As
discussed in the primer for your EMR database backups, multiple
methods exist for backing up your EMR server and database to an off
site location to comply with HIPAA requirements. However,
in most backup plans there are certain weak links that could wreck
the whole process.
In
the old days, you had to stop the database to take a backup of the
data file. That is typically not necessary these
days. There are two ways to backup databases in
general.
One
is using the database programs own backup utility to create a backup
file on a fixed schedule, say at 3:00 AM every day. Then this
backup file so created, is then copied or "backed up" to
portable media or an offsite location or both. So essentially,
you are creating a backup of the backup. This is a tried and
true method. As you are using the database program's own
backup utility, it does a very good job of backing up the actual
database file, even if it is open and in use (in most cases).
However, there is one not so obvious weakness in the process.
In many cases, the Electronic Medical Records database's backup
utility relies on an agent to launch the backup process.
Sometimes this agent may fail for whatever reason and may need a
server restart. Unless the notification of failure options
were set correctly, you would be carrying on none the wiser that no
backups were now occurring.
The
other method is to use a third party "Open File Agent" to
directly create a media or off site backup from the open EMR
database file. So you are creating a straight backup, not a
backup of a backup. This is relatively new, and more
importantly, you are relying on a third party vendor's tool, not
the database vendor's own tool. The reliability of these
methods have improved significantly, but still, failure is not
unheard of.
So what is the
answer? Realistically, you should make it a point
to verify that the backups are working on a periodic basis.
It could be as simple as looking at the Electronic Medical
Records backup file to see the date on the file as to when it was
created or updated. If the date of the last
update is earlier than yesterday's date, it is worth checking to
make sure your backup routines are running. Some
of the newer backup programs also offer email notifications of
success or failure or both. These are also good
options if you do have a program that has this.
Naveen
V.
www.emr-electronicmedicalrecords.com
DoctorsPartner
EMR and PM
