IMPORTANT Please Read Me First

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1 IMPORTANT Please Read Me First 3/02/2006

2 Table of Contents Table of Contents Part 1 Mac Single User Installation 1 Part 2 Windows Single User Installation 2 Part 3 Mac Server Installation 3 Part 4 Windows Server Installation 4 Part 5 Initial Configuration 5 1 Practice Type Create Administrator User Welcome Screen Practice Preferences Printing Preferences Genie Registration User Preferences... 9 Part 6 Other Installations 10 1 MIMS Prescribing Data Medicare Schedule ICPC/ICD Bank Accounts And Additional... Users 10 5 Private Health Funds AMA Schedule Deleting Unnecessary... Postcodes 11 Part 7 Genie Server Setup 1 Start Genie Server Macintosh Windows Genie Server Backup Optimising Genie Server Part 8 Mac Client Installation 20 Part 9 Windows Client Installation 21 Part 10 Offsite Logging Installation 22

3 1 Mac Single User Installation The following instructions will install the Single User version of Genie on a Macintosh. A folder will be created in your Applications folder called Genie that contains the programs essential files. 1. Insert the Genie CD into your CD drive. 2. Double click on the Genie CD on your desktop. 3. Double click the "Genie Installer" to commence the installation. 4. You will be presented with various information and licence screens. Please read these before continuing. 5. When presented with the following dialog, select "Server or Single User Installation". 6. Expand the arrow and deselect "Genie Server Application" as shown above. 7. Click Install. The installation will commence. 8. When the installation is finished, click Quit. Genie is now installed in your Applications folder, i.e. /Applications/Genie/ Important: Please refer to the section called "Initial Configuration" to continue the installation procedure. 1

4 2 Windows Single User Installation The following instructions will install the Single User version of Genie on a Windows computer. A folder will be created in your C Drive called Genie that contains the programs essential files. 1. Insert the Genie CD into your CD drive. 2. Open "My Computer". 3. Open the Genie CD. 4. Open the "Genie_Installer.exe" to commence the installation. 5. You will be presented with various information and licence screens. Please read these before continuing. 6. You will be asked to specify where you want to install Genie. C:\Genie is the default location. 7. When presented with the following dialog, select "Full Installation (Click Details)". 8. Click Details. The following dialog will appear: 9. Deselect the "Genie Server Application" option from the list as shown above. 10.Click OK to return to the previous dialog. 11.Click Next. The installation will commence. 12.When the installation is finished, click Close. Genie is now installed in your specified directory. Important: Please refer to the section called "Initial Configuration" to continue the installation procedure. 2

5 3 Mac Server Installation The following instructions will install Genie Server on a Macintosh. A folder will be created in your Applications folder called Genie that contains the programs essential files. 1. Insert the Genie CD into your CD drive. 2. Double click on the Genie CD on your desktop. 3. Double click the "Genie Installer" to commence the installation. 4. You will be presented with various information and licence screens. Please read these before continuing. 5. When presented with the following dialog, select "Server or Single User Installation". 6. Click Install. The installation will commence. 7. When the installation is finished, click Quit. Genie Server and associated files is now installed in your Applications folder, i.e. /Applications/Genie/ Important: Please refer to the section called "Initial Configuration" to continue the installation procedure. 3

6 4 Windows Server Installation The following instructions will install the Single User version of Genie on a Windows computer. A folder will be created in your C Drive called Genie that contains the programs essential files. 1. Insert the Genie CD into your CD drive. 2. Open "My Computer". 3. Open the Genie CD. 4. Open the "Genie_Installer.exe" to commence the installation. 5. You will be presented with various information and licence screens. Please read these before continuing. 6. You will be asked to specify where you want to install Genie. C:\Genie is the default location. 7. When presented with the following dialog, select "Full Installation (Click Details)". 8. Click Next. The installation will commence. 9. When the installation is finished, click Close. Genie Server and associated files is now installed in your specified directory. Important: Please refer to the section called "Initial Configuration" to continue the installation procedure. 4

