CollaborateMD WebAPI and Integration

What is an API? API - API, an abbreviation of Application Program Interface, is a set of routines, protocols, and tools for building software applications. The API specifies how software components should interact and APIs are used when programming graphical user interface (GUI) components. CollaborateMD has a limited API and is currently working on developing a more robust API for the future. Some of our vendors/partners (like Practice Fusion) have their own API that we use to send and/or receive data requests.

How does CMD Transfer Messages? (or Response Media Type) CollaborateMD WebAPI Supports both XML and JSON Response types for all API requests. The caller can specify the preferred response type in the request header by setting the Accept type. The only supported accept types are “application/xml” and “application/json”. Upon any request to the API for which the caller has specified any other accept type, an HTTP 415 Unsupported Media Type will be returned.
If the accept type is not set for any request, the default response type will be application/xml.
Sample Response Type Headers:
Accept: application/xml
Accept: application/json

How fast will messages be sent/received? CollaborateMD is dependent on the type of system you are integrated with and how that system builds to our API. Our goal is to get the data as close to real-time as possible, however, we must take into consideration some of the following:

• Server-based programs may require an Agent install. These could take longer as some server based programs have to upload data to another server, send to CMD, and CMD then downloads the data. Some programs will require a function (e.g. F11) to download files or sync the data.
• The WebAPI allows the third party to specify the number of updates to retrieve at a time, with a max of 1,000. Patients’ updates are queued within CMD, so if there are 50 patients that have been updated in CMD and the response counts are set to 10, the first 10 patient updates will be returned and the additional 40 will remain queued for pickup. Until the queue is emptied out, we recommend that the endpoint is polled on a regular basis to prevent backup.

Does CMD Offer Interface Tracking? Yes. Interface Tracking allows a user with the "Interface Tracking" permission to track and monitor a patient, claim, and/or appointment messages received through an interface.

Through this user-friendly and complimentary feature, a user can:

• View all interface messages that have been received.
• View the Patient Demographics coming over from the sending interface vendor.
• Retrieve information about why a message failed to process, and take steps in order to correct the issue, as well as prevent the same type of issue from occurring in the future.
• Reprocess messages that were received as an error (as long as they’ve been corrected).

What’s the difference between Uni-directional and Bi-Directional?

• Unidirectional = One-way interface.  This means that one System will be deemed the Record of Authority (Master) and all data that is integrated will flow only way into or from CollaborateMD. 
• Example: a Lab System wants Patient Demographics from CollaborateMD sent into their system. CollaborateMD would be the Record of Authority and would send Patient Demographics to the lab system. If the patient's record is updated in the lab system, NO data will be sent back to CollaborateMD.  
• Bi-Directional = Data can flow back and forth. This means that one System will be deemed the Record of Authority (Master) but the integration could support an example like this:
• Example: An EHR system would like Appointments and Pt Demographics sent to them, but they would like to send the Charge Data to CollaborateMD to create the claim. CollaborateMD would be the Record of Authority and would send Appointments and Patient Demographics to the EHR system. If the patient's record is updated in the EHR system, NO data will be sent back to CollaborateMD (unless a true bidirectional interface is supported) but the charges would flow back to CollaborateMD to create the claim.
• True bi-directional = Data could be updated in either system and it will sync/send data to the other system. This means if a Patient is updated in CollaborateMD it would update in the integrated system. If the patient is updated in the integrated system, it would update back in CollaborateMD.
• This interface support is typically only related to Patient Demographics.

What does “Record of Authority” mean? Record of Authority indicates which system is the Master. The Master Record of Authority means that this is the first place the workflow begins. Such as entering a new patient. If CollaborateMD is the Record of Authority, the patient would always be entered into CollaborateMD first and then be sent to your integrated system. If the patient was entered into the integrated system it would not come back to CollaborateMD, if CollaborateMD is deemed as your Record of Authority (Master).

Who do you recommend be the Record of Authority?

This varies based on workflows, expectations, integration capabilities of your IT Professional or Software Engineer, and/or software supported features.

• Note: We do recommend CollaborateMD, if applicable, be the Record of Authority for most businesses collecting patient's balances/copays at the time of data entry (i.e. Scheduling). We recommend this because CollaborateMD is where all the patient's financial history is located, as well as the ability to use Real-Time Eligibility verifications.
• CollaborateMD does not currently support sending any financials via the WebAPI (only receiving charge data) which means that if a patient had a balance due in CollaborateMD, and we are not the Record of Authority, the end user would miss the opportunity to collect at the time the patient is checked-in or checked-out of the other system.

What are the options / limitations for Labs? We do not transcribe or decrypt “charge panel codes” – they must be able to support/send the ICD / CPT codes in the DFT Message (charge) in order to have a claim created.

Can we Sync our Payers? Payer synchronizing is very important to the health of an integrated system. We have worked with many partners and offer various options to support payer synchronization or payer lookups/matching algorithms.  This would need to be discussed after reviewing the WebAPI Documentation with your IT Professional or Software Engineer and our Technical Team. 

Can I upload a file to CMD to create Patients or Claims? CollaborateMD does not support the ability for users to import in files. The customer would need to have the WebAPI integration activated in order to have patients, appointments, and/or charge data synced.

How soon will I see a Return on my Investment? No matter which Level (1-4) chosen, an account, customer, partner or vendor can typically see a Return on Investment within the first 1-2 months of their Go Live Interface date, but it could take upwards of 4-5 months, depending on the amount of data integrated. 

We highly recommend completing the above form and having your IT Professional/Software Engineer review the documentation. Upon review, you may proceed to the WebAPI Agreements page. Once this is reviewed and agreed upon, you only acknowledge the agreement when you are ready for CollaborateMD and your vendor to begin the interface work. No work will be completed, no test account received, no test credentials, etc. until the agreement is acknowledged and the Level Selected fees are paid in full.