note Do you want to check for those foods already completed on the USDA list by underlining them? Press YES to the prompt. 4. Wait for DietBook Menus to underline all foods already searched on the USDA list. Quickly scan down the spreadsheet and look for any missing NDB descriptions in gray. 5. If a NDB description appears for each row of foods, this means the spreadsheet is complete and ready for analysis. Proceed to section Calculating the Nutritional Analysis. 6. If the NDB description is missing in gray, refer to the instructions below. 113

125 If the NDB Description is missing Example: The NDB description is missing for the row meatloaf. This means that either meatloaf or another food in the row has not been searched on USDA list. Name / NDB# REC# Dinner SERV SIZE 3 oz Meat Loaf Regular Potatoes, mashed, 1/2 cup Mashed potatoes Gravy, beef, canned 2 oz Gravy 7. If the NDB description is missing for a row of foods, check for any foods or codes in the row that are not underlined. A food may not be underlined if a serving size is different from the regular, a food is different, or if a food code is spelled incorrectly. Different Serving Size 8. Check the extensions for different serving sizes. If the serving size is different than the regular diet, you will need to search the food on the USDA list since it has a different nutritional value. For example: the NCS diet has a different serving size 1 ea for pancakes (verses 2 ea for the regular diet) and therefore the X is not underlined. Example: The NDB description is missing for the row pancake because the serving size is different the regular for the NCS extension. 9. In the white cell, click on the food or food code with the different serving size (e.g. click on the X under NCS for 1 ea pancake) and press the Search Food button. Answer NO to the 1 st prompt. 10. If it is the same food as the regular, except for the different serving size, you will automatically skip the USDA list and go straight to the serving size amount screen. 11. Enter the new serving size and press the red Continue button. The food or food code with the different serving size will now be underlined indicating nutritional values have been assigned and the NDB description will now appear in gray. Food is Different than the Regular diet 12. If the food is different than the regular diet, click on the food, and press the Search Food button to select this food on the USDA list. 114

126 Food Code Spelled Incorrectly 13. Check to see if the food code is spelled exactly as it appears on your spreadsheet food code list. If not, DietBook Menus will think it is a different food. For example as shown on the chart below, GRT is entered for chicken for the Mech Soft diet, instead of the correct food code GRD. 14. If the food code is spelled incorrectly, enter the correct spelling of the code (e.g. GRD ). If you are unsure of the exact spelling of the food code, return back to Menu Master Panel, and press Food Codes Setup button to review your list of food codes. Use one of the codes listed or add a new code to match the code on the menu spreadsheet. 15. If the code entered on the spreadsheet seems correct, try deleting the existing code by clicking on the white cell, press delete on your keyboard, and re-enter the code again. 16. When finished, click on the corrected code, press the Search Food button, and press Yes to the 1 st prompt to underline. The code will now be underlined and the NDB description should appear in gray. Calculating the Nutritional Analysis If each row of foods on the spreadsheets has a NDB description entered in gray, you are ready to perform a nutritional analysis. 1. From the Menu Master Panel, press the Goto2 button (Nutritional Analysis). 2. Go to the blue section titled USDA Nutritional Analysis. 3. In the white cell titled CYCLE, enter the number of the menu cycle to analyze. 4. In the white cell titled WEEK, enter the number week (1-5). 5. In the white cell titled DAY, enter the number day (e.g. 1 for first day in the week, 5 for the 5 th day in the week, or type ALL for the entire week). 6. In the white cell titled MEAL, enter which meal or meals (e.g. 1 for Breakfast, 2 for Lunch, 3 for Dinner, or ALL for all meals). 7. In the white cell titled DIET, enter the number of the diet listed on the Menu Extensions Chart. If you don t know the number, continue to enter a number in the white cell and press enter on keyboard until the desired diet appears to the right. Include or Remove Subs from the Analysis 8. Below the USDA Nutritional Analysis section, locate the white cell titled Do you want to include the SUBS? In the white cell, enter YES to include the substitutes in the analysis or NO to remove the subs from analysis. 115

127 Choose the Nutrients for Analysis 9. Before performing the nutritional analysis, review the list of nutrients to the right in the box titled USDA Nutrients. 10. In the white cells, enter an X next to all nutrients you want included in the analysis. The USDA list provides 43 different nutrients for you to choose. 11. To calculate a nutritional analysis, press the Food Values button in the blue section USDA Nutritional Analysis. 12. To print the nutritional analysis, press the Print Food Values button. Upgrading the USDA List When you purchase the program, you will be provided with the latest USDA list available. However, the USDA list continues to be upgraded. It is the responsibility of the user to take steps to keep your program up to date. For your convenience, DietBook, LLC offers yearly CD upgrades which will include the latest USDA information and any menu program updates. The cost is minimal and designed to keep you up-to-date. Contact DietBook, LLC ( ) if interested in receiving these updates yearly or as available. 116

128 V. Holiday Meals DietBook Menus offers the feature to store up to 27 holiday or special meals served in your facility. If on special occasions, you serve a different meal from the regular menu for residents, such as Christmas, Thanksgiving, Easter, Fourth of July, or Resident Choice meals, you can recall these holiday meals when needed and print a holiday spreadsheet for that day. Entering a Holiday Meal ` 1. From the Menu Master Panel, enter 5 in the white cell under CYCLE and press the Goto1 button (as shown by arrow above). You will be taken to the holiday menu spreadsheets. You may enter a new holiday meal or go to an existing meal. To enter a NEW holiday meal: 2. If entering a NEW holiday meal, enter the word NEW in the white cell under title MENU NAME (as shown by arrow above), press Enter on keyboard, and press the Goto4 button. You will be taken to a new spreadsheet. 3. Enter the name of the new holiday meal in the white cell titled DAY (as shown by arrow above). Skip to step #5. 117

