OASIS
SOFTWARE Version 12

System Manager
Last Update: Friday, August 23, 2019
Table of Contents

1
Introduction
About Oasis
Intended Purpose
About System Manager
2
Oasis Environment
Introduction
SQL Database
Structures Database
Workstation Programs and Folders
Server Folders
Upgrades
Oasis Modules and Components
SOE Link
Practice Registration
Oasis Network Objects
Branches
Workstations
Users/Operators
Doctors
Banks
Branch Joins
3
Oasis Installation
Introduction
Running Setup

Live System

Install Options
Program Access
Sql Client Server Configuration
Installing Oasis with MS Sql
Installing Oasis with RDP Access
Using Binary Large Objects (Blobs)
4
Database Utilities
Introduction
Server Utilities
Securakey Registration
Mimer SQL
Database Recovery
Microsoft SQL
Export/Import/Verify Tables
Clear Database Information
Workstation Utilities
Identification/Management
Save MS Word Macro
Clear CX Server Sessions
View Workstation Records
5
System Manager
Introduction
Activating Daily Work
Close Down
Using Preference Tables

System Manager Tab Folder
Alphabetical Listing
Preference Table Selection
Single Record Data Entry
Multi Record Data Entry
Sub Record Validation
Table Lookups
Table Help
Color Definition
Default Workstation Settings
6
Administration and Security
Introduction
Security
Master Password
Practice Registration
Reregistration
Security Groups
User Passwords
Program Passwords
Audit Table
Network
Branches
Workstations
Users
Doctors
Bank Accounts
Users in Branches

Doctors in Branches
Bank Accounts in Branches
Branch Replication
Other Options
Doctor Commission (Main)
Doctor Commission (Sliding)
SQL Configuration
Verify/Backup Details
Patient Card Field Definition
7
Printer and Forms Control
Introduction
Printers
Printer Profile Names
Printer Profile Codes
Printer Indexes
Printer Numbers 1
Printer Numbers 2
Printer Exclusions
Printer Aliases
Printer Margins
Printer PDF Drivers
Workstation Printer Options
Doctor/Report Index
Forms
Form Names 1
Form Names 2
Form Lines
Form Alternatives
Forms in Branches
Forms Editor
Form Labels
8
Communications
Introduction
Email
Workstation Messaging
Messages Predefined
Messages TCP Ports
SMS
Telephone
EasyPost
9
Miscellaneous
Introduction
Abbreviation Codes
Abbreviation Topics
Calendar Buttons
Color Schemes
Icons
Main Settings (Workstation)
Photos
Postcodes in Branches
Postcode List
Support Details
Table Scroll Bars

10
Other Menu Functions
Introduction
Activity Logs
Editors
Hicaps
Test Terminal
Read Settings
View Message File
Labels
Wizards
Online Setup
Recall Automation
EasyPost Setup
Session
Help
Primary Help
View Upgrade Notes
Visit Oasis Web Site
Contact Oasis Support
Enable Remote Access
Visit Customer Portal
View Online Help
About
11
Using the Forms Editor
Introduction
Forms Editor Components
Object Definition
Drawing Objects
Picture Objects
Text Objects
APPENDICES
Forms Printing
Statement/WP Variables

1

Introduction

About Oasis

Oasis is a MS Windows ™ based practice management system designed for a variety of medical, dental and allied health practices. Oasis is designed and developed in Melbourne Australia by Henry Schein One, a wholly owned subsidiary of Henry Schein USA.

Intended Purpose

This manual is designed with two purposes in mind:

• To provide a technical understanding of Oasis and how to install Oasis onto a target server or workstation. It assumes the reader has MS Windows expertise and experience in installing and configuring software on Windows based networks. A working knowledge of SQL database technology is also assumed.

• To explain the purpose and use of the Oasis.System Manager module and how this module can be configured by both technicians and end user alike.

About System Manager

The Oasis System Manager acts as the foundation module for all Oasis versions. The System Manager consists of a series of programs for installing Oasis and controlling system wide resources (such as printers, scanners etc) and configuration preference tables (branches, doctors, users etc). This manual is divided into the following sections

• Introduction
• The Oasis Environment
• Installing Oasis
• Database Utilities
• Accessing System Manager
• Administration and System Security
• Printer and Forms Control
• Communications
• Miscellaneous
• Menu Functions
• Using the Forms Editor
• Upgrading from Oasis 8.3

2

Oasis Environment

Introduction

This chapter details the operating architecture of Oasis and the environment in which it is installed and updated. It also includes sections on program and data file locations, modules and practice registration. On completion of this section you will be in a position to install Oasis onto the appropriate target server or workstation.

SQL Database

Oasis is designed for use on a SQL client/server database system. In this environment the data and database engine are stored on a single "server". "Client" workstations communicate with the server for database processing.
Oasis works successfully on both dedicated servers and non dedicated servers subject to the choice and suitability of the chosen SQL engine.
Oasis can be installed using two different brands of SQL software.

1. Mimer 9.2x (default) and 10.0 editions
2. Microsoft SQL Server 7 and higher editions

The installation program includes Mimer 9 database engine and this is assumed to be the default installation unless the practice chooses to install Oasis on the alternate platform
Oasis recognises the choice of SQL edition through each workstation's ini configuration file setting
Eg c:\oasis\oasis.ini
[MainUser]
UserName=Mike
UserNumber=0001
MsSql=Yes or No('Yes' if running MSSQL, 'No'=Mimer)

Structures Database

Regardless of choice of SQL platform, each Oasis installation includes a set of ISAM "Structure" database files denoted by the prefix "SYTBL10". This structure database is copied to the target data location by the Oasis installation program and is also replaced by any newer version on any Oasis upgrade program ("oasisserverupgrade.exe").
This external database is opened upon loading Oasis Daily Work and kept open during the life of the Oasis session. The database comprises information on preference tables prompts and is usually amended as part of any Oasis upgrade. For this reason, when upgrading the workstation to the latest Oasis version, the workstation and all others sharing it must exit Oasis for the upgrade to be processed correctly.

Workstation Programs and Folders

The Oasis installation process creates a primary "oasis" folder in the root directory of the target workstation "c" drive. The following programs are copied to this workstation folder:
Oasis.exe - main daily work program
Utils.exe - database utility program for creating databases, exporting and importing files and creating backup programs.
Cxserver.exe - communications server
Email.exe - Non server based email transmission program
Medclaims.exe - program called from within daily work for transmission of medicare batches
Mystickylauncher.exe
MyStickyNote.exe - Sticky Notes programs called from within daily work.
Oasiswp.exe - Oasis Word Processor
Explaincat.exe - ExplainPro 3d Patient education

Short cuts are created for the main Daily Work program (oasis.exe), the database Utilities program (utils.exe), Word Processor (oasiswp.exe) and Communications Server (cxserver.exe).
A workstation initilisation file (oasis.ini) file is created in the "c:\oasis" folder containing details of workstation and user.

Underneath this primary folder are created the following sub folders
Temp - location of temporary blob (binary image files) files used in a variety of applications
Wp - location of export mail merge files for use with word processing programs

Server Folders

A primary "oasis" folder is created on the specified target server drive. Underneath this primary folder are created the following sub folders
backup - location of mimer online backup data files
cxserver - location of shared telephony, email and sms files for transmitting to and from the separate cxserver Communications Server program
data - location of main database files including mimer dbfs, form files (vpd and emfs) and temporary sort files
icons - location of picture icons used in a variety of applications.
log - location of mimer offline backup data files
files - location of correspondence, images, photo files
medclaims - location of shared medclaims batch files for transmitting to and from the separate Medclaims program.
stickynotes - location of shared sticky note files for transmitting to and from the separate Sticky Note programs
temp - location of temporary sort files
template - location of correspondence templates.
present - location of presentation manager files
reports - location of saved screen reports
lists - location of saved patient master list templates
pending - location of pending document files

Upgrades

Upgrades are issued on a monthly basis and are available from the Oasis National Support Centre. The upgrade is compiled into a single installation program called OASISSERVERUPGRADE.EXE and includes the following

• Latest Oasis programs
• Latest Oasis database structures

The upgrade must be run on the database server only. Each workstation on the network will upgrade on opening Oasis to the latest Server version. All users must be completely out of Oasis at the time the server upgrade is run.

Oasis Modules and Components

Oasis consists of a core module called "System Manager" (as described in this manual) along with three other main modules

1. My Money (Patient Records, Patient Billing, Patient Recalls, Practice Correspondence)
2. My Time (Scheduler, Waiting Room, Task Manager)
3. My Work (Clinical Records)

In addition, a fifth module "Component Tools" is also available consisting of a series of sub programs including

• Stock Control
• Patient Education
• Presentation Manager
• Bar Coding/Instrument Tracking
• Prescription Writing
• Palm Pilot Integration
• Communication Server
• Treatment Imaging (My Work without Dental Charting)

SOE Link

From Oasis 11.14, a new service called SOE Link has been installed with every Oasis upgrade. This Windows .NET service is installed on the Oasis server only and is the transport layer between Oasis and SOE Connect. SOE Connect is the bridge between Oasis and all web-based features now offered with Oasis.

