I have made interfaces between online scheduling software and some in-house systems. It can be difficult and cannot be done between some systems. Considering the following example:
In-house system:
ID PatientID Date Time DoctorID RepeatType RepeatUnit RepeatModifier RepeatUntil Color CheckedIn AppointmentType
1000 5463 4/29/2024 8:45am DRGR W 1 -X----- 12/29/2024 Blue False FollowUp
Web based scheduling system
ID PatientID Date Time DoctorID Color CheckedIn AppointmentType
1000 5463 4/29/2024 8:45am DRGR Blue False FollowUp
1055 5463 5/6/2024 8:45am DRGR Blue False FollowUp
1060 5463 5/13/2024 8:45am DRGR Blue False FollowUp
In both examples, we have recurring appointments. The in-house system has one line for the entire series of the recurring appointment. The RepeatType has a "W" which means weekly, the RepeatUnit is a "1" which means once a week, and the RepeatModifier has an X for Monday (the dashes start on Sunday). This system, when you choose a date to look at on the screen, must pull all recurring appointments and calculate each one to see if it should display on the date the user chose to see on the screen.
The web based system, however, when creating a recurring appointment, actually creates and entry for each date the appointment should occur. Therefore, if the user creates a recurring appointment for the patient to be seen Tuesday and Thursday every week until February of next year, that means the system will create around 70 or so entries in the appointment database. The in-house system will create one appointment entry but will have the repeat type, repeat until, and repeat modifier columns filled out appropriately.
There are, of course, pros and cons to doing it either way. Amazing Charts uses the second approach - an entry per recurrence of the appointment. As any of you can imagine, however, good luck getting these two systems to speak to each other. It can be done, but there are trade-offs.
The astute may say, "But we only need demographics to come over, not the entire schedule." True. But define "demographics." To many, that just means first name, last name, address, birthdate, race, and so on. To others, they lump policy and insurance information in there as well. Now your online scheduling software that just wants to do scheduling has to be as HIPAA compliant as everyone else and be comfortable storing such data. Many are not. Further, good luck getting the transfer of insurance info from the online scheduler to your EMR. And, of course, there is the interface itself. How will the two systems communicate? HL7?
Many of the online schedulers are not willing to put forth such expense for customers who don't want to pay any more than their other customers who have no need for such things. Consider an auto-mechanics shop. They just need to know your name, car make and model, and date of your appointment. No privacy issues at all. No HIPAA. No interface. Less expensive.
JamesNT
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