129 To go to an EXISTING holiday meal: 4. To go to an EXISTING holiday meal, enter the holiday name (e.g. Christmas ), in the white cell titled MENU NAME (as shown by arrow above), press Enter on keyboard. You may also go to a holiday menu by pressing the Up and Down buttons (as shown by 2 nd arrow above). When the desired meal appears, click on the menu name in the drop down window. 5. Press the Goto4 button. 6. Enter or modify the holiday meal for breakfast, lunch, or dinner. If the holiday meal is served only for one meal that day, leave the other two meals blank. For example, if the Christmas meal is served at lunch, enter the lunch spreadsheet only. Leave breakfast and dinner blank. Note: When printing, only the lunch spreadsheet will be printed. The breakfast and dinner spreadsheets will be blank. If you prefer, you may copy a breakfast and dinner meal from another cycle to the HOLIDAY spreadsheet to complete it for the day. Refer to section below titled Copy or Trade Meals to a Holiday Menu. 7. If you need to enter or edit another meal, press Return Top button at the top of the screen, and repeat steps When finished, press the Save button and then Master Panel button to exit. Copy or Trade Meals to a Holiday Menu If you wish to copy or trade a meal from another menu cycle (1-4) to a Holiday menu, follow the instructions below: 1. Go to the Menu Master Panel. 2. Locate the Copy1 and Trade1 buttons. 3. In the FROM: row, in the white cell under CYCLE, enter the number cycle (1-4) that you want to copy or trade FROM. 4. In the white cell titled WEEK, enter the week you would like to copy or trade the meal FROM (1-5). 5. In the white cell titled DAY, enter the day (1-7) to copy or trade the meal FROM. You may only enter one day. For example, enter 1 to copy or trade the first day of the week, or 3 to copy or trade the third day in the week. Note: You may not enter the word ALL for all days. 118

130 6. In the white cell titled MEALS, enter the meal to copy or trade FROM. For example, enter 1 for breakfast, 2 for lunch. You may only enter one meal at a time. After entering each selection, you will see the cycle, week, day, and meal selected to the right in gray. 7. In the TO: row, in the white cell titled CYCLE, enter the number 5 for the Holiday cycle to move or trade TO. 8. Under the title WEEK, leave the white cell blank. 9. Under the title DAY, enter the number of the holiday menu (1-27) you want to copy or trade TO and press enter on keyboard. Keep entering a number until the correct menu appears in gray to the right. 10. In the white cell titled MEALS, enter the number of the meal to copy or trade TO. For example, enter 1 for breakfast, 2 for lunch, or 3 for dinner. 11. To copy a meal to a holiday menu, press the Copy1 button. 12. To trade between a cycle meal and a holiday meal, press the Trade1 button. Copy or Trade a Holiday Meal to a Menu Cycle Meal 1. Go to the Menu Master Panel. 2. Locate the Copy1 and Trade1 buttons. 3. In the FROM: row under CYCLE, enter 5 (as shown in picture above). 4. Under WEEK, leave the white cell blank. 5. Under DAY, enter the number of the holiday menu (1-27) you want to copy or trade and press enter on keyboard. If needed, keep entering a number until the correct menu appears in gray to the right (e.g. Christmas ). 6. Under MEALS, enter the number of the meal (breakfast, lunch, or dinner) to copy or trade FROM. Enter only one meal; do not enter the word ALL for all meals. 7. In the TO : row, enter the cycle, week, day, and meal to copy or trade the holiday meal TO. You may only enter one day of the week and one meal. After entering each selection, you will see the cycle, week, day, and meal selected to the right in gray. Printing Holiday Menus There are two ways to print holiday menus: (1) From the Menu Master Panel or (2) from the holiday menu spreadsheet. 119

131 From the Menu Master Panel 1. Go to the Menu Master Panel. 2. Locate the Print1 button under title Spreadsheet. 3. In the white cell titled CYCLE, enter 5 for the Holiday cycle. 4. Under WEEK, leave the white cell blank. 5. Under DAY, enter the number of the holiday menu (1-27) you want to print and press enter on keyboard. If needed, keep entering a number until the correct menu appears in gray to the right. 6. Under MEALS, enter the meal number to print. 7. To print the holiday spreadsheet, press the Print1 button. DietBook Menus will print the entire menu spreadsheet including breakfast, lunch, and dinner. Note: The Print2 button (week at a glance menus) is not an option for holiday menus since these are not menu cycles, only once a year meals. Printing from the Holiday Menu Spreadsheet 1. Go to the Menu Master Panel. 2. To go to a holiday meal, enter 5 in the top white cell titled CYCLE and press the GOTO1 button. 3. In the white cell titled MENU NAME, enter the holiday meal you want to print and press the Goto4 button. 4. Click any cell on the holiday spreadsheet and press the Print button at the top of the screen. Follow the instructions. DietBook Menus will print the entire menu spreadsheet including breakfast, lunch, and dinner. 5. If you want to print another holiday menu, press Return Top button at the top of the screen, and repeat steps 3-4. Holiday Menu Nutritional Analysis 1. To perform a nutritional analysis on a holiday meal, go to the Menu Master Panel. 2. At the top of the screen, enter 5 in the white cell under CYCLE and press the Goto1 button. 3. In the white cell titled MENU NAME, enter the holiday menu name, press Enter on keyboard. You may also search an existing menu by pressing the Up and Down buttons until the desired meal appears. When found, click on the holiday menu in the drop down window. 4. Press the Goto4 button. 5. Click on any cell in the holiday spreadsheet that you want to analyze and press the Food Value button at the top of the page. You will be taken to the Nutritional Analysis screen. 6. Go to the blue box titled USDA Nutritional Analysis. 7. Go to the section titled DAY and confirm the holiday menu you want is displayed to the right. If not, press the Return3 button to return to the spreadsheet, click on a white cell on the holiday menu you want to analyze, and press the Food Value button again. You may also enter a different number in the white cell and press enter on keyboard until the correct holiday menu appears to the right. 8. Next, confirm if the DIET type selected is correct. If not, continue to enter a number in the white cell until the correct diet type appears. 9. Press the Food Values button to complete the nutritional analysis. 10. To print the analysis, press the Print Food Values button. To go back to the holiday meal, press the Return3 button. 120

