Description

Use the Archive page to create archives, restore archives, and restore orders. You must have the necessary security settings in order to access and use the archive feature. Select on the tab that corresponds to the task you wish to perform.

• Create Archive Tab: Use the Create Archive tab to archive orders for a specified time range, patient, practice, and/or location.
• Restore Archive Tab: Use the Restore Archive tab to restore all of the orders in a selected archive file.
• Restore Orders Tab: Use the Restore Orders tab to view order details that are archived and restore archived orders on an order-by-order basis.

In addition, when merging patients, the system will retain any archived records from the patient being merged to the patient that is not deleted.

Access

• Select the Administration menu button, select the Manage button, and then select the Archive submenu link. You must have the necessary security permissions to access the Administration menu button, and to access the Archive page. When you select the Administration menu button, the system opens the main Administration menu, which contains administrative menu buttons, including the Manage menu. To return to the main menu for the system, select the Tasks menu button.

Accessing Archive Tabs

1. Select the Create Archive tab to create archive files.
2. Select the Restore Archive tab to restore an entire set of orders that have been archived.
3. Select the Restore Order tab to restore one or more specific orders from an archive file.

Create Archive Tab

Creating Archives

1. Use the top section of the Create Archive tab to enter the parameters for the orders you wish to archive.
2. Enter the Archive Name to label the archive so that you know what orders are included in it. This field is required.
3. Enter descriptive information, if desired, in the Archive Comment field. For example, you may wish to include the date or information about the patients, practices, or locations for orders in the archive.
4. You may also enter or select the following parameters for the archive:
   • Archive Priority: Select an option (High, Medium, or Low) to determine the priority the CPU takes in processing this archive request. The lower you set the priority, the faster the rest of the application will be.
   • Aggregate File Size: Select an option (1, 10, or 25) to determine the size of the individual files that will be written to disk for this archive. The larger you set the file size, the faster the archiving will be and the slower the restoring will be, and vice versa.
   • Time Range: Enter the period of time for which the system should archive records.
     • Start Date: Enter the date after which the system should begin archiving records; records older than this date will not be archived. You may select a date from the calendar view by selecting the calendar icon located next to the Start Date fields. If you do not specify a start date, then the system archives anything older than the End Date. This field is optional.
     • End Date: Enter the date for the system to stop archiving records. You may select a date from the calendar view by selecting the calendar icon located next to the End Date fields. This field is required. The system will archive records older than this date, but after the Start Date, if specified.
   • Patient: Select Search next to the Patient field to select a specific patient for the archive in the Patient Search page. See the Patient Search topic. By default, archives will include all patients, but if you select a specific patient, then the system only includes orders for that patient in the archive. Select All to perform the archive for all patients.
   • Deceased Patients Only: Select this option to restrict your search to patients who match your criteria and who are deceased. You set the patient's deceased status on the Demographics page.
   • Practice: Select Search next to the Practice field to select a specific practice for the archive in the Practice Search page. See the Practice Search topic. By default, archives will include all practices, but if you select a specific practice, then the system only includes orders for that practice in the archive. Select All to perform the archive for all practices.
   • Location: Select Search next to the Location field to select a specific location for the archive in the Location Search page. See the Location Search topic. By default, archives will include all locations, but if you select a specific location, then the system only includes orders for that location in the archive. Select All to perform the archive for all locations.
     
     You may make selections for patient, practice, and locations. So, for example, you may perform an archive for a specific patient's orders that were ordered at a specific practice or even specific location.
5. In the Order Choice Types section, select the Exclude or Include option, and then select Add to select order choice types in the Order Choice Type Search page that the system should exclude from or include in the archive. See the Order Choice Type Search topic. You may wish to do this, for example, if your organization has to keep certain order choice results longer than others. In this case, you would select the Exclude option and add those order choice types to this list, and the system will not archive them. Select X in the Delete column to remove an order choice type from the exclusion/inclusion list.
6. In the Patient Class section, select the Exclude or Include option, and then select Add to select patient classes in the Patient Class Search page that the system should exclude from or include in the archive. See the Patient Class Search topic. Select X in the Delete column to remove a patient class from the exclusion/inclusion list.
7. Once you have established all of the desired parameters, select Archive to perform the archive.
8. Once you select Archive, the system displays the progress of the archive in the Archive Running section, showing all the settings of the archive and a progress bar that updates every 10 seconds. Note that the system runs only one archive at a time for an entire the system application. All users will see the progress page if an archive is already in progress.
9. Select Pause to pause the archive in progress, and then select Pause again to continue archiving the orders when you are ready.
10. During an archive, the system displays a Stop button. Select this button to stop the archive and revert all data back to the way it was before the archive began. This may take some time in some instances.

