Medical Mime only accepts or provides data through HL7 flat files over SFTP.
Your workflow requires pushing demographics and pulling discharge details for operational reporting.
Key Concepts
Concept | Description |
No API | All communication uses HL7 flat files — no real-time API calls. |
Transport Layer | Secure File Transfer Protocol (SFTP) is used for all data exchange. Credentials and keys must be managed securely. |
Format | Files follow a minimal HL7-style structure ( |
Data Direction | CRM → Medical Mime: Patient demographics. |
Integration Workflow
🔄 Data Flow Overview
CRM → Medical Mime (Push):
CRM exports HL7 flat files containing patient demographic data.
Files are uploaded securely to Medical Mime’s SFTP “inbound” directory.
Medical Mime → CRM (Pull):
Medical Mime posts discharge-related HL7 files in its “outbound” directory.
CRM retrieves, parses, and updates corresponding patient records.
Automation:
CRM recomputes Length of Stay = Discharge Date − Admission Date.
Updated discharge details are displayed in the patient UI.
Data Exchange Direction and Format
Direction | Data Exchanged | Format | Protocol |
CRM → Medical Mime | Patient demographics | HL7 flat file | SFTP |
Medical Mime → CRM | Discharge Date, Discharged To, and Discharge Type | HL7 flat file | SFTP |
Supported Data Elements & HL7 Mapping
Below are the supported data fields divided by category.
These tables are based on the official mapping specification and HL7 segment definitions.
🧍♀️ Demographics
Category | Field | Medical Mime HL7 Segment/Field Equivalent (Flat File) | Notes |
Demographics | First Name | PID-5 (Name) | Part of patient name. |
Demographics | Middle Name | PID-5 (Name) | Part of patient name. |
Demographics | Last Name | PID-5 (Name) | Part of patient name. |
Demographics | Preferred Name | Not explicitly defined | Part of patient name. |
Demographics | Date of Birth | PID-7 (Date/Time of Birth) | Format: |
Demographics | Gender | PID-8 (Administrative Sex) | Male / Female / Other. |
Demographics | SSN | PID-19 (SSN Number) | Must be numeric. |
Demographics | Marital Status | Not explicitly defined | Single / Married / Divorced. |
Demographics | Race | Not explicitly defined (typically PID-10 in full HL7) | Captures patient’s self-identified race. |
☎️ Contact
Category | Field | Medical Mime HL7 Segment/Field Equivalent (Flat File) | Notes |
Contact | Client Cell Phone | PID-13 (Phone Number – Home) | Corresponds to Phone/Email field. |
Contact | Client Email | PID-13 or PID-14 (Email / Business Contact) | Corresponds to Phone/Email field. |
Contact | Client Address – Line 1 | PID-11 (Patient Address) | Street address. |
Contact | Client Address – Line 2 | PID-11 (Patient Address) | Second address line. |
Contact | Client City | PID-11 (Patient Address) | City. |
Contact | Client State | PID-11 (Patient Address) | State. |
Contact | Client Zip Code | PID-11 (Patient Address) | Zip / Postal code. |
Contact | Client Work Phone | PID-14 (Phone Number – Business) | Optional field for business contact. |
🏥 Admission / Intake / Encounter
Category | Field | Medical Mime HL7 Segment/Field Equivalent (Flat File) | Notes |
Admission | Facility | PV1-3 (Assigned Patient Location / Facility) | Assigned facility or department. |
Admission | Housing (Medical Mime Program) | ZRX (Treatment Program / Service) | ZRX segment defines treatment program or service. |
Admission | Professional (Primary / Attending) | Not explicitly defined | Typically PV1-7 or PV1-8 in full HL7. |
Admission | Professional (Referrer) | Not explicitly defined | Associated with Referrer field. |
Admission | Expected Admission Date | PV1-44 (Admit Date / Time) | Expected admission time. |
