Backups

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Your prescription database is one of the most important aspects of your pharmacy. Hardware can be replaced, and operating systems can be reinstalled, but if your data is missing, it can be very difficult to reconstruct lost claims and new customers. It is recommended that you backup your pharmacy software daily, and it is a requirement for QuickSCRIP users to run a CD backup at least weekly.

QuickSCRIP offers several different kinds of backups. Some are required to run manually, some can be scheduled to run automatically. Please contact a Cost Effective Support representative to setup any of these backup methods.

CD/DVD Backup

The primary means of backing up your pharmacy data is with a CD or DVD. These can be found at almost any store that sells computers or electronics. While the backup can be run on any type of CD or DVD, we recommend storing your backups on DVD-r. We also recommend storing your backup disks off-site, in the event of fire, flood, or other event that could damage property.

The CD backup is the only backup that is required to be run by users. If a CD backup has not been run in at least 7 days, QuickSCRUP will lock prescription activity until a backup is made. If you do not wish to run weekly CD backups, you must sign a CD BACKUP WAIVER.

Running the CD Backup

  1. In Windows, you will need to place the CD or DVD into your DVD-ROM on the QuickSCRIP Server.
    • If this is a blank disk, you will need to format it. This can be done by right clicking on the DVD ROM Drive in "My Computer" and formatting it there. Some QuickSCRIP systems can be setup with a Roxio Format Utility that can do this as well from the desktop.
    • If this disk is already formatted or has been backed up to before, proceed to the next step.
  2. On the QuickSCRIP Server go to the Pharmacy Master Menu. Be aware that this process requires that all other users be logged out, and can tie up the system for 5 - 15 minutes, depending on the size of your data.
  3. Choose Option 90 Back Up Data Files
  4. QuickSCRIP will alert you that all users must be logged out. Press Y to continue.
  5. Choose C for CD backup
  6. If QuickSCRIP detects any users logged in, it will give you the opportunity to allow them to complete their tasks with Retry, or you can force them off with L.
  7. The backup will begin compressing the ZIP file, and will burn it to the CD.

The next time you log into QuickSCRIP, an alert will notify you of the date and time of the last successful CD backup.

Common CD Backup Errors

In the event that the CD backup fails, QuickSCRIP will give an error message. There are a few things that could cause an error with the backup.

  • The CD may not be formatted.
  • You may be running a backup on a Workstation instead of the Server.
  • The CD may be full (you can check disk space availability by right clicking the DVD Rom while the disk is in and selecting 'properties'.)
  • QuickSCRIP might be pointing to the wrong drive letter.
  • PKZIP (the program that compresses your data into a ZIP file) might need to be reinstalled.
  • The CD or DVD-ROM might be faulty.

Please contact Cost Effective Computers if you are having difficulty running this backup.

USB Backup

The USB backup is run similarly to the CD backup. Instead of backing up to a data disk, your data is saved on a USB thumb drive. This backup can be set to copy your data every instance that you've run it, or it can be set to delete old copies of your data and save only the most recent file. This is an ideal alternative for pharmacies that want to save money on DVDs. We do not consider the USB backup a substitute for CD backups, and still require that you run a CD backup at least once a week.

We recommend a thumb drive of at least 1 GB. You will need a much larger drive if your pharmacy scans and stores prescription hardcopies.

Running the USB Backup

  1. In Windows, you will need to plug the USB Thumb Drive into an open USB slot on the QuickSCRIP Server. A notification should appear in Windows once it detects the drive. USB Thumb drives do not need to be formatted.
  2. On the QuickSCRIP Server go to the Pharmacy Master Menu. Be aware that this process requires that all other users be logged out, and can tie up the system for 5 - 15 minutes, depending on the size of your data.
  3. Choose Option 90 Back Up Data Files
  4. QuickSCRIP will alert you that all users must be logged out. Press Y to continue.
  5. Choose U for US backup
  6. If QuickSCRIP detects any users logged in, it will give you the opportunity to allow them to complete their tasks with Retry, or you can force them off with L.
  7. The backup will begin compressing the ZIP file, and will save it to the drive.

Common USB Backup Errors

In the event that the USB backup fails, QuickSCRIP will give an error message. There are a few things that could cause an error with the backup.

  • The USB drive may be faulty.
  • You may be running a backup on a Workstation instead of the Server.
  • The USB drive may be full (you can check disk space availability by right clicking the USB drive and selecting 'properties'.)
  • QuickSCRIP might be pointing to the wrong drive letter.
  • Windows may have assigned the drive the wrong letter when it was detected.
  • PKZIP (the program that compresses your data into a ZIP file) might need to be reinstalled.

Please contact Cost Effective Computers if you are having difficulty running this backup.

Mirror Backup

While the CD and USB backups store your data on a portable medium, the Mirror Backup copies your data to another computer on the network. This backup method has two major advantages over the other kinds.

  1. The mirror backup can be automated, which frees you up from having to run it manually. Additionally, the backup can be set to run during night-hours, so that it has a minimum impact on workflow.
  2. The data is stored on another computer at your pharmacy. In the event that your server suffers hardware failure, we can convert the other computer into a temporary server quickly using the most recent data that was saved.

Running the Mirror Backup

The mirror backup is typically set to run automatically at night. However, there is an option to manually run it. Be aware that, like the other backup methods, this requires that all users be logged out of QuickSCRIP during the process. Additionally, the Mirror can take anywhere from 20 minutes to an Hour, depending on network speeds and data size.

  1. On the Windows desktop, look for the the Mirror Backup icon (typically purple). Double click the icon.
  2. In the small drop-menu in the upper left, make sure Full is selected.
  3. In the lower left, click the Backup Now button.
  4. The backup utility will automatically shut down QuickSCRIP and begin the backup process.

At the conclusion of the backup, a popup box will notify you if it was successful or not. Additionally, when you first log into QuickSCRIP, an alert will notify you of the date and time of the last successful Mirror backup.

Common Mirror Backup Errors

In the event that the Mirror backup fails, QuickSCRIP will give an error message. There are a few things that could cause an error with the backup.

  • The Mirror Backup Software may need updating.
  • QuickSCRIP is pointing to the wrong computer on the network (this can cause the backup to fail immediately)
  • The backup computer is not turned on, or is not on the network.
  • The Server does not have user permission to copy data to the backup computer (common if the backup location is also a drug ordering computer)

Please contact Cost Effective Computers if you are having difficulty running this backup.

Alternative off-site backups

QuickSCRIP is fully compatible with internet-based off-site backup programs. Carbonite or Cloud backups can be an efficient way to backup your data. Cost Effective Computers does not presently offer any kind of cloud backup, but if there is a third party program you are interested in trying, contact us.

Be aware that cloud storage and internet backup methods may not be HIPPA compliant.