Read Utilities → Storage and Clinical datasets: how big the database is, and which reference data is loaded

Two read-only sections in the System group of Utilities. Storage measures the practice database and the backups. Clinical datasets shows which reference catalogues are loaded, how fresh they are, and the command that updates each one. Nothing on either screen can be changed from the browser.

Before you start

• You need to be a practice administrator. Open the sidebar's Admin group, choose Utilities, then Storage or Clinical datasets.
• Neither screen shows patient information, so a screenshot of either is safe to attach to a support ticket.
• Updating a dataset is done at the practice server, by whoever runs it. This article tells you how to read the screen and what to hand that person.

Storage

Every figure is measured when you open the section. The screen reads Measuring… for a moment first.

The three tiles

Inside the database

A coloured bar shows the eight largest tables in proportion to the whole database, with a legend beneath giving each table's name and size. The names are the database's own technical names. You do not need to know what each holds; what matters is whether one of them is growing much faster than the rest between one look and the next.

What Storage does not measure

The note at the bottom says two things plainly:

• These are measurements, not projections. How much room is left depends on how much the practice scans and stores, so the screen does not guess a number of years.
• Patient documents and scribe audio are not included. They live in the document store's own volume on the practice network, which this screen cannot measure. Ask whoever runs your server for that figure.

The screen also does not show the server's free disk space.

Check storage as a routine

1. Open Utilities → Storage once a month.
2. Note Database and Backups on disk in your own log.
3. Compare with last month. Steady growth is normal.
4. If Backups on disk is the large number, look at how long backups are kept in Utilities → Backup schedule (KB-139 — A tour of Utilities → Database backup, Restore and Backup schedule: every control and status).
5. If Database has jumped after a big import, Utilities → Data clean-up → Reclaim space may recover some (KB-137 — Tidy the database from Utilities → Data clean-up: reclaim space, rebuild search, and find dormant records and forgotten scans).

Clinical datasets

Curaeon's billing, prescribing and coding screens read from reference catalogues that are loaded onto your server and refreshed from time to time. This section shows "what is actually loaded — row counts are measured, not asserted".

The datasets listed

How to read a row

Two signs that a dataset needs attention:

• Rows loaded is very small. A new installation carries only sample MBS and PBS entries until the real schedules are imported.
• Newest entry or Last imported is older than the publisher's cycle. The screen's own wording gives the cycle: MBS is published quarterly and PBS monthly.

Update a dataset

The commands are run at the server console, not in the browser. In the screen's words: "Dataset updates run at the server console with the commands above — each import is idempotent and never changes patient records".

1. Open Utilities → Clinical datasets and find the row.
2. Give whoever runs your server the dataset's name and the text in Update with.
3. They obtain the current file from its publisher and run the command at the practice server, putting the real file or folder in place of the part in angle brackets.
4. Reload Utilities → Clinical datasets. Rows loaded and Last imported should have changed.

What to know about an import:

• It is safe to repeat. Running the same file twice changes nothing the second time.
• It never touches a patient's record. It refreshes the catalogue only.
• It is recorded: the file, its fingerprint, who ran it and what it changed. That lets the practice show which release was in force on a given day.

The screen prints a short form of each command. The coded conditions and LOINC commands also need to be told which file to load; whoever runs the server will know, and Support can supply the full form.

What is not on this screen

• A medicines dataset for interaction checking. There is none to load. Interaction screening needs a licensed service that is not yet connected at any practice, so this screen has no row and no command for it. See KB-045 — "Interactions not checked": what the prescribing screen is telling you, and why there is nothing to load yet.
• Other prescribing reference lists that Curaeon also loads, such as the brand-prescribing lists. They are loaded the same way, at the server, but are not listed here.
• A calendar version or release name. The screen shows only what the data can prove: counts and dates.

What the messages mean

If that didn't work

• A command fails at the server. Send Support the command, its output and a screenshot of Clinical datasets. There is no patient information in any of them.
• The numbers did not change after an update. Reload the page. If they are still the same, the import did not run against the practice database; whoever ran it should check which database it was pointed at.
• The main app will not load. The same two sections are in the standalone console the server itself serves (KB-068 — Use the standalone admin console when the main app won't load).

Still stuck? Raise a ticket at support.curaeon.com.au or call 1300 XXX XXX. If your clinic can't see patients right now, call and choose option 1. Support is staffed Monday to Friday, 8:00–18:00 Sydney time; outside those hours a call or text to the same number is answered on a best-effort basis.

Related articles

• KB-133 — Find your way around Utilities: every section, what it is for and who can open it — Find your way around Utilities: every section, what it is for and who can open it
• KB-045 — "Interactions not checked": what the prescribing screen is telling you, and why there is nothing to load yet — "Interactions not checked": what the prescribing screen is telling you, and why there is nothing to load yet
• KB-126 — Code a backlog of free-text diagnoses in Settings → Diagnosis coding — Code a backlog of free-text diagnoses in Settings → Diagnosis coding
• KB-137 — Tidy the database from Utilities → Data clean-up: reclaim space, rebuild search, and find dormant records and forgotten scans — Tidy the database from Utilities → Data clean-up: reclaim space, rebuild search, and find dormant records and forgotten scans
• KB-139 — A tour of Utilities → Database backup, Restore and Backup schedule: every control and status — A tour of Utilities → Database backup, Restore and Backup schedule: every control and status
• KB-068 — Use the standalone admin console when the main app won't load — Use the standalone admin console when the main app won't load