7 5 Initial Configuration Now that Genie is installed, we need to configure the database preferences. You need to do this regardless of whether you will run Genie on a network (Genie Server) or under a single user arrangement. 1. Navigate to the Solo User application in your Genie folder. Macintosh: /Applications/Genie/Genie (the gold lamp) Windows: C:\Genie\Solo Application\Genie.exe (the gold lamp) 2. Double click on the "Genie" application (the gold lamp). Note: It is possible that the order of the following screens may vary between systems. Please read ahead if your screen doesn't match the documentation. 5.1 Practice Type The "Practice Type Selection" window will appear as shown below. 1. Select you practice type and click OK. 5.2 Create Administrator User 1. The "Login" window will appear as shown below: 2. Click on the Add User button 5

8 3. Enter the name of the person who will be the Administrator. The user name cannot be more than 32 characters. 4. Click OK to return to the Login window. 5. Ensure the user you just created is selected then click OK to log in. Note: For the purpose of this installation we haven't specified a password. Once you have Genie successfully configured, it is recommended you set a password as outlined in the Security section in the manual. 5.3 Welcome Screen The Welcome to Genie window will appear as shown below: 1. Read the information in the dialog box. 2. Click the I Agree button. 6

9 5.4 Practice Preferences 1. The Practice Preferences window will then appear. Fill in the Practice Details and set any other preferences you want. Note: The Clinic Name is a required field and must be entered before closing this window. 2. Click on the Miscellaneous tab and enter your HIC Location ID number. Genie cannot be registered until this has been entered. You should have received this number from Genie Solutions. It will be something like "GEN12345". Note: Ensure you have selected your coding system to allow it to be automatically imported later in the installation process. 3. Click Save. 7

10 5.5 Printing Preferences 1. The Printing Preferences window will open. Click on the the Prescriptions drop down arrow as shown below and select one of your printers. 2. Click Save to close the Printing Preferences window. 5.6 Genie Registration The Registration alert window will open. 1. Click Register, and enter the Licensee Name and Registration Key EXACTLY as provided by Genie Solutions. Note: the Registration Key is case sensitive. If you have entered these details correctly, the Register button will be enabled. The program will now be provisionally registered for 30 days. Once payment is received the practice will receive a permanent registration code. If payment is not received within 30 days, the program will revert to demonstration mode. 8

11 5.7 User Preferences The Administrator's User Preferences should be open. 1. Fill in the details on the front page, then click the Clinical Tab and enter the default item number (if the Administrator is a doctor). 2. Click Save to save the record. 3. Quit Genie to prepare for the next stage of installations. 9

12 6 Other Installations This section outlines other installation and configuration options to allow you to get the most out of Genie. 6.1 MIMS Prescribing Data 1. In order to import the MIMS Prescribing Data you will need to quit of and re-launch Genie. If you haven't already, Select File > Quit to exit Genie. 2. Double-click on the Genie gold lamp application to relaunch the single-user version. 3. Click OK at the Login window to log in as the Administrator i.e. the user you created previously with the red tick next to their name. 4. If you have registered the Clinical Module of Genie correctly, you will be asked if you want to import the MIMS Prescribing Data. 5. Click the Update button, and enter the MIMS Password to commence importing. Note: You must be subscribed to MIMS in order to have access to the MIMS Prescribing Data. If you don't intend to use MIMS, click the Stop Asking button. This will delete the MIMS Data folder from the Genie folder and not ask you to import MIMS data again. 6.2 Medicare Schedule If you have registered the Billing Module of Genie, you will be asked if you want to import the Medicare Schedule. 1. Click the Update button to commence importing the Medicare Schedule. 6.3 ICPC/ICD10 If you have registered the Clinical Module of Genie, and selected either the ICD10 or ICPC Coding Options in Practice Preferences, you will also be asked if you want to import either the ICD10 or ICPC2 Plus codes. 1. Click Update to import the codes. 2. You will be prompted for a password (ICPC only) which can be obtained by contacting Genie Solutions. 6.4 Bank Accounts And Additional Users Genie will open to the Appointments Book. 1. Select Open > Bank Accounts and click on the Blue Plus button to create a new bank account. 2. The code used for the bank can be up to 3 characters in length. If there are multiple bank accounts in use, create them all now. You would use multiple bank accounts if, for example, each doctor in your practice has their own account for banking. 3. When you have added all your bank accounts, close this window. 4. Select File > Add or Change User to display the Login window. 5. Add the other users in your practice by clicking the Add User button. You will be asked for the Administrator's password, but there isn't one yet, so leave this field blank. 6. Once all the users have been added, select the Administrator's name and click OK to remain logged in as the Administrator. 7. Select File > All User Preferences to display a list of all the Users' Preferences records. 8. Double-click on a user to open their Preferences record. Fill in any missing details including the default bank account for this user. The Surname field is compulsory. 9. On the Clinical page, specify whether or not the User will have a column in the Appointments Book, and whether or not they are to appear in the Billing menu. 10.Click the Save button. 11.Repeat steps 8-10 for each user. 12.Close the list of Users when you are finished. 6.5 Private Health Funds If the practice uses private health fund schedules, then these now need to be imported. The Health Fund Schedules are contained in a folder within the Genie folder. It currently includes AHSA, AXA, Goldfields, HBA, HBF, HCF, MBF, Medibank Private, Mutual, Mutual Community and NIB. You can add health funds to Genie by clicking the Health Funds button and Add. 10

