OnSTAFF 2000
Recommended Month-End Procedures
- In addition to verifying your daily backup tape, run a manual backup to verify the system is NOT prompting for a second tape (Main Menu/Misc/Back Up). If prompted for a second tape, contact Prime Clinical Systems, Inc. Failure to contact Prime Clinical Systems will result in NOT all data being captured during backup, thus not available in the event of restoring from a backup tape (i.e., lost data). While this manual backup is running, continue with the follow:
- Close the day, running the Journal Option A and Financial reports to balance.
Everyone should be logged off the system at this point
- Change the date. If you are ready to close the month, say yes to the close the month prompt.
- Log off then back on.
- Run another financial to verify that the Today's and Month To Date columns are zero.
- Verify OnSTAFF is in balance:
· Go to the Management Menu and select Aging: From the Aging Menu select Report Aging and run an aging report for all patients by completing the screen as follows: <Selection Criteria> press [Enter], select <Aging (A/C/T/S/N/Z/P)> = A. Press [Enter] through <Category> and <Insurance>. Select your sorting preference (<Sorted By (N/A/I/C)>). Press [Enter] through <Amount> and <Inactive From (**/**/**)>. <All/Patient/Insurance> = T. Send the report to the printer of your choice. Verify that the total AR noted on the aging report matches the total AR on the financial.
· Go to the Management Menu and select Balance: It is not necessary to print this report unless desired. Complete the screen as follows: <Selection Criteria> press [Enter], select <Aging (A/C/T/S/N/Z/P)> = A. Press [Enter] through <Category> and <Insurance>. Select your sorting preference (<Sorted By (N/A/I/C)>). Press [Enter] through <Amount> and <Inactive From (**/**/**)>. <All/Patient/Insurance> = T. If printing this report, enter [*] for all providers at <Provider Code>. When viewing, it is more manageable to enter one provider code at a time. Press [Enter] through <Department Code>. To view the report, select the print out destination of VIEW (or View). Pressing ‘<’ or ‘>’ will move the screen’s contents to the left (<) or right (>). Pressing [G] will go to the last page of this report. Verify that the 'BALANCE' column TOTAL matches the financial total AR for that provider code. To exit viewing the screen press [Q] then [End].
· If in balance, continue with the Recommended Month-End Procedures.
· If out of balance, contact Prime Clinical Systems, Inc. If you are not taking advantage of a software support contract, there will be a charge for the call.
7. Verify space in data tables: Go to the External Options Menu ([Ctrl] [E])and select Database Status. [P]rint or [D]isplay Statisitcs? Answer P (print). Review the report for any tables where the % column (fourth column from the left) Is greater than 120% full. If you find any tables that are greater than 120% full, or, are unfamiliar with this report, fax it to Prime Clinical Systems, Inc. with your name and Client ID written on the top of the report. If you fail to check this monthly you risk a table becoming full, thus requiring your system be reconfigured at a time that could be disruptive to your office workflow. EVERYONE MUST BE OFF THE SYSTEM DURING THE RECONFIGURE! By verifying space in data tables monthly, you will be able to schedule the reconfiguring of your database at a time that is convenient for your office. If you are not taking advantage of a software support contract, there will be a charge for the call.
8. Verify available disk space: Go to the External Options Menu ([Ctrl] [E]) and select Disk Space. This option displays information on your screen. Review lines /u for Unix Systems (larger systems may also have /u1, /u2, etc.) or /home for AIX systems, where % Used is greater than 50%. If you are unfamiliar with this screen, contact Prime Clinical Systems, Inc. to assist you. If you are not taking advantage of a software support contract, there will be a charge for the call.
Everyone may log on and start working