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File Maintenance
Menu Path: MAINT/File Maintenance

When there is either some type of file corruption or incorrect index links from one database file to another, the File Maintenance program has several diagnostic/repair options as listed below.

Screen 1 ê Screen 2 -- File Maintenance Menu

For multi-user systems -- all workstations must be at the MAIN MENU, outside the EMS program, not logged into the company for which files are being reindexed, or powered off when files are being reindexed. To reindex your files, use your File Server and select the reindex option. Note that only the database files for the logged in company will be reindexed.

Pack Data Files -- Sometimes data files have both blank and unused records that cause the databases to be unnecessarily long, and this slows down system response time. PACK DATA FILES removes these unnecessary data records and "PACKS" the file into a smaller size. After packing, the files are automatically reindexed.

Validate Files -- There may be several ways file corruption and/or irregularities can occur, even though in a perfect world this should never happen. Examples of irregularities (or file corruption) are invoices for which there are no primary (or secondary) paycode records, duplicate invoices, and there are others. 2-Validate Files will result in files being tested with messages displayed as to what action is currently being taken

Displayed on SCREEN Checking for duplicate invoices Checking for duplicate patients Checking for duplicate paycode 5 records Checking for duplicate paycode 6 records Checking for valid paycode records Checking for valid charges Checking for valid payments Checking for valid patient codes in invoices Printed on PRINTER M2 3711 primary paycode record not found M2 4485 primary paycode record not found M2 4485 secondary paycode record not found M2 4722 primary paycode record not found M4 4831 primary paycode record not found M4 4859 primary paycode record not found M4 4883 secondary paycode record not found

Reindex Files -- Index files used in computers are similar to indexes in a filing cabinet, and are used to find records quickly. Suppose you had a filing cabinet of patient's records, and each time you added a new patient, you put the patient record at the back of the stack, but made an entry on the index card as to where the record was. You could look at the index, and go directly to the patient record, even though the patients were not in the stack in any order, other than in the order that they were added. That is the way a computer works.

Suppose that for some unknown reason, the stack of patient records gets shuffled. Then the index is not useful to find a patient, and further an index number will probably access the wrong patient record. Index files can get shuffled in a computer in a number of ways, such as a power failure when you are in the process of adding a record (the computer is in the process of automatically updating the index). The reindex feature allows you to rebuild all indexes, for whatever reason, and this may very rarely be required, since the computer automatically takes care of indexes under normal operating conditions.

Update Invoice Balances -- Balances displayed in the main invoice screen are re-computed and displayed.

Reset Collection Dates – This feature was added to alleviate a problem with old systems when invoices were changed from C(ollections) back to A(ctive) status and the collection date was not properly reset by the program.  Later software properly dealt with this problem, and this function is no longer needed, but left in for the time being.