13 1. To import the health fund schedules select Open > Billing Items to display the list of items imported from the Medicare Schedule. 2. Click the "Import Fee Schedules" drop down menu and select "Import Other Schedules". 3. Select the health fund to import fees for in Genie. 4. You will be prompted to select the text file to import from the Health Funds folder in your Genie folder. 5. Double click the correct health fund folder and select the text file relating to your state. 6. Repeat this process until all relevant health funds are done. For more information on Healthfunds (including information on downloading funds electronically), consult the Healthfunds section in the Genie manual. 6.6 AMA Schedule If a doctor in your practice is an AMA member, you should ask the AMA to send a file via CD or containing the AMA schedule of fees. This can be imported into Genie, using the "Import Schedules" drop down menu. The AMA file to import is usually called something like "AMANov2004.csv". 6.7 Deleting Unnecessary Postcodes To free up space in your data file and make Postcode lookups faster, it is recommended that unnecessary postcodes be removed. Normally you would remove postcodes from the states you DON'T practice in. To do this: 1. Select Open > Postcodes 2. Select Records > Search 3. Configure the search dialog to find states that are not your home state. Eg for Queensland, select: Available Fields: State Comparisons: is not equal to Value: QLD 4. Select Edit > Select All 5. Select Records > Delete 6. Close this window to complete this process. Note: If you see a patient from a different state, the postcode is re-created when you enter demographic details. 11

14 7 Genie Server Setup Note: This section only applies to practices who have installed Genie Server. If you are not running Genie on a network, disregard this section. IMPORTANT: Before proceeding, ensure you have followed the instructions outlined in the Initial Configuration and Other Installation sections. 7.1 Start Genie Server Macintosh To start Genie Server on a Macintosh: 1. Close any programs and windows so that you can see your computers desktop. 2. Click once on your desktop to bring the Finder in view. You will know this is successful if, in the top left of your screen next to the blue apple icon, the word "Finder" appears in bold type. 3. From the Go menu, select Applications i.e. Go > Applications. 4. Double Click on the folder called "Genie" 5. Double Click on the Genie Server application i.e. the gold lamp called "Genie Server". The following window should appear: Add Genie Server to your Dock (Optional) Genie Server is now successfully started. To simplify this startup process in future, follow these steps: 1. Click and hold on the Genie Server gold lamp in your dock. The following popup menu should appear. 2. Select "Keep in Dock". Now when Genie Server is not running, the icon will remain in the Dock and can be simply clicked on to start Genie Server. Start Genie Server Automatically at Login (Optional) 12

15 You can have applications or documents open automatically when you log in to your computer. Note: For more information about the following instructions, consult your MacOS X instructions. These can be accessed via the Help menu when in the Finder. 1. Choose Apple menu > System Preferences. 2. Click Accounts 3. Click Login Items 4. Click Add (+) 5. Navigate to and select the Genie Server program i.e. /Applications/Genie/Genie Server 6. Close the System Preferences. Your Genie Server will now start when the computer logs in Windows To start Genie Server on a Window machine: Start from a Shortcut 1. Double click on the Genie Server shortcut (gold lamp) on your desktop. Note: If there is no Genie Server shortcut on your desktop, you will need to create one from the Genie Server program installed in C:\Genie\Server\Genie Server.exe Start as a Windows Service (Optional - Advanced Users Only) 1. Start Genie Server as outlined above. 2. Choose File > Register Current Database as Service 3. Quit Genie Server i.e. File > Quit 4. Select "Wait for all users to disconnect". 5. Click OK. 6. Choose Start Menu > Settings > Control Panel > Administrative Tools > Services 7. Double click on "4D Server: Genie" from the list of services. 8. Under the General tab, change the "Startup Type" drop down field to "Automatic" 9. Click OK to close the current window. 10.Quit the Services program i.e. File > Exit 11.Restart your server machine to ensure the procedure has worked, i.e. Genie Server starts automatically. 13

