How to Access an EHR Backup File

If you need to obtain a full backup of notes and documents for your patient population, follow the steps below. Office Ally provides backups through a secure SFTP connection after a request has been submitted and processed.

Before We Begin

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Before accessing your backup file, you must submit the EHR Backup Request Form provided by Office Ally.  

Once your request is processed, Office Ally will create an SFTP connection for your account. Standard turn-around time is 3-4 weeks but may take longer depending on the amount of data being extracted.

After the backup process is complete, you will receive three separate emails from Office Ally containing:

• SFTP login credentials (Host, Username, Password, and Port)

• Instructions for accessing the server

• A separate password needed to open the backup file

To prepare for the download:

• Create a new folder on your desktop where the backup file will be saved.

• Download and install a free FTP software program. A good example is the software FileZilla.

Steps to Download and Access the EHR Backup

1. Connect to the SFTP

• Open your FTP software (such as FileZilla).

• Enter the Host, Username, Password, and Port exactly as provided in the emails from backups@officeally.com. It is recommended that you copy and paste the passwords to ensure correct entry.

• Connect to the server.

2. Access the Backup File

• On the right-hand side of the FTP application, locate the file stored on the Office Ally server.

• The file will be named after your username and will end in “.7z” (example: Username.7z).

3. Transfer the Backup File

• On the left-hand side of the FTP application, navigate to your desktop.

• Open the folder you created for the backup.

• Drag the .7z file from the right side (server) to the left side (your desktop folder).

• The download will begin automatically.

Please note: The transfer may take some time depending on the size of your patient population and the amount of data included in the backup.

4. Extract the Backup File

• Once the download is complete, close the FTP application.

• Open the folder on your desktop containing the .7z file.

• Use a file extraction program to open the archive.  

• Office Ally recommends using a zip reader software to extract files such as 7-Zip.

• Right-click the .7z file and select “Open With” to choose your extraction software.

• Enter the password provided in the third email from the Office Ally representative.

5. View Patient Files

• After extraction, the files will appear in the same folder you created.

• Documents are organized by the Office Ally patient ID number from your account.

• Open any patient folder to view Notes and documents in PDF format.

• The downloads will also include a Patient List HTML link that will open in your default browser. This will list the patients by name.

Once you have successfully extracted and reviewed the files, the backup access process is complete.

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