Epic Integration Upgrades in OnBase

Integration for Epic includes the OnBase Viewer, Scan Acquisition Server (SAS), and the integrations for Front Office Scanning (FOS), Epic Release of Information (ROI), EpicCare Link / EpicWeb, Epic Image Retrieval API, OnBase Patient Window, and Epic Welcome. Join Cailen Myers, Senior OnBase Consultant for RPI Consultants, who will share our best practices and recommendations for preparing to upgrade these integrations.

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Cailen Myers:
Thank you, everyone for joining the Epic Integration Upgrades in OnBase. A few housekeeping items before we get started. All our webinars are recorded and are made available on our website. All lines will be muted. If you have any questions, please post them in the GoToWebinar question panel, and we will answer them at the end of this webinar. Currently, we have eight 2020 OnBase webinar series going on. All upcoming webinars are listed. If you’ve not already done so, please sign up for the upcoming webinars. If you have any additional webinars you would like to see, please reach out to us here at RPI, and we’d be happy to create those for you.

Just a little bit about myself before we get started. My name is Cailen Myers. I am a Senior Consultant here at RPI. I have over 10 years’ experience of designing, implementing, upgrading, supporting OnBase. I do specialize in healthcare and the EMR and ERP integration. I have quite a few OnBase certifications as well as Epic certifications. And on a more personal note, I am a mom to three Siberian Huskies. I do like baking and scrapbooking in my free time.

Let’s go ahead and get started. Today, I would like to discuss a little bit about the OnBase Epic integration, product licensing and versioning. The main part, of course, preparing for the upgrade. Then, we will do summary and questions. All webinars are solely based…are all RPI webinars. This is not a webinar that was produced or endorsed by Hyland or Epic. This information is of course, current as of March 2020. The advice and content contained within this webinar is educational only and based solely on the experience of us, RPI Consultants.

Let’s go ahead and get started. A little bit about the OnBase Epic integrations. There are so many different products and modules. I thought it’d be best to go through each of them before we get started on the actual upgrade piece.

Integration for Epic MyChart. The integration for Epic MyChart allows organizations to leverage OnBase for storing medical documentation uploaded by patients or guardians through MyChart. Uploaded content is routed and processed using OnBase workflows, giving the administrators and providers the chance to review and selectively add documents to the patients’ medical record. The integration can also give patients access to forms assigned using the Clinical Consents module. Patients or guardians can review and sign patient level forms from the comfort of their homes, using any browser supported by MyChart.

Signature Deficiencies for Epic. Signature Deficiencies for Epic provides the ability to electronically assign and complete deficiencies on documents stored in OnBase. Analysts can view documents and assign deficiencies to physicians and physicians can accept or decline these deficiencies. Signature Deficiencies for Epic automatically routes the documents through the completion process. Signature Deficiencies for Epic integrates seamlessly with the Epic application. Documents stored in OnBase are retrieved directly through the Epic user face. From the Epic Health Information Module, analysts can review scanned documents through the OnBase Viewer to assign deficiencies for missing signatures or missing information. Then from the Epic Inbasket, physicians can retrieve documents and electronically assign deficiencies assigned by the analyst. Signature Deficiencies allow users to open OnBase documents from the Epic application without interactively logging on to OnBase. Analysts and physicians can analyze and complete encounter documents without leaving the Epic interface.

The OnBase Viewer. OnBase segments can be directly accessed through Epic using the OnBase Viewer. Besides offering a rich ActiveX feature, the OnBase Viewer allows users to compare two documents side-by-side and submit documents for corrections. Physicians also can use it to stamp documents sent to their inbox as acknowledged.

The Scan Acquisition Server. The Scan Acquisition Server offers a light scanning solution, allowing users to convert both paper documents and existing electronic files into the electronic documents in OnBase. The Scan Acquisition Server offers several methods of input. You can use TWAIN, Kofax, or ISIS compliant scanners. Definitely are not able to use the PaperStream for these. You can sweep large quantities of existing electronic data files into OnBase without using a scanner. Then you can also send documents directly to the Scan Acquisition Server by printing them through the Hyland Virtual Print Driver.

