Setting Up & Using the HL7 Interface 1

Setting Up & Using the HL7 Interface

In this document:
Setting Up the HL7 Interface, 1
Running the HL7 Interface, 7
Troubleshooting Tips, 9
This document tells you how to set up and use the HL7 interface. The HL7
interface enables OfficeMate/ExamWRITER to receive patient demographic data
from an external practice management system and return charge information on
fee slips back to that system. This exchange of data can be via a shared folder
structure and passing text files or via a TCP/IP socket.
An Eyefinity representative will guide you through setting up the HL7 interface.
Reading this document before the setup process will help you understand how
the HL7 interface functions.
Setting Up the
HL7 Interface
This section tells you how to set up the HL7 interface. Topics include:
Activating the HL7 Interface, 1
Configuring the Omate32.ini File, 2
Configuring Patient Charges Settings in OfficeMate, 3
Activating the HL7 Interface
Contact Eyefinity to activate the OME_HL7Interface.exe file that resides in
your OfficeMate folder. The HL7 interface is a standalone application that is
NOTES This document does not apply to the ExamWRITER/AcuityLogic
HL7 interface. The ExamWRITER/AcuityLogic HL7 interface is a
Windows service, and is set up and run differently from the HL7
interface described in this document.
The HL7 interface is compatible with OfficeMate Enterprise,
ExamWRITER v8.0 and above, and OfficeMate v9.0 and above.
NOTE If you are using a shared folder method instead of a TCP/IP socket,
files and applications not described in this document may be
required to set up the HL7 interface. For example, if the external
system is on a non-Windows OS, you may need an NFS software,
such as Samba or Microsoft Windows Services for Unix, in order to
mount a shared folder on the host machine.
2 Setting Up & Using the HL7 Interface
Setting Up & Using the HL7 Interface
Setting Up the HL7 Interface
automatically installed in the OfficeMate folder when you install OfficeMate
v10.5 or above.
Configuring the Omate32.ini File
All settings for transferring patient demographics between OfficeMate/
ExamWRITER and an external system are configured in the HL7 section of the
Omate32.ini file.
Follow the instructions below to set up the HL7 interface section of your
Omate32.ini file:
1. Open the Omate32.ini file in a text editor.
2. Copy the sample HL7 section in step 3 into the text editor.
3. Replace all bold values with the appropriate settings for your system.
[HL7]
DemographicsInterface=ON
PatientInPath=x:\cos\ewexport
PatientPrefix=""
' FileRename=Yes stores processed demographics messages in
archive folder.
FileRename=Yes
'Number of days to hold archive and exceptions files.
Default = 7
ArchiveDays=3
'Method to copy files from PM system. NATIVE, SOCKET
CopyMode="SOCKET"
' Min 10000 = 10 seconds, Max 65250 = 60 seconds
PollingFrequency="10000"
'Do not include the "." in the extension
PatientExtension="dat"
InterfaceType="MISYS"
; MISYS, MISYSVISION, MEDMAN, COMPUSYSTEM, MILLBROOK = 2
; NEXTGEN = some 4 some 3, COS and all others (so far) = 3
; For PID.x field
PIDLocation=3
'Use DOB and ChartNumber in patient import to look for
existing patient entries.
UseBirthDateInLookup=No
'Pad incoming chart number with leading 0's (zeros)
'May be required for NextGen users who convert from COS
PadChartNumber=No
' Comma delimited list of ADT message types.
' Choices"A04,A28,A08,A31" Others not supported.
DemogGraphicsMessageTypes="A04,A28,A08,A31"
ChargeInterface=ON
ChargeOutPath=x:\cos\ewimport
ChargePrefix="chg"
ErrorLog=C:\OMATE32\hl7errorlog.log
LogDays=1

Setting Up & Using the HL7 Interface 3
Setting Up & Using the HL7 Interface
Setting Up the HL7 Interface
'Level 1 - Start/Stop only
'Level 2 - Also log exceptions
'Level 3 - Log all transactions
EventLogLevel = 3
WriteSpectacleSKU = TRUE
WriteContactSKU = TRUE
' New for Socket Interface
SocketInterface = "ON"

