Please follow these steps to set up an SQL Server Backup Maintenance Plan:

1. Double click the SQL Server Maintenance Plan shortcut in the ABELMed Administration folder on the Server. The SQL Server Maintenance Plans window will appear.
2. SQL Server should default to the machine name, user and password as long as the person logged in has Administrator rights to the database. Note: Do not change the User or password.
3. At ‘Restore Points Every’, click the radio button for either the 4 hour or the hourly restore cycle.

   IMPORTANT: Make certain that the “Full Backup @” box is set to a time after your work day begins to ensure that the server is running at the specified time. Failure to do this may result in the maintenance plan not being executed and backup files not being created. This can be detrimental if the need for a recent complete data backup arises.

4 Hours – If you select the 4 Hour maintenance plan:

• The databases will be copied to the backup folder at the beginning of each day (start time).
• Individual, small transaction backups will be made every 4 hours during the day (between start and end time). See the Constraints below on setting the start time.
• Once a week the databases will be optimized and an integrity check done.
• The backup copies will be deleted every 8 days (so any one backup media should have a complete week of backed up data files).

Hour – If you select the Hourly Maintenance Plan:

• Individual, small transaction backups will be made every 1 hour during the day (between start and end time).

NOTE: If your IT System Administrator has implemented a more extensive backup plan, then using this ABEL Maintenance Plan may not be required. Please check with your IT System Administrator to verify your data backup processes.

Information on Maintenance Plan Menu Options

Run Maintenance Plan Now

You must execute this option once you have set up a maintenance plan. This will initiate the plans so that they start to run from this point forward. If you wish to make a backup of all ABEL databases immediately (e.g. in cases where an ABEL representative requires a copy of the data for analysis), you may also use this feature.

Delete Maintenance Plan

This function is used to remove an existing maintenance plan(s) that may conflict with any other plans that already exist. This is not necessary when replacing an ABEL maintenance plan with another. Re-running an ABEL maintenance plan replaces the previous ABEL maintenance plan.

Change the Start/End times

Full database backup copies and transaction log backups only occur between the Start and End times.

Other Information

What happens when a plan is created?

When you select a maintenance plan, the program will start the SQL Server Agent program if it is not already setup to start automatically. It will launch a series of SQL scripts to install various programs that control how the maintenance plans will be used. The plan will try and run the backup scripts immediately. To see whether the plans started, look in the backup directory on your computer (abelmed\data\backup). Error log files are also stored in this directory and support staff may require these to assist if backup failures are reported.

What files do I backup to data backup media?

The person in your office that is responsible for performing data backups should verify that the data backup is saving all of the data files and subfolders located on the server in the ABELMed folder.

Are there any constraints?

Your backup software should be on a schedule to run after hours to archive the data to your removable media. You will need to have your server computer running continually from Monday to Friday, and preferably 24/7. If your Server is not on a Uninterruptable Power Supply (UPS) and running 24/7, change the automated backup schedule to be within your working hours.

What if I experience hard drive failure?

SQL databases are extremely stable, but in the rare case that something drastic does happen, (unexpected power failure, fire, theft) the databases can be restored using the .BAK files from the last full data backup and then transaction logs can be recovered respectively.

Following are the recommended processes to provide daily off-site backups of critical data.

There are many options available to facilitate protection of data. The two broad categories that backups fall into are Removable Media and Remote Backups performed to remote servers usually over the Internet. It is important that any backup method you choose accomplish the following:

• The data needs to be taken offsite on a regular basis (daily recommended) so that it is protected from theft or damage to your facility.
• The data must be encrypted to maintain privacy of protected health information. To that end;
  • Removable media must be encrypted
  • For Remote Backup solutions data should be encrypted (256 bit min) both in transit, and at rest at the destination location.
• The backup should not only provide a copy of your most recent data but should also be stored in such a way as to provide a reasonable level of data retention. In other words some historical snapshots of the data should be preserved to protect data in the event that data is lost or corrupted but not noticed immediately. If you have some data retention if a data problem is noticed you may be able to get the data from previous backups that have not been overwritten.

ABEL has standardized on and recommends the following two approaches to backup.