132 V. Recipes DietBook Menus allows you to enter, store, analyze, and print recipes. If you have recipes entered from an outside source, such as Food for Fifty, it may be possible to transfer them into DietBook Menus. If you are not using another software program for recipes, skip to section VI. Recipes: A. Setting up Recipes now. Export Recipes from Outside Source It may be possible to export recipe files from an outside program directly into DietBook Menus. After purchasing and installing the outside recipe program, follow the instructions for that program on how to export a recipe, if available. If using Food For Fifty, follow the general instructions below. General Instructions for Food For Fifty : 1. Using the outside recipe program s export feature, export the recipe file to your computer s C drive. 2. When prompted, open or select the DietMenu folder. 3. Open Food for 50 folder. 4. When prompted, type in a name for the recipe file. 5. Export the file to your computer per the outside program s instructions. 6. After exporting, close the outside recipe program. Refer to section below on how to import these recipes into DietBook Menus. Import Recipes into DietBook Menus Before importing recipes into DietBook, you first need to export the recipe file from the outside source (e.g. Food for Fifty) to your computer. Refer to the Export Recipes from Outside Source section above if not already done so. 1. To import recipes, go to the Menu Master Panel. 2. In the Recipes section, press the Import Food button. 3. When prompted, enter 1 to import the Food for 50 recipes (if purchased), enter 2 for DietBook s sample menus, or (3) Healthcare Service Group menus (if purchased) and press OK. A. Setting up Recipes You will be able to enter, preview, print, and perform a nutritional analysis on your recipes. Choose Nutrients for Recipe Analysis You will need to select two (2) primary nutrients to be analyzed on all recipes. 1. From the Menu Master Panel, press the Goto2 button (Nutritional Analysis). 2. Go to the USDA Nutrients chart with 43 nutrients. 3. Select two nutrients that you want analyzed on each recipe by entering the letter R in the white cell. For example, enter R next to Energy_kcals and protein. It 121

133 is OK to replace an existing X. An X or R next to a nutrient will be included on the menu analysis. 4. When complete, return back to the Menu Master Panel and press the Save button. Add a NEW Recipe 1. From Menu Master Panel, in the RECIPES section, enter the name or recipe code for the new recipe in the white cell titled NAME (as shown by arrow above). If using recipe codes, make sure each recipe has its own unique code. Note: If there is another recipe already entered in the white cell, simply type over it. Enter RECIPE NAME in yellow cell Enter RECIPE CODE in white cell. Click on this blue cell No.Serv to set up the number of servings for this recipe 2. Press the Go to Recipes button. You will be taken to a new recipe card with the new name or code in the white cell. If you entered a recipe code, you may enter a recipe name in the yellow cell (as shown by arrows above). 3. Set up the number of servings for this recipe by clicking on the blue cell titled No. Serv. For a new recipe, the blue cell will be blank. 4. Press the Search Food button. Press No to the first prompt. 122

134 5. To the second prompt, enter the number of servings for this recipe (e.g. 50 ). Once entered, the number will appear in the blue cell titled No. of Servings. 6. Enter each ingredient in the recipe with a serving size. Go to the USDA list to search and select each ingredient that has nutritional value by pressing the Search Food button. Follow the instructions as prompted. Note: Ingredients selected on the USDA list will be underlined on the recipe (as shown in picture above). If an ingredient was not searched on the USDA list as indicated by no underline, the recipe s nutritional value may be inaccurate. 7. To enter recipe instructions, enter in the large white area at the bottom. Double click to open and enter the step by step instructions (in paragraph format). 8. If you have other recipes to enter at this time, you may enter them now by scrolling to the next available recipe card and entering the recipe code (white cell) or recipe name in yellow cell above column SERV SIZE. Repeat steps 3-7 above. 9. When finished, press the Save button and return to the Menu Master Panel. 10. It is now recommended to perform a nutritional analysis and to add this recipe to the USDA list. B. Recipe Nutritional Analysis After you have entered a recipe and searched each ingredient with nutritional value on the USDA list, verify the nutritional accuracy of the recipe by performing a nutritional analysis. 1. On the Menu Master Panel in the RECIPES section, enter the name or recipe code of the recipe to be analyzed in the white cell titled NAME. You may press the Up and Down buttons to also search a recipe. When found, click on the recipe name in the drop down window. 2. Press the Go to Recipe button. 3. Click on any cell in the recipe and press the Food Value button. You will be taken to the Nutritional Analysis screen. 4. In the blue box titled USDA Nutritional Analysis, confirm if the recipe selected is displayed in the blue area for DIET. If not, continue to enter a number until the correct recipe appears to the right. 5. Press the Food Values button. The two primary nutrients on the recipe card you selected earlier will also be automatically calculated and displayed in the blue cells. 6. If you want to analyze another recipe, repeat step 4 above and enter another number in the white cell titled DIET until you see the desired recipe appear in the blue area. Press the Food Values button to analyze the recipe. 7. To return to the recipe, press the Return3 button at the top of the Nutritional Analysis screen or if finished, press Return to Menu Master Panel button. 123

