EHR and PM have a built in process to create a Local Copy the entire patient database each night. Maintaining and monitoring your Local Copy is a crucial part of your Disaster Recovery Plan. Understanding the process and settings help ensure your data is kept safe and can be restored when needed.
The process described here refers to your Local Copy. A Local Copy is a backup of your data that you keep onsite, on the same System your Live data is stored on. THESE FILES MUST BE BACKED UP OFFSITE! An offsite backup is the same files from the Local Copy, but the files are stored outside your office, on a cloud based server. Having both Internal and Offsite backups are another key part of your Disaster Recovery Plan. We suggest working with your local Technician to acquire that service and then contacting the Helpdesk to help ensure all needed files from your server are part of that offsite backup
A note to All in One users - Settings for Local Copy creation can be modified in EHR or PM. The changes made are global. This means when you edit settings in one application, the same settings are applied to the other application. You do not need to make the changes in both programs.
PM
To manage the Local Copy settings from PM click on the Settings Gear from the Navigation bar
Choose Security from the Category list on the left
1 - This is the location of your Local Copy. At the time of installation this folder will be set to a default location on your system. It's is advisable that you use an External Device for the Local copy. An External Hard Drive, or Thumb Drive, that can stay attached to the server and is never removed. The Local Copy will be created on that external device each night, and in the event of a catastrophic failure at the server, the External device can be used to restore your patient files to the time the last backup was taken.
2 - This is the time the Local Copy will be created. We suggest setting this to about an hour after the office closes. So if you usually close around 6pm, set this to 7pm. The goal is to make it late enough in the day that you are done with data entry. This way the Local Copy will contain all entry for the day.
3 - The Backup Data button allows you to create a new Local Copy on-demand.
4 - Explore Directory will open the folder containing the most recent Local Copy. Doing this allows you to verify the files exist, and see the time and date they were created.
5 - Database Connection is a support tool and should only be used with the assistance of a DBC technician.
6 - Stop/Start Service allows you to stop and start the process that creates the Local Copy. This function can only be used directly from the server. Stopping the service will tell the system to stop creating the Local Copy. Starting the service will tell the system to create the Local Copy as scheduled.
EHR
To manage Local Copy settings from EHR click on the Settings Gear from the Navigation bar
Choose Configure Backups, Reminders and Unattended Operations
The Backup\Restore screen will allow you to customize your backup settings to fit your office schedule.
1 - This is the location of your Local Copy. At the time of installation this folder will be set to a default location on your system. It's is advisable that you use an External Device for the Local Copy. An External Hard Drive, or Thumb Drive, that can stay attached to the server and is never removed. The Local Copy will be created on that external device each night, and in the event of a catastrophic failure at the server, the external Device can be used to restore your patient files to the most recent Local Copy.
2 - This is the time the Local Copy will be created. We suggest setting this to about an hour after the office closes. So if you usually close around 6pm, set this to 7pm. The goal is to make it late enough in the day that you are done with data entry. This way the Local Copy will contain all entry for the day.
3 - The Backup Now button allows you to create a new Local Copy on-demand.
4 - A data backup consists of all your notes and billing data AND any files that have been scanned or imported in to a Patient Chart. This setting tells the system to skip the backup of the imported files. This setting should only be marked after discussion with Tech Support and your local office tech to ensure that those files are being backed up by other means.
5 - Explore Directory will open the folder containing the most recent Local Copy. Doing this allows you to verify the files exist, and see the time and date they were created.
Restore Database and Database Connections are support tools and should only be used with the assistance of a DBC technician.
Stop/Start Service allows you to stop and start the process that creates the Local Copy. This function can only be used directly from the server. Stopping the service will tell the system to stop creating the Local Copy. Starting the service will tell the system to create the Local Copy as scheduled.
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