SOAPwareXchange Whitepaper

 

 

 

 

 

 

 

 

 

 

SOAPwareXchange

 

 

 

 

Technical Specifications

 

& Instructions

 

Introduction

 

 

What is SOAPwareXchange?

 

 

SOAPwareXchange is an add-on module for SOAPware® that allows communication between SOAPware® and other systems.  SOAPwareXchange was specifically designed for Patient Management System integrations, but can also accept other types of information, like lab reports and patient encounters*.

 

 

SOAPwareXchange allows other systems to automatically update SOAPware® when new demographic or insurance information is entered.  It can import an entire chart, including the summary and Soap note  portions.  It can even update custom demographic fields.*

 

 

SOAPwareXchange can also automatically queue patients in SOAPware® when they check in, saving the medical professional the trouble of searching through Chart Rack to find them.  If desired, it can automatically create  a new encounter at this time.*

 

 

SOAPwareXchange can send back superbill information for patient encounters, significantly reducing paperwork.*

 

 

*Note--Not all interfacing systems support all the features of SOAPwareXchange.

 

 

 

How does SOAPwareXchange work?

 

 

SOAPwareXchange uses a simple directory structure to communicate with other systems.  SOAPwareXchange maintains five directories; an "In" directory, an "Out" directory, an "Error" directory, a "Working" directory, and a "Debug" directory.  These directories are always located in the same directory as the SOAPwareXchange program. 

 

 

SOAPwareXchange, at its simplest, operates in a two-step loop.  It scans the "In" directory for new material to process, and then it checks the SOAPware® command queue for new material to process.  After a file has been processed, SOAPwareXchange deletes it.

 

 

Whenever SOAPwareXchange encounters a file it cannot process, it places the entire file into the "Error" directory and displays the appropriate notification.

 

 

So all that is necessary to interface with SOAPware® is exporting a simple text file in the proper format, and depositing it in the specified "In" directory.  When SOAPwareXchange has new information (such as a superbill) for the other system, it will build the appropriate file and place it in the "Out" directory.

 

 

It is important to remember that simply installing SOAPwareXchange is not enough to establish an interface.  SOAPwareXchange is only the SOAPware® half of the interface.  System vendors must supply software to enable their systems to export the proper text files and make use of the information SOAPwareXchange provides.

 

 

 

Why use SOAPwareXchange?

 

 

The advantages of using SOAPwareXchange over a "direct" interface between two systems include the reduction of development time, reduced programming complexity, and isolation from system changes.

 

 

Development time is reduced because most systems already support the ability to export data in a variety of ASCII formats.  By working only with ASCII files, it is relatively easy to isolate the problems and find a solution.

 

 

Conversely, if two systems are directly tied together, "it's not our system causing the problems" is frequently heard from both sides when there is a problem.  In this case it helps to have hard specs and ACSII files to examine.

 

 

Finally, systems are continually changing, and this means changes to the underlying database structure that, without SOAPwareXchange, would mean a rewrite of the interface.

 

 

Getting Started

 

 

Installing SOAPwareXchange

 

 

SOAPwareXchange has the same hardware and operating system requirements as SOAPware®.  SOAPware® must be installed on the machine before you install SOAPwareXchange. 

 

 

 

When you start SOAPwareXchange, you will need to login.  Be sure to login to SOAPwareXchange with a SOAPware® user who has sufficient permissions to create and modify charts.

 

 

Program Operation

 

 

The Settings Menu

 

 

 

 

 

Suspend Operation	Pauses SOAPwareXchange's scan of the In directory.  No processing of incoming files will occur until this command is unchecked.
Batch Export From SOAPware®	Creates a SOAPwareXchange format file in the Out directory containing demographic information for all patients in SOAPware®.
View/Edit Doctor ID Map	Displays the Doctor ID Map
Outbox Settings	Displays the Outbox Settings dialog, where the various data items that can be sent from SOAPware® can be enabled or disabled.
Date Format	Enables the user to specify one of several date formats for incoming files.
Auto-Create Charts	Toggles the chart creation mode.  When this item is checked, charts will automatically be created for any incoming records that can't be matched.  When this item is not checked, unmatched records will be added to the patient queue for manual assignment.
Empty Error Directory	Removes all files from the Error directory.
Clear Patient ID Map	Clears the external to internal patient ID map.
Auto-Format Names	Toggles name formatting.  When this command is checked, names will be standardized so that only the first letter is capitalized.  When this command is unchecked, names are entered exactly as they are in the incoming file.

 

 

The Doctor ID Map is used to map external Doctor ID’s to the ID’s used internally by SOAPware.  The Doctor ID Map is an essential part of a smoothly operating integration. 

 

 

The SOAPware®  side of the Doctor ID Map is taken care of automatically when you select the physician’s name; the tricky part of setting up the map is determining the values to use for External ID and Billing System.  When in doubt, you can look at the export files produced by the billing/scheduling system to determine these values according to the following table:

 

 

Field in Doctor ID Map	Field in Export File
External ID	Primary Physician (last element of GDEM line)
Billing System	Sender ID (first element of Record Header)

 

 

 To add a new entry to the map-

 

 

1.      Click on the “New Map” button. 

 

2.      Select the doctor’s name from the first list box, then type in the external ID and the billing system ID.

 

3.      Click on OK to accept the changes, or Cancel to discard them. 

 

 

To edit an existing map –

 

 

1.      Click on the doctor’s name in the entry you wish to modify, and click on “Edit”. The Change ID box will appear.  In this box are the current billing system and external ID.