16 7.2 Genie Server Backup This process configures the automated backup features built in to Genie Server. Once configured, your Genie data files (i.e. Genie.4DD and Genie.4DR) will be saved as a single backup file called Genie[XXXX].4BK where "XXXX" represents the backup run number (a sequential number that increments with each backup run). Important: Due to the nature of this procedure, the most computer literate person in your practice should follow these instructions. While simple to follow, the implications of getting this wrong can be devastating. On your Genie Server: 1. From the File menu select "Backup" i.e. File > Backup. The following window should open: 2. Click the Preferences button. The following window should appear: 3. Select the folder which will store your back up data file by clicking on the button with three dots in the "Backup File Destination Folder" section. A browse window will appear, as shown below, from which you can navigate to and choose a folder in which to save the backup files. 14

17 4. Access the scheduler options by clicking the "scheduler" menu item on the left under configuration. In the window displayed below, enter appropriate settings for your practice. 5. Access the back up preferences by selecting the "Backup" menu item on the left. The settings shown below are suitable for most practices. 15

18 6. Access the "Restore" settings by clicking the menu item on the left. Ensure the three tick boxes are unchecked. 7. Click the OK button to save these settings. 8. Click the Backup button to start the initial backup. A progress window will appear. 9. Once this process has completed you will be returned to the main Genie Server window. The next scheduled backup time should be displayed in this window. 16

19 7.3 Optimising Genie Server Note: The information provided in this chapter is for advanced users only. These steps are optional. There are several "tweaks" you can make to ensure that Genie Server is running at the best possible speed on your system. Select "Preferences" from the Genie Server menu i.e. Genie Server > Preferences Assigning CPU Priorities In the Application theme, click on CPU Priorities as displayed below: The middle slider allows you to specify the percentage of CPU cycles used by 4D Server (Genie Server). The default midline position gives 4D Server 20% of CPU cycles, and leaves 80% for the operating system and other applications. However, if Genie Server is the only application running on your server computer, moving this slide to the right gives Genie Server 80% of cycles, leaving 20% for the operating system. This will usually result in better performance. Note: If you have other applications running on the server, or if you have 2 or more copies of Genie Server running separate databases, then you should leave this slider in the midline. 17

20 Adjusting the Memory Cache Click on the Database theme to display the window below: Explanatory Notes The memory cache is a portion of the installed RAM which Genie uses to hold data. When you perform a search e.g. to find a patient, Genie first looks for the record in memory. If it isn't there, it retrieves the record from the hard disk. However, retrieving a record from the hard disk is many, many times slower than retrieving it from memory. Once records have been searched for and found, they are then stored in the memory cache. Once the memory cache is full, records are progressively cleared from memory. Therefore, the larger the cache, the faster Genie will perform searches. If the cache is large enough then all the commonly used records can reside in memory, and Genie will be performing at top speed. The Cache Hit Ratio thermometer bar in the Genie Server window gives an indication of the percentage of records being found in the memory cache. The higher this is, the better. If it starts falling below about 75%, you should think about installing more memory in the server, or adjusting the memory cache settings as explained below. Calculation of adaptive cache This checkbox should be ticked. In this mode, management of the memory cache is performed dynamically by the operating system, respecting the minimum and maximum limits which you set. The size of the memory cache is calculated dynamically depending on the parameters set here. Physical memory to be reserved This is the amount of memory (RAM), to be reserved for use by the Operating System and any other applications which may be running on the server. Percentage of available memory used for cache This is the percentage of the remaining RAM to be allocated to the cache by default. Maximum Size The maximum amount of memory that can be used by the cache. This value cannot be greater than 2000MB (2GB). Minimum Size The minimum amount of memory that must be reserved for the cache. This value cannot be less than 4MB. 18

