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Pre-rebuild tasks
DraftFriday
Prepare for rebuild
Tuesday
Upgrade hypervisor to XCP-NG
Wednesday
Upgrade VM to newer Windows Server version
Thursday
Install previous software
2
Email LPs and PMs of affected clinics
Site notification email template
WARNING
Substitute any recolored text with the appropriate information
To: Practice manager
CC: Practice local partner(s)
Title:
Important Server Operating System Upgrade <Insert site name> - Impact and Expectations (<Planned rebuild date - MUST be a Wednesday>)
Summary:
What?: Server rebuild - underlying operating system - few programs will be affected the following day
When?: This will occur outside of business hours on the evening of the (<Planned rebuild date>)
What do I need to do?: The day of the rebuild, remember to leave all computers ON, tell all staff about the rebuild.
What to tell the others?: Escripts, Automed, results will have an outage the following day - they will return before the day is done. Polar, Pencat and Argus will return to functionality in 1 week.
Who can I reach out to for help?: AND 0280936988 if urgent.
Body:
Dear Local Partners and Practice Managers,
I trust this message finds you well. At Myhealth IT, our foremost commitment is to ensure the seamless and efficient operation of our medical software systems, providing the best possible experience for both healthcare professionals and patients alike. It is with great anticipation that we inform you about an upcoming upgrade to our server operating system, transitioning from <server version before upgrade> to <server version after upgrade>.
Reasons for the Upgrade
Our technological landscape is in a constant state of evolution, offering heightened security, improved performance, and advanced features. Upgrading our server operating system is a pivotal stride to maintain the security and reliability of our systems. This upgrade ensures alignment with the latest industry standards and regulations, thereby furnishing a foundation for continuous innovation and improved user experiences.
Expected Impact and Delays
While we are diligently working to minimise disruptions during this transition, it's prudent to acknowledge that any upgrade, regardless of its necessity, might result in temporary inconveniences. During this transitional phase, you may encounter delays and a temporary reduction in functionality with certain aspects of the medical software suite, particularly the Best Practice software. Here's what you can anticipate:
Online Booking: There may be a delay of up to half a business day in online booking services.
e-Scripts: Full functionality of electronic prescriptions (e-scripts) might take up to one day.
Results from Suppliers: The integration of results from various suppliers could take up to two days.
Medinet / MyPractice App: Full restoration of Medinet and MyPractice app functionalities will be completed within one business day.
Onsite Support and Assistance
To ensure a seamless transition, an IT representative from Myhealth IT will be available onsite on the day following the server rebuild. This representative will be on hand to address immediate concerns, aid, and facilitate the swift return of your practice's operations to their normal state. If, for any reason, this representative is unavailable, please don't hesitate to contact us at 02 8093 6988 for immediate support. While we encourage the use of our ticketing system for support requests, this number will provide expedited assistance, bypassing the "emergency only" criteria.
Your Role in the Process
We understand that change can often raise questions and uncertainties. We kindly request your patience and cooperation during this upgrade process. It would greatly assist us if you could:
Communicate the expected delays and potential disruptions to your staff, managing patient expectations effectively.
Use our ticketing system for any non-urgent support requests, allowing us to address issues promptly as they arise.
Inform your patients about the possible delays in services, particularly for online bookings and e-prescriptions.
Our team is steadfastly committed to ensuring a smooth transition and mitigating any inconvenience caused by this upgrade. We greatly appreciate your understanding, and we are confident that the benefits of this upgrade will far outweigh the short-term inconveniences.
Should you have any questions or concerns, please do not hesitate to reach out to us.
Warm regards,
3
Notify Cybersecure
Cybersecure backup alteration email template
Site Name:
Hostname of new server to back up:
Volumes to backup on the new server: C
IP of the new server:
Do we continue to backup the old server?: No
Do we keep the old servers backups onsite?: Yes, for 4 weeks
Do we keep the old servers backups offsite?: No
Any changes to the site: <IP changes, address changes, etc>