Version 5 Frequently Asked Questions. Q: Once this is complete, how do I convert my data from one system to the other?

Transcription

1 Version 5 Frequently Asked Questions Q: If I have EHR questions that do not pertain directly with Autumn8, is there a resource I could use to answer questions? Q: What are the system requirements for Version 5? Q: How can I find out what the system specifications are on my computer? Q: How do I install the Version 5 onto my computers? Q: Once this is complete, how do I convert my data from one system to the other? Q: What should I do with my old version of the program? Q: Do I need a certification number in order to register? Q: How do I find the Certification number to the program? Q: How do I update version 5? Q: How do I register for Medicare Meaningful use?

2 Q: If I have EHR questions that do not pertain directly with Autumn8, is there a resource I could use to answer questions? A: Yes, there is a hotline that handles all EHR questions. They do not put you on hold and the staff is very knowledgeable. The number is Q: What are the system requirements for Version 5? A: System Requirements for Autumn8 version 5 For Autumn8 version 5, you will be installing a different set of tools on the server than you will on all of your client (or workstation) computers. The machine that is elected to be the server can also be used as a workstation, but because of its server duties with version 5, it will need to be more powerful than the other client computers. Please read the separate system requirements for WORKSTATIONS and SERVER below: For WORKSTATIONS tgi Software cannot support Autumn8 version 5 on a computer unless the following requirements are met: The computer has 4 GB RAM or more The computer has a processor from this list OR one that scores ABOVE 4,000 on the passmark speed chart Faster IS better Intel Core i GHz AMD FX 6100 Six Core 3.3 GHz Intel Core i GHz AMD A The computer has a 100 mbps WIRED network connection speed or higher (unless it is a tablet, in which case it must have >100 mbps Wireless N connection speed) Gigabit Ethernet STRONGLY preferred Windows 7 operating system STRONGLY preferred. Windows 8 operating system discouraged. Windows Vista operating system and before not supported (includes Windows XP). For SERVER The Server is the most important machine of all, and is doing the lion s share of the work in version 5. tgi Software cannot support Autumn8 version 5 on a SERVER unless the following requirements are met: The Server has 8 GB RAM or more The computer has a processor from this list OR one that scores ABOVE 8,000 on the passmark speed chart Faster IS better Intel Core i GHz AMD FX 8350 Eight Core 4.0 GHz Intel Xeon E GHz The server has a 100 mbps WIRED network connection speed or higher. Gigabit Ethernet STRONGLY preferred Windows 7 operating system STRONGLY preferred. Windows 8 operating system discouraged. Windows Vista operating system and before not supported (includes Windows XP). If your computers are not in line with these requirements, consider upgrading soon, as Autumn8 version 5 may not even run in your office otherwise. Q: How can I find out what the system specifications are on my computer?

3 A: For Windows XP, For processor speed and installed memory 1. Right-click the My Computer icon on the desktop. Left click on Properties. 2. This will bring up the "System Properties" window. The speed of the computer's processor, and the total amount of memory will be listed under the "Computer" heading. The speed of the processor will be in GHz (I.E. in this example 1.80 GHz), and the amount of memory (or RAM) will be listed in MB or GB (In this example, 768 MB). For Windows Vista and Windows 7: 1. Click on Start. Right click on COMPUTER and click PROPERTIES (Picture Below)

4 2: the specs will be under SYSTEM and will tell you how fast the processor is and the Installed memory on your computer.

5 Q: How do I install the Version 5 onto my computers? A: Before continuing this, please read what the system requirements are for Version 5. They are different from Version 3, and because of the new differences between a server and client running A8, it is important that each computer has different specifications. A couple of other notes before you begin First, you should perform all Windows Updates before beginning the install process on any computer. You do NOT need to close Autumn8 to do the new install, even on the machines that you are actively installing on. Also, you may install on as many client (non-server) computers simultaneously as you would like, BUT you should install to completion on the SERVER FIRST, before starting the install on any of the clients. If you are running Anti-Virus software, you should consider disabling it before downloading / installing Autumn8 version 5. The installer program is very large, and some Anti-Virus software will mistrust it, wasting time. 1. Open up your internet browser. Any browser will do, but Internet Explorer may be the most straightforward experience. Copy and paste into the address bar the following link: 2. When presented with the option to Run or Save, choose to Run the file (if you wish to save it on your Server computer, and then simply access it from other computers, feel free to do that. Saving the installer once and then running it from that location will be faster than downloading it anew each time). 3. The Download takes over half a gig of space. This is a substantial and large file, and if your internet is slow, it could take half an hour or more just to download it. a. TIP: If you have Norton Antivirus, we find that it removes this program from your computer when it tries to run. Please disable Norton before trying to run it on your system. Otherwise, you will have to download it again. 4. The installer program will check to see what components are necessary to run the setup. When it has completed that step, it will ask you, Install the database server? ONLY IF THAT COMPUTER IS THE SERVER, click yes. If it is a computer other than the server, click no.

6 *** Please note: Only ONE computer should be the server in your network *** 5. The program will then tell you which components are needed for the install. Click next on this step. 6. Note: There is a possibility that the computer will need to restart if certain components are missing. If this is the case, the installer will prompt you to restart your computer before continuing. Restart the computer and allow the installer to continue when the computer restarts. 7. Continue to accept the agreements, click next, and answer next to all further questions. 8. When it is all complete, uncheck the Start Autumn8CS option before finishing. 9. The program will not yet be ready to operate, and will need networking and a conversion of your existing data. Please send an to benjaminc@tgisolutions.com with the subject Ready for version 5 when you have completed the install, and we will contact you to help you move on to the next step. Q: How do I network my computers using this new version? Do I need to map a network drive now? A: The way Version 5 networks is much easier and straight forward than our previous versions. Everything depends on where your executable is on your computer. Here are the steps for networking your computer. 1. Find out what your server computer name is. This can be found in the System settings, and directions to find that are already answered here (Put in a link to the System requirements question). In the picture below, we can see that this computer name is swcorner Next, Go to C:\tgi\bin. You will see a file called conn.dat (the.dat portion may be hidden depending on your windows settings). Open this file. a. If you have never opened a *.dat file before, your computer may give you a message like the one below. If this is the case, click the option to select a program to open the file. Then, in the next window, click Notepad.