21 Genie's default settings are designed to allow Genie to run on a computer with only 256MB of RAM, and which may be running other applications. Therefore, 128MB is reserved to allow the Operating System enough RAM to run. Of the remaining 128MB, Genie will take 50%, and leave the rest for any other applications which may be running. The cache in this case would be 64MB of RAM. We have set a minimum of 30MB, so Genie will end up using between 30 and 64MB of RAM. The 1000MB maximum we have set is irrelevant with these settings. However, if you have more installed RAM, and you don't have any other applications running on the server, you can modify these settings to allow a much larger cache, and therefore much faster operations. For example, if you have 1GB of installed RAM, a good setting would be: Physical memory to be reserved: 256MB (gives the Operating System a bit extra) Percentage of available memory used for cache: 100% (only if you don't have other applications running) In this case your memory cache would be 744MB, which is more than enough to fit all of a large database in memory. If you have 2 copies of Server running, leave the percentage at 50%. If you had 3 copies of Server running, make the percentage 33%. Note: When you install an updated version of Genie, these memory settings are reset to Genie's defaults, so you should remember to reset them after each update. 19

22 8 Mac Client Installation The following instructions will install the Genie Client on a Macintosh. A folder will be created in your Applications folder called Genie that contains the programs essential files. Note: Everything required for Offsite Logging is also installed. 1. Insert the Genie CD into your CD drive. 2. Double click on the Genie CD on your desktop. 3. Double click the "Genie Installer" to commence the installation. 4. You will be presented with various information and licence screens. Please read these before continuing. 5. When presented with the following dialog, select "Client Installation". 6. Click Install. The installation will commence. 7. When the installation is finished, click Quit. Genie Client is now installed in your Applications folder, i.e. /Applications/Genie/ MIMS Annual If you subscribe to MIMS Annual, you will need perform an additional installation: 1. Run the "Genie Installer" on the CD, selecting the "MIMS Annual August 2005 option. 2. Click the Install button. The MIMS Annual Installer will be placed in your Genie folder i.e. /Applications/Genie/ 3. You will be presented with another install dialog titled "MIMS Annual Installer". 4. Click the Install button. When the MIMS Annual has been installed, you will be returned to the Genie Installer. 5. Click Quit. The MIMS Annual will now be installed. Please refer to the MIMS section in the manual for information about accessing this data. 20

23 9 Windows Client Installation The following instructions will install Genie Client on a Windows computer. A folder will be created in your C Drive called Genie that contains the programs essential files. Note: If you perform Offsite Logging on a Windows laptop, you need to follow the steps outlined in Section 10 in addition to the following. 1. Insert the Genie CD into your CD drive. 2. Open "My Computer". 3. Open the Genie CD. 4. Open the "Genie_Installer.exe" to commence the installation. 5. You will be presented with various information and licence screens. Please read these before continuing. 6. You will be asked to specify where you want to install Genie. C:\Genie is the default location. 7. When presented with the following dialog, select "Genie Client". 8. Click Next. The installation will commence. 9. When the installation is finished, click Close. The Genie Client is now installed in your specified directory. MIMS Annual If you subscribe to MIMS Annual, you will need perform an additional installation: 1. Run the "Genie Installer" on the CD, selecting the "MIMS Annual option. 2. Click the Install button. The MIMS Annual Installer will be placed in your Genie folder. 3. You will be presented with another installer titled "MIMS Annual Setup". 4. Click the Install button. When the MIMS Annual has been installed, you will be returned to the Genie Installer. 5. Click Close. The MIMS Annual will now be installed. Please refer to the MIMS section in the manual for information about accessing this data. 21

24 10 Offsite Logging Installation Before attempting the steps outline below, ensure that you have completed the appropriate client installation for your platform. Note: On Macintosh computers, no further steps are required. Windows Offsite Logging 1. Insert the Genie CD into your CD drive. 2. Open "My Computer". 3. Open the Genie CD. 4. Open the "Genie_Installer.exe" to commence the installation. 5. You will be presented with various information and licence screens. Please read these before continuing. 6. You will be asked to specify where you want to install Genie. C:\Genie is the default location. 7. When presented with the following dialog, select "Single User Update". 8. Click Next. The installation will commence. 9. Click Close. The offsite logging installation is complete. For more information on the Offsite Logging procedure (including scripts to automate the copying of the data file from the server), refer to the Offsite Logging section in the manual. 22

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