 

2.      Change either or both of them, and click OK to accept or Cancel to discard. 

 

 

To delete a Doctor ID map –

 

 

1.      Click on the doctor’s name and click “Delete”.

 

The Tools Menu

 

 

 

 

Check for Updates

Launches a program to check for SOAPwareXchange updates from SOAPware®'s website.

 

 

 

 

 

The Help Menu

 

 

 

 

About SOAPwareXchange

Displays versioning information for the SOAPwareXchange program

 

Patient Identifiers

 

 

SOAPware® uses a Globally Unique Identifier to internally identify patients.  This ID is guaranteed unique in the world and, once assigned, will never change for a given data item and never be reused.

 

 

A SOAPware® ID looks like the following:

 

12158761-6ED3-11D0-89FD-00C0F00A2A2E

 

 

We realize that not every system will be able to accommodate such a large ID, and that most systems use a much simpler ID based on incrementing a number each time a record is added to the system.  Auto-increment ID's work fine in stand-alone systems, but often fail when scaled to the multi-vendor/multi-site implementations SOAPware® is designed for.

 

 

For this reason SOAPwareXchange maintains patient ID maps.  The map tracks the external system ID, the external ID for the patient, and our internal ID for the patient.

 

 

When importing data, SOAPwareXchange uses a sophisticated matching algorithm to match incoming records with SOAPware® patients.  The algorithm is shown below and should be thoroughly understood before implementing an interface.

 

 

 

 

 

 

The Matching Algorithm

 

 

SOAPwareXchange uses the following algorithm to determine if a patient already exists in the SOAPware® databases or if one needs to be created.   After an incoming record has been successfully matched to a SOAPware® patient, a record will be added to the patient ID map with the internal and external ID. 

 

 

 

To ensure that patients match properly, always include the patient ID in the PID segment.

 

 

 

SOAPwareXchange attempts to match an external patient record to a SOAPware® patient via the following rules.  The rules are considered in order.  If a match is not found, the record will be queued or a new chart will be created in SOAPware® for the patient.

 

 

 

An incoming record will be considered to be a match to a SOAPware® patient if:

 

 

External ID is found in patient map, AND

 

            Birthdate matches, OR

 

            Last name matches

 

 

                        OR

 

 

Social Security numbers match, AND

 

            Birthdate matches, AND

 

            Last name matches, AND

 

            First name matches

 

 

                        OR

 

 

Chart numbers match, AND

 

            Birthdate matches, AND

 

            Last name matches, AND

 

            First name matches

 

 

                        OR

 

 

First name and Last name matches, AND

 

            Birthdate matches, AND

 

            Sex matches

 

 

 

So a match can be made on

 

 

First Name AND Last Name AND Birthdate

 

 

AND

 

 

Sex OR Chart Number OR Social Security Number

 

 

The SOAPwareXchange File Format

 

 

SOAPwareXchange uses standard ASCII files to transfer patient information.  Each data item is delimited with a comma and each record is delimited with a Carriage Return-Line Feed combination.

 

 

To omit a data item, leave the corresponding field in the SOAPwareXchange file blank (it will appear as ,,)  This will leave the data item as it is in the SOAPware® database.  To empty a data item, put a single space in the corresponding field in the SOAPwareXchange file (it will appear as , ,)  This will empty the data item in the SOAPware® database.

 

 

Each file can contain multiple patients.  A SOAPwareXchange file has the following elements:

 

 

Record Header--This tells SOAPwareXchange who is sending the file and includes optional error reporting information.  This must appear as the first line of every file and is only included once per file.

 

 

Patient ID (PID)--This segment uniquely identifies a patient.  Every import section begins with this segment.  All subsequent data exchanges or requests in the file will use this patient until the end of the file is reached, or another Patient ID segment is encountered.

 

 

Exchange Section--This always follows the Patient ID section and explains what data is to be moved, or what events are to be triggered.  This section may contain GDEM, IDEM, CDEM, CONS, CONT, SOAP, SUM, REP, CMDQUEUE, or CMDQUEUENEW segments.

 

 

The general layout of a SOAPwareXchange file is:

 

 

Record Header <CR><LF>

 

Patient ID<CR><LF>

 

Exchange Section<CR><LF>
Patient ID<CR><LF>
Exchange Section<CR><LF>

 

…

 

…

 

…

 

Patient ID<CR><LF>
ExchangeSection<CR><LF>

 

<EOF>

 

 

The Record Header

 

 

The Record Header that begins each file tells SOAPwareXchange the source of the data and any optional error tracking information.  The Sender ID that begins each import file is assigned by the interfacing system vendor and once assigned, cannot change.  Each system that sends information to SOAPware® must use a unique Sender ID.  SOAPwareXchange uses the Sender ID to match external doctor and patient ID's to SOAPware® internal ID's.

