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File Maintenance
Menu Path:
MAINT/File Maintenance

The File Maintenance menu has several diagnostic/repair options as listed below.

Screen 1

Screen 2 - File Maintenance Menu

For multi-user systems - The file maintenance functions can be run from any work station; however, the functions do require a COMPANY lock. This means that any other work stations logged into the same company must be at the MAIN MENU. The maintenance functions will run faster if executed at the server.

Pack Data Files - When records are deleted in the billing program, the storage space is not actually recovered for reuse until a pack operation is performed. When CLEANUP is run at the end of the month, a pack operation is automatically run. The PACK operation also automatically does a REINDEX operation.

Validate Files - File corruption may occur if an add/edit/delete database operation is in process when power is lost or the program is terminated abnormally.Other more rare causes such as hardware failures can cause file corruption. The Validate Files option will test the integrity of the database files. Any abnormal results are printed. Some file corruption problems are easily fixed within the billing system. Other problems may require you to call technical support for help in resolving the problem. Remember that it is important to keep daily backups of you database.

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 located. 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.

A corrupted index file may cause the program to be unable to locate a needed record. The record has not been lost, the program just can't find it using normal techniques. The REINDEX feature allows you to rebuild all the indexes. The REINDEX operation should be performed anytime you have a power failure or abnormal termination of the billing program. After reindexing the database, a VALIDATE can be run to insure that the database is in good working order. It is a good practice to run REINDEX at the end of the month before running the financial reports and closing the month.

Update Invoice Balances - The invoice balance is computed by summing all the charges and subtracting all the payments. A total charge amount and total payment amount is also maintained in the invoice record for enhanced database integrity. The VALIDATE operation will detect if any invoices are out of balance. The total charge amount is updated when exiting posting charges. The total payment amount is updated when exiting posting payments. The UPDATE INVOICE BALANCE recomputes and updates all invoice balances.

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.

Repair Data Files - Repair will do the following: (1) PACK data files, (2) delete any unattached records including charges, memos, paycode records, and payments, and (3) delete any duplicate paycode records.

Update Medigap Codes - This function provides a method for CES to update Medigap codes by sending you an update diskette or CD.

Search For Fractional Numbers - This function will automatically round numers as follows: (1) payments are rounded to 2 decimal places, (2) charge quantities are rounded to 1decimal place (effective V24.5), and (3) charge prices are rounded to 2 decimal places.

Set Secondary Date Filed If Balance Zero - This function will automatically set the secondary date filed to "1/1/2000" if the invoice balance is zero.