MDsuite Version 7.0 Update Instructions

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1 INTRODUCTION Read ALL instructions before beginning the MDsuite update. The instructions are divided into the following sections: Pre-Checklist Prior to Beginning the Update Downloading the MDsuite Update Apply the MDsuite Update Update the MDsuite Workstations MDsuite Patient Portal, if applicable Additional Information MDsuite provides checklists for your convenience. Check each step as it is completed. If you need to contact Support for assistance, this will help them determine where you are in the process. PRE-CHECKLIST - PRIOR TO BEGINNING THE UPDATE The Pre-Checklist assists in preparing you to ensure that you have all the necessary items to perform the update. SYSTEM REQUIREMENTS System requirements are subject to change. Take the extra time to review the most current System Requirements before applying the update by visiting the MDsuite website at This will ensure you have the minimum amount of RAM and free hard drive space on your servers and workstations to run MDsuite efficiently. SQL FULL-TEXT SEARCH MDsuite Customers are running either a Full Version of SQL or SQL Express. Depending on the SQL version you are running follow the appropriate steps to ensure the FULL- TEXT SEARCH is enabled. The new version requires the Full Text Search feature to be enabled with SQL. We recommend involving your IT Personnel to verify or enable this SQL Feature. See Appendix A for more step-by-step instructions specific to SQL (Full Version) and SQL Express. ALLOW ENOUGH TIME The MDsuite 7.0 update could take anywhere from 2 hours to 4+ hours to complete. Version 7.0 contains many database changes. The larger your files, the longer the update will take. EVERYONE OFF THE SYSTEM During the update, all users will need to be out of MDsuite. We recommended you schedule this update after hours or on the weekend. ADMINISTRATOR PASSWORD You must be logged into the Server as an Administrator and during the update process, you will need to enter the sa User Name and Password. User Name sa Password 32 or 64 BIT SERVER Before downloading the MDsuite update, you will first need to know if your MDsuite application server is 32-bit or 64-bit. o o Right-mouse click My Computer, then click System. You will notice System Type. Professional Data Services October 2014 Page 1 of 10

2 If you are unable to find this information, you can either ask your network administrator or call MDsuite IT at option 3. EHR USERS ONLY If you are currently running version 6.2 you will want to run the following reports prior to updating. o Run your Meaningful Use report for each provider for the 4 quarters of Inside of MDsuite go to Reports > Clinical > Meaningful Use Measures Run the report for each Quarter for 2014 (including the 4 th quarter) and save as pdf AND Inside of MDsuite Go to Reports > Clinical > Quality Measures Run the report for each Quarter for 2014 (including the 4 th quarter) and save as pdf. NOTE: We recommend you run these report in Summary and in Detail. o SNOMED CODES The SNOMED or Trilingual lookup will be turned on after applying the version 7.0 Update. One of the major changes for Meaningful Use Stage 2 is using SNOMEDs to capture problem lists and patient histories. Please prepare your clinical staff for this new way of documenting. Instead of selecting an ICD-9 code, a SNOMED code will now be used. Contact MDsuite Support at for more information on educating your staff. MDsuite PATIENT PORTAL - If you currently use the MDsuite Patient Portal, there is an additional Update for the portal to run properly. Make sure you follow the additional update instruction after successfully updating MDsuite. o Locate the file path the patient portal is located on the MDsuite Application Server. Typically, it is C:\Portal. You will need to know this path in order to update the MDsuite Patient Portal Patient Portal Path: Professional Data Services October 2014 Page 2 of 10