 

 

 

Record Header Format

 

 

Sender ID (TEXT 36) (This is site defined—it should never be changed after its first use or the External ID mapping files will be invalid.  Each system sending information to SOAPwareXchange must have a unique Sender ID)

 

 

(The following are site defined and are used to provide feedback in the event of an error)

 

 

Send Station (Optional)

 

 

Send Date (Optional) (YYYYMMDD)

 

 

Send Time (Optional) (HHMMSS)

 

 

Optional Description

 

 

Sample Record Header

 

BILL01,Station 1,19970120,145322,Optional text describing who/what/when/where<CR><LF>

 

Patient ID Format

 

 

 

Field	Type	Length	Description
PID			Tells SOAPwareXchange that this is a Patient ID segment
External ID	Text	100
SOAPware® ID			This field is included for internal SOAPware® use only and must never be filled in by an interfacing system.  If this field is filled with invalid data, the interface will not function properly.
Last Name	Text	20
First Name	Text	20
Sex	Text	1
Birthdate	Text	8	YYYYMMDD
Social Security	Number/Text	11	XXX-XX-XXXX
Chart Number	Text	20

 

 

Sample Patient ID Segment

 

PID,ExternalID,SOAPwareID,LastName,Firstname,Sex,Birthdate,SocialSecurityNumber,ChartNumber<CR><LF>

 

         

 

PID,EXTERNALID,SOAPWAREID,Doe,John,M,19721029,999-88-0000,1234-56743<CR><LF>

 

 

 

 

General Demographics Format

 

 

Field	Type	Length	Description
GDEM			Tells SOAPwareXchange that this segment contains General Demographic information
Last Name	Text	20
First Name	Text	20
Middle Initial	Text	20
Title	Text	5
Suffix	Text	5
Street	Text	20
Street2	Text	20
City	Text	20
State	Text	5
Zip	Number	5
Home Phone	Text	20
Work Phone	Text	20
Email	Text	20
Sex	Text	1
Marital Status	Text	1
Birthdate	Number	8	YYYYMMDD
Fax Number	Text	20
Chart Number	Text	20
Social Security	Text	11	XXX-XX-XXXX
Primary Physician ID	Text	100

 

Marital Status Values:

 

 

I           Single

 

M         Married

 

S         Separated

 

W        Widowed

 

D         Divorced

 

 

Sample General Demographics Segment

 

 

GDEM,LastName,FirstName,MiddleInitial,Title,Suffix,Steert1,Street2,City,State,Zip,

HomePhone,WorkPhone,Email,Sex,MartialStatus,Birthdate,,ChartNumber,SocialSecurityNumber,ProviderID<CR><LF>

GDEM,Doe,John,T,Mr,,111 South St.,Suite 1,Pittsburgh,PA,99999-0989,(999)999-...-88-7777,DrBob<CR><LF>

 

 

Custom Demographics Format

 

 

Field	Type	Length	Description
CDEM			Tells SOAPwareXchange that this is a Custom Demographics Segment
Custom1	Text	25
Custom2	Text	25
Custom3	Text	25
Custom4	Text	25
Custom5	Text	25
Custom6	Text	25
Custom7	Text	25
Custom8	Text	25
Custom9	Text	25
Custom10	Text	25
Custom11	Text	25
Custom12	Text	25
Custom13	Text	Memo

 

Insurance Policy Format

 

 

Field	Type	Length	Description
IPOL			Tells SOAPwareXchange that this is an Insurance Policy Segment
Company Name	Text	25
Company Phone	Text	25
Company Zip Code	Text	10
Copay	Text	25
Effective Date (YYYYMMDD)	Text	8
Employer	Text	25
Expiration Date (YYYYMMDD)	Text	8
Group Name	Text	25
Group Number	Text	25
Insured Address	Text	25
Insured Birthdate (YYYYMMDD)	Text	8
Insured City	Text	25
Insured First Name	Text	25
Insured Gender	Text	10
Insured Last Name	Text	25
Insured Middle Name	Text	25
Insured Phone	Text	25
Insured Relation Code	Text	2	See Table, Next Page
Insured State	Text	2
Insured Zip	Text	9
Plan Name	Text	25
Policy Number	Text	25
Policy Status	Text	25	Possible Values:   Primary   Secondary   Tertiary   Inactive

 

 

This segment creates a SOAPware® 5.0 insurance policy for the patient identified in the PID segment.  Multiple IPOL segments can appear in one file.

 

 

The Insurance Company Name is not transferred directly into the Insurance Company field in SOAPware®.  Insurance Companies are entities defined in SOAPware® through the user interface.  SOAPware® will look at the company phone number and zip code to attempt to match the incoming company to an entity already defined in SOAPware®.  If the match is successful, then the company name will appear in the Insurance Company field of the Policy view in SOAPware®.

 

 

If the match is not successful, the company name will be imported as plain text into the Notes field of the Policy view.

 

 

SOAPwareXchange will attempt to match an incoming policy to an existing policy in the patient chart.  If SOAPwareXchange finds an insurance policy in this patient's chart with the same policy number, it will consider it a match and update the existing policy.  If not, it will create a new one.