135 Add Recipes to USDA List After you have entered a recipe and analyzed it, it is recommended to add the recipe to the USDA list so you may enter it as a food item on the menu spreadsheets. Adding a recipe to the USDA list will be assigned its own NDB description with nutritional values. 1. On the Menu Master Panel, go to the RECIPES section. 2. Press the Add to USDA button. 3. When prompted, enter the number of the function you want to perform. Wait for DietBook Menus to load your recipes to the USDA list. 4. Press OK to the prompt when complete. You will now be able to select the recipes on the USDA list and add them to the spreadsheets. C. Go to Existing Recipe 1. From the Menu Master Panel, go to the RECIPES section. 2. In the white cell titled NAME, enter the name or recipe code of the existing recipe. If there is another recipe already in the white cell, simply type over it. You may also press the Up and Down buttons to the right to view your list of recipes. When the desired recipe appears, click on the recipe in the drop down window. 3. Press Go to Recipe button. Preview Recipe List 1. From the Menu Master Panel, go to the RECIPES section. 2. Press the Preview Recipe button. 3. Follow the prompt if you want to sort your recipes in alphabetical order to make locating a recipe easier. Once in the recipes, you may scroll up, down, or across the recipes using the scroll bars to the right and bottom of your screen. Delete a Recipe 1. From the Menu Master Panel, go to the RECIPES section. 2. Enter the name or recipe code of the recipe you want to delete in the white cell titled NAME. You may also press the Up and Down buttons until you find the recipe to delete. When found, click on the recipe to delete in the drop down window. 3. Press the Delete Recipe button. Print Recipes From the Menu Master Panel 1. On the Menu Master Panel, go to the RECIPES section. 2. Enter the name or recipe code of the recipe you want to print in the white cell titled NAME. You may also press the Up and Down buttons until you find the desired recipe. When found, click on the recipe in the drop down window. 3. Press the Print3 button (Print Recipes). Follow the instructions. From the Recipes 1. If you are in a recipe, click on any white cell on the recipe. 2. Press the Print button at the top of the screen. Follow the instructions. 124

136 VII. Help Information General Data Entry All resident data must be typed into either white or yellow cells in DietBook. You will not be able to type in gray areas or blue cells. The data entered in a white or yellow cell may extend into the orange or gray areas. This is not a problem; however, always begin typing in a white or yellow cell first. To edit existing data without deleting it, double click the white or yellow cell to get the cursor before making changes. Remember to press Enter on the keyboard after editing data or click anywhere outside the cell to get out of the edit mode. Manuals and Tutorials You can purchase bound copies of the DietBook manual, print the manual from the desktop, view the manual onscreen, or watch DietBook Menu tutorials. Note: If prompted with any of these options, press Yes to enable DietBook hyperlinks. To Print Manual: 1. From the desktop, double click the DietBook Manual icon to open. 2. On Microsoft Word toolbar, press File then Print. To View the DietBook Manual Onscreen: 1. Open DietBook Menus. 2. At any time in the program, press Ctrl+H. 3. Enter 2 to select the manual and press OK. 4. On the manual cover page (top page), hold down the CTRL key and click on the Go to Menus Manual blue highlighted link. 5. At Table of Contents, use the vertical scroll bar at the right of screen to scan the total Table of Contents. 6. To go directly to a topic, hold down the CTRL key and click on a highlighted topic link or you may scroll up and down the page to go to the page of the topic you want to view. For rapid scroll, drag the button inside the scroll bar down to the page desired. 7. You can switch back and forth between DietBook Menus and the manual by pressing the Microsoft Excel and Total Manual bars at the bottom of the screen. 8. When finished viewing the manual, press File and then Exit from Microsoft toolbar. To Watch DietBook Menus Tutorials: 1. Make sure the speakers on your computer are turned on. 2. On the desktop, double click the TUTORIALS DietMenu icon. 3. To choose a topic, hold down the CTRL key and click on the blue highlighted link of the topic you want to view. 125

137 Troubleshooting Error Messages Very Important! Remember to routinely save your work by pressing the CLOSE button at the end of every day and to frequently backup your work on a USB disk at least weekly in case an error message should occur while using your program. Run-time error messages may pop up while you are using your DietBook program indicating that some data input may be violating Microsoft Excel spreadsheet requirements. These run-time error messages may cause the program to temporarily stop running. DietBook has incorporated many internal checks to prevent these errors from occurring, however, if you do encounter one you should do the following: If you get a run-time error message or the program is not running correctly 1. If an error message box appears, first record the error message and what button you just pressed when the error occurred. 2. After reading and recording the error message, click the End button in the error message box. This part of the program cannot be operated again until the error is corrected. All other functions of DietBook Menus will continue to be operational. NOTE: Never click the Debug button because this may lock up all functions making the program inoperable. If you accidentally hit debug, immediately press the Return or Master Panel buttons to go back to the Master Panel. 3. After pressing the End button, check your current data entry for accuracy. For example, if data entry should be a number, confirm that you have entered a number, not a word or symbol, etc. Try to perform the function again. 4. If the problem still occurs, close DietBook Menus by pressing the CLOSE button and press NO to 1st prompt to not save your data. Do not press YES which will save your program and the potential bad data. Wait for DietBook Menus to close. 5. From the desktop window, double click the Dietran01 icon to open. 6. Confirm word REPAIR is entered in white cell near the Transfer button. Press the Transfer button and press OK. Wait for DietBook Menus to transfer your data into a clean program. When complete, reopen DietBook Menus and see if this has corrected the problem. 6. If the problem still persists, close DietBook Menus again by pressing the CLOSE button and press NO to the first prompt to not save your data. 7. From the desktop window, double click the Dietran01 icon to open, and press the UpLoad button. To the first prompt, enter 3 (To upload directly from your saved backup files on your computer. No USB disk needed at this time). Wait for DietBook Menus to upload your saved backup files on the hard drive. When complete, reopen DietBook Menus and see if this has corrected the problem. 8. If problem still persists, close DietBook Menus and answer NO to 1st prompt to not save your data. 9. From the desktop window, double click the Dietran01 icon to open. 10. If you have been routinely backing up your data, enter your USB external drive letter followed by a colon (:) in white cell (A11) titled External drive letter for UPLOAD, Load a CAB, and Store/Recall. For example, if your backup USB drive letter is E, enter E:. If you do not know your external drive letter, do the following: If Dietran01 is open, press CloseTran button. From desktop, double click the My computer icon to open. 126