Practice Registration

Each Oasis installation requires two registration steps:
1. Securakey
A special unlock number must be obtained from Oasis Melbourne. This unlock number allows access to the Database Utilities program for creating/clearing database files and creating backup programs prior to running Oasis in a live installation. Should the practice shift the database to another hard disk then another unlock number must be obtained from Oasis in order for these utility programs to work correctly.
2. Practice Details
The practice name, modules purchased and number of workstation licenses purchased are recorded in the System Manager Practice Registration table in consultation with Oasis Head Office Melbourne. Should the practice name, modules or workstation quantity change then a new registration code must be obtained from Oasis in order to use the new facilities.
This same table also contains a registration expiry date which is set one year forward on a new installation. This date is monitored as the operator runs Oasis Daily Work and a warning message appears when the system date approaches seven days or less of the expiry date. Should the date expire Oasis Daily Work automatically runs the Registration screen process from where a new registration number must be obtained from Oasis Melbourne for the following year.

Oasis Network Objects

In the Oasis system there are five information tables that are denoted as "network objects" and are used to construct a network model.

• Branches
• Workstations
• Users
• Doctors
• Bank Accounts

Branches

The foundational network object is a 'Branch". A branch is defined as a unique geographic practice location or a separate department or entity within an organisation. Oasis recognises up to 10000 branches in the network. Each branch is identified by a number from 0000 to 9999.
In a single branch practice, Branch 0000 is declared and the Practice Registration table switch "Multi Branch Practice Y/N" is set to "N"o.
Eg Branch Number Branch Name
0000 Main Street Medical/Dental Group
In a multi branch practice, Branches from 0001 to 9998 are defined and the above switch is enabled. Branch "0000" is also defined but is reserved for consolidation of branch information when printing reports. Branch "9999" is also reserved to enable reporting for transactions where the branch has been undefined (usually due to import of foreign data or earlier Oasis version data)
Eg Branch Number Branch Name
0000 Medical/Dental Group (All Branches)
0001 Ringwood
0002 Croydon
9999 Undefined Branch Reporting

Workstations

The "Workstation" object identifies each physical workstation accessing Oasis. Each workstation is allocated a unique number from 0001 to 9999 and is used extensively in Oasis to identify settings unique to that workstation (ie printers, scanners, document locations etc). There are two methods for allocating a workstation number, either through the Oasis ini file "UserNumber=" setting or by building the "Workstations in the Network" table.
Notes
To ensure the integrity of each workstation number, the Oasis Daily Work login process checks to see if another user of the same number is already logged in OR has logged in previously with a different computer name or hard disk drive serial number. If this occurs the second operator is not permitted to remain logged in. Oasis will display an error message and show a list of all logged in users.
Where incorrect workstation numbers have been assigned and the operator cannot login correctly then the System Administrator should be contacted and the problem workstation corrected. The Database Utilitiy program "Workstation", "Identification/Management" can be run to clear the login connections prior to any further processing.

Users/Operators

Each person using Oasis is known as a "User" and his/her name is recorded in the Users in the Network table. Users can share the same name across branches where required. For example, a front desk operator at Ringwood can be called "FDESK" and the same name used at Croydon branch.
Eg UserName Description
FDESK Front Desk
KIM Dr Kim Apple
SURG1 Surgery 1

Doctors

The "Doctor" object identifies treating practitioners (doctors/dentists/hygienists/consultants etc). Each practitioner is identified by a number from 0001 to 9999. A special number of "0000" is used to consolidate practitioner information for analysis and reporting purposes.

Banks

The system supports up to 10000 deposit bank accounts (previously known in Oasis as "Bank Locations"). Each Bank object is identified by a unique number from 0001 to 9999. A special bank account of "0000" can be used to either post directly against (in the case of a single bank account for the practice) or to consolidate information for analysis and reporting purposes.

Branch Joins

The last three network objects must then be "joined" to one or more branches to enable processing of information to occur.

• Users must be joined to branches to enable that user to login to that branch.

• Doctors must be joined to branches to enable posting of that practitioner's information.

• Banks must be joined to branches to enable posting against that bank.

3

Oasis Installation

Introduction

This section documents the process for installing Oasis on any target workstation or server

Running Setup

Ensure you are logged on as a Windows Adminstrator. Obtain a copy of the SETUP12.exe file from Oasis Support and copy it to your local drive. Double click it to run the program.





Then check the following options
h8. Installation Type

• If Demonstration System is checked then Oasis will copy a single workstation sample Mimer SQL version of Oasis onto the target workstation using all default settings.

• If Live System is checked then Oasis will display a secondary screen enabling configuration of various workstation settings (see next section)

h8. Practice Type
This is only referenced when installing a demonstration system. Oasis will install a sample Mimer database for either a Dental practice or Medical/Allied Health practice as checked.

Live System

If the "Install Live System" option is checked then Oasis displays the following screen



User Number (1-9999)
Enter a unique number from 1-9999 to be assigned to this workstation. We suggest the main reception workstation or non dedicated server should be defined as User "01".
User Name
Each workstation must also have a unique name. This is used by Oasis messaging to identify the workstation whenever messages are sent to/from workstations. (eg For a front desk system enter in "FDESK" or "RECEPT" etc). If installing Oasis onto a surgery operative workstation then the name is usually that of the dentist or doctor.
Branch Number
Each workstation is linked to a processing branch. For single branch practices set this field to "0000". For multi branch practices, enter a number from 0001 to 9998.
Doctor Number
This is an optional field that identifies the logon Doctor Number. A valid number from 1-9999 means that Doctor Number will be used as the default number when entering financial and clinical information. If "0" (zero) is entered then Oasis assumes that the default Doctor Number will be that of the patient's usual doctor.
Data Path/Unc Path
If installing Oasis into a single workstation system, then enter "C" drive here. This means all Oasis data will be stored on the server's "C" drive. If another data location is preferred then enter in any other valid drive letter (eg "D", "F" etc). If installing on a client workstation then key in the server mapped drive or UNC addressed drive.

Server Name

If installing Oasis onto a client workstation, then enter the name of the Server. For Mimer installations, Oasis will create a remote ODBC pointing to this server name.

ScreenMode
This defines the mode of display for Oasis where "0"=centred on screen and "1" is full screen using 1280x1024 format.

Install Options

Install Oasis Word Processor
Check this box if the workstation will be using the internal Oasis Word Processing program. Leave unchecked if MS Word is being used.
Install Icon Editor
Check this box to install the Oasis Icon Editor. This enables the operator to change application icons if required.
Install Acrobat Reader
Check this box to install Adobe Acrobat Reader 10.
Install Hicaps Connect 1.0.3.32_R1
Check this box if this workstation is to be linked to the Hicaps system. As part of the installation process Oasis will install the Hicaps Connect Software.
Install Mimer 9.2 Database
Check this box if the Mimer 9.2 database system is to be installed (This is our default database preference). De-check if Mimer is already installed or Oasis is being installed into a MSSQL system.
Install Mimer 10.0 Database
Check this box if the Mimer 10.0 database system is to be installed. De-check if Mimer is already installed or Oasis is being installed into a MSSQL system.

Program Access

Check the box indicating menu access for the current windows user or all users.

Sql Client Server Configuration

Mimer 9/10 Server
If checked then a Local Mimer ODBC DSN is created for this workstation
Mimer 9/10 Client
If checked then a Remote Mimer ODBC DSN is created for this workstation
MSSQL Client
Both Mimer Server and Mimer Client DSNS are not created and the ODBC DSN pointing to the MSSQL database is created external to Oasis.

Installing Oasis with MSSQL

Oasis has been successfully tested and installed on a range of Microsoft SQL type systems including MSDE, SQL Server Personal Edition and SQL 7.x and higher editions. Configure as follows

Configure Workstation Ini
Modify each workstation ini file with the following
[MAINUSER]
Mssql=Yes
DSN=oasis

[MSINICFG]
ServerName=(local)
UserName=sa
UserPassword=password
This user name and password may be required to create the initial database name in the first place.

Register Securakey
Run Oasis Database Utilities (c:\oasis\utils.exe), Server, Securakey and register the system with Oasis Head Office.
Create Database Name
In the same program run Server, Microsoft SQL, Create DatabaseName. This creates a new OASIS database name in MS SQL. Alternatively your System Administrator can create the initial database via the relevant SQL utilities. Depending on version of SQL you may then need to modify the ini file and remove the references to UserName and UserPassword particularly in Windows authentication is being used by the ODBC DSN (see below).
Create ODBC DSN
Exit Oasis, Run WIndows, Control Panel, ODBC Datasource and create a new DSN called OASIS. Configure this DSN and Use Windows Authentication (if required). Ensure that you change the default database to OASIS. If you don't do this then the Oasis tables will be created in MASTER rather than OASIS database. Test the connection
Copy Export Files
Copy export files from the second cd \setups91\tables folder to the server data path (ie c:\oasis\data).
Create Database Tables
Run Oasis, Database Utilities, Server, Microsoft SQL, Create Oasis tables. This create blank application tables
Import Files
Run Oasis, Database Utilities, Export/Import/Verify Tables and import SYTBLENT, SYUSRDEF and SYPOSTCD.
Notes: As an alternative to using the last 3 options, the System Administrator can copy the appropriate MSSQL database files from cd \setups\sql2005 dbfs folder to the server data path and then use the MSSQL Adminstrator program to attach the database to the SQL Server.