 

 

 

Insured Relation Codes:

 

 

00        Self

 

01        Spouse

 

04        Grandfather or Grandmother

 

05        Grandson or Granddaughter

 

07        Nephew or Niece

 

09        Adopted Child

 

10        Foster Child

 

15        Ward

 

17        Stepson or Stepdaughter

 

19        Child

 

20        Employee

 

21        Unknown

 

22        Handicapped Dependent

 

23        Sponsored Dependent

 

24        Dependent of a Minor Dependent

 

29        Significant Other

 

32        Mother

 

33        Father

 

34        Other Adult

 

36        Emancipated Minor

 

39        Organ Donor

 

40        Cadaver Donor

 

41        Injured Plaintiff

 

43        Child Where Insured Has No Financial Responsibility

 

53        Life Partner

 

G8       Other Relationship

 

SOAP note Format

 

 

The SOAP note format is more complex than the demographic segments.  The SOAP note is necessarily a multi-line format, and special tags are used to delineate the sections of the encounter.  Each tag must be on its own line, separated by a carriage return-line feed pair.

 

 

The first line in the SOAP note section contains the record-keeping information about the encounter.  The following sections contain the actual encounter data.

 

 

 

Field	Type	Length	Description
SOAP			Tells SOAPwareXchange that this is a SOAP note segment
EncounterDate	Number	8	YYYYMMDD
EncounterTime	Number	6	HHMMSS
PhysicianID	Text	41	The same external doctor ID used in the demographic sections should be used here
<#StartSubjective#>			Tells SOAPwareXchange to place the coming text in the Subjective field
SubjectiveField Text	Text	64k
<#EndSubjective#>			Marks the end of the Subjective field
<#StartObjective#>			Tells SOAPwareXchange to place the coming text in the Objective field
Objective Field Text	Text	64k
<#EndObjective#>			Marks the end of the Objective field
<#StartAssessment#>			Tells SOAPwareXchange to place the coming text in the Assessment field
Assessment Field Text	Text	64k
<#EndAssessment#>			Marks the end of the Assessment field
<#StartPlan#>			Tells SOAPwareXchange to place the coming text in the Plan field
Plan Field Text	Text	64k
<#EndPlan#>			Marks the end of the Plan field
<#StartRX#>			Tells SOAPwareXchange to place the coming text in the Medications field
Medications Field Text	Text	64k
<#EndRX#>			Marks the end of the Medications field
<#StartFollowUp#>			Tells SOAPwareXchange to place the coming text in the Follow Up field
Follow Up Field Text	Text	64k
<#EndFollowUp#>			Marks the end of the Follow Up field
END_SOAP			Marks the end of the SOAP note segment

 

 

 

 

Sample SOAP Note Segment

 

 

SOAP,19970619,144400,SMITH01

 

<#StartSubjective#>

 

The patient describes being tense, on edge, tremulous, difficulty relaxing, tachycardia-palpitations, dyspnea.

 

<#EndSubjective#>

 

<#StartObjective#>

 

GEN: Tense appearing, hypervigilant

 

<#EndObjective#>

 

<#StartAssessment#>

 

Anxiety Syndrome (Tense or nervous) #300.00.

 

<#EndAssessment#>

 

<#StartPlan#>

 

Avoid caffeine and plan for regular physical activity.  Practice a relaxtion exercise regularly as well.

 

<#EndPlan#>

 

<#StartFollowUp#>

 

Return if problems develop or worsen.

 

<#EndFollowUp#>

 

END_SOAP

 

 

Chart Summary Format

 

 

The Summary format is complex.  The Summary is necessarily a multi-line format, and special tags are used to delineate the sections of the encounter.  Each tag must be on its own line, separated by a carriage return-line feed pair.

 

 

The first line in the Summary section only command to trigger a new summary document.  The following sections contain the actual summary data.

 

 

 

Field	Type	Length	Description
SUM			Tells SOAPwareXchange that this is a Summary segment
<#StartActiveProblems#>			Tells SOAPwareXchange to place the coming text in the Active Problems field
Active Problems Text	Text	64k
<#EndActiveProblems#>			Marks the end of the Active Problems field
<#StartInactiveProblems#>			Tells SOAPwareXchange to place the coming text in the Inactive Problems field
Inactive Problems Text	Text	64k
<#EndInactiveProblems#>			Marks the end of the Inactive Problems field
<#StartSurguries#>			Tells SOAPwareXchange to place the coming text in the Surguries field
Surguries Text	Text	64k
<#EndSurguries#>			Marks the end of the Surguries field
<#StartMedications#>			Tells SOAPwareXchange to place the coming text in the Medications field
Medications Text	Text	64k
<#EndMedications#>			Marks the end of the Medications field
<#StartAllergies#>			Tells SOAPwareXchange to place the coming text in the Allergies field
Allergies Text	Text	64k
<#EndAllergies#>			Marks the end of the Allergies field
<#StartFamilyHistory#>			Tells SOAPwareXchange to place the coming text in the Family History field
Family History Text	Text	64k
<#EndFamilyHistory#>			Marks the end of the Family History field
<#StartTobacco#>			Tells SOAPwareXchange to place the coming text in the Tobacco field
Tobacco Text	Text	64k
<#EndTobacco#>			Marks the end of the Tobacco field
<#StartAlcohol#>			Tells SOAPwareXchange to place the coming text in the Alcohol field
Alcohol Text	Text	64k
<#EndAlcohol#>			Marks the end of the Alcohol field
<#StartInterventions#>			Tells SOAPwareXchange to place the coming text in the Interventions field
Interventions Text	Text	64k
<#EndIntervention#>			Marks the end of the Interventions field
<#StartSocialHistory#>			Tells SOAPwareXchange to place the coming text in the Social History field
Social History Text	Text	64k
<#EndSocialHistory#>			Marks the end of the Social History field
<#StartROS#>			Tells SOAPwareXchange to place the coming text in the ROS field
Review Of Symptoms Text	Text	64k
<#EndROS#>			Marks the end of the ROS field
<#StartPhysical#>			Tells SOAPwareXchange to place the coming text in the Physical field
Physical Text	Text	64k
<#EndPhysical#>			Marks the end of the Physical field
END_SUM			Mark the end of the Summary segment

