Re-indexing your Database
PPS has an option in the Tools menu for database maintenance. This includes a Re-index All Data Files option and an Archive option, both of which should be utilised as part of your regular maintenance routine of PPS.
The Re-Index option reorganizes your data files to ensure optimum speed of access to your records during normal PPS use and further ensures that if you use PPS Sync Server, all data can synchronise correctly.
To perform a re-index you need to make sure that you are the ONLY person logged into PPS and if you are a PPS Sync Server user, it is shut down before proceeding.
Note: If you have a multi-site clinic, each database will NEED to be re-indexed seperately on a regular basis. When performing the re-index you only need to ensure your local sites users are logged out - other sites can operate as normal.
This option also identifies and fixes a range of minor database corruptions that are sometimes caused by computer failures, power cuts, etc. The Archive option allows you to archive your older audit records.
Note: If performing an archive of older audit records, please make sure that your PPS system will not be needed as depending on the last time your audit was archived, it may take more than 1 hour for this process to complete.
Archiving your Appointments Diary
Archiving your appointments diary is the next step to speeding up your live system. It basically takes the older appointments and places them into a secondary file, so when you initially access your diary, it doesn’t need to load up all the past information. You can still access your archived appointments from the client log and the archived appointments list, along with running reports on the archived data. PLEASE NOTE: You cannot un-archive your appointments diary.
Archiving your Completed Activities.
You can set the re-index procedure to archive you completed activities for ‘x’ amount of weeks. Typically this is set to around 26 weeks, but the more often you archive completed activities, the more the improvement to your network speed of PPS.
To configure this option, go to Tools > Options > General System Options and alter the ‘Auto-Prompts’ Area as shown below.
Client & Third Party Consolidation
If you have duplicate clients or third parties on the system, you can use this feature to consolidate and merge the details of duplicate entries into one single entry.
Note: When merging client details, please take note that unlike third party details, not everything is merged. Medical History records will not transfer, and third party contacts are not transferred from the deleted selection.
Sync Server Re-Index
Sync server re-indexing is a new feature to PPS. Its main purpose is to check all data files that sync, and to ensure that they all have their own index keys. Without an index key the appropriate data will not sync. If you are ever unsure that information on one machine has not been synced across to other systems, then please contact PPS Support as this will need to be run under supervision and investigation may be needed before this utility is used
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