Installing Oasis with RDP Access

Introduction
Oasis has been successfully tested using RDP (Remote Desktop Protocol - formerly Terminal Services) systems. This requires the set up of the following:

1. Configure Workstation Ini
Modify the existing Oasis ini file on the Terminal Server (c:\oasis\oasis.ini), clear out the username field and set the user number to "1".
[MainUser]
UserName=<left blank>
UserNumber=1
DSN=oasis
This forces Oasis to assign the Remote Session Computer Name as the UserName when logging in to Daily Work or alternatively create separate ini files with the same details but passing the default branch number to Oasis Daily Work.
Eg Ringwood Ini
[MainUser]
UserName=<left blank>
UserNumber=1
DSN=oasis
BranchNumber=2



2. Define Workstations in the Network
Use the Database Utilities, "Workstation", "Identification/Management" to define all physical Workstations. Each workstation number points to the Computer Name of each remote client.


3. Create Home Folders
In order to avoid overwriting of word processing merge files by other users, individual directories must be created for each user in the c:\oasis\wp folder eg.
C:\oasis\wp\user01
C:\oasis\wp\user02
C:\oasis\wp\user03


4. Create Windows Users
Select Start, Control Panel, Administrative Tools, Computer Management and then select Local Users and Groups, Users. Add new users for each remote connection. Use the PROFILE tab to define the relationship between a drive and the wp folder unique to that user (as defined above).

















5. Define Workstation Correspondence
Run Oasis Daily Work, System Manager, Preferences and configure My "Workstation Documents" to point the Local Export Merge File Folder to the drive as above. This can be done for each individual workstation or for workstation "0000" if all workstations will share the same settings.

Points to drive






















6. Set up Word Macros
Install the Oasis Document Assistant using the desired drive letter under the WP Drive Letter option.

7. Configure Printing
If you wish to print to a local (remote) printer, then you will need to have the printer driver for the remote printer installed on the Terminal Server. When installing the printer driver on the Terminal Server, it must be the same driver as is installed on the remote PC. You cannot use an OEM driver on the remote PC and a downloaded driver on the host. The drivers must be identical. When you log on, the Terminal Server will "map" to the default printer on the remote workstation if it can find a driver for it. It should make this printer the default in the terminal services session.
From within Oasis System Manager for each workstation (or workstation 0000 if all settings the same), configure the Workstation Printers Option "Always use the default Windows Printer" to "Y"es.

8. Define Start Program
On each client workstation, create a link to the Server using the Remote Desktop Connection program.
On the Programs tab, you can have the remote session automatically load (execute) a program (such as Oasis).


In the example above, as soon as a connection is made, the Oasis program will execute using the "ringwood.ini" file.

Using Binary Large Objects (Blobs)

Introduction
The Binary Large Object (BLOB) system is a method of storing documents directly within the database in contrast to external files. These documents include word processing files, treatment images, clinical forms, photographs and the like. The BLOB system is not enabled by default in any new Oasis system. You must  turn on the feature if you want to use it. Bear in mind the potential size of your database files if BLOBs are used. 

The Practice Registration table switches are used to control the use of BLOBs.

Enable internal blob documents y/n - When set to "Y"es then the internal blob (binary large object) document system is enabled and Oasis stores each document in its relevant database table.
Store non blob patient documents In non-Dexis file format y/n - This is used in conjunction with the above switch. When the blob system is disabled (which it is by default), and this switch is disabled (again by default), then Oasis stores patient related documents (word processing, photos, form notes, treatment images etc) in separate folders based on the patient's unique Oasis number.
Eg. Oasis patient number is "00123", documents will be stored in server \oasis\files\0\0\1\2\3\ folder.
In this format document retrieval is faster.
If this switch is set to "Y" then all documents are stored in the root of the oasis\files folder.
If the practice has installed BLOB records and at a later date wishes to move to a NON BLOB system then the separate database utilities program can be run.

1. Other, Convert from BLOBS creates non blob documents.

1. Other, Convert non BLOB Dexis converts existing non blob documents stored in non Dexis format to Dexis format.

4

Database Utilities

Introduction

This chapter describes the usage of the separate Database Utilities program included in each version of Oasis. This program provides a series of maintenance programs for creating, deleting and validating database tables.

Server Utilities

Clicking on the menu option "Server" provides access to programs which control major server database utilities. These include the following

• Securakey
• Mimer SQL (or Microsoft SQL if MSSQL is in use)
• Export/Import/Verify Tables
• Create EX files from CSV
• Clear Database Information

Securakey Registration

Before using any other Server utility for the first time, the practice must register their system with Oasis Head Office. This is known as Securakey Registration.

















Call up Oasis Melbourne Support Centre and quote your Securakey System Code as shown on screen. Oasis will quote you back the Unlock Code. Enter in this code and click on menu option "Save".
This now registers your system with Securakey. This process does not need to be repeated unless the database is moved to a new server or hard disk.

Mimer SQL

This menu provides access to database utilities when the practice is using the Mimer SQL database engine.
Create Mimer Access Keys
This program is only used in situations where specialised password keys are used to gain access to the Oasis Mimer database. Oasis Head office will supply you with the two key numbers. Key in these key numbers or alternatively load them from the file supplied and then save them. This writes the key entries into the server's oasis.ini file.
Create New Database Tables
This program is used only where no existing database exists. Your Oasis installer will create fresh Mimer system databanks and then use this utility to create Oasis application databanks. Following this, initial tables are imported into the new system.
Create Mimer File Verification
This program is used to create a Mimer file verification (and backup) batch file. (c:\oasis\VerifyFiles.bat). The settings for this screen are configured through the Daily Work System Manager Backup preference table. (See next chapters)



The following options are available
Use Vista backup commands - Check this box if using Oasis on a Vista operating system. This instructs Oasis to start and stop the Mimer database using Net Start/Stop rather than Mimcontrol commands.
Clear Sort Files - Oasis uses "sort files" to manipulate data (primarily when reports are being run) and sometimes these files become large and don't get closed correctly when a session closes. Ticking this box will delete any residual sort files with each file verification.
Rebuild Balances - Leave this box unchecked unless otherwise instructed by Oasis. When checked, Oasis will rebuild all account balances based on a re-read of the PBARCMAS file.
Log Appointment Changes - Check this box and Oasis will create a log file of all appointment book activity.
Stop CX Server when Backup Runs - Tick this box to have CX Server de-activate during the backup process. It will re-activate when the vaerification / backup process finishes.
Backup Options - By default, Oasis will perform an offline and online backup of the Oasis database tables. However, if you require 100% database up-time then you could opt for the ONLine option. When this option is selected, the database will always remain on-line and a physical check of the databanks will not be performed (the database must go off-line for a physical databank check). Online backup only is recommended for On Line Booking sites.

Once created, a Windows scheduled task should be created for c:\oasis\VerifyFiles.bat or alternatively a desk top icon created for practices wanting to run a verify/backup on demand.



Move Mimer Database
When a Mimer database is created, details of where the system databanks along with user databanks are kept in the master system file (sysdb92.dbf). If you then copy all these files and move them onto another machine and into a different directory then Mimer will error out when you start the Mimer Server. Using the "Move Mimer Database" utility enables you to change the Mimer database dictionary settings to recognise the new location.

Note: This process is better run by opening a command prompt and typing the following:

cd\Oasis<Enter>
utils [mimalter]<Enter>

Scenario
A Mimer database has been created in the c:\oasis\data directory on a server. Data has been entered or converted from an earlier Oasis system. The practice now wishes to move the data from the c: drive to a d: drive.

Steps to Implement
1. Stop the Mimer Server
2. Make a backup copy of the data to a keep directory in case of problems. (IMPORTANT - ESSENTIAL)
3. Create all necessary data directories on the "D" drive including
d:\oasis\data
d:\oasis\backup
d:\oasis\log
etc
4. Copy all files from c:\oasis\data to d:\oasis\data.
5. Erase all files in the c:\oasis\data directory (or rename the folder structure)
6. Edit c:\oasis.ini file and point
path = d:\oasis\data.
7. Use the Mimer Adminstrator to delete the existing OASIS ODBC DSN. Then exit the Mimer Administrator.
8. Rerun Mimer Administrator and create a new OASIS DSN pointing to d:\oasis\data.
9. Run a command prompt and change directory to the c:\oasis directory. Type the command "utils [mimalter]" and press the Enter key. A process should run where the three system files – LOGDB, SQLDB and TRANSDB are deleted and re-created, and the Oasis database tables are re-assigned to the new location.
10. Run Oasis Daily Work, Preferences, System Manager, and modify the Backup preference table folder details.
11. Run Oasis Utils, Server, Mimer SQL, Create Mimer File Verification to regenerate the verification batch file VERIFYFILES.BAT to recognise the new "D" drive locations for data, backup and log.



