Synchronize with Ensora Data Collection

The system is able to synchronize data with Ensora Data Collection’s clinical data collection software. The end result allows therapists to complete their sessions in Ensora Data Collection, and completed session info (including notes and signatures) can automatically be pushed to matching appointments in the system.

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Session SOAP Notes

In order to auto-complete appointments, this integration requires certain fields inside Ensora Data Collection for SOAP Note templates.

The fields required in the SOAP Notes are listed below:

1. Date - This is the date of the appointment.
2. Start Time - This is the start time of the session.
3. End Time - This is the end time of the session.
4. Notes - SOAP Note of the session being completed by the Therapist.
   This is what will populate in the system’s own appointment Notes section.
5. Signature or Therapist Signature - This is the signature of the Therapist.
6. Location - This field captures the location of the Therapist's signature.
7. Guardian Name or Caregiver Name or Parent Name - This field is used to capture the Student’s Guardian name
8. Relationship - This field is used to capture the relationship between the Guardian to the student.
9. Guardian Signature (or Caregiver Signature or Parent signature) - This field is used to capture the Guardian signature.

By default - the Signature field inside SOAP Note templates will apply to Staff/Therapist Signatures - if you wish to support both Guardian and Therapist signatures, you will need to clarify them according to the fields above.

Once a SOAP Note has been added to the Ensora Data Collection Portal or App, the system pulls data every 30 minutes and attempts to automatically map this data if there is a match.

Integration

To enable the Synchronization, customers will need to contact their account managers or the Support team. Once the feature is activated, the Synchronization button will appear on the Settings tab as shown below:

The first time the Synchronization button is clicked, a pop-up window will appear and will request the Ensora Data Collection credentials to initiate the handshake between the two systems. Once the user agrees to share the information between the two systems, CodeMetro by Ensora Health will start pulling data from Ensora Data Collection. This only has to be done once and the user providing credentials must have Admin-level permission in both systems.

The Synchronization window will now display all the information it retrieves from Ensora Data Collection and tries to map automatically across different entities in system.
 

Agencies Tab

This tab is used to display all the "Sites" that have been created in Ensora Data Collection and allows users to map them to their system equivalent.

• FAQ: Why Can't I See The Agency Tab in the Sync Window?

In order to automatically map a Site to a system Agency, the following conditions need to be true:

• Site name = Agency name

The "Mapping" column displays the mapping info for each site found in Ensora Data Collection.
If a site was automatically mapped then it will say "Auto".
If an automap was not possible and a user manually added a mapping, then this column will say "User". The user can select the corresponding agency name from the drop-down. 

The Action column allows the user to perform three tasks - delete the mapping, edit the agency, and create the agency.

1. The Delete Mapping button (Red X icon) will be active only if a mapping is "User" created and no other entities - Clients, Staff, Appointment, have been mapped from that Agency on the other tabs.
2. The Edit agency button (Pen/Paper icon) can be used to edit the specific mapped agency by opening the agency page.
3. The Create Agency button (Paper+ icon) is used to add a new agency for a site that has been found in Ensora Data Collection. The create button may also be disabled if the user does not have permission to create an agency.
    

Clients Tab

This tab is used to display all the Students that have been created in Ensora Data Collectionand map them to their system equivalent. In order to automatically map a Student to a Client, the following conditions need to be satisfied:

• Student first name = Client first name
• Student last name = Client last name
• Student DOB = Client DOB
• Student site name = Client agency name

The Mapping column displays the mapping criteria for each client received from Ensora Data Collection. If a client was automatically mapped based on the above-mentioned condition, then it says ‘Auto’. If an automap was not possible and a user manually adds a mapping, this column will say ‘User’. The user can select an option from a drop-down in the rows for the "Client Name" column.

The Action column allows the user to perform three tasks - delete the mapping, edit client, and create client.

1. The Delete mapping button (Red X icon) will be active only if a mapping is ‘User’ created and no Appointment has been mapped for that Client.
2. The Edit button (Pen/Paper icon) can be used to edit the specific mapped client by opening that client page.
3. The Create button (Paper+ icon) is used to add new clients to the system for a client that has been received from Ensora Data Collection. The create button can also be disabled if the user does not have permission to create a client.
    

Staff Tab

This tab is used to display all the Users that have been created in Ensora Data Collection and map them to their system equivalent. In order to automatically map a User to a Staff, the following conditions need to be satisfied:

• User first name = Staff first name
• User last name = Staff last name
• User email = Staff email
• User site = User agency

The Mapping column displays the mapping criteria for each staff received from Ensora Data Collection. If a staff was automatically mapped based on the above-mentioned condition, then it says ‘Auto’. If an automap is not possible and a user forms a mapping, then this column will say ‘User’. The user can select the system Staff Name from the drop-down which is equivalent to the Ensora Data Collection User Name.

The Action column allows the user to perform three tasks - delete the mapping, edit staff, and create staff.

1. The Delete mapping button (Red X icon) will be active only if a mapping is ‘User’ created and no Appointment has been mapped for that Staff.
2. The Edit button (Pen/Paper icon) can be used to edit the specific mapped staff by opening that staff page.
3. The Create button (Paper+ icon) is used to add new staff to the system for a user that has been received from Ensora Data Collection. The create button can also be disabled if the user does not have permission to create a staff.

Appointments Tab 

This tab is used to display all the Session notes that have been created in Ensora Data Collection and map them to their system equivalent. In order to automatically map a Session note to an Appointment, the following conditions need to be satisfied:

• Session date = Appointment date
• Session start time = Appointment start time +/- grace time
• Session end time = Appointment end time +/- grace time
• Student first name = Client first name
• Student last name = Client last name
• Student DOB = Client DOB
• User first name = Staff first name
• User last name = Staff last name

The Action column allows the user to perform one task - delete the mapping.
The delete mapping button (Red X icon) will be active only if a mapping is ‘User’ created.

Once a session note has been mapped to an appointment, the following information will be displayed in the system:

1. Session notes will be displayed in an appointment's Results Notes section.
2. Guardian Name, Relationship, Session Date, Session Time, Guardian Signature, Location of Guardian Signature, Therapist Signature, Location of Therapist Signature, Location of Appointment Render in the appointment signature window.

Additionally, the system tries to render the appointment if all validations are met. This will in turn result in the Therapist not having to log into multiple systems to render an appointment.
 

Reports

Lastly, the system has developed three Flex Reports which will help users identify mapped/unmapped entities in the systems. The names of these reports are:

1. Ensora Data Collection- CodeMetro by Ensora Health Staff
2. Ensora Data Collection- CodeMetro by Ensora Health Clients
3. Ensora Data Collection- CodeMetro by Ensora Health Appointments

Related Article: Sync Clients & Staff Between CodeMetro & Ensora Data Collection