ADT - HL7 Integration Set-Up

ADT - HL7 Integration Set-Up

Submitted by junges on Tue, 09/09/2014 - 11:37

Several 3rd party billing systems have developed a queueing system that allows FullCount to access HL7 messages from their system. This allows customers who utilize these billing systems to enter residents in their interface and have them be automatically entered into FullCount. Below are the steps to set up FullCount to receive information from the queue. The current 3rd party billing systems offering this solution are SOS, myUnity, and Vitals.

Messages We Receive

  • A01 - Admissions
  • A02 - Transfers
  • A03 - Discharges
  • A08 - Updates

FullCount Columns Automatically Updated from HL7 File without any set-up

  • First Name
  • Last Name
  • Birthdate (if custom field exists)
  • Effective Start Date
  • Effective End Date (when applicable)
  • Gender
  • Email Address
  • Allergies (MyUnity Only Note: All allergies, including medication, will come over from myUnity and can not be limited to only food allergies)

Before Interface Go-Live

All HL7 Interfaces

  1. In the back office, on the Communities page, set up the information under the HL7 section. For HL7 facility number(s), enter in a comma separated list of facility ids being used by the community, if there are multiple ones. If no facility information is needed, enter a placeholder as this triggers visibility to ADT fields.
  2. In the back office, on the Customer Types page, confirm that there is a default value set for the resident customer type. If applicable, enter the SQL where clause that will determine if the resident should have this customer type under ADT Query. See examples below.
  3. In the back office, on the Plans page, fill in the HL7 integration section. For HL7 query, enter the SQL where clause that will determine if the resident should have this meal plan.
  4. In the back office, under the charge accounts table, set the default value column to ‘Y’ for the charge account you want to be created for the new residents. If applicable, enter the SQL where clause that will determine if the resident should have this charge account under ADT Query.
  5. In the back office, under the report groups resident table for HL7 query, enter the SQL where clause that will determine if the resident should have this report group.
  6. In the back office, under the HL7 field mappings table, add rows as applicable to map the fields from HL7 to FullCount. Fields with an asterisk are required. Multiple HL7 fields can be concatenated together with multiple delimiters.
    1. *Patient Id
      1. For myUnity, PID.3.1, unless utilizing one resident per billing id, then PV1.19. For Vitals, use PID.3.1.3. For MatrixCare 360, use PID.3.4. For MatrixCare LPC, use PID.3.1.
    2. *Charge Account Billing Id
      1. For myUnity, PV1.19. For Vitals, use PID.3.1.3. For MatrixCare 360 or MatrixCare LPC, use PID.3.1.
    3. Apartment
      1. PV1.3 segment. This will vary based on what is in the core billing system. For MatrixCare 360 or MatrixCare LPC, use PV1.3.2.
    4. Resident Portal Id
      1. For last name/birthdate, PID5.1, PID.7
    5. Resident Portal Password
      1. For last name/birthdate, PID5.1, PID.7
    6. Allergies
      1. AL1.2 and AL1.3, with dash delimiter. For MatrixCare 360 and MatrixCare LPC, also set ADT Field to Filter By to 'AL1.2.1' and Values to Include in Filter to 'FA'.

SOS

  1. Contact Sean Garner and Mike Piano at SOS to confirm timing of setting up the queue. Their contact information is in Tracker. You will need to know what facility ids in SOS you will want the queue to be set up for.

Netsmart/myUnity/Vitals

Netsmart/myUnity

  1. Coordinate with Netsmart on what information should be uploaded. They can import all residents, just new records, etc. There is a good amount of flexibility with this.
  2. Receive resident directory and bed/room mapping from Netsmart, typically several days before planned go-live. We request this from NetSmart. This information can also be requested earlier for evaluation, but will probably not be complete.

Vitals

  1. Coordinate with Vitals to get a list of existing residents, typically several days before planned go-live.

All

  1. Determine apartment number to be utilized in FullCount based on what is available in myUnity. This will probably not match what is currently in FullCount. Receive community buy-in on new apartment numbers, if vastly different.
    • Confirm there are no unintended duplicates between care levels. For example, 123 is in IL and 123 is in HC. If there are duplicates, look to add additional fields to make the apartment unique. Note: couple will share the same apartment and those do not need to be de-duplicated.
    • See ADT Integration - Determine Apartment Number word document and video located at T:\TechServices\Documentation\Maternity Leave for example.
  2. Parse out census information for patient id, gender, and apartment so these can be updated in FullCount.

1.                     
See ADT Integration - Parse myUnity Resident Directory word document and video located at T:\TechServices\Documentation\Maternity Leave for example.

  1. Match row in file with resident in FullCount. This is typically accomplished by matching on last name, first name and resident via VLOOKUP.
  2. Write update statements for patient id, gender, and apartment number based on resident id. Execute on database.