Verify Mimer Database (Printing Disabled)
This utility is usually run via the main Mimer file verify/backup program (VerifyFiles.bat) whenever a backup is made. However if required, it can be run on demand. Its purpose as its name suggests is to verify the logical integrity of each Oasis databank.


























Running this process will create a file "RESULTS.TXT" file in the designated oasis\backup folder. It does not print this file so the user must navigate to the folder to check the contents of the file (using Notepad or similar).

If the verification process detects a problem databank, details will be shown on the report and a warning note will be printed indicating that the practice should contact Oasis Support immediately for assistance.
Please note that the problem MUST BE RECTIFIED before any further processing occurs.
Reset Database Level
With every release of Oasis, there may be a database schema change. These changes are monitored through a database "level". Occasionally, the Oasis application may open expecting a specific database level and it detects the wrong level. This option allows a support representative to change the level if required.

Verify Schema
A database schema sets out the structure of the Oasis database and all of its database tables. Whenever a change to the schema is required (e.g. a request is made to extend the length of a database field), a new schema is released with the version of the application software. This schema is included in a file that is loaded whenever the "oasisserverupgrade" program is run. The upgrade process will interrogate the schema file and adjust the schema automatically. The Verify Schema option allows you to do this manually if required.
Trigger maintenance
Under development. You must be registered for My Practice Cloud for this option to be enabled. MPC is still under development.
Enable Users
Not used currently.
Create Read-Only User
This option allows users to create a "read-only" user for their Mimer database. Having a read-only user will allow the user to use programs such as MS Query or DB Visualiser to interrogate their database and extract data from database tables.

Database Recovery

This section is for use only by Oasis Support or technicians with expertise in repairing Mimer database problems. It uses the example of a corrupted PBARCMAS.DBF file.

NOTE
Always stop Mimer and make a backup of all dbf files in the server \oasis\data folder to a keep directory before performing any database repairs or restores.


Scenario One: Errors in Obackup Report
Obackup Verification has run overnight or on demand and is now reporting a corrupted pbarcmas file. Daily Work reports an error on this file when run. Do the following:

 
1. Stop Mimer and perform a DBC database check on the file to check if file is actually defective. (Start, Programs, Mimer SQL Engine 9.2, Utilities, Databank Check)
2. Make a complete copy of the all current dbf files in the \oasis\data folder to a keep directory
3. Copy pbarcmas.dbf from the backup or log folders overwriting \oasis\data\pbarcmas.dbf
4. Restart Mimer and run Mimer Batch SQL, enter in the sysadm username and password and type in:

 
alter databank pbarcmas restore using log;    <Enter>

5. If Mimer returns a "backup out of sequence error", then stop Mimer and copy pbarcmas.dbf from an alternate folder (backup or log) and try again
6. If you cannot restore the log, then copy the last good pbarcmas.dbf file over. Erase logdb.dbf, transdb.dbf and sqldbf from the \data folder and then use the Mimer Batch SQL Utility program to recreate them. All data in pbarcmas since the last good backup of this databank will be lost.


Scenario Two: No Errors in VerifyFiles but Daily Work can't open File
VerifyFiles.bat has run overnight or on demand and no errors appeared on the report. Obackup completed okay. However when you run Daily Work, it can't open the pbarcmas file. This is usually caused by a single corrupted record in the file which has been detected after the report has printed when the Obackup process UPDATE STATISTICS has been run. Do the following

1. Stop Mimer and make a complete copy of the current dbf files in the \oasis\data folder to a keep directory
2. Run Mimer Databank check and open Pbarcmas table. If errors found then assume Scenario One above and restore from an older file
3. If databank checks out okay then Restart Mimer
4. Run Database Utilities, Server, Export/Import/Verify Tables. Select the Pbarcmas table and choose menu Verify Option. If the verification process reports a nonintact file, then assume scenario one above and restore from an older file.

 
Scenario Three: No Errors in VerifyFiles but Daily Work can't open File (2)
VerifyFiles has run overnight or on demand and no errors appeared on the report. Obackup completed okay. However when you run Daily Work, it can't open the pbarcmas file. You stop Mimer and copy back the last good pbarcmas.dbf file. You either 'alter databank pbarcmas restore using log'; or erase the three temporary Mimer files and recreate. After doing so, you still can't open pbarcmas in daily work.
This problem is usually caused by a combination sequence pointer problem in the main database dictionary file (sysdb91.dbf) and pbarcmas file itself. The problem only manifests itself after UPDATE STATISTICS has occured and the pointers in both these files cannot be updated (MImer writes a bad file marker against the pbarcmas table however the dbf file can be checked by a DBC and appears intact)

1. Stop Mimer and copy ALL dbf files from the last good backup.
2. Restart Mimer and ensure you can run Daily Work.
3. Run Database Utilities, Server, Export/Import/Verify Tables. Select the Pbarcmas table and choose menu Export. On completion, Zap the Table and Import the data back in again.


Scenario Four: Errors during the day
Practice has been running happily all morning but is now reporting a corrupted pbarcmas file. Daily Work reports an error on this file when run. Do the following:

1. Stop Mimer and make a complete copy of the current dbf files in the \oasis\data folder to a keep directory
2. Copy pbarcmas.dbf from the backup folder overwriting \oasis\data\pbarcmas.dbf
3. Restart Mimer and run Batch SQL, enter in the sysadm username and password and type in:

 
alter databank pbarcmas restore using log;   <Enter>

4. If you cannot restore the log, then copy the last good pbarcmas.dbf file over. Erase logdb.dbf, transdb.dbf and sqldbf from the \data folder and then use the Mimer Batch SQL Utility program to recreate them. All data in pbarcmas since the last good backup of this databank will be lost.

Microsoft SQL

This menu provides access to database utilities when the practice is using the Microsoft SQL database engine.
Create New Database Name
This program is used only where no existing database exists or where there are no utilities provided in the SQL version to create a new database. The process adds a new database table name called "OASIS".

Create New Database Tables
This program creates blank database tables. The system administrator must have created an ODBC DSN (Data Source Name) pointing to the "OASIS" database name via the Windows Control Panel ODBC sources. To ensure that the ODBC DSN is set up correctly the connection should be tested in the Control Panel program.
On completion of this program the installer copies a set of export/import files to the data folder. The database utilities program "Import/Export/Verify" option is then run to import a standard set of default entries into these blank tables.

Export/Import/Verify Tables

This program lets you perform the following functions on each Oasis SQL database table (both Mimer and Microsoft SQL)

• Export a database table
• Zap (delete) a database table
• Import a database table
• Verify a database table

Export a Table
To export a table, click on the table name and choose the "Export" menu option. Confirm the process as required. This will copy the selected table to two file names in the target data folder using the naming convention of TABLENAME.EX1 and TABLENAME.EX2.
For example, if the table name is "PBPATMAS", data is exported to "Pbpatmas.ex1" and "Pbpatmas.ex2" (dictionary file)
In the case of exporting a database table which has blob (binary large object) fields such as the patient photos table ("pbphotos"), Oasis creates filenames starting with the table name and suffixed using a file extension of ".EX3"

Zap a Table
The zap process deletes and recreates any selected table and as such should be used with caution.

Import a Table
This is the reverse of export. On selection of table name, Oasis will look for .ex1, ex2 and ex3(blob) files for the table and import this into your database.

Verify a Table
This function lets you perform a logical check of all records in any selected table ensuring that the table is intact.

Clear Database Information

This menu option lets you clear selected information for various Oasis modules




Patient Records
Clears the following SQL tables
Pbpatmas Pbcomlog Pbsticky Pbletter
Pbscanbc Pbphoto sPbaudios
And then clears the pending correspondence files and tables
Billings
Clears the following SQL tables
Pbaccbal Pbaccnts Pbarcmas Pbpaythd
Pbtrnent Pbstlist Pbtrnbnk Pbtrngst
Pbtrnlab
And then clears all related Medicare files and tables
Recalls
Clears the following SQL tables
Prrclmas Pbpatrcl Prrcllog
Treatment
Clears the following SQL tables
Ptcharts Ptpattpn Ptpatnts Ptimages
Ptdiagms Ptfrmnts
Appointments
Clears the following SQL tables
Paapplns Patsklst Pastndby Paappcan
Pawtroom Pawtroos Paoptnts
Stock Control
Clears the following SQL tables
Inarcmas Inlevels Inorders
System (Use with Caution)
Clears the following SQL tables
Sytblent Syusrdef Sypostcd Sytblsub

Workstation Utilities

Clicking on the menu option "Workstation" provides access to programs which control major workstation database utilities.

