This article will show you what needs to be requested from the customer as well as how to set this up
1. INSTRUCTIONS
1.1 Request the following credentials from the customer. They can access this info if they speak to their Sunwave Rep.
Client Id
Secret Key *
clinic_id
1.2. Email [email protected] and CC the customer to create the Dazos Uploads tab and to enable the forms to be sent via API
IMPORTANT: IF THIS STEP IS NOT DONE, THE DOCUMENTS WILL NOT MAP TO SUNWAVE. THIS INCLUDES VOBS, PAAS, AND ANY OTHER UPLOADED DOCS IN THE CRM. BE SURE TO TEST THIS AND CONFIRM IT IS WORKING BEFORE TELLING THE CUSTOMER THIS INTEGRATION IS FULLY FUNCTIONAL.
Create a super admin user in Sunwave, with full access to all objects. Ensure the user is created with a new, unused email (refer to Sunwave login spreadsheet).
Important: Post-Integration, the customer must add any new referral sources along with their Legacy IDs in Sunwave and Dazos to map in Sunwave after this process is complete. The Referral sources will not map otherwise.
1.3 List of Discharge Types with their Field IDs (This can be accessed by clicking on any Client → LOC (Edit Pencil). Then right-click on the dropdown below and select inspect to find the discharge types. In this case, there is no actual ID; you can just repeat the name. For example, if the Discharge type says “Completed,” then the ID can be “Completed.”
1.4 List of service facilities (Practice setup → Service facilities / Create Legacy Ids)
2. SET UP THE INTEGRATION
2.1 Once you receive the information, go to the customer instance you would like to integrate and click on settings>> CRM Setting>> Integrations>> EMR Settings, then select the Sunwave tab.
2.2 Click on Add Account, fill out the credentials, and click Save.
2.3 - Click on Test Connection once the credentials are saved.
3. ADD EMR MAPPING ENTITIES
3.1 Add EMR Mapping Entities ‘Admitted Status’ and “Discharge Status'
Log into Sunwave
Locate the Census on the Left-Hand Side
Select a Patient within the Census and select their name
Look for the Level Of Care Field, Select the Edit Pencil
The Level Of Care Screenflow appears, locate the Discharge Type
3.2 From the Discharge Type, Right Click and Inspect
The Field will automatically be highlighted, and click on the arrow to show drop-down options.
Then copy all the Values in the Orange Text [Screenshot Below]
3.3 Access your Dazos Instance
Go to: Settings > CRM Settings> Integrations> EMR Settings > Sunwave > EMR Mapping Entities
Click on "Add emr mapping entities"
Then Under List Type, Select the Admitted Status, Then in the Add EMR Mapping Entities Enter the Name of the Admitted Status and in the Add EMR Entity ID, enter the Admitted Status again.
Repeat these steps until you had added all the admitted status.
3.4 Then under List Type, select the Discharge Status. Then, in the Add EMR Mapping Entities, enter the Name of the Discharge Status, and in the Add EMR Entity ID, enter the Discharge Status again.
Note: There will be times when both Admitted Status and Discharge Statuses are the same
3.5 When you click save, the information will be transferred to the Admitted Status Block for the [[EMR]] Mapping Settings.
Repeat this step for the rest of the discharge types provided until all entries are complete.
Tip: You will notice that Discharge Types and Admitted status will be mapped to the Same discharge type fields provided by Sunwave and the customer.
3.5 - Add EMR Mapping Entities ‘LOC’
Email Sunwave ([email protected]) to make sure to request the activation of Level of Care IDs on their end so that the Level of Care push over.
You can access the active LOCs by going to Practice Setup-> Service Facilities. Click on the desired facility name in blue letters, and then a pop-up will display the facility information. You will see blue check boxes on the bottom left of the pop-up window depicting the LOCs and their corresponding IDs for mapping.
Access your Dazos Instance
Go to: Settings > CRM Settings> Integrations> EMR Settings > Sunwave > EMR Mapping Entities
Click on "Add EMR mapping entities"
Select LOC from the ‘List type(CRM)’ Picklist
Input the LOC Type corresponding to that value in the 'Add EMR Entity ID field.' see the image
3.6 Add EMR Mapping Entities ‘Treatment Program’
In Sunwave, access the Service Facilities under Practice Setup.
