These section has the following topics:
In order to gain access to this screen you must either signed in with administrative privileges are enter the correct password.
Database Compressing
The Billing and Lineitems and Patients and Coverages modules occasionally need to be compressed to save disk space, improve efficiency and maintain data integrity. The function can only be done on the host computer when nobody is logged on. Also, this cannot be done when FileMaker Pro server is running.
- To compress either module set
click on the
and
confirm your action at the dialog. When its finished
compressing, you will be reminded that you need to rename the new
versions - You will need to quit PracticeMaker® (unless you will be compressing both sets)
- Once you have quit PracticeMaker®, delete the older version(s) of these modules and rename the new databases by removing “new” from the new file’s name.
- The field below each button stores the last date you compressed
these modules.
Occasional, especially after sudden shutdown of a computer as with a power failure (this is way we require battery backup units on EACH machine for technical support to be valid), a database does get corrupted and will NOT open. The message that FileMaker gives you basically states the file is damaged and to open another. Do NOT open any other databases. Just click Cancel at all dialogs. If the Office Startup.fp5 module is corrupted, as you therefore cannot even start the software, please read about this in the troubleshooting chapter.
Step by step instructions
First off, calm down. This happens frequently enough that FileMaker Pro has a built-in database recovery routine!
This MUST be done on the machine where the PracticeMaker® files reside and not from a guest machine. If FileMaker Pro server is running, services must be stopped in Windows 2000/2003/XP and Mac OSX, or the application must be quit in Mac OS9. Next, do the following:
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If PracticeMaker® is not started, start it on the host machine and log-in as usual. Do a Single File Startup. If you clicked complete startup, return to Preferences but be sure to click Cancel if the software asks to to open the suspected damaged database or find an alternative.
- In the Path Names section make absolutely, positively
sure that both path are properly filled. Click
here to read more.
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In the Database Compression & Recovery section, click Click to Recover a damaged database! button. The dialog below appears.
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Select the database you need to recover from the ***Select A Database*** popup menu. Click OK.
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The software will recover the database (usually does an excellent job, but rarely it cannot), put the damaged database into the Optical Shop Archive folder, and place the repaired one into the Optical Shop Software folder. You will need to go to the Menu and open it by clicking the appropriate button.
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You should now inspect the contents of the repaired database. Go to the last records and make sure that the data is still there. If you had to repair a database that you do not actually see, such as Order Items, then go to Optical Records and look around for the last few orders and check them out.
Occasionally you will receive updated modules that you will need to transfer your current data into. A new database will have “New ” as part of its name (ex. Patient New.fp5). Unless told to follow the method of manual updating (click here to read about this), follow these step by step instructions to update most databases:
- Quit PracticeMaker® on the host (or stop FileMaker Pro services) and backup all files as usual. This way if things do not go well you can restore your file(s).
- Work at the host computer when all guests are logged off. Do not attempt to update databases with guests logged on or try to do updates from a guest machine!
- PracticeMaker® must be running and all workstations quit out of PracticeMaker®. It is not necessary to shut down the power on the workstations!!!
- With PracticeMaker® hidden or minimized, copy the “new” database(s) into the same folder as your other PracticeMaker® files (this folder or directory name must be PracticeMaker5 to prevent file management errors!).
- Return to PracticeMaker® and go to the Utilities tab. Click on the Select the database to UPDATE button and select the name of the module to update from the dialog box and click Let's Go.
- Follow all on screen instructions very carefully. When a module is updated, all of your current data is transferred (imported) into an empty “new” database. You will receive the Import Field Mapping dialog. Select View by matching names. Then press [enter] twice just like the on-screen instructions tell you!
- For many databases, including Billing, Coverages, Lineitems and Patients, you may be asked to help reset the database to the next available record number. Once again, follow the detailed on screen instructions.
Lockout Codes
If you purchased PracticeMaker® on the installment plan, you will need to enter codes to extend the useful life of your program. The Expiration Date tells you when the software will no longer function. As each payment is made in a timely manner, you will be given the appropriate password to extend this expiration date. If you become locked out of PracticeMaker® by not entering these codes in a timely manner, you will need to contact technical support for further information. Your data will not be lost; you just will not be able to access your files! If you ever have problems with this process please call technical support!
Database Exporting
You can export data out of most important databases. To export data click the Exported Selected button and then select the database name from the dialog and click OK. This function is provided "as is" and not supported in your usual technical support contract. Basically, i you want to export data from a subset of records ina databse, do the search in that database first then come to the Utilities Screen and proceed with the export from that database.
Export Patient
Addresses for a printing house or other use
When it comes time to export, you will be asked if you want a found set or all the records. If you want a subset of your patients, do the find first then proceed with the export steps.