Identification/Management

This program requires entry of the master system administrator password and is used for two main purposes


Workstations in the Network
Firstly it duplicates the Daily Work, Preferences function for building a list of workstation objects using Oasis in the network. (See Chapter Six: Administration and Security). This table enables definition of a workstation number, computer description, matching computer name and optional default and linked branches. This is used to assign workstation numbers based on computer name and is normally used when the system registration switch "Validate Users logging in to Oasis" is enabled.
Workstation information is added or amended by clicking into any row on the list supplied and choosing options from the pull down menu. A main menu function "Delete Workstation" enables deletion of all workstation information and as such should be used with caution.


Current Login Information
Secondly it enables clearing of login information when there has been a clash of user numbers when operators log in to Oasis Daily Work (eg User #1 logs in, another user with same number logs in) or where a workstation logs in with a different computer name or hard disk serial number.
Facilities are provided to clear the individual login or to use the main menu function to clear all logins

Save MS Word Macro

This program has been deprecated and replaced with the Oasis Document Assistant.

Clear CX Server Sessions

This option will clear any CX Server sessions (if CX Server indicates there may be other sessions running).

View Workstation Records

This option will display a list of all registered workstations. Selecting one will populate the lower section of the window with further information relating to the selected workstation. Clicking in the left-most column (Delete) will allow you to selectively delete workstation records (if required).

5

System Manager

Introduction

This section explains how to access and amend configuration preference tables that relate to the Oasis System Manager. Information will be provided on how to enter information into single record and multiple record tables.

Activating Daily Work

Daily Work is activated by clicking on Desktop icon. Oasis Daily Work displays a control panel at the extreme left of screen. This control panel has five main icons representing each of the three main Oasis modules (My Money, My Time, My Work) along with Component Tools and System Manager.

The System Manager module is identified by a computer screen icon.

Clicking on System Manager icon displays the System Manager sub menu buttons.
The following unique buttons are displayed:

• Help
• Activity Logs
• Editors
• Hicaps
• Labels
• Wizards
• Session

Close Down

Oasis Daily Work is closed down by clicking on the "X" at the top of the main screen or by clicking on the "Close Down" button.

Using Preference Tables

Practice and individual workstation related settings are configured through the Preferences Screen (Click on main menu "Preferences" to access).


The Preferences Screen is divided up into six tab folders

1. System Manager
2. My Money
3. My Time
4. My Work
5. Component Tools
6. Alphabetical (Listing of all tables)

System Manager Tab Folder

The System Manager tab folder shows four separate panels and is used to configure information relating to the overall Oasis system. This includes items such as practice security and configuration, printer control and miscellaneous utilities that other Oasis modules use.

Alphabetical Listing

The last tab folder as its name suggests provides a convenient listing of all visible preference tables in alphabetical order. This makes it easier to identify and complete a table where its relationship to Oasis modules is not clear.

Preference Table Selection

A table is selected for amendment by clicking on the description of the table either in any of the main tab folders or by click of the entry in the alphabetical list window.
If a password is required for this table, Oasis will prompt for its entry and will then enable access to the table itself.
In the Oasis system there are two types of preference tables.

1. Single Record – where only a single record is required for each table. This is the case for most standard options tables such as Backup Details, Invoice Options, Audit Numbers etc.

1. Single Record Data Entry – where there can be multiple records in each table. This includes tables such as Branches, Doctors, Users etc where there is a likely hood of more than one record in each table.

Single Record Data Entry

A single record table shows a single screen of up to three tab folders. Data entry is achieved by simply filling in the form .



Clicking on "Ok" saves the record. Clicking on "Cancel cancels the record.

Multi Record Data Entry

A multi record table consists of two screens
The first screen is an alphabetic listing of all records in the table.

(sample item number listing screen)

To add a new entry into this table click on the "New" button. To edit an existing entry click on the record in the list with left mouse and choose "Edit" option or alternatively right mouse click on the record in the list. To delete an entry, left mouse on the record and choose "Delete" option.
Adding or editing a record shows a second data entry form divided into up to three tab folders.



Clicking on "Ok" saves the record. Clicking on "Cancel" cancels the record

Sub Record Validation

A number of tables (both single and multi-record) may include a sub record selection. For example, when entering Program Passwords you must first select a Security Group. When entering Printer Profile Codes you must first select a Profile Name.

Table Lookups

Within both types of tables, table lookup buttons are displayed where that record field has a corresponding table lookup list.


This makes it easier to select lookup options, external programs or computer folders that relate to that record field.

Table Help

Helpful text comments are also displayed at the bottom of each screen relating to each individual record field.

Colour Definition

A number of tables require definition of an RGB Colour combination. This requires entry of numbers into three fields "R"ed, "G"reen and "B"lue. Each field entry is a number from 000 to 255. A slide bar system is displayed on screen enabling the operator to visually display the colour combination as the slide bar for each of the three colour bases is displayed. Clicking on the APPLY button writes the colour numbers back into the appropriate table fields.

Default Workstation Settings

To make it easier to set up workstation settings in large practices, Oasis checks for a global workstation setting for each preference table. This global workstation number is predefined as "0000". If Oasis detects no specific workstation settings for a valid workstation number 0001 to 9999 it will then attempt to find the settings against workstation number "0000". In this way where common settings are used for preference tables across all workstations the setting against "0000" needs only to be defined and Oasis will take care of the rest.

(Sample Word Processing settings for Workstation No. 0000. No other entries exist in this table and therefore Oasis uses these settings for all workstations).

6

Administration and Security

Introduction

Main System Manager Administration and Security functions are contained in a single panel of four sub sections.
This panel is hidden from view if the user does not have Administrative Rights. Administrators may not change any of the six critical system tables appearing at the top of the panel without correctly entering the master system password. (see following)


1. Security
Tables for setting up security in the system including practice details, password control and user access to information.

2.Network
Tables for configuration of branches, users, doctors and bank accounts across the network.

3. Branch Joins
Table associations between branches, users, doctors and bank accounts.

4. Other
Miscellaneous set up tables

Security

The Security Sub Panel provides access to programs controlling overall practice security.
Administrators must enter the correct system Master Password (see below) to gain access to each of the six tables in this panel.

Master Password

Each Oasis system has a unique master password. This password is predefined as "MASTER" for all new practices but should be changed as soon as possible. This password is required for access to high level security tables.
The master password is changed by clicking on the Master Password option. The system will go through the steps of validating the old existing password and reentering and confirming the new one. The practice is advised to record the current password in a secure place.

Practice Registration

This table records registration details of the practice and is usually changed on a new installation or on annual reregistration.