1.                     
UPDATE RESIDENTS SET PATIENT_ID = '<Patient Id>', GENDER = '<Gender>', APARTMENT = '<Apartment>', MODIFIED_BY = '<Your Username, Ex. junges>', MODIFIED_DATE = SYSDATE WHERE RESIDENT_ID = <Resident Id>;

      1. Example Excel formula - =CONCATENATE("UPDATE RESIDENTS SET PATIENT_ID ='",I33,"', GENDER = '",D33,"', APARTMENT = '",G33,"', MODIFIED_BY = 'junges', MODIFIED_DATE = SYSDATE WHERE RESIDENT_ID =",M33,";")
  1. If switching from different billing system
    • Create new resident charge account rows effective as of go-live date.
      • Set ADT_ACTIVE = 'N' on old charge account rows.
        • update resident_charge_accounts set ADT_ACTIVE = 'N' WHERE COMMUNITY_ID =  <CommunityId>;
      • Will need to manually update billing ids for couples in census report, since it will include individual values for all residents.
      • Use Customer Charge Account template to accomplish.
    • After last billing in current billing system, update resident account rows to have new billing id and switch billing file.
  1. Nice to do - Run query to see if any residents are active in FullCount, but have not been updated. This indicates that they are not actually active. Send to customer to confirm. Based on customer response, end date resident in FullCount or receive information from myUnity to update.
    • SELECT LAST_NAME, FIRST_NAME FROM RESIDENTS WHERE PATIENT_ID IS NULL AND DELETED = 'N' AND EFFECTIVE_END_DATE IS NULL AND COMMUNITY_ID = <Community Id> AND PERSON_TYPE = 116;
  2. Nice to do - Look at census report and see if any residents on report are not in FullCount. This indicates that the resident was never added to FullCount and may need to be manually added. Send this list to the customer to confirm. Based on customer response, add to FullCount.

Day of Interface Go-Live

SOS

  1. Get current census report from SOS to later map patient ids. This will come from the community.
  2. Contact Sean Garner and Mike Piano at SOS to set up the queue.
  3. In the database, under the properties table, add the following rows.
    1. MULTI_COMPANY_ID – This will be provided by SOS. For LSS communities, it is LSS Production.
    2. FACILITY_ID – Comma separated list of facility ids to queue
    3. SOS_WEB_SERVICE_SERVER – URL of SOS server. For LSS communities, it is sos.lss.org.
  4. Let the queue run its course. By default, SOS will load up all residents to run through the queue. Since it the majority of cases, we have already loaded residents into FullCount, we will want to delete any residents loaded through this.
  5. Delete any residents created where created by equals HL7 Import.
  6. Use information obtained by community to update patient id and gender information in the database.
  7. Contact community that SOS/HL7 queue is up and running.

MatrixCare 360 or MatrixCare LPC

  1. Work with development to add information into the COMMUNITY_MAP table. One row will be added per MatrixCare facility.
    1. System - MatrixCare 360 or MatrixCare LPC
    2. Community Id
    3. Identifier - MatrixCare facility id
    4. Patient Class - B (both inpatient and outpatient), I (inpatient only), O (outpatient only). Inpatient only is the most likely answer.
  2. In the back office, under the ADT Integration tab, add a row with the following information.

a.                     
System- MatrixCare Integration Server

b.                     
Server– URL of internal integration server - matrixcare.fullcountintegration.net

c.                     
Username - Contact development for this information.

d.                     
Password -Contact development for this information.

  1. Contact MatrixCare to turn on the queue.
  2. After ADT queue is live, have development run a sync of all residents if 360. Contact MatrixCare to run a sync if LPC.

myUnity CareConnect

  1. Work with development to add information into the COMMUNITY_MAP table. One row will be added per myUnity facility.
    1. System - myUnity
    2. Community Id
    3. Identifier - myUnity facility id
    4. Patient Class - B (both inpatient and outpatient), I (inpatient only), O (outpatient only). Inpatient only is the most likely answer.
  2. In the back office, under the ADT Integration tab, add a row with the following information.

a.                     
System- myUnity CareConnect

b.                     
Server– URL of internal integration server - vision.fullcountintegration.net

c.                     
Username - Contact development for this information.

d.                     
Password -Contact development for this information.

  1. Contact myUnity to turn on the queue.
  2. After ADT queue is live, receive new census report from myUnity. Match residents in report by patient id to customers in FullCount by patient id using VLOOKUP in Excel. Manually add any residents to FullCount added in between original report and census go-live. This is to catch up changes between census was originally sent and go-live.

Vitals

  1. In the back office, under the ADT Integration tab, add a row with the following information.
    1. System - Vitals Integration
    2. Facility Ids - Comma separated list of facility ids to queue. This will be provided by Vitals.
    4. Username - Contact development for this information.
    5. Password - Contact development for this information.        
  2. Contact Vitals to turn on the queue.
  3. After ADT queue is live, receive new census report from Vitals. Match residents in report by patient id to customers in FullCount by patient id using VLOOKUP in Excel. Manually add any residents to FullCount added in between original report and census go-live. This is to catch up changes between census was originally sent and go-live.

 

After Last Month End Close With Old Billing System, if applicable

  1. Update resident accounts to have new billing ids.
  2. Update to new billing file format.

Categories: 

 


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