When it comes time to export, you will be asked if you want a found set or all the records. If you want a subset of your patients, do the find first then proceed with the export steps.
- Go into the Office Startup/Preferences module.
- Go to the Utilities screen. You will need to enter the Administrator's password. This is the same as the one used to go to the Admin Screen in the billing module.
- Click Database Exporting located on the
top button bar to get the dialog above. Make your selection and click OK.
- At the next dialog you
need to decide whether or not th export the found set of records or All
in that database. If you did a special search before you got here click
Export Set.
- The subsequent dialog
prompts you
to name the exported file and where you would like to save it. Choose a
name that reflects the purpose of the export (ie: Patients for
Printer.txt) and a location where you can find it easily. Here the
xport will be into the PracticeMaker5
folder itself on the host computer.
- In Save as type: you should select
Tab-separated text.
- On the next dialog you need to select what fields to export. If there are fields in the Field Order section, click Clear All before proceeding.
- Select the field(s) you would like in the file. If you just need the patient's address, you can just select the field PatAddrLabel which contains the patient name, address, city, state, and zip code. If you need additional information, select the fields from the list.
- When you have all the fields you require, click Export. PracticeMaker will export the information you requested to your file.
- You will get a message when it is done including the number of records exported (this action is logged). If you need to give this information to a printer, you can copy it to a floppy disk or zip disk or e-mail it, whatever method you and he have agreed upon.
Activate Host Startup Action
This feature is intended for a peer-to-peer setup in which there is no Server software. This feature allows you to startup PracticeMaker® without having to enter a password. This process opens all databases (after the initial database password is entered) and then locks the software and requires the user to “log in”.
To use this function select "Yes". Then quit PracticeMaker®. To have PracticeMaker® startup each time the computer is turned on, place an alias (or shortcut) in the Startup folder on your computer. Please consult your specific operating system manual for more specific instruction on how to do this.
Open Log File
If you ever need to view the contents of the Log file, click Open Log File. You can then open the file with Administrator’s password to review records. You can then Find a specific module’s log entries or check the last time a specific function was done, such as electronic claims submission, recall cards and more.
Open Prac Data
The Practice Data file is where you can change the licensee's name and other information. This file is also where we can instruct you how to turn features on that are currently off.
TimeOut and Security
There are two portions to the security section.
Login dialog
This sets whether of not user gets a User List to select from (top dialog) or No List (the bottom dialog). The No List selection gives one more level of security because the has has to know their ID and cannot just select one from a list.
Time Delay
for record exit
FileMaker Pro locks a record to prevent other users from altering it while that user is still using it. If a user walks away from the workstation while still working on a record, this could prevent others from accessing that record. By putting a time value in this field, this causes the workstation to exit a record and release it back to other users to use after the preset time of computer inactivity.
Time Delay until screen blank
This feature, when set properly, will cause the screen to blank to simple password dialog whose password is set by what is entered in Password after screen blanks The dialog you get is shown below.
FileMaker Pro locks a record to prevent other users from altering it while that user is still using it. If a user walks away from the workstation while still working on a record, this could prevent others from accessing that record. By putting a time value in this field, this causes the workstation to exit a record and release it back to other users to use after the preset time of computer inactivity.
Time Delay until screen blank
This feature, when set properly, will cause the screen to blank to simple password dialog whose password is set by what is entered in Password after screen blanks The dialog you get is shown below.
Path Names
Before any of the major functions on this screen can properly function, these fields MUST be properly filled in. They tell the software whereto find certain files and where to store archives or previous copies of its databases. These fields should only be changed under of the guidance of your technical support consultant! However, there are two buttons to help fill these fields in for you.
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To fill in the Root Name of your computer, click the <---Fill button. If your software is not in this location it means its was not properly installed or moved by you after it was installed. On the Macintosh platform the format should be “Macintosh HD:PracticeMaker5” or “Macintosh HD:FileMaker Pro Server:PracticeMaker5”. On the PC platform the format should be “C:/PracticeMaker5”” or “C:/Program Files/FileMaker Pro Server/PracticeMaker5””.
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The paths for the Receive Folder, Receive Archive Folder, Send Folder, Send Archive Folder
and Folder where ECS temp files are created are used by the software to put the files you will send or where the files you have received are placed by the software. -
The path Telecom Program tells PracticeMaker® the location and name of your modem's telecom program. This allows you to simply click the Open Telecom button while in ECS Control to open that referenced application.
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The path PracticeMaker Archive folder on host is exactly where previous databases are placed after an update occurs or a database is recovered.
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The path Folder where ECS temp files created tells the software where on the one computer that transmits claims where the temporary files are stored.
- Please note, that is you are using the internet to transmit and
received this setup is a bit different.