Ensora Data Collection Integration: How Notes are Synced in the System

A Catalyst SOAP Note will pull into WebABA after it has been published in Catalyst, when you have enabled your integration with Catalyst. See Catalyst Integration: Enable Integration for more information.
See SOAP Note Session Matching in Catalyst for more information on the enhanced SOAP Note to Appointment matching feature, 
 

Initially, Catalyst sends WebABA:

• The Client Name, Staff Name, and Session Date are associated with the Catalyst Note.
• As well as the Session Start and End times, Place of Service, and mileage in the Catalyst Note.

   NOTE:  You may need to manually adjust session start & end times in the calendar to match the session times recorded in Catalyst. You can also use the Use Catalyst SOAP Note Times for Appointment Matching feature on the Catalyst Integration page to have the times change automatically to the Catalyst Start and End times on the note. Just make sure that your students time zone in Catalyst is correct so that times will be converted accurately.  See Catalyst Integration: Use Catalyst SOAP Note Times for Appointment Matching for more information. 
  
   NOTE:  In order to send over Mileage information from the Catalyst SOAP Note, a numeric field called mileage must be included in the SOAP note template. WebABA will insert this value into the appointments Mileage field UNLESS a value has already been entered here. 
  
   IMPORTANT:  This integration will not work if the WebABA user has automatic travel appointments turned on.
   

   NOTE:  In order to send over Place of Service information from the Catalyst SOAP Note to the Place of Service field in the WebABA progress note, the name of the field should be called Place of Service (not case sensitive) in the Catalyst SOAP note template. The field type should be a Static List (not free text but a dropdown), and the options should only be the text part of the different places of service (i.e. Home, Office, School, etc). When the option is selected in the Catalyst SOAP note and sent, WebABA will fill in the corresponding Place of Service code into the progress note.
  
   NOTE:  If a client/parent signature was collected in Catalyst and is populated on the client signature field in the WebABA progress note, this signature will also populate in the Parental Verification Form for the associated appointment if a Guardian Verification Signature in WebABA was not also collected for the same appointment.
  See Parental Verification Form and Guardian Verification Signature for more information. 

Based on this information, in WebABA, the Catalyst Note with either automatically or manually be matched with a WebABA Appointment. If the Catalyst Note does not Auto Match, you will manually need to Match it to an Appointment, or create an Appointment to match it with.

Once a Catalyst Note is automatically or manually matched to a WebABA Appointment, the integration will pull the Catalyst Note content based on whether a WebABA Progress Note has already been created and/or signed for the Appointment.
 

No Linked Progress Note

If no WebABA Progress Notes exist or are already linked to the matched Appointment, when you match the Catalyst Note to the Appointment, WebABA will create and link a Progress Note for the Appointment and insert the Catalyst Note content.

• Catalyst Note content is inserted into the Catalyst Notes field of that WebABA Progress Note. 
• Client/Parents Signatures from the Catalyst Note are saved to the WebABA Progress Note.
• Provider Signature from the Catalyst Note is saved to the WebABA Progress Note.
• The WebABA Progress Note is saved as Signed.

Unsigned Linked Progress Note

If there is already a WebABA Progress Note created and linked to the matched Appointment, when you link the Catalyst Note to the Appointment, WebABA will insert the Catalyst Note content.

• Catalyst Note content is inserted into the Catalyst Notes field of that existing WebABA Progress Note. 
• Client/Parents Signatures from the Catalyst Note are saved to the existing WebABA Progress Note.
• Provider Signature from the Catalyst Note is saved to the existing WebABA Progress Note.
• The WebABA Progress Note is saved as Signed.
   

Linked Signed Progress Note

If an Appointment already has a Signed/Approved Progress Note in WebABA, it will not auto match with the corresponding Catalyst SOAP Note. This helps prevent loss of important notes and information as the Catalyst SOAP Note will OVERWRITE any pre-existing Signed/Approved Progress Notes associated with that WebABA Appointment if you attempt to match them.

If you attempt a manual match, you will see a warning that states, Are you sure you want to match this note? That Appointment already has a signed Progress Note. Note that proceeding with this update will overwrite the pre-existing Progress Note.

• Click Yes, Match to match the Appointment and overwrite the pre-existing Progress Note with the Catalyst SOAP Note.
• Click Cancel to cancel match.