Although not as critical as transaction purging, it is still helpful to remove inactive patients. Archive Patient Records gives you the option to archive specific individuals or everyone who has not been into the office since a given date.
Archiving a patient removes him and his transactions from the active files and places them in an inactive database. Unlike deleting a patient, an archived patient record can be reviewed and reactivated from the inactive database if it is necessary. A deleted patient record cannot be viewed or reactivated.
NOTE: When you archive or delete a guarantor, the transactions for the family are removed from the active database. Therefore, if you run a Production Summary report for a range of dates including when those transactions occurred, it will be inaccurate.
Key File Maintenance
Each data file in the Data Team system has corresponding key files. These give the system the ability to sort and handle data rapidly. Over time, these files become less efficient, and your system will run more slowly. For this reason, we suggest you run Rebuild All Data Files on a regular basis.
This simply re-organizes your database. It will not change or delete any information. The process should take less than thirty minutes for a system with 3000 patients.