 

 

Sample Chart Summary Segment

 

 

SUM

 

<#StartActiveProblems#>

 

Pain, neck #723.1. 

 

Degenerative Disc Disease  #722.6. 

 

Hemorrhoids (piles) #455.6. 

 

Weight loss #783.2. 

 

Probable GERD, Gastro-Esophageal Reflux Disease (acid reflux) #530.81

 

Chronic Obstructive Pulmonary Disease #496.

 

Controlled Hypertension (high blood pressure) #401.9.

 

<#EndActiveProblems#>

 

Fatigue #780.7.

 

Hematochezia (rectal bleeding) #569.3.

 

Hypertension (high blood pressure) #401.9.

 

Hematoma (collection of blood) #924.9.

 

Hemorrhoids (piles) #455.6.

 

Hernia, hiatal #553.3.

 

Mild Benign Prostatic Hypertrophy (enlarged prostate) #600.

 

<#StartInactiveProblems#>

 

<#EndInactiveProblems#>             

 

<#StartSurguries#>

 

No history of any past major surgeries.     

 

<#EndSurguries#>

 

<#StartMedications#>

 

10/08/2000 - (Starter pack given) Cardura 4 mg. (Disp - #100) Take one daily or as directed (Refill - 3). (ID-d00726)

 

 

Monopril (Dose/Unit - 40 mg.) (Form - Tabs) (Disp - #100) (Frequency - One daily) (Route - By mouth) (Refills-1 year). (ID-d00242)

 

 

Combivent Inhaler (Generic - Albuterol/Ipratropium) (Disp - 1 Inhaler) (Frequency - 2 puffs every 6 hours) (Route - by mouth) (Refills-1 year). (ID-d04066)

 

 

Centrum Silver.

 

 

Theragran M (OTC) one daily.(ID-d03145T9697)

 

 

Vitamin C.(ID-12307)

 

 

Vitamin E.(ID-12301)

 

 

vitamin B

 

 

Baby Aspirin 81 mg. (OTC) Take one daily with food. (ID-d00170)

 

 

Folic Acid

 

 

Potassium.                

 

<#EndMedications#>          

 

<#StartAllergies#>

 

There is no known history of allergy to any medication. (ID-IGNORE)

 

<#EndAllergies#>

 

<#StartFamilyHistory#>                  

 

Mother deceased at age 65 with cancer.

 

Father deceased at age 85 with cerebrovascular accident.

 

No colo-rectal cancers.

 

<#EndFamilyHistory#>

 

<#StartTobacco#>

 

States that he quit smoking 5/97, had smoked for 55 years.      

 

<#EndTobacco#>

 

<#StartAlcohol#>

 

Denies the use of alcohol.   

 

<#EndAlcohol#>

 

<#StartInterventions#>

 

08/29/2000 cervical  spine x-rays at the hospital with anterior subluxation of the C3-4 and C4-5 which appear degenerative in nature, degenerative disc disease at C5-6; hypertrophic osteophytes causing neuroforamenal narrowing bilaterally from C3-7.

 

08/29/2000 EKG within normal limits

 

12/08/1999: Sigmoidoscopy.

 

11/23/1999: PSA-1.4. GHP/Lipids- Chol-174, LDL-117, Otherwise, wnl. Mild variances- CO2-31.

 

Pneumovax, 03/13/1998.

 

1998: D-Tetanus.

 

1970s: upper gastrointestinal x-ray

 

<#EndInterventions#>          

 

<#StartSocialHistory#>

 

Single, divorced, 3 children, retired.

 

<#EndSocialHistory#>

 

<#StartROS#>         

 

<#EndROS#>

 

<#StartPhysical#>

 

GEN: Appear/General-Abn(-). VS: WT: 162#. T: 96.7. BP: 164/96.

 

 HEENT: Dental plates in place. Oropharynx-Abn(-). EARS- Otoscopic-Abn(-). Ear-Nose/Appear-Abn(-). NOSE- Nose/Internal-Abn(-). EYES: Conjunctiva/Lids-Abn(-). Pupils/Irises-Abn(-).

 

 NECK: Neck-Abn(-).