3 SUCCESSFUL BACKUP You MUST have a good/verified BACKUP of all of your MDsuite databases before beginning this update. Do NOT proceed with the update until you verify that you have good backups of all MDsuite databases. NOTE: If an issue occurs and the update fails, your only recourse is to restore your data from your backup. MDsuite is not responsible for backing up your databases. Additionally, if you do not have a valid backup and your data is lost, restoring your data is not covered in your MDsuite support contract. DOWNLOAD MDSUITE SOFTWARE UPDATE From the MDsuite Application Server: Open Internet Explorer In the address line type ftp.mdsuite.com Enter the User Name and Password o User Name: dsiclient o Password: install Select the appropriate folder 32-bit or 64-bit NOTE: See pre-checklist to determine if your server is 32-bit or 64-bit. o Right-mouse click the appropriate MDSuiteAppSrvFull. file. o Click Save Link As o Choose the Desktop and click Save. MDsuite Patient Portal Users ONLYo Right-mouse click the appropriate PortalInstallerFilesOnly o Click Save Link As o Choose the Desktop and click Save. APPLY THE MDSUITE UPDATE MDSUITE APPLICATION SERVER The update must be applied on the MDsuite Application Server. If you have more than one Application Server, this update must be ran on ALL the Application Servers. If you have a transmission server this should be treated like an additional Application Server. NOTE: If you have multiple Applications Servers the Modding process (Run Mod?) only has to be run once. If you do mod each application server, it will not cause problems. ADMINISTRATIVE RIGHTS The user applying the update (user logged onto the server) must have Administrative Rights. SUCCESSFUL BACKUP You MUST have a good/verified BACKUP of your MDsuite Databases before moving to the next step. If you are unsure, do NOT proceed with the update until you verify you have a good backup of all MDsuite databases. SQL FULL TEXT SEARCH - Did you enable the Full Text Search? If no, see the pre-checklist, your update will not be successful if this is not enabled REBOOT THE SERVER\TERMINAL SERVER \ CITRIX - The MDsuite Application Server should be restarted before starting the update in order to prevent any locked files. If you have Terminal/Citrix Servers, they must also be restarted. START THE UPDATE Double Click on the MDsuiteAppSrvFull icon, which you downloaded to the desktop of the MDsuite Application server. OLD VERSION DETECTED The update will recognize that you have an older version of MDsuite. You will want to uninstall the older version. Click Yes. Professional Data Services October 2014 Page 3 of 10

4 WELCOME TO THE MDSUITE INSTALLATION WIZARD Click Next. LICENSE AGREEMENT Mark the radio button labeled I accept the license agreement. Click Next. INSTALLATION PREREQUISITES The update process will check to ensure that you have the proper version of.net Framework to run MDsuite. If you do not see a green circle with a check, then you will need to download and install the proper version. If you do see a green circle with a check, click Next. DESTINATION FOLDER Verify the file path is correct (typically the path is similar to this C:\Program Files\DSI\elligence Application Server\)...click Next. NOTE: If this is not the correct path, click Browse to locate the path. Professional Data Services October 2014 Page 4 of 10

5 READY TO INSTALL THE APPLICATION To start the update click Install. NOTE: Even though you do not see anything on the screen, the update process is still running. RUN MOD? Click Yes. NOTE: Sometimes the below screen displays behind the install wizard. If it does not appear, minimize or move the installer wizard window. DEFINE DATABASE SERVER The system will typically default the path to your SQL Server. Click OK. LOGIN TO SQL SERVER Enter your MDsuite sa User Name and Password. Click OK. Professional Data Services October 2014 Page 5 of 10

6 ELLIGENCE INSTALLATION If you transmit claims directly to the below specific destinations, click Yes. Typically, you will click No.. NOTE: The system is updating your database; this step could take 30 plus minutes to complete. MDSUITE HAS BEEN SUCCESSFULLY INSTALLED Click Finish. REMINDER: The update must be applied on each MDsuite Application Server. If you have more than one Application Server, this update must be ran on ALL the Application Servers. NOTE: If you have multiple Applications Servers the Modding process (Run Mod?) only has to be run once. If you do mod each application server, it will not cause problems. APPLY VERSION 7.0 FOR EACH MDsuite CLIENT WORKSTATION Perform this part of the update on ALL computers containing an MDsuite Client (icon). This includes: MDsuite Application Server Terminal Server and/or Citrix Transmission Server Hardwired Computers NOTE: You must have Administrative Rights to update the MDsuite Client OPEN MDsuite by clicking on the icon and logging in. MESSAGE DISPLAYED A new full version of this program is needed.click Yes. MDSUITE WORKSTATION You will want to uninstall the older version. Click Yes. WELCOME SCREEN Click Next. INSTALLATION PREREQUISITES The update process will check to ensure that you have the proper version of.net Framework to run MDsuite. If you do not see a green circle with a check then you will need to download and install the proper version. If you see a green circle with a check, click Next. DESTINATION FOLDER - Verify the file path is correct (typically the path is similar to this C:\Program Files\DSI\elligence Application Server\)...Click Next. NOTE: If this is not the correct path, click Browse to locate the path. MDSUITE HAS BEEN SUCCESSFULLY INSTALLED Click Finish. Professional Data Services October 2014 Page 6 of 10