1. Internet Based Remote Backup

ABEL has a relationship with a backup partner who provides remote backups over the Internet. Backups are fully encrypted as data goes over the Internet to a physically secure data center. Backups can be performed on a schedule of your choosing and be configured to backup ABELMed data as well as backups from any other applications that you may use in your practice. Backups should be performed daily as an absolute minimum.

This backup solution offered through ABEL provides:

• The ability to backup open files
• An SQL plug in that can backup a running Microsoft SQL database
• Data retention schedules ranging from seven backups to thirty backups and beyond
• A choice from several powerful data encryption algorithms/standards for your backups
• Data is encrypted in transit and at rest. Your data is secure. Data cannot even be accessed by ABEL or our backup partner without a password that you set when the backup is setup
• Emails are normally configured to be sent to you and ABEL to report the results of each scheduled backup job.

If you are performing Internet based backups fill in the table below.

Person Responsible for checking backup logs
Alternate Person Responsible for checking backup logs
Person who knows encryption password
Additional Person who knows encryption password

2. Backup to External Hard Disks or similar media

ABEL customers that backup to removable media typically backup to external hard disks as older tape standards do not have capacity appropriate to backup a modern CMS. ABEL sets up the Windows backup to backup to a folder on an external hard disk. The folder is encrypted using Microsoft EFS (Encrypted File System). The backups are typically configured to run at night.

The tables below show our two most common backup schedules. Backup schedules can be adjusted to meet the needs of individual practices. For both of these schedules data retention can be extended by taking a backup volume (drive) out of the rotation on a regular basis for longer term storage and replacing this media in your backup cycle.

It is imperative that the backups be stored in a secure location OFF-SITE so that your data is protected in the event of fire or other facility damage, theft, or other such incidents.

Daily Schedule

One week of data retention before overwriting the media. Label backup media for use each day of the week and use them in sequence. For example, for tape backup media, label a separate tape for each day of the week (depending on the amount of data being backed up more than one tape may be required for each day).

Sun	Mon	Tues	Wed	Thurs	Fri	Sat
	Mon Media	Tues Media	Wed Media	Thurs Media	Fri Media

Daily/Weekly Schedule

One month (5 weeks) of data retention before overwriting media. Label backup media for use each day of the week and use them in sequence. For example, for tape backup media, label a separate tape for each day of the week (depending on the amount of data being backed up more than one tape may be required for each day). Please note that media used on Thursday is labelled Week 1, Week 2, etc. to ensure that the data on those tapes is not overwritten until a full month has passed.

Sun	Mon	Tues	Wed	Thurs	Fri	Sat
	Mon Media	Tues Media	Wed Media	Week 1 Media	Fri Media
	Mon Media	Tues Media	Wed Media	Week 2 Media	Fri Media
	Mon Media	Tues Media	Wed Media	Week 3 Media	Fri Media
	Mon Media	Tues Media	Wed Media	Week 4 Media	Fri Media
	Mon Media	Tues Media	Wed Media	Week 5 Media	Fri Media

If backing up to external media adjust the plans above as appropriate for your practice and fill in the information below.

Person Responsible for performing backups
Alternate Person Responsible for performing backups
Person Responsible for checking backup logs
Alternate Person Responsible for checking backup logs
Where are backups stored
Where is encryption key stored
Is ABEL storing a copy of the encryption key

To access the Related Help Topics referenced in some of the Answers below, launch your ABELMed software:

• From the Help menu, choose Index.
• Click the Index tab.
• In the blank field, enter the first word of the Related Help Topic.
• Click the down arrow until you find the topic.
• Select the topic.

Click Display to open the topic.

To print a copy for future reference, click the printer icon at the top of the Help window.

Q. How do I delete or edit reserved time on the Scheduler?
A. Reserved or blocked time can be edited by individual days.
To edit reserved or blocked time:

1. Open the Scheduler.
2. Press and hold down the Shift-key; keep it held down while you right click the Reserved section that you want to edit.
3. The blocked/reserved time is selected.
4. Select Edit Blocked Time from the menu.
5. The Appointment dialog box opens.
6. Edit the information as required.
7. Click OK.

