DoctorsPartner EMR and PM - Electronic Medical Records - Practice Management

DoctorsPartner Electronic Medical Records - Practice Management - Fast Solutions

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DoctorsPartner EMR and PM - Electronic Medical Records - Practice Management

DoctorsPartner Electronic Medical Records - Practice Management - Fast Solutions

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DoctorsPartner EMR and PM - Electronic Medical Records - Practice Management

DoctorsPartner Electronic Medical Records - Practice Management - Fast Solutions

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DoctorsPartner EMR and PM - Electronic Medical Records - Practice Management

DoctorsPartner Electronic Medical Records - Practice Management - Fast Solutions

A Necessary Primer on EMR Server and Database Backups

Please note that HIPAA regulations require a backup and recovery plan that includes a daily offsite backup of your EMR (Electronic Medical Records) data. This requires that at the very least, you should backup your database containing your patient records and store it offsite on a daily basis. In addition, it is usually a good idea to do monthly full backups of your server and store it at an offsite location in case of a disaster. These steps will help to get you up and running quickly in case of a disaster.

In order to comply with HIPAA requirements, our specific recommendations are listed below.

Weekly / Monthly Full Server Backups:

At a minimum, we recommend a full server backup on a monthly basis. Weekly backups are even better, if possible. In the event of a complete server crash, this, in combination with the latest database backup should have you up and running in a very short time.

Daily Database Backups:

There are several options you can follow to meet this requirement. Each of these is listed below with a recommended cycle time.

Daily Tape/CD/DVD Backups

If your EMR server has a built in tape drive, you may want to take this route. In this case, you will have to purchase a minimum of seven tapes, each with the capacity to hold a full daily backup of the database. Each of these tapes will be labeled with a day of the week like 'Monday', 'Tuesday' etc. Each tape will be inserted into the tape drive on the day labeled. You can set the built in database backup utility of SQL Server to backup to this media every day at a specified time. This media will then need to be swapped out every day and taken off site. This will ensure that you have at least 7 days of backups available of the database.

Pros of this approach :

  • Once the routine is established, you just have to follow it to ensure that you have the backups done.

Cons of this approach :

  • This is the slowest method for backups and takes the longest time
  • Tape media (at least in my experience) is not as reliable as using External Hard Drives or CD or DVD media
  • This involves the most manual involvement and needs you to swap out and take the media off site every day.
  • As the backup size of your Electronic Medical Records file grows, you could run into space issues on the media, forcing you to switch to higher capacity media such as external hard drives etc.
  • Tape drives are expensive and add to the initial investment

Daily External Hard Drive/Thumb Drive backups

If your server has available USB slots, you may be able to attach external compact USB hard drives or high capacity thumb drives to use as the backup media. This is easier to use and you can create folders in the drive that each day of the week backs up to. You can do the backups using the built in SQL Server backup utility.

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DoctorsPartner EMR and PM - Electronic Medical Records - Practice Management

DoctorsPartner Electronic Medical Records - Practice Management - Fast Solutions

DoctorsPartner EMR and PM - Electronic Medical Records - Practice Management

DoctorsPartner Electronic Medical Records - Practice Management - Fast Solutions