138 Locate the title Devices with Removable Storage. Insert the USB disk to get the drive letter to appear. External drives are usually designated as the E, F, or K drive, etc. Record the external drive letter of the USB disk. When finished, close window and return to desktop. (Note: Keep USB disk inserted; do not remove yet). Try step 10 again. 11. Insert the USB disk containing your backup data. 12. Press the UpLoad button. To 1st prompt, enter 2 (Upload using your backup external drive). When complete, reopen DietBook Menus and see if this has corrected the problem. 13. If problem still persists, or contact DietBook, LLC Technical Department for further assistance. Be sure you have recorded the exact error message or the button pushed just prior to getting the error message. You may be asked to your data files to the technical department or you may be asked to reinstall the program. If the error occurred while you were trying to print 1. Go to the Menu Master Panel. 2. Press the Printer Setup button. 3. You will be prompted to select your printers. When complete, return back to the Menu Master Panel and try to print your document again. 4. If you are still unable to print, close DietBook Menus and shutdown your computer, unplug your printer, wait 10 seconds, plug in the printer again, and reboot your computer. This should clear out any bad information and will reset the normal formats. Try to print again to see if the problem has been corrected. If not, follow the instructions below. 5. If you are still unable to print, there may be a problem with your printer. Close DietBook Menus and try to print a document from another file (such as a word document). If you find that you are unable to print anything (even from files outside of DietBook Menus), then the problem is your printer. You will need to contact a technician to service your printer. If, however, you are able to print other files from other programs, but not from DietBook Menus, then you will need to contact a DietBook, LLC representative for assistance. If the program completely locks up and is not responding 1. On your keyboard, press Ctrl (and hold), and then press Alt (and hold at same time), then press Delete. Your computer will ask if you want to End Task or Shut Down. 2. Press Shut Down to automatically shut down your computer. 3. After your computer shuts down, unplug the printer, wait 10 seconds and plug in the printer, reboot the computer again and reopen the DietBook Menus program. 127

139 VIII. Backing Up DietBook Menus Backing up your DietBook Menus program on a daily basis is very important in case your computer crashes or hard drive fails. If you do not backup your program, you may run the risk of losing all your information. DietBook Menus has a built-in method that will automatically do this for you using a USB disk (recommended) or CD burner (126 MB min). You should have already setup your automatic backup system during the initial set up of your program. If not, refer back to DietBook Menus Section I: Pre-Installation; Automatic Backup System. How to Save and Backup Your Menu Data Important: Remember to frequently save your work while using DietBook Menus during the day by pressing the Save button. This is very important to avoid losing your data and the time spent entering menus or recipes. This process only takes a few seconds each time, so be sure to do it frequently! 1. To perform a full backup of DietBook Menus at the end of the day, go to the Menu Master Panel. 2. Press the red CLOSE button. 3. When prompted, press YES to the 1st prompt Do you want to save your data before closing? 4. Wait for DietBook Menus to save your program to the hard drive. When complete, you will be prompted with a second message A backup copy has been made on your computer s hard drive. Do you also want to backup DietBook Menus on your external drive? Yes or No. 5. Select YES to backup your data on the external drive and insert your USB disk. You are strongly recommended to select YES to this 2nd prompt at least weekly. If you select NO, DietBook Menus will automatically close down. No backup will be made on your external drive and you will run the risk of losing all your information if your computer should crash in the future. 6. When finished, DietBook Menus will automatically close down. Note: Remember to put your USB disk in safe mode before removing. Shrink It Button If you are finished working on DietBook Menus and would like to temporarily shrink the program to the bottom of the screen without closing it, press the Shrink It button on the Menu Master Panel. The Shrink It button is located below the red Close button. DietBook Menus will be reduced to a small bar at the bottom of your desktop titled Microsoft Excel DietExtn.xls. Simply click on this bar when you are ready to reopen the program. 128

140 SECTION 3: Tray Tickets Installation Refer to the Getting Started manual on how to install DietBook with Tray Tickets. Before continuing, you should have already set up the DietBook Clinical program including resident names, room numbers, units, etc. I. Initial Tray Ticket Set up DietBook offers standard non-select tray tickets to serve your facility s dining needs. All information on the tray tickets comes directly from the resident files. A. Entering Data for Tray Tickets 1. Before printing tray tickets, make sure you have entered all resident data in the resident files. The following areas from the resident file are included on the tray tickets. For more information on how to enter this data, refer to SECTION 1. DietBook Clinical: II. Entering Data in Resident File. 2. If you are a tray ticket user, but do not have the DietBook Menus program, you are now ready to print tray tickets. Skip to Section II. Printing: A. Tray Tickets. 3. If you are a tray ticket user with DietBook Menus, you may also print production sheets. Refer to Section B. Setting up Production Sheets. B. Setting up Production Sheets Note: Productions sheets are available for those who have DietBook with Tray Tickets and the DietBook Menus program. The following must be completed before printing production sheets: You entered your diets and diet codes on the DietBook Master Diet Code chart (if DietBook Clinical and Tray Tickets purchased). You entered your menu spreadsheet diet codes on the Menu Diet Code chart in DietBook Menus. You entered your menus and numbered the substitutes (if available). It is recommended to perform this one time check in the following three (3) areas before printing production sheets for the first time. 1. MASTER DIET CODE chart: Open DietBook and press the Help Me button to review the Master Diet Code chart. Make sure your list of diets and codes are correct. Refer to the Getting Started manual Section III. Setting up Facility Diets, if needed. 2. MENU DIET CODE chart: Open DietBook Menus and press the Menu Extensions and Diet Code button to go to the green Menu Diet Code chart. Note: All diet codes on the Master Diet Code chart must also be on the Menu Diet Code chart, 129

