How to Use Dropbox to Sync files from 2 PCs in Patient Files Software:

First you need to download Dropbox software in at www.dropbox.com, as seen below. Please run

through the video in the said website to gain understanding of the advantages of Dropbox.

Once you have downloaded it and the same time created your username and password for Dropbox,

you also need to download it in the other PC that you want to have synchronization with (ex. Secretary’s

desktop and Doctor’s laptop). Both Dropbox software on both devices must use the same password and

username.

Dropbox will appear as a simple Folder in your PC. At the secretary’s PC, do the following:

Go to Drive C and look for MyPatients4 folder (in Mac its only PatientFiles), copy the said folder

and open the Dropbox folder, then paste the said folder inside the Dropbox folder. After doing

that you will notice that it will soon appear at the Dropbox folder of the doctor’s PC (if of course

both PC are online to allow synchronization). Now you need to do some configuring...

At the secretary’s PC, do the following:

Configure again by doing the following:

1.Double click the Patient Files icon found at the desktop .

2. Then click x button at upper right corner of the dialogue box below.

3.Click Configure at task bar, then click Other/Custom users,

4.Click Create New User button,

5.At the User Name erase CustomUser and type Patient Files Dropbox on the blank provided.

Patient Files Dropbox

At the Path to PDB file, click the Browse button then click User Name and under it look for the

Dropbox folder and click it , then under it look for MyPatients4 folder and single click it and

click OK button..

At the User Type click the drop down menu and click Desktop Only

Click OK button found at the left lower

Click File at the task bar and click Exit to close the application.

Double click the Patient Files icon again at the Desktop area to re-open and you will see

the dialogue box below. Click the roll down menu and set it to Patient Files 4 (Desktop Only).

And click OK Button.

Now click rmPatientFiles to open it.

Click New icon found at lower area.

If you will see a screen like the figure below, then you have configured it correctly.

Congratulations for successfully configuring Patient Files Pro 4 Software to be viewed and edited in a new location...inside Dropbox.

From now on when the secretary edits this software, the moment she saves it , it will automatically be synchronized to the other PC that also has the same Dropbox folder. But on the other PC (the doctor’s PC), you still need to do another configuring as done above. At the Doctor’s PC, do the following:

Configure again by doing the following:

1.Double click the Patient Files icon found at the desktop .

2. Then click x button at upper right corner of the dialogue box below.

3.Click Configure at task bar, then click Other/Custom users,

4.Click Create New User button,

5.At the User Name erase CustomUser and type Patient Files Dropbox on the blank provided.

Patient Files Dropbox

At the Path to PDB file, click the Browse button then click User Name and under it look for the

Dropbox folder and click it under it look for MyPatients4 folder and single click it and click

OK button..

At the User Type click the drop down menu and click Desktop Only

Click OK button found at the left lower

Click File at the task bar and click Exit to close the application.

Now you are ready to sync files using the Dropbox. To recall the situation here is

that the secretary is the main encoder. The doctor still writes in the paper then it

will be given to the secretary to be encoded. The doctor of course wants the

records encoded by the secretary on her PC to be synced to the doctor’s PC also.

Therefore the doctor here will pull the files made by the secretary to his PC. We

call that merging...

Merging

At the doctor’s PC open Patient Files icon, make sure that the Select Handheld Users is set to

Patient Files 4.0 (as arrowed below, the original configuration). It’s only in the secretary that it

is set to Patient Files Dropbox. Now click rmPatientFiles

Click File and at drop down menu, click, Merge Database (or you may do Ctrl + M

as shortcut)

A new box will appear. At the Select A User, make sure it is set at Patient Files

Dropbox as arrowed below. Once sure, look for the rmPatientFiles database (as

arrowed #2 below and click it. What will happen next is that the rmPatientFiles

from the dropbox folder (which is regularly updated by the secretary) will now

merge to the rmPatientFiles that the doctor have, increasing the records.

There are actually 3 databases that you want to update rmPatientFiles, rmVisitLink and

rmAdmitLink. For rmPatientFiles was explained above. For rmVisitLink, do the following...while

you are still inside rmPatientFiles database after you merged it, click any record to open and

you will see the image below. Click the Visits button.

At the rmVisitLink database, click File and at drop down menu, click, Merge Database (or you

may do Ctrl + M as shortcut).

A new box will appear. At the Select A User, make sure it is set at Patient Files Dropbox as

arrowed below. Once sure, look for the rmVisitLink database (as arrowed #2 below and click it.

What will happen next is that the rmVisitLink from the dropbox folder (which is regularly

updated by the secretary) will now merge to the rmVisitLink that the doctor have, increasing

the records. Again, you may use any record to do this and it will affect the whole database in

general.

Once done just click Home button and click Yes when asked to save the changes. And you will

be back to the image below. Now you also need to update rmAdmitLink, to do that just click

Admission button below:

At the rmAdmitLink database, click File and at drop down menu, click, Merge Database (or you

may do Ctrl + M as shortcut). A new box will appear. At the Select A User, make sure it is set at

Patient Files Dropbox as arrowed below. Once sure, look for the rmAdmitLink database

arrowed #2 below and click it. What will happen next is that the rmAdmitLink from the

dropbox folder (which is regularly updated by the secretary) will now merge to the

rmAdmitLink that the doctor have, increasing the records. Again, you may use any record to do

this and it will affect the whole database in general.

Once done just click Home button and click Yes when asked to save the changes. You may now

exit the Patient Files totally and just answer Yes when asked to save changes.

You may do merging from time to time to update those 3 important databases you have.

Special Note: When merging databases make sure that you click the write database with the

same named database. Never click a database with a different name for it will cause an error.

(Example you merged rmPatientFiles with rmVisitLink). If accidentally you did that, you will

notice unreadable words will appear, don’t panic, just exit the software and when asked of you

want to save changes, just answer NO, to prevent the error from being saved. Once exited

totally, then just restart the program again and you will notice that the error was not saved. If

in case you saved the error, you need to refer to our manual on how to trouble shoot.

Also follow the instructions above when it said that, only the secretary’s PC that is set to Patient

Files Dropbox at the Select Handheld User and the doctor is still fixed to Patient Files 4. If both

will be set to Patient Files Dropbox, there will be overlapping of the data which will cause error

on saving the new record.