7 MDsuite PATIENT PORTAL, if applicable Once you have successfully updated MDsuite to version 7.0, you can then proceed in updating the Patient Portal. START THE UPDATE From the MDsuite Application Server, Right Mouse click PortalInstallerFilesOnly icon on the and select Run as Administrator WELCOME TO THE MDSUITE INSTALLATION WIZARD Click Next. SELECT DESTINATION FOLDER Typically, the portal path will be C:\Portal Click Next. FOLDER EXISTS - You will receive a message saying the folder already exists. This is good, as you know you have the correct path. Click YES READY TO INSTALL Click Install MDSUITE HAS BEEN SUCCESSFULLY INSTALLED Click Finish. Professional Data Services October 2014 Page 7 of 10

8 POST-CHECKLIST AFTER SUCCESSFULLY UPDATING Once you have successfully updated MDsuite make sure you perform the below item: PERFORM THE PATIENT REPORTING UTILITY In order for some of the MDsuite Reports to run correctly you will need to run this utility. o Inside of MDsuite, go to Utility > Patient Reporting Data o Click on Generate. NOTE: This utility may take a while to run. ADDITIONAL INFORMATION NOTE: If you are the IT Person, please give this section to the Office Manager to ensure all steps are completed. SNOMED CODES - The SNOMED or Trilingual look-up will be turned on after applying the version 7.0 Update. One of the major changes for Meaningful Use Stage 2 is using SNOMEDs to capture problem lists and patient histories. o Existing Models/Templates - If you or your clinic uses custom Models/Templates, You will need to modify the ICD-9 code to be a SNOMED code. Professional Data Services October 2014 Page 8 of 10

9 APPENDIX A: SQL FULL TEXT SEARCH ENABLED. This section is broken down based up on the version of SQL you are running. Please following the proper section to verify FULL TEXT SEARCH is enabled. SQL FULL Version or SQL EXPRESS. NOTE: We recommend involving your IT Personnel to verify or enable this SQL Feature. SQL FULL VERSIOIN ONLY To verify if you have the Full Text Search enabled: Go to the Administrative Tools and open up Services If you see SQL Full-text Filter Daemon Launcher showing the Status of Started. Then you do have the option enabled. If you DO NOT see this in your services please follow the below steps to enable: To enable FULL TEXT SEARCH follow the steps below. NOTE: The steps are for SQL 2012 but should be similar for other versions of SQL Run setup.exe from Your SQL server installation media. When SQL Server Installation Center opens, click on Installation. Select "New SQL Server stand-alone installation or add features to an existing installation." Setup Support Rules will run its check. If all items pass, click OK to proceed. SQL may then check for available updates. Click next to proceed if no updates were found. If updates were found, you may want to apply them before proceeding. Next SQL will run another check to see if there are any issues that need to be fixed before installing. Click next to proceed assuming there are no failures. Now you will be at the Installation Type screen. Select "Add Features to an existing instance of SQL Server" and then in the drop down make sure your MDsuite SQL Instance is selected. Click Next to proceed. Professional Data Services October 2014 Page 9 of 10

10 You will now finally be at the Feature Selection page. Under "Database Engine Services" you will check "Full-Text Search It also may be presented as "Full-Text and Semantic Extractions for Search" depending on the version of SQL they are using. Once selected, click next. The next screen is Disk Space Requirements. You should just be able to click next on this screen assuming the server has enough disk space available. Click Next on the Error Reporting screen. Click Next on the Installation Configuration Rules screen assuming all pass is checked. Finally, you can click Install. Once the install finishes, they will now have Full Text Search enabled. SQL EXPRESS ONLY To verify if you have the Full Text Search enabled: Go to the Administrative Tools and open up Services If you see SQL Full-text Filter Daemon Launcher showing the Status of Started. Then you do have the option enabled. If you DO NOT see this in your services please follow the below steps to enable: For those on SQL Server Express, you will want to make sure you have Advanced Tools. Download Microsoft SQL Server 2012 Express Advanced Edition If you are running SQL Express 2012, you can download the Advanced Edition here If you are running SQL Express 2008, you can download the Advanced Edition here: INSTALLATION SCREEN - click "New SQL Server stand-alone installation or add features to an existing installation" INSTALLATION TYPE - Select "Add features to an existing instance of SQL Server 2012", the drop down should show SQLEXPRESS if you are using an Express version. click Next FEATURE SELECTION - Check the box "Full-text and Semantic Extractions for search", click Next. SERVER CONFIGURATION - Leave defaults and click Next Error Reporting: Leave defaults and click Next Installation Progress: It will now begin the installation. Once this is finished you should be on the complete screen with a Succeeded status. Click Close. You now have the advanced edition installed. Professional Data Services October 2014 Page 10 of 10