Address of machine the interface is running on. Must be

static.
ReceiveIPAddress = "192.168.3.123"
Any unused port is OK. May be dictated by external system.
ReceivePort = "8301"
Address of machine the interface is sending to. Must be
static.
SendIPAddress = "192.168.3.121"
Any unused port is OK. May be dictated by external system.
SendPort = "8302"
4. Save and close the Omate32.ini file.
Configuring Patient Charges Settings in OfficeMate
This section tells you how to set up OfficeMate Administration so that patient
charges can be transferred from OfficeMate to an external system.
To configure location settings
1. From the OfficeMate Administration main window, click Setup and select
Location Maintenance.
The Location Select window opens.
2. Double-click a location from which you will be sending patient charges.
The Location Maintenance window opens.
3. Type the location ID agreed on between Eyefinity and the practice
management system in the Location ID text box.
4. Select the Production or Test radio button for the Processing Type setting.
5. Type any additional information that your practice management system
requires in the following text boxes:
Control Group:
Sending App:
Sending Fac:
Rec. App:
Rec. Fac.:
NOTE Not all systems require information for these text boxes.
Coordinate with your practice management and Eyefinity
representatives to decide if you need to record information in
these text boxes.
4 Setting Up & Using the HL7 Interface
Setting Up & Using the HL7 Interface
Setting Up the HL7 Interface
6. Select the Charge Interface On check box to allow OfficeMate to send
patient charges to the external system.
7. Click Save/Exit.
8. Repeat steps 27 for each location from which you will be sending charges
to a practice management system.
To configure insurance settings
1. From the OfficeMate Administration main window, click Setup and select
Insurance Setup.
The Insurance Billing Initial Setup window opens.
2. Select an insurance carrier from the Select Carrier drop-down menu.
3. Type the HL7 ID agreed on between Eyefinity and the practice management
system in the HL7 ID text box.
Setting Up & Using the HL7 Interface 5
Setting Up & Using the HL7 Interface
Setting Up the HL7 Interface
4. Click Save.
5. Click the Plan tab.
6. Select a plan from the Select Plan drop-down menu.
7. Type the HL7 ID agreed on between Eyefinity and the practice management
system in the HL7 ID text box.
8. Click Save.
9. Repeat steps 68 for each of the insurance carriers plans that your practice
supports.
10. Repeat this procedure for each insurance carrier that your practice
supports.
6 Setting Up & Using the HL7 Interface
Setting Up & Using the HL7 Interface
Setting Up the HL7 Interface
To configure provider settings
1. From the OfficeMate Administration main window, click Setup and select
Resource Setup.
The Resources Setup window opens.
2. Select a provider.
3. Type the HL7 ID agreed on between Eyefinity and the practice management
system in the HL7 Provider ID text box.
4. Click Save.
5. Repeat steps 24 for each provider in your practice.
To configure patients
1. From the OfficeMate Administration main window, click the Patients icon.
The Find Patient/Guarantor window opens.
2. Type search information in the Selection Criteria text boxes.
3. Click F2 Find.
4. Click the patient and then click Select or double-click the patient.
The Patient Center window opens.
5. Click the Demographics button.
The Patient window opens.
6. Type the patients chart number in the Chart No text box.
The same chart number must also be recorded on the patients profile in the
external system. If the patient does not have the same ID in both systems,
then a new patient will be created whenever information is transferred
between OfficeMate/ExamWRITER and an external system.
Setting Up & Using the HL7 Interface 7
Setting Up & Using the HL7 Interface
Running the HL7 Interface
7. Click OK.
8. Repeat steps 17 for each patient that you will be modifying in the external
system.
Running the
HL7 Interface
This section tells you how to control and monitor the HL7 interface directly from
the HL7 Interface window, including how
To launch the HL7 interface, 8
To minimize and maximize the HL7 Interface window, 8
To view and delete error and event logs, 8
To stop the HL7 interface, 8
Figure 1-1: Overview of the HL7 Interface Window
Shut down the
HL7 interface
Verify that
demographics
and charges
are on
View the error and
event logs
Purge (delete) the
error and event logs
8 Setting Up & Using the HL7 Interface
Setting Up & Using the HL7 Interface
Running the HL7 Interface
To launch the HL7 interface
1. Access your OfficeMate server.
2. Double-click the Shortcut to the OME_HL7Interface.exe icon on the
desktop.
The HL7 Interface window opens.
To minimize and maximize the HL7 Interface window
1. To minimize the HL7 Interface window, click the minimize button.
The HL7 interface minimizes to the system tray at the bottom right corner of
the desktop. The HL7 interface continues to run while it is minimized.
2. To reopen the window, right-click the HL7 Interface icon in the system tray
and select Open ExamWRITER Interface.
The HL7 Interface window reopens.
To view and delete error and event logs
1. To view the error or event logs, click View and select Event Log or Error
Log.
The selected log opens in a text editor.
2. To delete the error or event logs, click Actions and select Purge Event Log
or Purge Error Log.
The selected log is deleted.
To stop the HL7 interface
Click the Shut Down Interface button at the bottom of the window.
OR
Click File and select Exit.
NOTE The HL7 interface executable should be run from the same server
that hosts the OfficeMate database. The user it is installed under
must be logged on at all times.
NOTE Select this item, even when you are using the HL7 interface with
OfficeMate.
Setting Up & Using the HL7 Interface 9
Setting Up & Using the HL7 Interface
Troubleshooting Tips
Trouble-
shooting Tips
If you experience issues with the HL7 interface, such as patient demographics
not showing up in OfficeMate, perform the following troubleshooting solutions:
Ensure that the HL7 interface is running.
Stop and restart the HL7 interface.
The HL7 interface looks for incoming patient demographics files in the folder
shared with the external system, or in the specified TCP/IP socket. If patient
demographics are not showing up in OfficeMate, check the shared folder. If
there are no files in the shared folder, contact your practice management
system vendor. If, while the HL7 interface is running, there are files in the
folder but the files remain in the folder longer than a minute or two without
processing, contact OfficeMate support at 800.942.5353.
Archived HL7 files may be stored in the \OfficeMate\import\archive folder.
The HL7 interface automatically deletes archived files after a certain amount
of time, but you should check the folder occasionally to ensure that files are
deleted. If there are more than a few days worth of files are in the folder, you
may delete the archived files. The archiving feature may be turned off if you
prefer.
If patient exam data is not transferring from ExamWRITER to AcuityLogic or
COS, open the Omate32.ini file and change the SENDCHARGESON="F" line
to SENDCHARGESON="C".Exam data will now be sent when an exam is
closed. The HL7 interface only sends information from ExamWRITER to
AcuityLogic or COS one time. If you update or add new billing, Rx
information, or contact lens SKUs after the exam has been closed, the
interface will not send the updated or new information to AcuityLogic or
COS. Selecting the TRANSFER Charges to PMS (HL7) check box on the
Exam Finalization window does not impact this one-time process.