141 even if you do not list every diet on the spreadsheet. To check that all codes have been entered, do the following: a) Open DietBook Menus. b) From Menu Master Panel, press the Menu Extensions & Diet Code Chart button. c) Locate the green chart to the right titled Menu Diet Code chart. If you used the Diet Wizard feature during the initial setup of DietBook Menus, the diet codes will already be entered for you. If no diet codes are entered, refer to SECTION 2: DietBook Menus: II. B. Initial Setup of Menu Extensions chart, if needed. d) If diet codes are entered, press the Check Codes button to check for possible missing diet codes on the chart. If missing codes are found, add each code to the Code1, Code2, or Code3 column in the same row for the appropriate spreadsheet diet and texture. For help on how to enter missing diet codes, press the Help button on the chart or refer to SECTION 2: DietBook Menus: II. B. Initial Setup of Menu Extensions chart: Missing Diet Codes. e) When finished, press the Check Codes button again to confirm that all diets codes have been entered. 3. MENUS ENTERED: Open DietBook Menus. From Master Panel, go to each menu cycle to verify that all menus have been entered on the spreadsheets. Refer to Main manual SECTION 2: DietBook Menus: III. Menu Spreadsheets, if needed. 4. You are ready to print your production sheets. You may print generalized production sheets tallying only the foods from each resident s diet order or you may include resident preferences in the tally. 5. If printing production sheets based on diet orders only, skip to Section II. B. Printing Production Sheets now. Note: This method will not include resident preferences. It will only tally foods from each diet order. 6. To include resident preferences on the production sheets, refer to section below. Include Resident Preferences If you want to include resident preferences on production sheets, you will need to enter a numbered food substitute on the menu spreadsheet to replace a resident s dislike at a meal. First, obtain a list of all your resident s likes and dislikes and a copy of the Week at a Glance Menus in DietBook Menus to view the numbered substitutes. To print a list of all your resident s dislikes entered in the resident file: 1. Open DietBook. 2. On Master Panel, press Resident Reports button (Goto7). 3. Press Print Resident Reports button (Print8). 4. For a list of only resident dislikes, enter 11 and press OK. To print both resident likes and dislikes to be used as a comparison, enter 10,11 and press OK. To print a copy of the Week at a Glance Menus: 1. Open DietBook Menus. 2. From Master Panel, go to green section and enter the number Cycle and Week desired in the white cells. For Day and Meals enter ALL. 3. Press the Print Week at a Glance Menus button (Print2). 130

142 4. If printing all weekly menus, enter the remaining Week numbers in the cycle and press the Print2 button, and so on, until all weekly menus have been printed for the cycle. Entering Menu Substitutes for Food Dislikes After printing the list of resident likes/dislikes and a copy of the weekly menus showing the numbered substitutes, you will need to enter the number of the menu substitute on the Food Substitution Chart for any resident food dislike on the menu. Once the number of a resident s food preference has been entered, DietBook will remember the selection for this meal and will automatically include this food on production sheets. 1. Open DietBook Clinical. 2. From the Master Panel, press the TRAY TICKETS button. 3. Once in the Tray Tickets control panel, press the Food Substitutions button. 4. When prompted, enter 1 to go to the Food Substitution Chart. 5. In the white cells at the top of the chart, enter the CYCLE (1-4) number and WEEK (1-5) for the Week at a Glance desired. Press Enter on keyboard. 6. Press the Update button to load the current resident roster and previously stored substitutions for the week. 7. You will be prompted with a note Do you want to erase previous substitute selections? If you want to erase all previous substitute entries for the week and start with a blank page, press YES. If you want DietBook to retrieve all previous entries and enter them on the chart, press NO. The list will be sorted by resident room numbers. 8. To search a resident on the list, press the Find Res button. When prompted, enter three (3) or more letters of the resident s last name. You do not need to enter the full name unless someone else shares the same last name. Follow the prompts. 9. For each resident, compare the Week at a Glance menus (with numbered substitutes) with the resident s likes and dislikes list. Be sure you are using the same week at a glance entered in the blue section above titled Cycle and Week. 10. If a resident does not like a food at a meal, simply enter only the number of the substitute in the white or yellow cell on the Food Substitution Chart for the appropriate day and meal. For Example: If a resident dislikes cold cereal for breakfast, but likes the substitute Sub1: Oatmeal for this meal, enter the number 1 (as shown by arrow above). 131

143 If a resident would like a substitute with a decimal point Sub3.1: Tossed Salad (indicating this is one of multiple substitutes for a food), enter the number with decimal point ( 3.1 ) as shown by 2 nd arrow above. If a resident would like a substitute that replaces more than one food on the spreadsheet as indicated by two numbers separated by a comma ( Sub1,3: Lasagna ), enter only the 1 st number of the substitute ( 1 ). Do not enter 1, LEAVE THE CELL BLANKS IF THE RESIDENT LIKES THE MENU AND DOES NOT WANT A SUBSTITUTE. A blank cell means default to the main menu item. 12. Remember to frequently press the Save button. When finished, press the Return button to return to the Tray Ticket control panel to print your production sheets. If you need to enter multiple substitutes for a food, give both the substitute and main food, or add a personalized food substitute, refer to the following sections below. Entering Two Substitutes at a Meal for a Resident 13. If a resident likes two or more substitutes at a meal, enter the number of each substitute separated by a comma. For example, enter 2,6 if the resident has would like substitute 2 and 6 for that meal (as shown by arrow above). Giving Both a Substitute and the Main Food 14. If a resident wants both the substitute and the main food for a meal, enter the number of the substitute plus the letter M (main). For example, if the resident likes Sub2: chicken and the main food (e.g. roast beef), enter 2M (as shown by arrow above) to count both the chicken and roast beef on production sheets. 132