Admission | Expected Discharge Date | Not explicitly defined | Typically PV1-45 (Discharge Date / Time). |
Admission | Referrer Date | Not explicitly defined | Not part of minimal HL7 dataset. |
🚨 Emergency Contact
Category | Field | Medical Mime HL7 Segment/Field Equivalent (Flat File) | Notes |
Emergency Contact | First Name | NK1-2 (Next of Kin / Contact Name) | Part of Next of Kin name. |
Emergency Contact | Last Name | NK1-2 (Next of Kin / Contact Name) | Part of Next of Kin name. |
Emergency Contact | Relationship | NK1-3 (Relationship) | Relationship type (spouse, guardian, etc.). |
Emergency Contact | Phone | NK1-5 (Phone Number) | Contact phone number. |
Emergency Contact | Address Line 1 | NK1-4 (Address) | Primary street address. |
Emergency Contact | Address Line 2 | NK1-4 (Address) | Secondary address line. |
Emergency Contact | City | NK1-4 (Address) | City of residence. |
Emergency Contact | State | NK1-4 (Address) | State or province. |
Emergency Contact | Zip Code | NK1-4 (Address) | Zip or postal code. |
💳 Insurance Policy
Category | Field | Medical Mime HL7 Segment/Field Equivalent (Flat File) | Notes |
Insurance Policy | Insurance Type | IN1-1 (Set ID) | Distinguishes Primary (1), Secondary (2), etc. |
Insurance Policy | Insurance Provider Name | IN1-4 (Insurance Company Name) | Payer name. |
Insurance Policy | Plan Type | Not explicitly defined | Could map to IN1-6 or IN1-16. |
Insurance Policy | Provider Phone | IN1-17 (Insurance Company Phone Number) | Provider contact number. |
Insurance Policy | Policy Number | IN1-36 (Policy Number) | Unique policy ID. |
Insurance Policy | Group Number | IN1-8 (Group Number) | Employer or group plan. |
Insurance Policy | RX Bin # | Not explicitly defined | May exist in Z-segment or IN2/IN3. |
Insurance Policy | RX Group # | Not explicitly defined | May exist in Z-segment or IN2/IN3. |
Insurance Policy | RX PCN # | Not explicitly defined | May exist in Z-segment or IN2/IN3. |
Insurance Policy | RX Phone | Not explicitly defined | May appear in extended pharmacy fields. |
Insurance Policy | Effective Date | IN1-12 (Policy Effective Date) | Coverage start date. |
Insurance Policy | Expiration Date | IN1-13 (Policy Expiration Date) | Coverage end date. |
👤 Policy Holder
Category | Field | Medical Mime HL7 Segment/Field Equivalent (Flat File) | Notes |
Policy Holder | First Name | IN1-16 (Name of Insured) | Part of the insured’s name. |
Policy Holder | Middle Name | IN1-16 (Name of Insured) | Part of the insured’s name. |
Policy Holder | Last Name | IN1-16 (Name of Insured) | Part of the insured’s name. |
Policy Holder | Date of Birth | IN2-2 (Date of Birth) | Policy holder’s DOB. |
Policy Holder | Relationship to Patient | IN1-17 (Relationship to Insured) | Relationship type. |
Policy Holder | Address Line 1 | IN1-19 (Insured’s Address) | Primary address line. |
Policy Holder | Address Line 2 | IN1-19 (Insured’s Address) | Secondary address line. |
Policy Holder | City | IN1-19 (Insured’s Address) | City. |
Policy Holder | State | IN1-19 (Insured’s Address) | State. |
Policy Holder | Zip Code | IN1-19 (Insured’s Address) | Postal code. |
Policy Holder | Primary Phone | IN1-20 (Insured’s Phone Number) | Primary contact number. |
🧭 Manual Mapping Setup
Purpose
Manual mapping ensures that CRM fields correctly correspond to Medical Mime’s HL7 data elements, enabling accurate patient demographic pushes and discharge data imports.
Steps to Perform Manual Mapping
Log in to the CRM
Use your administrator credentials to sign in to the CRM.
Navigate to EMR Settings
From the top menu, click the Settings (gear icon).
