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P r e s e n t e r : J a n i c e C h i p o l l a , D X E Tr a i n e r

Best Practices for EMR Integration

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Speaker Disclosure

Janice Chipolla is contracted with Henry Schein One to provide customer training services and has been paid an honorarium by Henry Schein One to teach a

continuing dental education session at this conference.

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Audience Poll:What is your role in your office?

• Provider• Hygienist• Assistant• Front Office• Office Manager• Dental Director• Other

Do you currently have an interface?

• Yes• No

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• All your Dental sites are integrated with your EMR software, but you are not getting the information you need.

• Your site is maintaining two sets of registration: billing and reporting.

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Does this sound familiar?

In this course, we will review:

• New message types that can be sent through the HL7 data exchange.

• How to manage patient health information and communication between the two systems.

• How to remove duplicate patients and properly manage families in both systems.

• How to manage medical encounters in Dentrix Enterprise.

• How to identify Global Settings that can enhance functionality.

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Learning Objectives

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• Simply put, HL7 allows medical and dental programs to share information between systems.

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EMR Integration: What Is It?

• If dental sites do not have the HL7 interface, they can’t communicate with their EMR. Without it, you end up maintaining patient registration in two different systems.

• Any updates to patient information must be updated in both systems, basically doubling the work.

• HL7 can help stop duplication of effort.

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EMR Integration: How Does It Help Me?

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• If your office needs data for UDS reports and you do not have an Interface, you end up manually combining data from your EMR and Dentrix Enterprise.

• Missing information, such as: o Current allergies are not updating o Patient appointments are not showing up in the schedule

• It’s important to find out if message types are not part of the current interface or are not set up properly.

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ERM Integration: When Do I Need It?

HL7 Integration: Message TypesB e s t P r a c t i c e s f o r E M R I n t e g r a t i o n

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• ADT - Admit, Discharge, Transfer (Family File)

• DFT - Detailed Financial Transaction (Ledger)

• MDM - Medical Document Management (Chart)

• SIU - Scheduling Information Unsolicited (Appt. Book)

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HL7 Integration: Message Types

• ADT – Admit, Discharge, Transfer (demographics)o What is the purpose of this

interface?– Register patients in one

location.o New improved functionality

in 8.0.9: – AL1 – Receive/update

allergy list.– DG1 – Receive/update

problem list.12

Message Types in HL7: ADT

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• DFT – Detailed Financial Transaction (services rendered)

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Message Types in HL7: DFT

• MDM – Medical Document Management (clinical notes). o What is the purpose of this

Medical interface?– When offices want to keep

all clinical notes grouped with medical notes; one central location.

– Primary Care team needs to have access to dental visit notes.

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Message Types in HL7: MDM

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• SIU – Scheduling Information Unsolicited (scheduled appointments)o What is the purpose of this

interface?– Build and maintain one

schedule.– One scheduling system,

beneficial for a call center.

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Message Types in HL7: SIU

EMR Integration ReviewB e s t P r a c t i c e s f o r E M R I n t e g r a t i o n

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• Not taking advantage of available features. o If you don’t have the interface, patients are not accounted for in

both systems.

• Not reporting missing data. o Be sure to notify your Interface team.o Look at your interface and notice that

patient information and appointments are not being updated properly.

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EMR Integration: Mistakes to Avoid

• Investigate the benefits of using the HL7 interface.

• There are new messages types that are now available in your HL7 interface which may help you streamline your processes.

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EMR Integration: When I Get Back to the Office

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EMR Integration: Behind the ScenesB e s t P r a c t i c e s f o r E M R I n t e g r a t i o n

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Global SettingsB e s t P r a c t i c e s f o r E M R I n t e g r a t i o n

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• A setting in DXE that controls areas in the system that needs to behave differently because of the interface.o Creating a patientso Creating providerso Encounter Number

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Global Settings: What Is It?

Managing Medical EncountersB e s t P r a c t i c e s f o r E M R I n t e g r a t i o n

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• A medical encounter number is attached at the start of a patient’s visit and follows to the end at billing.o The encounter number starts from the EMR, usually via an appointment.

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Medical Encounters: What Is It?

CENTRAL

DDS1

1234

CENTRAL DDS1

• Some EMR products require it to group charges.

• Not a requirement in DXE functionality.

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Medical Encounters: Is it Required?

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EMR Integration SummaryB e s t P r a c t i c e s f o r E M R I n t e g r a t i o n

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• NOT updating information. o Update mapping when making changes to

items associated with the interface. o For example, a new provider must be mapped

in both the EMR and in DXE. Note: Mapping requires constant maintenance.

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EMR Integration: Mistakes to Avoid

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• Medical and dental data fields must be mapped appropriately (that is, they must match).

• Test the mapping to ensure EMR and DXE are working together.

• Not all messages are supported by all medical vendors.

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EMR Integration: Remember This

• Global settings and message types can both be selected to satisfy your organization’s needs. o Global Settings Should be activated before HL7 will function. Global settings can be adjusted.

o Message Types Parts of patient data to be transferred. Charges apply and are based on message type.

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EMR Integration: Remember This

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• Contact your Customer Success Manager prior to implementing an interface.

• Contact the Dentrix Enterprise support team and mention that you have an HL7 related question. o There is a specific queue set up for

HL7 related support calls.

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EMR Integration: What If I Have Questions?

Questions?

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B e s t P r a c t i c e s f o r E M R I n t e g r a t i o n

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• Dentrix Enterprise Resource Center:Knowledgebase articles and online courses available at: https://www.dentrixenterprise.com/support/resource-center

• Dentrix Enterprise Help Files:https://hsps.pro/DentrixEnterprise/Help/desktop/Dentrix_Enterprise_overview/Dentrix_Enterprise_overview.htm

• Dentrix Enterprise Blog:Find weekly tips and tricks on how to best use Dentrix Enterprise. https://blog.dentrixenterprise.com/

Dentrix Enterprise Online Resources