Medisoft Archiving

Archiving provides a simple method for improving system performance and avoiding undue HIPAA compliance issues. Records can be archived instead of deleted, which increases system performance and lets the practice still access the records if necessary. This feature provides users a method to archive or, if necessary, restore archived records for items tied to that patient including cases, claims, statements, and appointments.

The archiving feature allows users with the appropriate permission level to archive and restore cases to the database. The archiving process is implemented via a series of dialog boxes that lead users through the process of archiving data, restoring data, or printing log or error reports on archived and restored records. Users can also print the archive data in reports.

Note: The advantage of archiving patients' cases is that patients remain in the system without the risk of deleting records to save space. Do not delete patients after archiving their cases since this could create a situation in which these cases are no longer accessible.

Medisoft Archive Wizard Window

The Medisoft Archive Wizard window provides three options: the Archive Patient Case Records radio button, the Restore Patient Case Records radio button, and the Print Log Reports radio button. Next to the Archive Patient Case Records radio button is the Cutoff Date for Archive Patient Case Records drop-down list, which is enabled when the radio button is selected. The default date is one year prior to the current date.

Setting Up Archiving Permissions

Before utilizing the archiving feature, the system administrator should set up user access and create/revise rights in the Medisoft Security Permissions window. Also if needed, the system administrator should set up any new users using the Security Setup window, accessed from the File menu.

The Medisoft Security Permissions window features two sections. The Window section shows the available modules. The Process section shows the access level. A checkmark under a level heading means users with that level of security have the ability to perform that task or have access to that portion of the application. The supervisor has full rights within this window to assign to or remove rights from any level of security.

Level 1 is for unlimited access and is designed to be used exclusively by the supervisor or administrator to restrict access to the program. Levels 2, 3, 4, and 5 can be user-defined – the supervisor decides the appropriate level and assigns users accordingly.

In most cases, archiving will only be assigned for level 1, or supervisor level.

Archiving Cases

The archiving process is implemented via a series of dialog boxes that lead users through the process of archiving data, restoring data, or viewing/printing/exporting log or error reports on archived and restored records.

Archiving Cases

Restoring Archived Cases

The archiving process is implemented via a series of dialog boxes that lead users through the process of archiving patient data, restoring patient data, or printing log or error reports on archived and restored records. Users can also print the archive data in reports.

Printing Log Reports

Use the Print Log Reports option to view, print, or export archiving log report batch files.

To Set Up Archiving Permissions

On the File menu select Permissions. The Medisoft Security Permissions window opens.
In the Window section select Archive Wizard and in the Process section click the appropriate checkbox corresponding to the desired access level.
Click the Reset Defaults button and click the Close button.

To Access the Archiving Module and Archive a Case

To clean up patient records, it is helpful to archive old, inactive patient cases. Archived cases are no longer visible in Transaction Entry but are still saved behind the scenes by Medisoft. To access the archiving module and archive a case, complete the following steps:

On the File menu select the Archive command. The Warning window appears.
Option: if needed, click Back up Data Now (recommended) and follow the steps for data backup.
Click Continue w/o Backup. In some instances, the Confirm window appears. This window notes the total number of open cases (greater than ten) with a zero account balance.
Option: on the Confirm window click No to skip reviewing the open cases. The Medisoft Archive Wizard window appears. Skip Step Five and proceed to Step Six.
Option: on the Confirm window click Yes to review the open cases. The Patient Case Search window appears. As needed in the Case Closed column, select any cases to close or click Select All to select all the cases. Click Save. The Medisoft Archive Wizard window appears.
Choose the Archive Patient Case Records radio button and on the Cutoff Date for Archive Patient Case Records drop-down list next to the radio button, select an appropriate cutoff date.
Click Next. The Select Patient Cases to Archive window appears, which displays a list of all the patients who qualify for archiving based on the specified criteria.

Note: A guarantor’s chart will only be included in this window if all patients associated with this guarantor and their cases have had no transactions since the cutoff date for all cases and have a zero balance.
As needed in the Selected column, deselect any records not to be included in the archive or click Unselect All to deselect all the records displayed and then select any appropriate records.

Note: If a patient who is a guarantor is selected, then all patients associated with the chart are also selected. If one of the patients associated with a guarantor’s chart is deselected, then the guarantor’s chart is also deselected.
Click Next. The Warning window appears.
On the Warning window click the Yes button. The Archiving Data window appears, and as patient records are archived, a dual progress bar displays the progress of the archiving process. When the archiving process completes, the Confirm window appears.
Option: click No on the Confirm window to exit the Medisoft Archive Wizard without printing the log report or click Yes to view the log report. The Print Report Where window appears. As needed, select printing or exporting options on the Print Selection panel and click Start.

To Access the Archiving Module and Restore a Record

Once a case has been archived, it can be restored, if needed, through the Archiving module. To restore a record, follow these steps:

On the File menu select Archive. The Warning window appears.
Option: if needed, click Back up Data Now (recommended) and follow the steps for data backup.
Click Continue w/o Backup. In some instances, the Confirm window appears. This window notes the total number of open cases (greater than ten) with a zero account balance.
Option: on the Confirm window click No to skip reviewing the open cases. The Medisoft Archive Wizard window appears. Skip Step Five and proceed to Step Six.
Option: on the Confirm window click Yes to review the open cases. The Patient Case Search window appears. As needed in the Case Closed column, select any cases to close or click Select All to select all the cases. Click Save. The Medisoft Archive Wizard window appears.
Choose Restore Patient Case Records.
Click Next. The Select Patient Cases to Restore window appears, which displays a list of all the patients who qualify for restoring based on the specified criteria.
As needed in the Selected column, check the records to restore or click Select All to select all the records displayed.

Note: If you select a chart that is associated with an archived guarantor, then the guarantor’s record is also selected. If you deselect a guarantor who has associated archived patients selected, they will be unselected.
Click Next. The Warning window appears.
On the Warning window click Yes. The Restoring Data window appears and as patient records are archived, a dual progress bar displays the progress of the restoring process. When the restoring process completes, the Confirm window appears.
Option: click No on the Confirm window to exit the Medisoft Archive Wizard without printing the log report or click Yes to view the log report. The Print Report Where window appears. As needed, select printing or exporting options on the Print Selection panel and click Start.

To Access the Archiving Module and Print a Log Report

Medisoft's Archiving module contains a reporting feature. The log report displays information about the cases that have been archived. To access the archiving module and print a log report, complete the following steps:

On the File menu select Archive. The Warning window appears.
Click Continue w/o Backup. In some instances, the Confirm window appears. This window notes the total number of open cases (greater than ten) with a zero account balance.
Option: on the Confirm window click No to skip reviewing the open cases. The Medisoft Archive Wizard window appears. Skip Step Four and proceed to Step Five.
Option: on the Confirm window click Yes to review the open cases. The Patient Case Search window appears. As needed in the Case Closed column, select any cases to close or click Select All to select all the cases. Click Save. The Medisoft Archive Wizard window appears.
Choose Print Log Report.
Click Next. The Select Archive Batches to Report window appears, which displays a list of all batch reports.
As needed in the Selected column, check the batch log report records to archive or click Select All to select all the batch log report records displayed.
Click Next. The Print Report Where window appears. As needed, select viewing/preview, printing, or exporting options on the Print Selection panel and click Start.

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