SOAPwareXchange Whitepaper

    Table of contents
    No headers

     

     

     

     

     

     

     

     

     

     

     

     

    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

     

     

    Page last modified 15:40, 4 Jun 2010 by Sandra Miller
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