Find a Missing Image in Docman Using SQL

Steps

1. Identify the image in Docman
   • Log into e-MDs.
   • Open the patient’s chart and locate the missing image entry in Docman.
   • Note the patient’s name and the image creation date shown in Docman.
2. Open SQL and prepare the script
   • Open SQL Server Management Studio (SSMS).
   • Open the Docman Find Image SQL script (provided by e-MDs).
3. Enter patient details in the script
   • Scroll to the bottom of the script.
   • Replace the placeholder values with:
     • Patient’s last name
     • Patient’s first name
     • Image creation date (as shown in Docman)
4. Run the script
   • Execute the script against the clinic’s database (for example, TopsData or the appropriate database name).
5. Review script results
   • The result set will include:
     • The ZZZZ file name (the internal filename for the image).
     • The folder path where the image file is expected to be located.
   • Using this information:
     • Go to the Docman Images folder on the file server.
     • Browse into the subfolder indicated by the script.
     • Locate the image file using the ZZZZ file name from the query results.
6. If the file or folder is missing
   • If the subfolder and/or the image file do not exist:
     • The file has been deleted from the Docman Images folder at the Windows level.
     • Without a backup or a file-recovery solution, Docman will continue to show the image as missing and it cannot be recovered by normal means.
   • Recovery options:
     • Restore from a folder-level backup of the Docman Images directory.
     • Use a file deletion recovery tool, or
     • Engage a local IT technician who can attempt file recovery.
   • e-MDs Support cannot recover or restore files that have been deleted from Windows; their role is limited to confirming that the file is missing based on the path and ZZZZ filename.