Then go to CRM Settings → Integration → EMR Settings.
Select the Minimal Mime Module
Locate the Minimal Mime tab or module within EMR Settings.
This section specifically handles the SFTP-based integration with Medical Mime.
Add or Edit Mapping Account
Click “Add Account” if you are setting this up for the first time.
Enter the SFTP credentials (Host, Port, Username, Password or SSH Key) provided by Medical Mime.
Click “Test Connection” to confirm that the connection to the Medical Mime SFTP server is successful.
Access Field Mapping
Within the Minimal Mime configuration, click “Add EMR Entities Mapping” (or “Edit Mapping” if an account already exists).
This opens the Manual Mapping screen.
Map CRM Fields to HL7 Fields
In the mapping screen, match each CRM field to its corresponding HL7 segment and field from Medical Mime.
For example:
First Name → PID-5
Date of Birth → PID-7
Gender → PID-8
Insurance Provider Name → IN1-4
Use the tables in this document as a reference for correct mapping.
Save and Validate
Click Save Mapping once all fields are linked.
Test the mapping by creating a sample patient and confirming that the HL7 file exported via SFTP includes correct values in each field.
Create Patient Record and Push to Medical Mime
Navigate to the Intake Opportunities module in CRM.
Enter data for all mandatory fields on the intake record.
Click the three-dot ellipsis (⋯) icon in the record header.
Select Create Patient in Medical Mime to push the data.
The CRM will generate an HL7 demographic file and transfer it via SFTP to Medical Mime.
A confirmation popup appears upon successful upload; you can also check logs to verify completion.
Expected Result
After completing manual mapping:
CRM successfully exports patient demographic data to Medical Mime using the correct HL7 fields.
Returned discharge data updates the proper CRM fields automatically.
The system log records each mapping validation.
⚙️ Acceptance Criteria
CRM exports HL7 demographic files via SFTP.
CRM ingests HL7 discharge files from Medical Mime via SFTP.
Patient records are updated with:
Discharge Date
Discharged To
Discharge Type
CRM computes Length of Stay = Discharge Date − Admission Date.
UI displays discharge details clearly.
Full logging and error handling (HL7 parsing, SFTP errors, missing data).
Integration validated using test HL7 samples.
🧾 Sample HL7 Excerpt
Minimal Integration with Medical Mime via SFTP (Flat File Exchange)" and indicates that it will show dummy data for the type of HL7 formatted data being pushed.
MSH|^~\&|CLIENTAPP|CLIENTFAC|MEDMIME|MMFAC|20251103064612||ADT^A04^ADT_A01|CTRLMSG|P|2.5 EVN|A04|20251103064612 PID|1||2115094^^^CLIENTFAC^MR||SIM^JHON^^^^^^L||19800212|M||^HL70005|137 Windsor Dr^^Pittsburgh^PA^15235^USA||1235776^PRN^[email protected]^PRN^NET... PV1|1|O|^Recovery Wellness Center^01^MMFAC||||^^^^PA||||||||... IN1|1||NovaSys Health|NovaSys Health|^^^^^USA|^WPN^PH||||||20251031... ZRX|1|NovaSys Health|Robb|Jimm 9090|ser808||^WPN^PH|20251031| NK1|Test Contact|^^HL70063||89856567^PRN^PH
(Use the complete HL7 block from the spec for end-to-end testing.)
📋 Logs, Monitoring & Auditing
Outbound Logs: record each file name, timestamp, SFTP response.
Inbound Logs: record parsed fields, patient match, updates, and errors.
Archive Policy: retain files for at least 30 days.
Alerts: trigger notifications for parse errors, failed transfers, or unmatched patients.
⚠️ Error Handling Guidelines
Scenario | Resolution |
HL7 Parsing Failure | Move to error archive, alert support. |
SFTP Connection Failure | Retry 3x with backoff, then pause and alert. |
Missing/Unmatched Patient | Flag for manual review. |
Duplicate File | Use message control IDs or file hash to prevent reprocessing. |