RMCDS FAQ

Previously there were files that needed to be installed to correct issues after a Windows upgrade, but now a simple software update should usually correct the problem. If your Version Date is current and you are still having issues, please contact us by phone or email so we can help troubleshoot what is happening.

A few different scenarios can cause a software update to fail.

1. Someone else is in the system's main menu, which prevents it from being updated.
2. Your network's firewall is blocking the connection to the RMCDS FTP site.
3. Your program is mapped to a UNC path rather than a letter drive, so the program could not locate the folder to place the update files. If your Program Path on your main menu, just above the RMCDS logo, does not start with a letter but instead starts with "//servername//", you or your IT support can correct this by mapping the RMCDS folder to a letter drive.
4. Our FTP site may be temporarily unavailable and not allowing the programs to download to your computer. Contact us if you have eliminated the other options so we can check.

The NAACCR updates change from year to year. As such, it is important to follow the program steps once in the program. It is found in Modifications > Convert to NAACCR vXX, where XX is the year.

If you are applying the annual Version 26 update, follow the instructions provided for your registry type once that update is available. These major updates are typically released around April or May. If you have questions during the update process, please contact our office.

RMCDS software should be updated regularly, with monthly updates recommended for the best performance and security.

There are two primary ways to update the software.

The recommended method is to use the software's built-in update feature. From the Main Menu, go to File > Software Updates. This will open the update program on the left side. The preferred option is to click Download from RMCDS Web Page. This will open Microsoft Edge and take you to the RMCDS website to download the update. No login is required. After the file downloads, you may see a message saying the file is not commonly downloaded. Click the three dots next to the file and choose Keep. If prompted again, choose Keep once more.

After the download is complete and appears on the download page, a popup will appear in RMCDS saying the download was successful and the software is ready to be updated. Click OK to begin the update. Once the update finishes, another popup will confirm completion. Close the program, reopen it, and confirm that the Version Date has changed.

The second method is to go directly to the RMCDS Software Download & Update page and download the update files from there. Make sure you are using the correct section for your registry type. After downloading the files, place them in the RMCDS program folder and run the update file. For best results, run it with administrator permissions. Once the update is complete, reopen the software and confirm the updated Version Date on the main screen.

Indexes are the searching methods used to help find cases in the database. These indexes should be rebuilt regularly to make sure they match the database and continue working correctly.

To rebuild indexes, go to Utilities > Indexes > Rebuild. This opens the rebuild window, where you can choose which indexes to rebuild. The recommended method is to click Select All and then click Run so that all indexes are rebuilt at the same time.

Rebuild your indexes. From the Main Menu, choose the Utilities menu, then Indexes > Rebuild. Click the Select All button, and then Run.

To submit cases to the state, go to Utilities > Submissions > State. This program generates the XML file required for state submissions. RMCDS does not automatically submit the XML file to the state, so after the file is created, you will still need to follow the process required by your state to complete the submission.

Before running the file, check the format type in the drop-down list. In many cases, the standard NAACCR format and version are used. After making your selections, click Run to generate the XML file. A popup will appear showing the file name, location, and the number of cases included. You can also view the files by clicking on the Transfer Folder icon.

Go to Utilities > Submissions > State. In this menu, you can create different types of files depending on what you need to send.

A Follow-Up File is used to update the state's records when there has been a change in a case, such as a patient death or updated follow-up information. Set the cutoff date using the Month and Year fields. This option will pull all cases updated since that month and year.

A State Submission File includes all current cases up to the date listed since the Previous Transfer date. By default, this is the last time the program was run, but you can adjust the date if you need to resend cases. You may also select a subset of cases if the state only requires certain records to be resubmitted.

If you want to see a report of the cases being included, select the Print Listing Report checkbox. When ready, click Run to create the XML file. RMCDS creates the XML file, but you must still submit that file through the process set up by your state.

As a non-profit state educational healthcare entity, we are confident that the insurance for RMCDS & University of Utah meets any needs that arise. You can read further on this here.

RMCDS
505 Wakara Way, Suite 210
Salt Lake City, Utah 84108

RMCDS is part of the University of Utah and operates as a nonprofit state educational healthcare entity.

Yes. RMCDS offers services that can support organizations needing additional help with registry workloads, abstraction, quality-related work, and ongoing operations.