144 Viewing Menu Spreadsheet While entering substitute numbers to replace food dislikes, you may go to the menu spreadsheet at any time to view a certain meal in more detail. To do so, a) On the Food Substitution Chart, press the Find Res button to go to the resident you want to edit or view in more detail. b) Click on the white or yellow cell of the day and meal of the resident s diet on the spreadsheet you want to view and press the Menu button. You will be brought to the menu spreadsheet for that day and meal. c) Click on the menu spreadsheet window to get the scroll bars to view the entire menu. d) When finished, click back on the Food Substitution Chart. To close the menu spreadsheet screen, press the Return button. When prompted, press Cancel. e) Remember to frequently save your work by pressing the Save button. f) If you want to include a special food request for a resident on the production sheets that is not listed on the menu, refer to next section Personalized Food Substitutes. Entering Personalized Food Substitutes If a resident dislikes both the main food and menu substitutes, you may enter a personalized food substitute for a specific meal. 1. If not already there, go to the Food Substitution Chart. 2. Press Find Res button to go to the resident desired. 3. Click on the white or yellow cell of the day and meal to add the substitute and press the Menu button. 4. You will see the menu spreadsheet for that day and meal added to the screen. You will also see a chart at the bottom right titled DISLIKES SUBSTITUTE WITH. This chart is primarily used for select tray tickets in automatically substituting for food dislikes on the tray tickets. However, you may also use this chart to add personalized substitutes. Note: The personalized food substitutes must be identified with a number greater than Go to and click on the DISLIKES SUBSTITUTE WITH chart. 6. To add a personalized substitute to the Food Substitution Chart, you will need to identify it as a number, not a name. This number must be greater than Under the DISLIKES column, enter a number greater than 14 to identify the personalized substitute. You may use any combination of numbers you wish as long as it is greater than 14. For example as shown by arrow above, enter 15, 133

145 or try a special code, such as 352 to represent the week, day, and meal (week 3, day 5, meal 2). 8. Next, refer to the menu spreadsheet and count the line number of the food you want replaced. Only count the line number(s) of a main food. Do not enter a line number of an existing substitute. 9. Now, go to the SUBSTITUTE WITH column and enter the word sub, followed by the line number(s) of the food(s) to be replaced, a colon :, and then the name of the desired food. For example, Personalized substitute 15 replaces the food on line 4 on the spreadsheet with a desired tossed salad. To replace the food on line 4 with a tossed salad, enter sub4:tossed salad. Personalized substitute 352, in this case, replaces several foods on the spreadsheet with a desired chicken sandwich. To replace the foods on lines 2, 3, 4, and 5 on the spreadsheet with Chicken Sandwich, enter sub2,3,4,5:chicken Sandwich. 10. Click back on the Food Substitution Chart and enter the personalized substitute number ( 15 or 352 ) for the desired day and meal. DietBook will replace the resident s food dislike on the production sheet with this personalized food substitute. Note: If a resident selects another substitute at this same meal, remember to separate each number with a comma. 11. When finished, press the Save button. Note: You may need to press it twice to activate (look for the cursor to turn into an hourglass). 12. To exit, press the Return button. You will be brought back to the Tray Ticket control panel. You are now ready to print production sheets. Refer to Section II. B. Printing Production Sheets now. 134

146 II. Printing A. Printing Tray Tickets After entering data in the resident file, you are ready to print tray tickets. 1. Open DietBook Clinical. 2. From the Master Panel, press the TRAY TICKETS button (Goto30). 3. In the white cell titled UNITS, enter the unit(s) to print. To print all units, enter ALL. To print only one unit, enter the unit letter(s). 4. In the white cell titled HOW MANY, enter which residents to print. a) To print ALL residents, enter ALL. b) To begin printing from one resident (instead of from the beginning) to the end, enter the word All, followed by a comma, and then the resident s LOC#. For example, if you want to beginning printing from resident #38, enter All,38. If needed, refer to the diet list or DietBook facility roster to determine a resident s LOC#. c) To print one resident, enter 1. d) To print a new, blank tray ticket, enter NEW. 5. In the white cell titled Enter date for tray tickets, enter the tray ticket date. Be sure to enter the date in numbers, such as 5/1/2008. Do not use letters. 6. To print using a laser printer, press the Print Laser button. To print using a dot matrix or tractor printer, press the Print Tractor button. To display resident tray tickets on a monitor screen in the kitchen for tray line, press the Monitor button. 7. When prompted, press YES to load your resident data to the tray tickets. If no new changes were made to the resident files since the last print, you do not have to load the resident data again. Press No to the prompt and continue. 8. When prompted, enter the number of the meals to print and press OK. 135

147 9. When prompted, enter how you would like to sort the tray tickets. You have up to 8 options. Select a maximum of 2. For example, if you would like to sort by carts and table numbers, enter 7,8 (separate with a comma). Press OK to continue. 10. DietBook will now print your tray tickets. To exit, press the Master Panel button. 11. Note: If you don t want tray tickets printed for a resident, return to the resident s file and enter TT in the white cell titled On Hold. For more information, refer to Main manual, Section II. Entering Data in Resident File, E. Special Functions: Put a Resident s Tray Ticket On Hold. B. Printing Production Sheets Only DietBook with Tray Tickets users who also have DietBook Menus can print production sheets. You may print generalized production sheets tallying only the foods from each resident s diet order or you may include resident preferences. Note: Before proceeding, you should have already completed the initial set up of production sheets. If needed, refer to SECTION 3. Tray Tickets: I. B. Setting up Production Sheets. 1. Open DietBook Clinical. 2. From the Master Panel, press the TRAY TICKETS button (Goto30). 3. In the white cells in the blue section (as shown by arrows above), enter the number CYCLE (1-4), WEEK (1-5), and DAY (1-7, or ALL) for production sheets. 4. Press the Production Sheets button. 5. You will be prompted to (1) print, (2) preview, or (3) go to the food list to eliminate duplicates. Enter the number of the feature you want and press OK. 6. After entering #1 (print) or #2 (preview), you will be prompted to verify if the food substitution chart displayed is correct. If correct or if the chart is blank, press YES to continue. If not the correct chart of resident preferences to print, press No and recheck the numbers entered in the white cells for CYCLE, WEEK, and DAY for accuracy. 7. When prompted, press YES to load the resident data. 8. When prompted, press OK to save the data loaded. 136