Front Office Scanning. This is an alternative to the Scan Acquisition Server. The Front Office Scanning integration allows Epic users to scan documents to OnBase through the Epic Front Office Scanning clients. The Front Office Scanning client offers additional features, which would include the ability to mark up documents and capture signatures electronically. Then documents are easily indexed using the information provided by Epic.

Epic Release of Information Integration. The Epic Release of Information Integration allows Epic Hyperspace users to print OnBase documents with supportive file formats using the Release of Information screen. So when your staff is releasing a set of documents, they are able to attach the OnBase documents within that packet to send out for release.

EpicCare Link Integration allows users to view OnBase documents directly from a medical record with an EpicCare Link, PlanLink or EpicWeb. In addition, users can upload documents directly to OnBase.

The Epic Image Retrieval API Integration allows OnBase documents to be displayed in locations previously where only the BLOB images were available, such as Hyperspace and MyChart. Some examples of this is, when you’re in Chart Review, you can see thumb base segments as a preview or thumbnails. You’re able to include them in reports, notes, or In Basket messages using the Image Selector. They can be imported into Epic annotation tools. If you’re looking for a more complete list, I would suggest contacting your Epic support representative for that. There are no ActiveX controls required for this integration. Users can view and open thumbnails of supportive file formats without additional client-side installation.

The Epic Welcome Integration. So, patients who register using the Epic Welcome software kiosk can scan and upload documents directly in OnBase. The documents are archived to specific document types using the patient registration information.

The OnBase Patient Window is a medical records retrieval tool that can provide Epic users access to OnBase records and documents within a web-based interface. The integration is available for OnBase systems that are configured for the OnBase Integration for Epic or Signature Deficiency for Epic. Because it is web-based, you actually can also look at the OnBase Patient Window outside of Epic. But of course, in this instance, we would be looking at it within Epic.

Integration for Epic Canto and Haiku. This provides the ability to integrate both the Epic Canto and Haiku iOS and Android applications with OnBase using the OnBase Mobile Healthcare App application on mobile devices. So, physicians can perform familiar tasks within Epic Canto and Epic Haiku with the added ability of using buttons configured in Epic to launch the OnBase Mobile Healthcare App. When the OnBase Mobile Healthcare App is launched from Epic, physicians can view OnBase documents, complete deficiencies, create forms, take photos all within their mobile device. And of course, using their device camera, if they’re taking photos and all these documents and photos would be attached to the patient’s chart in Epic and OnBase.

So, a little bit about the integration modules. Let’s now talk about some product licensing and versioning. In addition, I do want to discuss a couple items to consider when you are upgrading some of these modules. The Integration for Epic MyChart, all the licensing and the versions that are supported are here on the screen. A couple of things to note that in EP1 or later, you need to make sure that the API URL has PPL at the end of the path. Also, as of OnBase Foundation EP1, the Endpoints MyChart setting in the application server web.config file has to be renamed to Endpoints PPL. Then as of OnBase Foundation EP1 as well, Epic encryption settings must be configured in OnBase configuration. You definitely would want to look into that. Lastly, as of Epic Foundation EP1, the URL query string configured for this integration must include Epic timestamp parameters. Again, please reach out to your Technical Resources for this, any assistance of setting it up, but just some things to consider when you are looking at upgrading.

Signature Deficiencies for Epic. Again, the licensing is on the screen. You definitely want to make sure you have the Signature Deficiency for Epic license. All the Epic versions and OnBase versions are listed here. There’s a of couple things to consider when using the Signature Deficiencies for Epic. As of OnBase 18, there are new setting controls. The sending of HL7 messages to Epic when deficiencies are created or addressed. So, you definitely want to look at those settings, which are available in the HL7 tab in the Medical System settings. Also, as of OnBase 18, Signature Deficiencies for Epic, no longer needs to be configured to send the HL7 messages to Epic in order for the deficiencies to be burned. And as of OnBase 18, if deficiencies are addressed using the Mobile Integration for Epic Canto or Haiku, then the Notify Epic of completed or rejected deficiencies settings must be selected. And the associated HL7 message template and destination must be configured. Again, definitely some things to consider when upgrading, if you do have the Signature Deficiencies for Epic, please take a look at the MRGs or reach out to your support

For the OnBase Viewer, this one’s a little bit easier. You need the Client (Concurrent, Named or Concurrent Client for EMR Integrations), Integrati