For the locations, update and add a legacy ID for each of them. This could be any random number not repeated between locations.
On a separate tab, go back to the CRM - EMR Settings with the previous information at hand.
Click on "Add EMR mapping entities"
Select Treatment Program from the ‘List type(CRM)’ Picklist.
Lastly, input the field ID corresponding to that value in the 'Add [[EMR]] Entity ID field.' See image below.
Make sure you include the name and nickname when setting up treatment programs, if applicable.
3.7 Add the corresponding Mapping EMR Entities (Discharge Types, Admitted Status, LOC and Treatment Programs)
Note: At this stage of the integration, we may be coordinating the necessary CSV file to map the required Payer Codes - Insurance Providers, but it is also possible to continue working on this part of the integration in the meantime.
Repeat the step for Discharge Types, LOC, and Treatment Programs. If you need further clarification, coordinate with your implementation representative.
3.8 Add EMR Mapping Payer Codes (Insurance providers) Legacy IDs
Ask the customer for a CSV file including the Legacy IDs and names of insurance providers they want to add, matching the exact Legacy ID as they are in their EMR instance.
Please download and use the following template as well for this process: Insurance Provider Template
Click on "Import Insurance Policies"
Click on "Choose File" and search for the CSV document, then press Save .
Confirm that the legacy ID, insurance provider name, and the CRM names match
NOTE: The picklist that includes the insurance providers for mapping is the one selected in the Insurance Module table fields.,
3.9 Document type setting Mapping.
This field should be available to be mapped once the connection is successful and the entities are available inside the EMR column.
3.10 Referal Source Mapping
Ask the client to coordinate with their Sunwave Rep to add legacy IDs to all referral sources. After this, they should provide us with a CSV containing the updated information, including all referral sources and their corresponding legacy IDs.
Before starting to import the Referral Source data to the Dazos CRM EMR Settings, make sure to create a field in the Referral Sources module called SW Legacy ID.
Please download and use the following template for the referral sources CSV file. Referral Source Import Template
4 CONFIRM THE INTEGRATION IS COMPLETE:
After pushing the patient to the EMR, we confirm the patient is in the intake process.
Level of care matches CRM to EMR
Insurances provided by the customer are mapping to Sunwave (Contingent on customer participation)
Referral sources are mapped into Sunwave (Contingent on customer participation)
All Demographic fields that are mapped in the mapping settings are pushed to the EMR
After admitting the patient in Sunwave, we need to confirm that the Bidirectional Sales stage and the admitted status are changing based on the status in the EMR. For example, when testing, admit the patient in the EMR, wait 1 to 2 hours, and ensure we get EHR updates via the opportunity updates tab.
Discharge patient: When the patient is discharged, we must confirm that this is working via opportunity update, sales stage, and admitted Status and Discharge types should be updated accordingly
Make sure to update the picklist for Gender to match Sunawave's requirements and ensure compliance. For example, use M and F for Male and Female instead of the full words. This is the required format for the integration.
Account's State: Please create a new picklist field for the state in the account's module. The list should include their abbreviations instead of the full name.
Copy and paste the following values into the picklist values. Since they are comma separate, they should be automatically registered (AL, AK, AZ, AR, CA, CO, CT, DE, FL, GA, HI, ID, IL, IN, IA, KS, KY, LA, ME, MD, MA, MI, MN, MS, MO, MT, NE, NV, NH, NJ, NM, NY, NC, ND, OH, OK, OR, PA, RI, SC, SD, TN, TX, UT, VT, VA, WA, WV, WI, WY)
Note: Ensure you hide the old field and rename it to avoid confusion with the new State field. For this specific type of field, please refer to: How to troubleshoot standard fields that are not getting hidden, with the hide checkbox
Make sure you turn on the feature "Allow patients Sync Withouth Treatment Location". This ensures that, regardless of the established treatment location, the census is accurate between the two systems, allowing clients to do manual corrections on specific scenarios.
We hope this guide has provided a clear and seamless process for completing a Sunwave integration with your CRM
If you encounter any issues during this process or have further questions regarding our CRM management, our support team is ready to help.
Please don't hesitate to reach out to us for personalized guidance.
Support email: [email protected]