148 9. You will be asked to select the meal(s) to be included on the production sheets. Enter 1 for breakfast, 2 for lunch, 3 for dinner, or 4 for ALL meals. Press OK to continue. 10. Wait for DietBook to generate the production sheets. This may take several minutes. 11. Note: If you get a message stating a resident s diet code was not found on the Menu Extensions Chart, press OK to go to the chart to add the missing diet code. A list of missing codes will be highlighted in red under the title Missing Codes after the Code3 column. a) From the list of codes, add each code in the green Code1, Code2, or Code3 columns in the same row for the appropriate diet and texture. For more information on how to enter missing diet codes, refer to SECTION 2. DietBook Menus; II. B. Initial Setup of Menu Extensions Chart: Missing Diet Codes. b) When finished, press the Check Codes button to confirm that all diet codes have been entered. c) To exit, press the Return1 button. d) Press YES to return to tray tickets. Repeat steps 3-10 above. 12. When finished, you may notice duplicates of the same food. To eliminate these duplicate errors, refer to Section III. Eliminating Duplicate Errors. C. Printing Tally Reports You may generate tally reports on totals of snack/supplements, likes/dislikes, and beverages. 1. Open DietBook Clinical. 2. From the Master Panel, press the SNACKS/SUPPLEMENTS button (Goto0). 3. Enter the unit you wish to print or preview in white box titled PRINT THIS UNIT. For ALL units, enter ALL. For a specific unit, enter the unit letter (e.g. A, B2, etc). Be sure to enter the same unit letters or numbers that you used when setting up your program. 4. To preview, press the Preview Tally Totals button (Goto34). Enter the number of the desired tally and press OK. 5. To print, enter the number of copies in the white cell titled No. of copies to print. Press the Print Tally Totals button (Print42). When prompted, enter the number of the desired tally and press OK. 6. To exit, press the Return or Master Panel button. If you find duplicates of the same item and want to remove them, refer to Section III. Eliminating Duplicate Errors below. 137

149 III. Eliminating Duplicate Errors After printing production sheets, snack/supplement, likes/dislikes, and/or beverage tallies, you may find several duplicates of the same item. Duplicates will appear as separate items on a list (even if they are the same food) if the item is spelled slightly different, has extra spaces, or has capital verses small letters. To eliminate duplicate errors, refer to the following. Production Sheets 1. Open DietBook Clinical. 2. From the Master Panel, press the TRAY TICKETS button (Goto30). 3. In the white cells at the top of the blue section, enter the number CYCLE (1-4), WEEK (1-5), and DAY (1-7, or ALL) to search food duplicates. 4. Press the Production Sheets button. When prompted, enter 3 to go to the food list to eliminate duplicates. 5. When prompted, press Yes to update the FOOD list unless no new changes were made on the spreadsheets since the last duplicate search. It may take several minutes for the food list to be created. Below is a sample chart listing all foods entered on the menus. 6. After the list is generated, you will be prompted with instructions on how to eliminate duplicates. For each category of duplicates (up to 4 for one food), number the food to keep as 1 (priority) and the duplicates to delete as 2, 3 and 4. The item numbered 1 with replace duplicates numbered 2-4. Press OK to the prompt. 7. Under the FOOD column, examine the list for items that are the same, but spelled slightly different. These items will be near each other because the list is in 138

150 alphabetical order. For example, as shown in chart above, baked chicken appears three times on the chart because of slight changes in lower and upper case letters. 8. Under the blue NUM# column, enter 1 (first priority) in the white cell for the food with the preferred spelling (e.g. Baked Chicken ). Enter 2, 3, or 4 in the white cells for all duplicates to be replaced with the food numbered 1. You may enter a maximum of 4 numbers (1-4) at a time. 9. After numbering a set of duplicates (1-4), press the Duplicates button to the left on the MENU SPREADSHEETS. Note: You may need to press it twice to activate. 10. When prompted, press Yes to remove the food duplicates numbered 2-4. Only the food numbered with a 1 will remain. Continue to search the list for additional duplicates and repeat steps To exit, press the Return Top button on the MENU SPREADSHEETS. Note: You may need to press the button twice to activate. 12. Press the Save button to save your changes. Snack/Supplements, Likes/Dislikes, and Beverage Tallies To eliminate duplicate errors on the snack/supplement, likes/dislikes, or beverage tallies, do the following below. 1. Open DietBook Clinical. 2. From the Master Panel, go to any resident file. 3. Once in the resident file, click on any white cell in the SNACK/SUPPLEMENT, BEVERAGES, or LIKES/DISLIKES section to remove duplicates. 4. Press the Duplicates Chart button at the top of the resident file. When prompted, press Yes to go to the list. 5. To the 2 nd prompt, press Yes to update the list to reflect the most current data. If no new changes were made to the data since the last duplicate search, press No. 6. After the list is generated, you will be prompted with instructions on how to eliminate duplicates. For each category of duplicates (up to 4 for one food), number the food to keep as 1 (priority) and the duplicates to delete as 2, 3 and 4. The item numbered 1 with replace duplicates numbered 2-4. Press OK to the prompt. 7. Examine the list for items that are the same, but spelled slightly different. These items will be near each other because the list is in alphabetical order. For example, 4oz House Supplement and 4oz House supplement are seen as two separate 139