Restore Archive Tab

Restoring Archives

1. Use the Restore Archive tab if you wish to restore all of the orders included in a selected archive file.
2. Enter an archive name in the Archive Name field to search for archives based on the archive's name. Enter a start date in the Creation Start Date fields to specify filtering by a specific start date. Enter an end date in the Creation End Date fields to specify filtering by a specific end date. These appear in the format MM/DD/YYYY. Select the calendar icon to manually select a date, select Now to enter the current date, or select Clear to clear all values from the fields.
3. If the list is longer than one page, use the Page links, located below the list of archive files, to navigate through the list. If there are more page links than can fit on the page at once, the system displays the Page field. Enter a number in this field and press the Enter key on the keyboard to immediately open the selected page.
4. Select the Name of the archive file to display the contents of the archive file on the Restore Order tab. This will allow you to individually restore one or more selected orders from the archive file.
5. Select the file Path to open a pop-up that allows you to change the path where the selected archive is located.
6. Select Restore to restore all records in the archive that have not already been restored. When a restore is run, a progress page appears that details which archive is being restored, when the archive was started, and the completion progress bar that updates every 10 seconds. The system does allow multiple restores to occur at the same time.

7. Once you select Restore, the system displays the progress of the restore in the Archive Restores Running section, showing which archive is being restored, when the restore was started, and a progress bar that updates every 10 seconds. The system can run multiple restores at the same time.

   If an archive file is missing, the system alerts you to which files are missing and presents you the choice to partially restore the files or cancel the restoration.

8. Select Refresh to refresh the Archives section to reflect the filtering configuration specified in the Restore Archive Filter section to view the archive that was filtered for.
9. Select Stop to pause the restore in progress, and then select Resume to continue restoring the orders when you are ready.

Restore Order Tab

Restoring Orders

1. Use the Restore Order tab to view order details that are archived and restore archived orders on an order-by-order basis.
2. The system displays all archived orders by Order ID, Ordered order choices, Patient name, Practice, Ordering Location, Order Date, Ordered By, and Restore Date (if it has been restored previously).
3. To narrow the list of displayed archived orders, set one or more of the parameters below:
   • Archive: Select Search next to the Archive field to select a specific archive in the Archive Record Search page that you wish to view and potentially restore. See the Archive Record Search topic. Select All to display all of the archives.
   • Start Date: Enter the date after which the system should begin displaying records; records with order dates before this date will not be displayed. You may select a date from the calendar view by selecting the calendar icon located next to the Start Date fields.
   • End Date: Enter the date for the system to stop displaying records; records with order dates past this date will not be displayed. You may select a date from the calendar view by selecting the calendar icon located next to the End Date fields.
   • Patient: Select Search next to the Patient field to select the patient in the Patient Search page whose orders you wish to view and potentially restore. See the Patient Search topic. By default, the list displays archives for all patients, but if you select a specific patient, then the system only displays archived orders for that patient. Select All to display the archived orders for all patients.
   • Practice: Select Search next to the Practice field to select the practice in the Practice Search page whose orders you wish to view and potentially restore. See the Practice Search topic. By default, the list displays archives for all practices, but if you select a specific practice, then the system only displays archived orders for that practice. Select All to display the archived orders for all practices.
   • Location: Select Search next to the Location field to select the location in the Location Search page whose orders you wish to view and potentially restore. See the Location Search topic. By default, the list displays archives for all locations, but if you select a specific location, then the system only displays archived orders for that location. Select All to display the archived orders for all locations.
4. Once you have selected your filter parameters, select Refresh to update the list.
5. Select the Select checkbox for one or more orders in the list, or select the Select column header to select all of the orders on the currently displayed page. You may select orders on more than one page before performing the restore.
6. After you select one or more orders, select Restore to restore the selected orders.
7. Select Unarchive to unarchive selected orders. Select Restore & Unarchive to restore and unarchive selected orders. If no orders are selected, selecting either of these buttons will display the message "No orders have been selected" and the action will be prevented.

8. When you restore orders, the system brings the information back into the system; however, you must select the button in the Unarchive column to return the order to its original state, as though it had never been archived, so that you may edit the order.

   After you restore an archived order, an (A) will appear at the end of the order ID in the Order ID column of Work in Progress.