The practice details including module codes, number of users and expiry date are controlled by the Henry Schein One Melbourne Office and can only be successfully changed in consultation with them.
Validate Users Logging in to Oasis Y/N - When set "N"o then no validation of users occurs as each user logs in to Oasis. When set "Y"es then each user must enter a valid user name, branch and password to gain access to the Oasis system. Enabling this switch also forces Oasis to check the "Workstations in the Network" table on successful login as a method of allocating user numbers to workstations. This is the recommended option for higher security and for multi branch practices.
Let authorised operators delete financial Records Y/N - When set to "Y"es then operators are permitted to delete financial transactions subject to password access and security group access. It is recommended that delete facilities should be disabled forcing operators to use reversal functions to correct problem transactions. Deleted transactions are retained in the system as Deleted Transactions.
Don't use Oasis Banking System Y/N - When set to "Y"es then Oasis automatically assumes all payment type entries are banked and any banking reconciliation will be done manually. The default setting is "N"o on the assumption that you will use Oasis to reconcile banking.
Multi Branch Practice Y/N - When set to "N"o then Oasis recognises this as a single branch practice. All processing occurs therefore against Branch 0000. When set to "Y"es then Oasis recognises this as a multi branch practice. All processing occurs against Branches 0001 through 9999. Branch 0000 is used only to consolidate branch information when reporting
Medical Practice Y/N - When set to "Y"es then Oasis recognises this as a non dental type practice and all dental related information is suppressed from viewing or processing.
Specialist Practice Y/N - When set to "Y"es then Oasis recognises the practice as a specialist type and each individual patient has his/her own financial account balance. When set to "N"o then Oasis enables patient's to be grouped into families.
Enable Branch 0000 Stock Processing in a multi branch system Y/N - This switch is only referenced when the above switch "Multi Branch Practice Y/N" is set to "Y"es. The switch is used by the Oasis Stock Control system to regulate processing of purchase orders and stock adjustments and transfers. Normally in a multi branch system Oasis only permits stock transactions to be entered against valid non zero branches (from 0001 to 9999). However the practice may want to have the facility to process stock against a head office location – ie all stock is delivered to head office and then disbursed to other branches. In this case this switch should be set "Y"es.
Enable internal "blob" documents y/n - When set to "Y"es then the internal blob (binary large object) document system is enabled and Oasis stores each document in the relevant Oasis database table.
Store non blob patient documents In non-Dexis file format y/n - This is used in conjunction with the above switch. When the blob system is disabled and this switch is disabled (the default setting) then Oasis stores patient related documents (word processing, photos, form notes, treatment images etc) in separate folders based on the patient's unique Oasis number.
Eg. Oasis patient number is "00123", documents will be stored in server \oasis\files\0\0\1\2\3\ folder.
In this format document retrieval is faster.
If this setting is enabled, all documents are stored in the root of the oasis\files folder.
Doctor Long Description - Allows you to define a different name for practitioners – such as Consultant, Dentist etc.
Dr Short Description - Dr, Cns etc.
Patient Long Description - Allows you to define a different name for patients – such as client, customer etc.
Patient Short Description - Cl, Cus etc.
GST Description - Allows you to use an alternate description such as VAT etc.
Enable Branch 0000 login in multi-branch practice - When set to "Y", allows a user to log in at branch 0000. Normally Oasis will restrict a user to logging in at a defined branch.
Show passwords in list- A legacy of Oasis Version 8 where password text was displayed in password fields. This switch is normally set off so that passwords are obscured.
ACCPAC Number - The HS1 client identifier (e.g. OAMMC01)
Base document names on patient number - In Oasis version 8, all document names were based on the patient number (e.g. 00123401). In later versions, a data and time stamp is used to name documents. If required, this switch can be set on to cause this version of Oasis to adopt the V8 method of document naming.
Enable Document Pending - When set to "Y" Oasis will create all new documents for patients as "pending" where they can be reviewed, edited before they are added to the patient's document library. When set off (by default), documents are saved directly to the patient's document library.
Enable Winsocket messaging - Oasis (by default) uses a database messaging system where the database is interrogated every 10 seconds to see if there are messages to be processed. Winsocket messaging is instant, but quite frequently blocked by firewall / Anti-Virus software programs.
Retain Login History on Exit - Normally user login sessions are deleted when they exit. However, you may want to retain a record of login sessions. Setting this switch to "Y" will keep a log. The log can be deleted using the Utility program if required.
Enable Clinical Note Editing - When set to "Y", Oasis allows notes to be edited / deleted after the day they were created. Normally, notes are locked at midnight on the day of creation.
Enable Patient Deletions - Normally set to "N" (or blank) Oasis will not let you delete patient records that have appointments, clinical notes, account balances etc. When set to "Y", Oasis will allow you to delete patients regardless of the normal criteria – however, you will still not be able to delete a patient that has a financial balance.
Enable Patient Exit Workflow - When set to "Y", Oasis uses a Patient Exit Workflow that prompts staff to ensure the patient has no unfinished invoices, outstanding balances etc. It also encourages them to ensure the patient has a recall record, or future appointment etc. They can defer a workflow, but it will go to the Task Manager as an incomplete task.
Maximum Credits per SMS - Normally a single SMS message is 160 characters long. You can exceed that, but it will use more credits if you do. This entry allows you to nominate the maximum number of credits you will allow per SMS message. The default is 1.
Maximum number of SMS messages Sent per cycle - This allows you to limit the number of SMS messages to be processed each CXServer cycle. The default is 50.
Treat Remote sessions as terminal sessions - When set to "Y" Oasis will use the local PC's name to identify the computer. If set to "N" (or blank) it will use the host computer's name.
CXServer Machine ID - As CX Server can only run on one PC in a practice, the name of the PC nominated for this task is stored in this field. If you try and start CXServer on a different PC, it will prompt you that it is not the nominated PC and exit CXServer.

Reregistration

When the operator logs in to Daily Work, Oasis checks the registration expiry date. If the number of days left to expiry is seven or less a warning message appears on screen.


The operator is encouraged to run System Manager and to reregister for another twelve months.
Should the date expire, the System Manager Registration screen will automatically load and the operator should contact Oasis Support immediately as the system will not permit further processing.

Reregistration where all details apart from a new date have not changed requires quoting a Securakey number at the bottom of screen. Oasis Support will provide a new matching second number which is then keyed into the field provided:
Oasis will provide a second number which is keyed in here.
Practice quotes this number field

Clicking on the Reregister button with a valid matching key instructs Oasis to create a new expiry date one year on from the current system date and to save the changes. The System will now enable processing for the ensuing year without interruption.

Security Groups

Each user in each branch is assigned to a Security Group Number from 00 to 99.




Each Group contains the following set up options

Administrator Rights Y/N - When set to "Y"es then the user can view and edit Administrator related tables subject to entry of the correct master password.

Can enter blank passwords Y/N - When set to "Y"es then a user can change his/her own individual password to a blank one effectively removing the password for that user. When set to "N"o (default) then a password must be changed to another valid non blank password.

Can change other workstation settings Y/N - By default a user can see other workstation settings but is restricted to changing or deleting only their own workstation settings. Setting this switch to "Y"es overrides this limitation

Can view all preference tables Y/N - By default users without Administrator rights can only see workstation related tables and all other tables are hidden from view. Setting this switch to "Y"es overrides this limitation

Can change branch for all functions Y/N - When set to "Y"es then an operator under login password control can switch to another branch at any time in any application. When set "N"o then no branch switching is permitted.

Can change branch in the scheduler Y/N - This switch can be used in situations where branch switching has been disabled for all functions but enabled only for the appointment scheduler.

Can switch user within a session Y/N - This switch should only be enabled where different users are sharing the same workstations. When activated the user can click on the Login icon and change the user name at that branch subject to password control. When disabled users must first logout of Oasis and login again.

Can switch session doctor Y/N - This switch should only be enabled where different practitioners are sharing the same workstation. When activated the user can switch to a different default doctor number retaining the same branch and user name details.

Can delete financial transactions Y/N - Normally this switch is set to "N"o and operators must enter reversals to correct billing mistakes. When set to "Y"es then the operator may delete transactions subject to password access and also subject to the Practice Registration switch "Allow users to delete transactions Y/N" setting.

Can view all tasks Y/N - When enabled operators can view and edit tasks relating to other operators in the system. When disabled only tasks relating to the current logged in operator are displayed.

Can print other doctor's reports Y/N - When enabled operators can print reports for a selected range of doctors. When disabled only reports based on the current login doctor can be printed.

Can view/print other doctor's banking Y/N - When enabled operators can view/print banking reports for any doctor. When disabled only banking entries based on the current login doctor can be seen or printed.

Can edit Patient card tables - Applies to users without Admin rights. When enabled allows them to edit Patient screen definition tables.

Can change branch in stock control programs Y/N - Normally Oasis stock control programs only allow processing of purchase orders and stock adjustments using the operator's logged in branch number. When this switch is enabled then operators can switch branch within stock control programs and create orders and transactions for any branch.

Can transfer stock to other branches Y/N - Normally Oasis stock controls do not allow transfer of stock from one branch to another. This switch overrides this and when enabled an operator can transfer stock from their current logged in branch and move it to any other branch in the network.

Can view Clinical Information - When set to "Y", non-administrative staff can view clinical information.

Can access Thrive Reports - Under Development

Can create/edit records in other Doctor's scheduler - When set to "Y" allows non-administrative users to create and edit appointments in another doctor's scheduler column.

Can access internet Y/N - When set "Y"es then the operator can access all internet functions in Oasis such as Remote Access, the Oasis home page and the Henry Schein home page.

Can delete recalls from the list - When set to "Y" allows non-administrative users to delete recall records from the recall list screen.

Can create/edit records in another branches Scheduler - When set "Y"es in a multi branch practice then gives the ability to select a different branch in the Oasis Appointment Scheduler and create/edit appointments at that branch. Is governed by the branches assigned to the user in the Users in Branches table (Field #15).

Can create/edit appointments in the current Branches Scheduler - When set to "Y" allows the non-administrative user to create/edit appointment in their own current branch.

Can edit clinical notes - When set to "Y" will allow a non-administrative user to edit clinical notes (on the day they were created only).

Can change doctor number in clinical notes - When set to "Y" will allow a non-administrative user to change the doctor number in the clinical notes screen.

Can create Private Reports - When set to "Y" will allow non-administrative users to create and run private report catalogues.

Can create public reports y/n - When enabled operators can save predefined reports to a public list for the currently logged in branch number. When disabled operators can create personal predefined reports only.

Can run public reports - When set to "Y", allows non-administrative users to run public reports on demand.

Examine Pro Credentials Code - Normally left blank however can be used to pass through a security credentials code to the third party Examine Pro or Mediadent program. This is usually configured by the Oasis installer to enable or disable security functions in Examine Pro/Mediadent

Security Group 00 Notes
Security Group 00 is identified in Oasis as a special group with the following key features
a) By default if Login Validation is not defined then the user is assigned to this group
b) Users linked to this group are assigned Administrator rights regardless of settings in this table

User Passwords

Each user in the network may have an individual login password for each branch join. The System Administrator may elect to create an initial password for each user/branch through use of this table. If an initial password is not created, any user may gain access to the system with a correct user name and branch until he/she changes their password.