7 3. From here, you will see a document with only a few words on it. The structure the program uses on these files are very simple. Every Conn file needs to have [Server] Name =. All that needs to be done is to type in the name of the computer found in step 1. Below is an example of how that would look. 4. If you had to change the file, make sure to save when exiting. Now this computer will look to the swcorner2011 computer in order to find the data. Q: Once this is complete, how do I convert my data from one system to the other? A: READ THESE INSTRUCTIONS VERY CAREFULLY, and make sure you understand them completely before moving ahead! This point cannot be stressed enough. It is not a difficult process, but it is very specific and deviations from these instructions without knowing why you are doing them can cause data loss. Conversion Instructions A few notes before beginning: 1. Do not start until you have read and understood these instructions in total. If you have questions before starting, DO NOT start converting and try to figure it out in the middle. Call us first, get your questions answered, and then begin. Once you have started the process, it is important to finish any way you can and to start using the new version. We can fix conversion errors after the fact, so if you receive an error, please continue on as far as you can and we can help you after that. 2. You must be out of Autumn8, CASEnotes, and Checkin before beginning. 3. Once you start the process, you will be leaving version 3 from here on out and will be using version 5 from now. 4. Leave yourself plenty of time to do the conversion. Depending on how much data you have and how strong your server computer is, it could take anywhere from 30 minutes to 4 hours. The reason why we are giving you the ability to run this on your own is to allow you to run this after normal TGI Customer Care hours. 5. This only has to be done on your SERVER COMPUTER. Do not do this on your other client computers.

8 Having said all that, here are the instructions to convert your software from Version 3 to 5 (where did 4 go?) 1. Copy the following link and paste it onto your browser. If you want things to match perfectly to these instructions, please use Internet Explorer: 2. When the program asks what you want to do with the file, say Save As. The program will ask you where to save the file. Choose C:\tgi\bin. 3. Your antivirus may give you some trouble, and it may need to be disabled before running the program. Norton, for instance, will not give you a choice and will remove it. If this is the case, disable the antivirus temporarily and download it, and then continue. Also, Internet explorer may give you a message like this: 4. If you see this, click The actions button, and then More options if necessary, so that you can click Run anyway, as shown below:

9 5. When this is complete, you should see a program popup with the following buttons on it:

10 6. The numbers are just to refer you to the correct button, and NOT to indicate which order you should press them. Please note that When you click on Button 2 (the button that currently says Autumn8, has a dropdown with another option of TGI, as shown below: 7. From here on out, you need to be 100% sure that everyone is out of Autumn8, CASEnotes, and Checkin. a. Click button 2, Select TGI from the dropdown, and click Button 1 (Load Table List). You will see the names of the tables populate the first box. Click on any one of these tables, and then Click Button 4 (Delete All Records from SQL Server Tables in List)

11 b. Wait for the program to stop on the last table (XRAYTHOR). Then Click Button 3 (Process Tables). This step will take as long as 2 hours for this program to run, and even if it says Not Responding, it will be working. When it is done, it will look like the picture below: NOTE: If you see more records on the right box than on the left box, click Button 4 again until the numbers match or the number of records on the right is lower than the number of records on the left. 8. Next, click Button 2 again; select Autumn8, and Click Button 1. Click on a table in the first box, and click on button 4. Once this is complete, you will click on Button 3 again. Because Autumn8 is used more than A8 Notes, this step will take even longer, and if your computer is below specifications, can take longer than 2 hours. Again, seeing the phrase Not Responding is fine and expected. Even the fastest computer will show this message, and it is no cause for concern. It will be best to leave this program alone for a time, until you see something similar to the photo below:

12 9. Now you are complete, and you are ready to start using version 5! There is one last and very important thing to note about version 5: a. When you log into the system, the password MUST be capitalized. If it is not, the program will not recognize your login information, and will not allow you in. b. If you have never used a login before, the conversion will have put in the word blank as your current user ID. This is due to the fact that the new version does not allow blank user IDs any more. If you normally click ok, you will need to type in blank and then hit ok. You can add different users through MasterFiles\Users(Create New). Q: What should I do with my old version of the program? A: Go ahead and delete the icons for Autumn8 and Casenotes. If you have utilities on your computers, leave it on for the time being, as it is a good way of inviting us onto your computers. Q: Do I need a certification number in order to register? A: No. We have gone through registrations with clients and it is possible to register without our number. There will be a question which asks if you have the number. Say no to this question and continue. You WILL need the number after your 90 days in order to Attest. Q: How do I find the Certification number to the program? A: 1. Go to 2. In the Select Search type drop down select CHPL Product Number. In the search for box, type (our CHPL Product Number) and select Search.

13 3. Select Add to Cart. 4. Click Get CMS EHR Certification ID 5. The Number will be listed as shown below.

14 Q: How do I update version 5? A: To update, close out of A8 and A8notes on the computer being updated, then type in the following link on your web browser: Run the file, and hit next through the wizard. It will then install the new update. Q: How do I register for Medicare Meaningful use? A: Register with Medicare. To register go to: There is a link in the first block of text in the middle of the screen that says Register Now! You will need the CMS EHR Certification ID A000001AOKVKEAL