 

 LUNGS: Lung/Auscultation-Abn(+) with slight, diffuse decreased breath sounds. Respirations-Abn(-).

 

 HEART: Heart/Auscultation-Abn(-).

 

 ABD: Abdomen-Mass/Tenderness-Abn(-). Liver/Spleen-Abn(-). Hernia-Abn(-).

 

 <place w:st="on">GENT</place>: Anus/Perineum/Rectum-Abn(+), external hemorrhoids. Scrotal-Abn(-). Penis-Abn(-). Prostate-Abn(+) with-.- Prostate_Enlargement(+).- Prostate_Edema(-).- Prostate_Symmetry-Abn(-).- Prostate_Nodularity(-).- Prostate_Tenderness(-).

 

 BJE: 1 cm. hematoma on right forearm with some surrounding ecchymosis.

 

 NEURO: PSYCH: Insight/Judgement-Abn(-).

 

 SKIN: Skin/Subcutaneous-Inspection-Abn(-). Mild acne/folliculitis on chest.

 

 STUDIES:                

 

<#EndPhysical#>

 

END_SUM

 

CMDQUEUE

 

 

This command tells SOAPwareXchange to pull a patient's chart.  This will place the patient's chart in the Pulled Charts list.  The command must be followed by the attending physician's external ID, the same ID that would be sent in the GDEM segment.

 

 

CMDQUEUE,SMITH01

 

 

 

 

 

 

CMDQUEUENEW

 

 

This command tells SOAPwareXchange not only to pull the patient's chart, but also to create a new encounter for that patient.  The created encounter will use the date and time at which the command was received.  This command also requires the physician's external ID.

 

 

CMDQUEUENEW,SMITH01

 

Reports Format

 

 

Field	Type	Length	Description
REP			Tells SOAPwareXchange that this is a report segment
Category			The category the report should be placed in.  Category codes are listed below
Report Title	Text	50
Report Date	Date	10	MM/DD/YYYY
Report Time	Number	6	HHMMSS
Author	Text	20
Recipient	Text	20
Status	Text	2
Condition	Text	2
Acknowledged	Text	2
Source	Text	20
External Doctor ID	Text	20
Signed Off	Text	1	Y/N
Signed By	Text	20
Signed Date	Date	10	MM/DD/YYYY
Signed Time	Number	6	HHMMSS
Image Path	Text		The complete path to the image file, if this is an image-based report.   PDF files are also supported in versions 2010.1 and later.

 

The following items must be separated by a carriage return-line feed pair, and will not be used for image-based reports.

 

 

Field	Type	Length	Description
Report Text	Text	64k	The text of the report
<#EndReport#>			Marks the end of the report segment

 

Category Codes

 

 

SWDF01	History and Physical
SWDF02	Lab
SWDF03	Misc Report
SWDF04	Printed Encounters
SWDF05	Flow Sheets
SWDF07	Encounter
SWDF08	Correspondence In
SWDF09	Correspondence Out
SWDF10	Radiology
SWDF11	Pathology

 

Contacts

 

 

SOAPwareXchange can receive contact information from other systems.  The CONT segment contains this information.

 

 

Field	Type	Length	Description
CONT			Tells SOAPwareXchange that this is a contact segment
First Name	Text	20
Last Name	Text	20
Middle Initial	Text	5
Title	Text	5
Suffix	Text	5
Street	Text	20
City	Text	20
State	Text	5
Zip	Text	5
Office Phone	Text	12
Fax	Text	12
Pager	Text	12
Home Phone	Text	12
Cell Phone	Text	12
Email	Text	20
Web Page	Text	20
Greeting	Text	20
UPIN	Text	20
Specialty	Text	20
Notes	Text	50

 

Insurance Companies

 

 

SOAPwareXchange can create Insurance Company objects in SOAPware®.  This segment is generally used to populate insurance company information in SOAPware® on initial deployment, before patient demographic information is sent.

 

 

Field	Type	Length	Description
ICOM			Tells SOAPwareXchange that this is an insurance company segment
Company Name	Text	50
Street	Text	30
Street2	Text	30
City	Text	20
State	Text	2
Zip	Text	10
Phone	Text	10
Extension	Text	10
Participating	Bool	1	T or F: is this clinic participating in this plan
ExternalID	Text	5	Your system's ID for this company

 

Balance Forward (Version 2010.2 and later)

BFOR

The BFOR segment can transfer the patient's Balance Forward from another system to SOAPware's billing system.  The Balance Forward should be expressed in dollars, with no dollar sign.

 

Sample:

BFOR,162.84

 

Outdated Segments

 

 

These segments were ported over directly from DOCSExchange version 4.0.  They are provided in SOAPwareXchange version 5.0 for backward compatibility, but their use is not recommended.