Program Passwords

Most preference tables, reports, programs and important functions in Oasis can be password protected through the high security "Program Passwords" function.
A password is created by selecting the appropriate security group and entering in details against the relevant program number 001-999.


Program Number - This is a number from 001 to 999 identifying the program or function within Oasis to be protected. A table search button can be clicked to obtain and select from a screen listing.
Description - Wording identifying the purpose of the password. This field is automatically filled in if the table search button is used.
Password - Identifies the password to be associated with the program.

Also note the following additional functions…

Password Program Numbers for preference tables are displayed in the Preferences, Alphabetical List tab folder.

Password Program Numbers for reports are displayed in the Reports, Alphabetical List tab folder.

Audit Table

This table should only be accessed in conjunction with your Oasis installer. It details the NEXT numbers to be used in a range of Oasis application windows. When first setting up the system all numbers should be reset to "1".

Network

The Network Sub Panel provides access to programs which configure objects within the Oasis system network.

Branches

A geographic practice location is defined as a "Branch". Oasis recognises up to 10000 branches in the network. Each branch is identified by a number from 0000 to 9999.
In a single branch practice, Branch 0000 is declared and the Practice Registration table switch "Multi Branch Practice Y/N" is set to "N"o.
Eg Branch Number Branch Name
0000 Main Street Medical/Dental Group
In a multi branch practice, Branches from 0001 to 9998 are defined and the same switch is enabled. Branch 0000 is also defined but is reserved for consolidation of branch information when printing reports. Branch 9999 is also reserved to enable reporting for transactions where the branch has been undefined (usually due to import of foreign data or earlier Oasis version data)
Eg Branch Number Branch Name
0000 Medical/Dental Group (All Branches)
0001 Ringwood
0002 Croydon
9999 Undefined Branch Reporting

Use for stock processing only Y/n - When this switch is enabled then Oasis treats this branch as a "dummy" branch. This prevents operators from accessing this branch in all applications other than stock control programs. (Refer Component Tools – Stock Control).

Workstations

Each physical workstation using Oasis is identified by a unique number from 0001 to 9999. Each workstation must have its own separate number. The workstation number is used extensively in Oasis to identify settings unique to that workstation (ie printers, scanners, document locations etc). There are two methods for workstation identification:

Method 1 (Individual Ini File - Default)
The workstation number is assigned when installing Oasis on each workstation and is stored in each workstation's 'c:\oasis\oasis.ini" configuration file. The workstation number can be reassigned through the Preferences Main Settings (Workstation) table or changed outside Oasis by editing its c:\oasis\oasis.ini file and changing the "UserNumber=" value to another valid workstation number. If this is the preferred method of user number assignment in the practice then the Workstations in the Network table can be left blank.

Method 2 (User Validation)
This second method is usually used in conjunction with the practice registration setting "Validate Users Logging in to Oasis Y/N" set to "Y"es. Its purpose is to make it easier to set up and install Oasis in Wide Area Network (WAN) based systems where a single "ini" file may be shared by many users.
It works this way:
Each physical workstation is added to the "Workstations in the Network" table and identified by a number from 0001 to 9999 (up to the maximum number of users registered with Oasis). Each entry in the table points to the workstation's MS Windows control panel computer name.
Eg
Workstation Number Description Computer Name
0001 Front Desk computer at Ringwood BranchMYDESK
0023Surgery 3 computer at Knox Branch KNOX3
This information can be manually entered into the table by the System Administrator and is available for display on the target workstation by running main menu Help, About and viewing the entries in the list provided.
A facility is also available in the separate Database Utilities program (c:\oasis\utils.exe) menu option "Workstation", "Identification/Management" which duplicates this function (Refer Chapter Four: Database Utilities)
The Validation Process works on the following basis:

1. The operator is presented with a dialogue screen for entry of Oasis login name and branch. The system checks that a valid "join" exists for that user and branch and requests entry of a password if defined for that join.

1. On successful validation of user/branch the program reads through all entries in the "Workstations in the Network" table and checks the logged in user's Computer Name against entries in the table.

1. If no matching entry is found Oasis uses the UserNumber from the ini file (as per a default Oasis installation).

1. If a matching entry is found Oasis assigns that User Number to that workstation and further validates the branch based on two optional settings – Assign Branch Number and Restrict Branch Number.

Assigning Branch Number Option
Situations will occur in a multi branch system where users may be joined to multiple branches but the System Administrator wishes to restrict a branch join to a specific workstation.
For example, Dr Kim Apple works at two practices – Ringwood and Croydon and has branch joins on "KIM" to achieve this. He wishes to avoid the problem of accidently logging in to Ringwood when he is physically working at Croydon and vice versa. This can be achieved through the "Workstations in the Network" table by setting a valid "Assign branch number" to that workstation.
Wks No. Description Computer Name AssignBranch No
0001 Dr Kim at Ringwood Branch SURG123  1
0002 Dr Kim at Croydon Branch SURGABCK 2
When Dr Apple is physically at Ringwood and accidently logs in to Croydon, Oasis will display a warning message advising that he should not login on that workstation to any branch other than Ringwood. He is however still permitted to login to the non preferred branch after acknowledging the warning message.


Restricting Branch Number Option
The above option can be taken further by defining the "Restrict Branch Number" field. This instructs the Oasis login process to restrict the workstation to a specific branch with no exceptions.
Using the above example the practice wishes to restrict Dr Kim Apple's workstation at Ringwood to only ever login against branch #1.
Wks No. Description Computer Name AssignRestrict Branch No Branch No
0001 Dr Kim at Ringwood Branch SURG123 01
0002 Dr Kim at Croydon Branch SURGABCK 02
When Dr Apple is physically at Ringwood and accidently logs in to Croydon, Oasis will display a warning message. Dr Apple is given the option of logging in again but only against Ringwood branch.

Users

Each person using Oasis is known as a "User" and his/her name is recorded in the Users in the Network table. Users can share the same name across branches where required. For example, a front desk operator at Ringwood can be called "FDESK" and the same name used at Croydon branch.
Eg User Name Description
FDESK Front Desk
KIM Dr Kim Apple
SURG1 Surgery 1

Doctors

The system supports up to 10000 practitioners (doctors, dentists, consultants etc). Doctor 0000 is reserved for consolidation of doctor information when printing reports.

Eg Doctor Number Doctor Name
0000 All Doctors
0001 Dr Kim Apple
0002 Dr Conroy Beauchamp

Bank Accounts

The system supports up to 10000 bank accounts (previously known in Oasis as "Bank Locations"). The Bank Account is defined in the Banks in the Network table and then "joined" to a valid branch from 0000 thru 9999 before any processing of data can occur.

Eg Bank Number Description
0000 All Bankings
0001 Main Street Westpac Account
0002 Locums Anz Account

Definition of Bank Account Precedence works in the following way each time payments are processed.

1. Where undefined, the bank account number is set to 0000

1. If a user is joined to a branch then the bank account number is obtained from the Branch Table itself.

1. If a user login is validated and that user has a bank account number >0 then the bank account number is obtained from the User Join for that Branch. This enables the same user name to be used across multiple branches but with separate default bank accounts to be used.

1. If a posting is made against a practitioner and that practitioner has a bank account number >0 in the Doctor Join for that Branch then that account number is used. This enables practitioners to have separate bank accounts depending at which branch they operate from.

Note: The facility to define doctor to bank type indexes available in earlier Oasis versions has been removed due to the complexity of posting in multi branch situations.




Branch Joins
The Branch Joins Sub Panel provides access to programs which create associations between Users, Doctors and Bank Accounts to Branches

Users in Branches

In a multi branch system or when User Login Validation is enabled (Refer Practice Registration) then a User to Branch linking entry must be created for each User in each Branch.



Security Group NumberIdentifies the security group to which this user in this branch will be linked. If set to "00" then the user is linked to the Administrator Group.
Email AddressDefines an optional email address to which emails will be transmitted from the messaging system.
Doctor Number - Identifies the default doctor number used when entering Transactions OR
0000=uses patient's default doctor number or
-1 = defaults to zero and forces entry of valid doctor number
Bank Account Number - Leave this as '0000' or enter in a valid bank account number to which this user's payments will be posted. When set non zero then this overrides the relationship between branch and bank account
Appointment View Number - Set this to '01' or to any other valid appointment view number. If left at blank or '00' then View Number '01' will be allocated by default.
Disable Logins - Can be used to temporarily disable a user's access to the system.
Alternate Waiting Room ID - Can be used so that a practitioner can be logged on in the surgery and also logged on in the back office at the same time. It will allow the doctor to receive waiting room notifications in both places.
Invoice/Ready Post Msgs - Point this user to predefined invoice post and ready message codes
Scheduler Branches - Allows you to link a user to specific branches (used in conjunction with the Security Group switch restricting users from operating in other branches schedulers).

