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SOAPwareXchange
Table of contents
- 1. Introduction
- 2. Paper Connection
- 3. 4.x Differences
- 4. Security
- 5. Functionality
- 5.1. Setup
- 5.2. Interface
- 5.3. Settings Menu
- 5.4. Conclusion
Introduction
SOAPwareXchange allows SOAPware to communicate with outside programs such as billing programs or practice management systems. By transferring data between multiple systems, SOAPwareXchange and SOAPware free you from the tedium of having to handle those data exchanges manually. By setting up a "single entry" system between SOAPware and your PMS, you can avoid costly and time-consuming redundant data entry.
Paper Connection
In a paper system, patient data must often be maintained and updated separately in several locations, such as the patient chart, the billing system, and the contact management system.
4.x Differences
SOAPwareXchange in SOAPware is very similar to the version in 4.x. Due to improvements in security in SOAPware, Doctor IDs are required for transferring data. See additional information under Setup.
Security
You must have the correct security permissions to use this feature.
Functionality
SOAPwareXchange only needs to run on one computer in your office, preferably one that the system it will exchange data with is running on as well. SOAPwareXchange runs constantly, and is always scanning its incoming files folder for new data from outside systems.
Setup
If desired, SOAPwareXchange can be added to the StartUp? folder in Windows so that it will automatically start when Windows starts. However, it will be necessary for a user to be logged in to the system in order for it to run.
SOAPwareXchange scans for incoming data files in the Text folder found inside the In folder in the folder SOAPwareXchange was installed to. You will need to direct the output from your PMS to this folder. Output from SOAPwareXchange is sent to the Out folder inside the folder SOAPwareXchange was installed to. You will need to set your PMS to accept input from this folder.
Interface
On the right side of the main SOAPwareXchange display is the Status Box. This box reports on the current and recent activity of SOAPwareXchange, and is helpful for monitor the system and diagnosing problems. Below the status box are two buttons. The Clear Box button clears the contents displayed in the Status Box. The Save Box button allows you to save the contents displayed in the Status Box to a file in order to preserve a record of recent activity.
At the bottom of the left side of the SOAPwareXchange display are boxes indicating how many patients have been processed since SOAPwareXchange was last started and how many patients are currently held in the Queue Manager.
Above those are the settings for the Error Message Level. When Level 1 is selected, only severe error messages will be displayed in the Status Box. With Level 2 selected, errors identified as severe or important will be displayed. When Level 3 is selected, all error messages will be displayed, regardless of severity. Level 1 problems are serious problems that prevent SOAPwareXchange from completing a transfer, such as errors reading files or patient charts that are in use in SOAPware. Level 3 errors are normal system status messages, such as "Transferring data for John Doe," and seldom indication problems in SOAPwareXchange. Level 2 errors indicate problems which are non-critical, yet which are still abnormal.
Checking the Debugging Log option activates more comprehensive activity logging that preserves the raw data being processed by SOAPwareXchange. This should only normally be necessary if you are having problems and are working with SOAPware Technical Support to diagnose them.
The View Error Logs button in the upper left corner of the SOAPwareXchange display displays the log of saved errors in order to help identify and diagnose problems.
The Outbox Settings button provides access to the same settings options as the Settings menu item of the same name. See Settings below.
Settings Menu
Suspend Operation - When this option is checked, SOAPwareXchange will not scan for or process new incoming files. Uncheck it to resume processing.
Batch Export From SOAPware - This tool allows you to export all of the patient demographic data in SOAPware to a format that can be imported into your practice management system or other software. This is useful when moving to a new management system when all patient data is already stored in SOAPware.
View/Edit? DoctorID? Map - This displays the Doctor ID Map dialog. Doctor ID mapping allows SOAPwareXchange to correctly match incoming data with the appropriate physician in SOAPware.
In the Doctor ID Map dialog, the Delete button removes the currently selected doctor mapping. The New Map and Edit Map buttons allow you to create new mappings or edit the selected mapping, respectively. In the Add or Edit Doctor Map dialogs, select the Doctor Name from the available list, enter the External ID (that doctor's individual ID number from your PMS), enter the System ID (the unique ID number for your PMS), and click OK. Both the External ID and the System ID should be available from your PMS vendor.
Outbox Settings - This displays the Outbox settings dialog. INSERT DIALOG DETAILS HERE WHEN FUNCTIONAL
Date Format - This allows you to specify the date format used by your PMS. MM/DD/YYYY represents 09/01/2005, for example. MM/DD/YY represents 09/01/05. YYYYMMDD represents 20050901. Your PMS vendor should be able to tell you which format to use.
Auto Create Charts - When this option is unchecked, incoming records that do not match a chart already in SOAPware will be added to the Queue Manager so that they can later be manually matched or created. Checking this option means that unmatched incoming records will automatically be used to create new charts in SOAPware.
Empty Error Directory - Selecting this option will erase the contents of the SOAPwareXchange error directory. If you are not having problems with SOAPwareXchange, it may be advisable to periodically empty the error directory in order to free disk space.
Clear Patient ID Map - Selecting this option will delete all existing patient ID mappings in SOAPwareXchange. The next records imported for those patients will be flagged as unmatched just as if they had never been mapped to begin with.
Auto-Format Names - Enabling auto-formatting of names allows SOAPwareXchange to automatically enforce ordinary capitalization rules for names such as those beginning with Mc or Mac. Depending on your PMS system or office conventions, this may or may not be necessary or desirable.
Conclusion
In this section you have learned about SOAPwareXchange.