 

 

Insurance Demographics Format

 

 

Field	Type	Length	Description
IDEM			Tells SOAPwareXchange that this is an Insurance Demographics segment
Expiration Date1	Number	8	YYYYMMDD
Insurance Contact Person1	Text	50
Policy Number1	Text	50
Name Insured Under 1	Text	50
Insurance Company Phone1	Text	50
Insurance Company Name 1	Text	50
Comment 1	Text	Memo
Expiration Date2	Number	8	YYYYMMDD
Insurance Contact Person2	Text	50
Policy Number2	Text	50
Name Insured Under 2	Text	50
Insurance Company Phone2	Text	50
Insurance Company Name 2	Text	50
Comment 2	Text	Memo

 

 

The Insurance Company Name is not transferred directly into the Insurance Company field in SOAPware®.  Insurance Companies are entities defined in SOAPware® through the user interface.  SOAPwareXchange will look at the company phone number and zip code to attempt to match the incoming company to an entity already defined in SOAPware®.  If the match is successful, then the company name will appear in the Insurance Company field of the Policy view in SOAPware®.

 

 

If the match is not successful, the company name will be imported as plain text into the Notes field of the Policy view.

 

 

 

SOAPwareXchange will attempt to match an incoming policy to an existing policy in the patient chart.  If SOAPwareXchange finds an insurance policy in this patient's chart with the same policy number, it will consider it a match and update the existing policy.  If not, it will create a new one.

 

Sending Information From SOAPware®

 

 

SOAPware® can be configured to send general demographics information, and to post an electronic superbill.  SOAPwareXchange can also do a batch export containing demographic information on all patients in SOAPware®.

 

 

Enabling the Out Directory

 

 

1)     Select Outbox Settings on the SOAPwareXchange window

 

2)     Enable data out from SOAPware® by placing a check mark next to the corresponding items

 

 

 

 

If you intend to send demographic or billing information back from SOAPware®, be sure to place the Sender ID in the box "Use this System ID for posting superbills".  SOAPwareXchange will use this ID to look external IDs in the maps.  This will enable SOAPwareXchange to send the other system its own IDs for patients and providers.

 

 

This system ID is the same as the sender ID in incoming files.

 

Superbill Format

 

 

The superbill in SOAPwareXchange 5.0 is offered in two formats: the classic format, and the new XML format.

 

 

 

Superbill Classic

 

 

Record Header
PID segment	Standard Patient ID header
Billing codes	Format for the billing codes is Site Code|CPT Code| …
Remarks	Terminated with |
Assessment	Text of the Assessment area terminated with |
Physician	The external system’s ID for the posting physician
Encounter Date	The date and time of the SOAPware® encounter

 

The doctor ID map and outbox settings are used to identify the proper external physician ID to return.  If there is no doctor ID map or system ID specified, no physician ID will be returned.

 

 

The patient ID map and outbox settings are used to identify the proper external patient ID to return.  If there is no patient ID map or system ID specified, no external patient ID will be returned.

 

 

Site codes are not used in SOAPware® 5.0, and the field is only retained to ensure backward compatibility.

 

 

 

Sample Classic Superbill

 

 

SOAPware Export File,,,

 

PID,ExternalID,4210FBF0-C16C-11D0-9E16-00C0F00A2A2E,Jill,Jackin,F,19690919,999-88-7777,AA1234

 

501|85031|557||

 

Remarks section|

 

Assessment area|

 

PHYSICIANID|SMITH01

 

ENCOUNTERDATE|01/01/2005 10:30 AM

 

 

 

XML Superbill

 

 

The XML Superbill format is new for SOAPware® 5.0.  It contains more information than the classic format, including place of service codes and ICD codes related to the appropriate CPT codes.

 

 

<Superbill>

 

     <PatientInfo>

 

          <ExternalID />

 

          <PatientID>9de24f67-6bf2-420c-8986-29ac4610738b</PatientID>

 

          <LastName>Jim</LastName>

 

          <FirstName>Slim</FirstName>

 

          <Sex>M</Sex>

 

          <Birthdate>19320321</Birthdate>

 

          <SocialSecurity>999999999</SocialSecurity>

 

          <ChartNumber>68332</ChartNumber>

 

     </PatientInfo>

 

<SuperbillInfo>

 

     <ProviderID>ddbd44c0-0630-4493-9c0f-6c27191a8e4d</ProviderID>

 

     <VisitDate>08/09/2007 7:58 AM</VisitDate>

 

     <PlaceOfService>11</PlaceOfService>

 

     <ICDList>

 

          <ICD>642.00</ICD>

 

          <ICD>307.81</ICD>

 

          <ICD>009.1</ICD>

 

     </ICDList>

 

     <CPTItems>

 

          <CPT>

 

               <Code>12356</Code>

 

               <Description>X-ray</Description>

 

               <RelatedICDs>

 

                    <ICD>009.1</ICD>

 

               </RelatedICDs>

 

               <ModifierList>

 

                    <Modifier>21</Modifier>

 

                    <Modifier>23</Modifier>

 

               </ModifierList>

 

               <Units>1</Units>

 

          </CPT>

 

          <CPT>

 

               <Code>98765</Code>

 

               <Description>Blood Draw</Description>

 

               <RelatedICDs>

 

                    <ICD>642.00</ICD>

 

                    <ICD>307.81</ICD>

 

               </RelatedICDs>

 

               <ModifierList>

 

                    <Modifier>24</Modifier>

 

                    <Modifier>22</Modifier>

 

               </ModifierList>

 

               <Units>1</Units>

 

          </CPT>

 

     </CPTItems>

 

     <PlanNotes>not able to find amputation of thumb </PlanNotes>

 

     <Notes>follow up in 2 weeks to

 

check on your status</Notes>

 

</SuperbillInfo></Superbill>

 

 

 

Above is a sample XML superbill.  The fields of an XML superbill are detailed below.

