OnSTAFF 2000
Systems Administrator Recommendations
Daily:
§ Verify the Back Up-although the system is set to Back Up your data every evening, it is still the responsibility of the client to verify that the Back Up was done. To verify that last evening your back up ran, log into the OnSTAFF program. The previous day’s tape should still be in the tape drive. If not, place it there. Press [Ctrl][E] to display the EXTERNAL OPTIONS MENU. Select Tape Operation, then select View. The screen will display the contents of the tape. Look for a file name /u/staff/bin/file.db (or in some cases, simple ./file.db). an example of how the entire line should display is: rwxrwxrwx 0/3/37595800 June 7 13:43 2001 /u/staff/bin/file.db The date should be the last date any activity (posting/data entry/automated functions) was done on your system. It will not necessarily be yesterday’s date. If you are unsure about the displayed date call Prime Clinical Systems. Record the requested information on ‘CLIENT BACK UP VERIFICATION LOG. When viewing is complete, Press Any Key to Continue will display on the screen. Press [Enter], then press [E] to exit back to the EXTERNAL OPTIONS MENU, press [E] to exit the EXTERNAL OPTIONS MENU.
§ Load Fonts and Forms-To prevent your Paper Claims, Insurance & Patient Follow Up Letters, and Statements from printing without the appropriate form loaded, it is a good idea to turn off the printer(s) designated for these tasks and then Load Fonts and Forms before leaving each day. Go to the EXTERNAL OPTIONS MENU (Ctrl E) and select Load Fonts/Forms. When prompted: Enter your printout destination or return for default: verify that the printer name displayed is the desired printer, then press (Enter). Do this for each printer that has automated features set to run at night. Fonts and Forms are removed from your printer’s memory if you have turned off the power of the printer, printed from DOS programs or from the Internet.
§ Modem Operation-If you would like to ensure that your modem is set up and ready for the evening’s Electronic submissions you can reset the modem as part of your daily routine. Go to the EXTERNAL OPTIONS MENU (Ctrl E) and select Modem Operation. From the Modem Operation Menu select Reset.
§ Cron Tasks-This program will display all automated features that ran the previous evening, allowing you to verify that all programs did run even though no paperwork may have been generated. Go to the EXTERNAL OPTIONS MENU (Ctrl E) and select Cron Tasks.
§ Errlog-As employees work during the day, an error may occur. If this happens, an error message will display on the screen advising the user to check the Error Log. To make sure that all errors have been reviewed and any needed action taken, viewing the Errlog should be done regularly. Go to the EXTERNAL OPTIONS MENU (Ctrl E) and select Errlog. Call Prime Clinical Systems to review any error messages displayed.
§ Mail-To verify whether or not the nightly back up had any tape errors you may view the Mail file. Tape Errors include (but are not limited to): Tape Write Error, Bad Tape Error and Tape Drive Error. To view the Mail file you will need to login as staff. Go to the EXTERNAL OPTIONS MENU (Ctrl E) and select Mail. If there are any error messages they will be displayed along with the date. If any appear call your Hardware Support Representative.
§ Active Processes- Having Hung or Open processes may slow down your system. To verify whether or not there are any Hung or Open processes on your server you may check the Active Processes file. Go to the EXTERNAL OPTIONS MENU (Ctrl E) and select Active Processes. Call Prime Clinical Systems for assistance to delete any processes.
§ Ghost Appointments-Having Ghost, or incomplete appointments, in your schedule may cause users to become locked when trying to schedule additional appointments, view or modify appointments in the same time slot. To remove Ghost Appointments go to the EXTERNAL OPTIONS MENU (Ctrl E) and select Bridges Programs, then Delete Ghost Appt. The screen will display a message indicating how many Ghost Appointments were deleted when done.
Weekly:
§ Shutdown and Re-Boot- Performing a weekly shutdown and reboot will clear any locked/hung processes and memory buffers, preventing unnecessary slowing of your system.
§ Manual Backup- A weekly manual backup will insure, among other things, that you have a good backup in the event your automatic backup is not working.
Monthly:
§ DBSTATS- DBSTATS (Database Status) provides information as to whether the database is getting full, requiring reconfiguration. Prime Clinical Systems suggests that our clients check their DBSTATS monthly.
§ DISK SPACE- Prime Clinical Systems suggests that our clients check the amount of hard drive disk space on a monthly basis so that appropriate arrangements can be made in a timely manner prior to your system reaching 90% used.
* For complete instructions to any of the above, refer to the External Options Menu documentation found in Session I of your training manual.