To delete reserved or blocked time:

1. Open the Scheduler.
2. Press and hold down the Shift-key; keep it held down while you right click the Reserved section that you want to delete.
3. The blocked/reserved time is selected.
4. Select Delete Blocked Time from the menu.
5. When prompted, click Yes.

Related Help Topics

• Deleting blocked or reserved time
• Editing blocked or reserved time

Q. How do I set how many columns I want displayed on a tab?
A. To set how many columns are displayed on a tab: (version 9)

1. Open the Scheduler.
2. On the right-hand side, under Columns, enter the column numbers you want displayed, separated by a comma. The numbers represent how many columns are on one tab. For example, entering 123,45 displays columns 1, 2 & 3 on tab 1, and columns 4 & 5 on tab 2.
3. Click Save.

Related Help Topics

• Customizing column headings
• Customizing scheduler parameters
• Scheduler Columns tab

Q. What does the yellow APPTS tag on the Scheduler represent?
A. The yellow APPTS tag is used to tag multiple appointments that you want to move to other time slots.

For example, if the doctor has cancelled the days appointments.

To tag an appointment:

1. Open the Scheduler.
2. Drag and drop the appointment onto the APPTS tag. The appointment is placed in the Tagged Appointments dialog box. Repeat this step as necessary to tag any other appointments that you want to move.
3. Select a new time slot for the appointment.
4. Click the APPTS tag.
5. Drag and drop the appointment into the new time slot.

Related Help Topics

• Rescheduling tagged appointment
• Tagging an appointment

Q. How do I use the keyboard to get around in the ABELMed Appointment Scheduler?

A. You can use shortcut keys to get around in ABELMed.

Columns Tab

Action	Shortcut keys
Add appointment	Enter
Add new patient	T
Insert appointment	Insert
New patient appointment	E
Move forward by day	D
Move forward by week	W
Move back by day	S
Move back by week	Q
Open Calendar	M
Reserve time	CTRL-R
Search for an opening	O
Search for next opening	N
Show patient's appointments	A
Show patient's clinical forms	Y
Show patient's documents	G
Show patient's financial	F
Show patient's lab results	L
Show patient's personal	P
Show patient's prescriptions	X
Show patient's services	B
Update patient	U
Select an appointment	Left click on Appointment
Advance appointment state	>
Cancel appointment	C
Change appointment state	V
Delete appointment	Delete
Edit appointment	Enter
Print # of card	H
Print # of form	J
Print # of label	E
Tag appointment	@
Select a blocked time section	(Hold Down the key and click)
Delete blocked time	Delete
Edit blocked time	Enter

Related Topics

• How to use ABELMed Help
• Short-cut keys Appointment tab
• Short-cut keys Home window
• Short-cut keys Scheduler

Q. How do I edit a service code?
A. To edit a service code:

1. From the Setup menu, choose File Update.
2. From the list, select Service Codes to open the Service Code File Update dialog box.
3. Select the service code to be edited from the list of service codes. Alternatively, you can type the service code in the field Filter for entries starting with. As you type the list compresses, showing only the codes that fit the letters you typed. Then select the code from the list.
   ABELMed fills the remaining fields with information for the selected service code.
4. Edit the information as required.
5. Click OK to save this information.

Related Help Topics

• Adding a service code
• Deleting a service code
• Editing a service code

Q. How do I add a referring physician?
A. To add a referring physician:

1. From the Setup menu, choose File Update.
2. From the list, select Referring Physicians.
3. Click ADD.
4. In the Physician ID field, enter in a 6 digit number to uniquely identify the referral provider.
5. Enter the doctor's last name in the Alias field.
6. In the Physician Name field enter the referring doctor's full name.
7. In the Last Name field, enter the last name.
8. If required, enter the rest of the referring physician’s information.
9. Click Save.
10. Click OK to exit the dialog box.

Related Help Topics

• Adding referring physician
• Deleting referring physician
• Editing referring physician

Q. How do I delete a payment?
A. To delete a payment:

1. Open the patient’s record.
2. Click the Financial tab.
3. The financial records will be displayed.
4. Right-click the entry you want to delete.
5. Select Delete Transaction.
6. Click Yes.

Related Help Topics

• Delete a payment
• Delete a writeoff