 

 

PatientInfo--this block contains demographic data on the current patient.  This block is the new equivalent of the GDEM segment.  Data includes:

 

            External Patient ID

 

            SOAPware®'s internal patient ID

 

            Last Name

 

            First Name

 

            Sex

 

            Birthdate

 

            Social Security Number

 

            Chart Number           

 

 

SuperbillInfo--this block contains the actual data of the superbill.  Segments in this block include:

 

 

Provider ID--The external physician ID for this doctor, or SOAPware®'s internal physician ID if the external is not available.

 

 

Visit Date--This is the date of service.  It can be different from the date of file generation.

 

 

Place of Service--A code representing the place of service.  These codes are drawn from the official Centers for Medicare & Medicaid Services Place of Service Codes for Professional Claims:

 

 

01 Pharmacy

 

02 Unassigned

 

03 School

 

04 Homeless Shelter

 

05 Indian Health Service Free-standing Facility

 

06 Indian Health Service Provider-based Facility

 

07 Tribal 638 Free-standing Facility

 

08 Tribal 638 Provider-based Facility

 

09 Prison-Correctional Facility

 

10 Unassigned

 

11 Office

 

12 Home

 

13 Assisted Living

 

14 Group Home

 

15 <place w:st="on">Mobile</place> Unit

 

16 Temporary Lodging

 

17-19 Unassigned N/A

 

20 Urgent Care Facility

 

21 Inpatient Hospital

 

22 Outpatient Hospital

 

23 Emergency Room – Hospital

 

24 Ambulatory Surgical Center

 

25 Birthing Center

 

26 Military Treatment Facility

 

27-30 Unassigned

 

31 Skilled Nursing Facility

 

32 Nursing Facility

 

33 Custodial Care Facility

 

34 Hospice

 

35-40 Unassigned

 

41 Ambulance - Land

 

42 Ambulance – Air or Water

 

43-48 Unassigned

 

49 Independent Clinic

 

50 Federally Qualified <place w:st="on"><placename w:st="on">Health</placename> <placetype w:st="on">Center</placetype></place>

 

51 Inpatient Psychiatric Facility

 

52 Psychiatric Facility-Partial Hospitalization

 

53 Community Mental <place w:st="on"><placename w:st="on">Health</placename> <placetype w:st="on">Center</placetype></place>

 

54 Intermediate Care Facility/Mentally Retarded

 

55 Residential Substance Abuse Treatment Facility

 

56 Psychiatric Residential Treatment Center

 

57 Non-residential Substance Abuse Treatment Facility

 

58-59 Unassigned

 

60 Mass Immunization Center

 

61 Comprehensive Inpatient Rehabilitation Facility

 

62 Comprehensive Outpatient Rehabilitation Facility

 

63-64 Unassigned N/A

 

65 End-Stage Renal Disease Treatment Facility

 

66-70 Unassigned

 

71 Public Health Clinic

 

72 Rural Health Clinic

 

73-80 Unassigned

 

81 Independent Laboratory

 

82-98 Unassigned N/A

 

99 Other Place of Service

 

 

ICDList--This block has a separate ICD field for each ICD code in the superbill.

 

 

CPTItems--This block contains all the CPT codes present in the superbill, along with their modifiers and related ICD codes.  A CPTItems block contains:

 

            CPT code--the numeric CPT code

 

            Description--a text description of the code

 

RelatedICDs--a list of all ICD codes linked to this CPT code

 

ModifierList--a list of all modifiers for this CPT code

 

Units--

 

 

 

Plan Notes--The text of the Plan field of the encounter note

 

 

Notes--any additional notes the SOAPware® user placed on this bill

 

Batch Export From SOAPware®

 

 

You can export demographic information for all patients is SOAPware® using the Batch Export command available in the SOAPwareXchange File menu.  This will export general demographic information in the format outlined above, and place the resulting file in the SOAPwareXchange Out folder.  This feature is useful for initial population of a new billing/scheduling system.

 

 

General Demographics Format for Export

 

 

Field	Type	Length	Description
GDEM			Tells SOAPwareXchange that this segment contains General Demographic information
Last Name	Text	20
First Name	Text	20
Middle Initial	Text	20
Title	Text	5
Suffix	Text	5
Street	Text	20
Street2	Text	20
City	Text	20
State	Text	5
Zip	Number	5
Home Phone	Text	20
Work Phone	Text	20
Email	Text	20
Unused Field
Unused Field
Sex	Text	1
Unused Field
Marital Status	Text	1
Birthdate	Number	8	YYYYMMDD
Fax Number	Text	20
Chart Number	Text	20
Social Security	Text	11	XXX-XX-XXXX
Primary Physician ID	Text	100

 

 

Unused Fields are blank, but included to preserve backward compatibility.

 

 

 

Marital Status Values:

 

 

I           Single

 

M         Married

 

S         Separated

 

W        Widowed

 

D         Divorced