How to Back Up the Eaglesoft Database (and Test the Backup)

Short answer: Patterson’s guidance is to back up the entire Eaglesoft Data folder on the server, which holds the database, its log file, and the images and documents it uses. Before the copy, everyone must be logged out and the Eaglesoft database engine (and Messenger Server) stopped, otherwise important database files will not be backed up properly. Afterwards, restart the engine. Then, at least once a month, restore a backup to prove it works.

What to back up

Back up the whole Eaglesoft Data folder, not just the database file. On current versions it is at C:\Eaglesoft\Data by default, though some offices store it elsewhere. Patterson lists the database (PattersonPM.db) and log file (PattersonPM.log) along with configuration files and folders for images, documents, audio and other items that the database depends on. Missing any of these can leave you with patient records that point to images or documents you no longer have. If your practice uses separate imaging software, back up its data too. Check with your imaging vendor where that is stored.

Why the database engine has to be stopped

While the Eaglesoft database engine is running, its files are open and changing. Copying them in that state can produce a backup that will not open. Patterson’s KB 206 says to make sure all users are logged out, stop the Eaglesoft server engine, copy the Data folder, and then restart the engine. KB 2031 adds that the Messenger Server must also be closed before a backup.

How to run a manual backup

1. Make sure everyone has logged out of Eaglesoft on every computer.
2. On the server, stop the Eaglesoft server engine. The Stop Patterson Eaglesoft Server shortcut stops both the database engine and the Messenger Server.
3. Copy the entire Eaglesoft Data folder to your backup destination.
4. Check the copy finished without errors and is roughly the same size as the original.
5. Restart the Eaglesoft server engine and confirm a workstation can log in.

In most offices this should be automated rather than done by hand. Whatever backup software you use needs to stop the engine, copy the folder, restart the engine and report the result every night.

How often, and how many copies

Patterson recommends daily backups on business days, end-of-month backups before month-end processing, and year-end backups kept for three years, using a rotation so several older versions are always available. It also says backups should be kept offsite or in a fire and waterproof safe. We would add one thing: at least one copy should be offsite and encrypted, somewhere ransomware on your office network cannot reach or delete.

How to test the backup

Patterson recommends restoring a backup at least once a month. A useful test looks like this:

1. Restore the backup to a separate test location or test computer, never over your live data.
2. Start Eaglesoft against the restored copy.
3. Open a recent patient and confirm the latest appointments and transactions are there.
4. Open an X-ray and a scanned document to confirm images and documents came back too.
5. Write down the date, who tested it and the result. This is useful evidence for your HIPAA risk assessment.

Frequently asked questions

Can we back up Eaglesoft while people are working?

Patterson’s guidance is to log everyone out and stop the database engine first. Backups should be scheduled after hours.

Is a USB drive plugged into the server enough?

It is better than nothing, but it can be encrypted by ransomware or lost in a fire along with the server. Keep at least one encrypted copy offsite.

How do we know last night’s backup worked?

Your backup software should send a success or failure report every day, and someone should read it. Monthly test restores prove the backups are usable.

Still down? Call (716) 463-5111

If you are not sure your Eaglesoft backups would work, call Buffalo IT Services at (716) 463-5111. We set up, monitor and test Eaglesoft backups. See our Eaglesoft IT support and healthcare data backups pages.