Doctors in Branches

In order to post transactions against any doctor in the network (regardless of single or multi branch structure) then each doctor must be joined to the appropriate branch.
The table should also include Dr 0000 enabling reporting by all doctors for any selected branch

Eg Doctor NumberDoctor Name
0000 All Doctors
0001 Dr Kim Apple
0002 Dr Conroy Beauchamp

Note: In a single branch practice, Oasis will automatically update the Doctors in Branches table whenever an entry is added, deleted or edited in the main Doctors in the Network table.

Bank Accounts in Branches

In order to post payments against bank accounts in the network (regardless of single or multi branch structure) then each bank account must be joined to the appropriate branch.
The table should include Bank Account 0000 enabling reporting by all bank accounts for any selected branch.
Eg Bank Number Description
0000 All Bankings
0001 Main Street Westpac Account
0002 Locums Anz Account

Note: In a single branch practice, Oasis will automatically update the Bank Accounts in Branches table whenever an entry is added, deleted or edited in the main Banks in the Network table.

establishes a relationship between a security group and one or more branches. These branches are then made available in the Appointment Scheduler for processing for that group only.

Branch Replication

In order to facilitate the creation of branch joins in a multi branch practice, the Oasis System Manager offers two additional facilities.


Clicking on "Tools" option in the main Preferences screen and selecting "Replicate Branch Settings" displays a dialogue panel.






















The operator can choose a "from" and "to" branch number from where selected information can be copied from one branch to another.



From within any selected table, clicking on the "Load" button instructs Oasis to join all entries automatically for the selected branch. For example the operator has selected "Doctors in Branches" then Branch #3. From within this table clicking on the "Load" button will insert all Doctors in the Network into this join table avoiding the need to key each in manually.

Other Options

The Other Sub Panel provides access to programs which configure miscellaneous information within the Oasis system network.

Doctor Commission (Main)

Each doctor within each branch may have his/her own commission rates. This table configures this information
Base Commissions on Invoices or Payments - If this doctor is paid on raised invoices then enter "I" otherwise "P" to define commissions based on payments received.
Subtract lab fees Y/N - Enter "Y" if lab fees are to be taken into account in commission calculations.
Subtract Opening Balances and Adjustments Y/N - Enter "Y" if these types of transactions are to be taken out of commission calculations
Subtract Write Offs Y/N - Enter "Y" if this type of transactions are to be taken out of commission calculations
Subtract Discounts Y/N - Enter "Y" if this type of transactions are to be taken out of commission calculations
Subtract GST Y/N - Enter "Y" if this type of transactions are to be taken out of commission calculations

Deduct lab fees before calculating commission Y/NEnter "Y" if the commission calculating system deducts lab fees first:
Eg Invoices – lab Fees = commissionable amount
OR
Enter "N" if the lab fees are taken after commission has been calculated.
Eg Invoices –– Commission Amount
Calculate Commission then subtract lab fees
Fixed Commission Rate % - Identifies the amount of commission paid. Eg 40.00 = 40% commission

Use sliding commission scale Y/N - Normally this field is set "N"o and Oasis uses the above information for commission calculations. When set "Y"es then Oasis obtains its commission calculations from the sliding scale table (see next page).

Doctor Commission (Sliding)

If the previous table has the Sliding Commission switch enabled then this table must be completed.
Sequence Number - This is any number from 01 to 99 that identifies the sequence in which the table is read in. Gaps should be left between sequence numbers to enable changes later on if required.
Description - This is the wording appearing on reports identifying this line rate to the practitioner.
From Amount - This defines the minimum amount after which commission is calculated.
To Amount - This defines the maximum amount after which commission is calculated.
Rate - Identifies the percentage calculation to be performed based on from/to amount.

Sample Table
Sequence Description From To Rate
10 Commission $1 to $50001500030
20 Commission $5001 +50019999935

SQL Configuration

This table defines settings for usage with the chosen SQL database engine.

Use SQL based record locking Y/N - If set to "Yes" forces Oasis to use an internal database record for locking purposes bypassing the need to share the common external lock file (syslocks.txt) This enables the user to implement record locking in situations where the ODBC DSN can be referenced but not drive mapped or UNC addressed.

Disable record locking Y/N - When set to "Y" disables record locking within the SQL database. This can improve performance in certain situations.

Disable transaction commit and rollback Y/N - By default, should be set "N"o but can be enabled in practices running Mimer on Linux. This disables any commit/rollback functions which are believed to leave database tables open
Refresh database Connections Y/N - When set to "Y"es forces Oasis to refresh the ODBC connection on a regular basis and should be used in practices using Terminal Services (RDP).
Refresh Mins - When the above switch is enabled, this nominates the number of minutes between refreshes when there is no application activity.

Verify/Backup Details

This table defines information for how Mimer File Verification and Backup routines run on the server.

Mimer backup path - Identifies the full path name to the folder where online Mimer database files are copied. This defaults to the server's oasis\backup folder
Mimer log path - Identifies the full path name to the folder where offline Mimer database files are copied. This defaults to the server's oasis\log folder
Mimer remote path - Identifies the full path name to an optional remote workstation where offline Mimer database files are copied. This should be left blank if no remote copying is required.
Mimer zip drive - Identifies the drive letter and colon sign to which optional files are zipped and copied as part of the backup process.
Emails can be sent as part of the backup process to a defined email address with the following fields
Backup email sender display name -Text name of sender name. Eg "Main Street Practice"
Backup email sender address - Email address of sender
Backup email recipient display name -Text name of recipient.
Backup email recipient address - Email address of recipient (there is an option to declare other email recipients in fields 12, 13).
Send email if backup successful Y/N - Enter "Y" if successful email results are to be transmitted to the recipient
Send email if backup unsuccessful Y/N - Enter "Y" if unsuccessful email results are to be transmitted to the recipient.
Disable Report Printing - When set to "Y", Oasis does not print a physical report (of Resuults.txt) to a printer.
Clear Waiting Room - When set to "Y" the waiting room feature in Oasis will be cleared with each file verification. The waiting room should be treated as transient records and should be cleared on a regular basis.
Use Vista Backup Commands - When set to "Y", Oasis will use net stop and net start commands in place of the mimcontrol commands normally used with Oasis.
Clear Sort Files - When set to "Y" will clear any residual sort files in the oasis\data folder.
Rebuild Patient Balances - This option is not recommended and should only be set on in consultation with Oasis Support.
Log Appointment Changes - When set to "Y", Oasis will create a log file of appointment book changes (made in the database table PAAPPLNS) to a file in the oasis\logs folder.
Stop CX Server - When set to "Y", the verifyfiles process will suspend CXServer while the verify/backup process runs. It will re-activate CXServer on backup completion.
Zip files to Zip location - When set to "Y", Oasis will zip various files (Log, Backup, Templates, Files etc) to the designated zip file location.
Copy Zipped files to remote location - Will also copy the zip files to the designated remote location (if defined).


After configuring this table the Oasis Installer will run the Database Utilities program, Server, Mimer, Create Mimer Verification to create a VerifyFiles.bat program

Patient Card Field Definition

This table defines patient card field information including screen prompts, data validation and defaults. This table needs only to be completed where the standard patient card needs to be altered or where default family fields need to be assigned for new family members.

Field Number - This identifies a preset field prompt. This prompt can be identified by clicking on the table search button adjacent to the entry.
Description - Wording that identifies the purpose of this field.
Prompt - Wording appearing on the patient card.
Default Text - The text used as the default for any new patient entry. A number of variables are available for insertion in this field and are displayed in the help bar at bottom of screen.
Case Conversion U/L/I/N - Identifies how/if Oasis converts this field's text where
U=Upper Case
L=Lower Case
M=Mixed Case (as entered – default)
I=Initial Case (each 1^st letter on each word is capitalised)
N=Numeric
Required Field Y/N - When set to "Y"es instructs Oasis to check the contents of the field and to disallow any patient card save if the field has not been filled in.
Use Family Head Details Y/N - When set to "Y"es and the practice is a general practice then Oasis will use the family head's corresponding field as the default text for any new family member record. This takes precedence over any default text (above)
Note:
Unlike earlier versions of Oasis where a number of pre-set fields were used for a new family member, in the current Oasis this is all definable and the Oasis Installer will configure each default field to suit.

7

Printer and Forms Control

Introduction

The Printer and Forms Control Panel as its name suggests enables definition of printer and printed forms related tables.

Printers

Printers are controlled through a series of eleven setup tables. Oasis recognises up to 99 printers across the network with Printer #99 predefined as a screen printing device and Printer #98 as a dummy email pdf printer.

Printer Profile Names

This table is used to define margin information for printing text and graphics on both 80 and 132 column reports. A standard profile called "OASIS" is included in each new system and this table needs only to be added to or edited if special requirements exist for handling different makes and models of printers across the network.

Printer Profile Codes

When a Printer Profile Name has been created, the next step is to associate printer control sequences to this Name. This is already preset for the standard "OASIS" profile but can be modified to include additional control sequences using the Printer Control Codes as described in the appendices section of this manual.

Printer Indexes