File Purges

The File Purge process flags records for deletion (places a # sign in the delete field). When the purge is complete, a compression must be performed to remove the flagged records from the file.

Prior to purging files, a backup should be made. To back up files in QS/1, click System Utilities. Select Master File Maintenance and click Copy File. Select the file to backup up and specify the path to save the file. After the backup is complete, follow the steps below.

To purge files:

1. Access PrimeCare.
   
2. Click System Utilities. Select Master File Maintenance and click File Purges. Auto File Purges displays:
   
   
   
   
3. Click Next. The files available for the purge process display. To better explain the process for purging files, we have numbered the Purge Selections.
   
   
   
4. Each numbered option is explained below:
   
   Option 1
   
   Option 2
   
   Option 3
   
   Option 4
   
   Option 5
   
   Option 6
   1. Option 6 is the Prescription File purge. This option for this purge is slightly different. Unlike the other files available for purge and compression, the Prescription File does not have a delete field. The status field is used to inactivate a prescription, but that does not mean the prescription is flagged for deletion. If this option is used, you must back up the RXFILE before any other step is performed. When this option is selected, the system looks in the RXFILE and changes the RX # to all zeroes. There is not an 'undo' function. If a mistake is made, the RXFILE must be reloaded.
      
   2. Highlight Prescription on the Purge Selection window and click Next. The following screen displays:
      
      
      
   3. Complete the options as follows:

   
   The first option, Most Current Purge Date, is the last date you want to keep in the system. Type the last date.

   The second option, Purge inactive prescription with last used date of 00/00/00, is for prescriptions that were profiled during the time frame you are purging. Type the last used date.

   If you answer yes to the second option, you must answer Yes to the third option, If purging inactives with last used date of 00/00/00, print actives. Type Yes if purging inactives.

   4. Click Finish.

   1. Option 5 is the Special Pharmacy Patient Purge. This is used to purge duplicate Patient Records. Highlight Special Pharmacy Patient and click Next to display the following:
      
      
      
   2. Select either the first or second duplicate record to save. Click Next. The system verifies your selection:
      
      
      
   3. Click Finish.
   1. Option 4 is used for Non-Drug Orders that do not have matching Patient Records.
      
   2. Highlight Non-Drug Orders on the Purge Selection window and click Next. The following screen displays:
      
      
      
   3. Click Finish.
   1. Option 3 is used to purge the Inventory Record for a certain store number. Highlight Inventory and click Next to display the Purge file? screen for inventory:
      
      
      
   2. Type the Store Number (0=Host, 1=Remote 1, 2=Remote 2) of the inventory to flag for deletion. This flags on-hand values, reorder levels, SKUs, Vendors, etc.
      

   NOTES:

   The Drug File is used for all stores; inventory is unique for each store.

   If you only need to clear/reset on-hand values, this is not the best solution.

   Is strongly recommended not to purge the Inventory File without speaking with QS/1 Customer Support.

   1. The Sigfile option is for customized Sigs. Customized Sigs are free text and do not rely on prebuilt Sigs for prescriptions. The code for a customized Sig is always RX and then the RX number. The example below shows filling a prescription with a customized Sig:
      
      
      
   2. After filling, bring up the prescription. Click Access Files/Sig Record:
      
      
      
   3. Note the prebuilt Sig is RX063477378 and is used only for this prescription. The prebuilt Sig of UD (Use as Directed) can be used on multiple prescriptions. Option 2 is only for customized Sigs not tied to prescriptions.
      
   4. Highlight Sigfile on the Purge Selection window and click Next. The following screen displays:
      
      
      
   5. Click Finish.
   1. The purge process is the same for both selections labeled Option 1:
      
      Sig, Drug, Doctor, Patient, Outcome, Comment, non-Drug, HOA
      
      Rx Audit, Tickler, Workflow, Rx Misc, Security Journals, Transaction Billing History, HIPAA Tracking Log, Tickler History, Scanned Documents, Call Out Queue, QS/1 Messages, Prescription Batch, Electronic Data
      
   2. Highlight Sig, Drug, Doctor, Patient, Outcome, Comment, non-Drug, HOA and click Next. The purge option choices display:
      
      
      
   3. Select Normal and click Next. The date options for the purge display:
      
      
      
   4. This screen is used to type the last date in the system you wish to keep. Using the Sig file as an example, type the date of 01/01/10. Any Sig Record that has not been used before 01/01/10 is flagged for deletion. Any Sig Record used after 01/01/10 are left in the file. When you type the date, click Finish.
      
   5. The system prompts to purge another file. Click Yes to start another file purge or No to finish.
      
   6. The process for purging the Rx Audit, Tickler, Workflow, Rx Misc, Security Journals, Transaction Billing History, HIPAA Tracking Log, Tickler History, Scanned Documents, Call Out Queue, QS/1 Messages, Prescription Batch and Electronic Data Records works exactly as the process for the Sig Records.

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