Orders or Recalls HL7 Specifications

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Introduction VPN and Communication Protocol Patient Matching Incoming Integration (to Artera)

Introduction

This document defines the specifications for full integration with the Artera application using HL7 interface standards. Please note that Artera supports a wide range of integration methodologies depending on your Practice Management (PM) and Electronic Medical Record (EMR) system. For more information on HL7, please refer to the Health Level Seven website: http://www.hl7.org

Integration Checklist

Phase 1: Patient Recalls to Artera

Establish VPN Tunnel
- Connect interface engines
Live Data Feeds to Artera from Customer
- One-Way Recalls (HL7 ORM)

VPN & Communication Protocol

Artera will provide all prospective clients with the Artera VPN Template. Please fill this out as soon as your team is able. A completed form is required before moving forward with any significant integration discussions.

Patient Matching

Due to the variability of patient spellings and risk of mistyping, Artera performs patient mapping based on the external application’s patient identifier sent over the interface. Artera will store this identifier upon patient creation and use it as matching criteria for any future messages.

This information should be placed according to HL7 2.3 standards, and will be accepted in either the PID.2 or PID.3 segment of the message.

Incoming Integration (to Artera)

ORM - Orders, also known as Recall Messages

ORM messages keep Artera synchronized when important order changes occur within your EMR. Artera will consume messages for new, modified, completed and canceled orders/recalls.

Artera’s core system will only accept ORM messages for orders/Recalls whose location(s) are properly mapped to an Artera Practice. If only a subset of departments, providers, or locations are using Artera, only messages for those resources will be processed through the interface. Any other message received will be filtered and ignored.

Artera is typically configured to use the following ORM messages, any other messages transferred might be filtered and ignored unless otherwise specified during the integration process.

ORM^O01 - Transmit information about an order.

Field Requirements
Name	Code	Comments
Required	R	This field must be present within a segment and contain a valid value. The Artera Integration Engine rejects messages that fail this validation
Optional	O	This field is not required but will be consumed if present.
Conditional	C	This field may or may not be required depending on conditions in the notes column
Not Supported	X	By default, fields not listed are not consumed by Artera

MSH
Field	Name	Req’d?	Notes	Repeat?
7	HL7 Message Datetime	O	Format should be YYYYMMDDhhmmss, timezone must be the same as the SIU feed or data may be rejected	N
9.1	HL7 Message Type	R	Must be ADT	N
9.2	HL7 Message Type	R	Must be A04, A08, A28, or A31	N

PID
Field	Name	Req’d?	Notes	Repeat?
3	Patient Identifiers		See “Subsection Patient Identifiers” below for examples and longer explanation
3.1	Patient ID	R	Must be a value that uniquely identifies a patient across an organization.	Y
3.4	ID Assigning Auth	C	If 3.1 is repeated, 3.4 must be an agreed upon assigning authority.	Y
3.5	ID Type	C	If 3.1 is repeated, 3.5 must be an agreed upon type	Y
5.1	Patient Last Name	R	Must be a non-empty string, if repeating values are sent Artera Integration only processes the first value	N
5.2	Patient First Name	R	Must be a non-empty string, if repeating values are sent Artera Integration only processes the first value	N
5.3	Patient Middle Name	O	If repeating values are sent Artera Integration only processes the first value	N
7.1	Date of Birth	R	Used for patients to access secure messages. Expected format: yyyyMMdd	N
8.1	Gender	O		N
10.1	Race	O		N
11.1	Address Line 1	O	If repeating values are sent Artera Integration only processes the first value	N
11.2	Address Line 2	O	If repeating values are sent Artera Integration only processes the first value	N
11.3	City	O	If repeating values are sent Artera Integration only processes the first value	N
11.4	State	O	If repeating values are sent Artera Integration only processes the first value	N
11.5	Zip	O	If repeating values are sent Artera Integration only processes the first value	N
13	Phone and Email		See “Subsection Phones and Email” below for examples and longer explanation
13.1	Phone Value	C	Required if 13.3 is an acceptable value	Y
13.2	Email Identifier	O	Only the first email received is consumed. Unless otherwise agreed upon must be ‘NET’	Y
13.3	Phone Identifier	C	If a phone, is passed in 13.1, an acceptable phone code must be passed for Artera to consume the value in 13.1	Y
13.4	Email Address	O	Only the first email received is consumed	Y
13.18	Preferred Phone Identifier	O	Indicates if a given repetition's 13.1 value is the preferred phone. If passed, must be either a cell, home or work phone. By default Artera checks for this value to be 1	N
14.1	Work Phone	O		N
14.3	Work Phone Identifier	C	If a phone is passed in 14.1, must be an acceptable phone code for work phones	N
15.1	Primary Language	O	If not passed, the patient's preferred language will default to English.	N
19.1	Social Security Number	O	If sent, Artera only requires the last 4 digits. Only needed if not using DOB for secure message validation	N
22.1	Ethnicity	O		N
30	Deceased Indicator	O	Used to nullify all contact info and prevent future Artera message from being sent to the patient	N

Complex Data Elements

Subsection Patient Identifier
PID 3
PID 3 is critical for ensuring each patient record is unique and can be easily identified by both Artera Integration and users within the Artera application. Non-unique values allow for duplicate patients or PHI being sent to a different patient.
Example Acceptable Format 1	Patient ID^^^Assigning Authority	Y
Example Acceptable Format 1	Patient ID^^^^ID Type	Y
Example Acceptable Format 2	Patient ID	N

Subsection Phones and Emails
PID 13
PID 13 is important for ensuring Artera has the correct contact information for a patient. Timely and accurate phone numbers are important to make sure reminders and conversations are directed to the correct patient phone number.
Example Acceptable Phone Format	5558051234^^C	Y
Example Acceptable Phone Format with Preferred Indicator	5558051234^^C^^^^^^^^^^^^^^^PP	N
Example Acceptable Email	^NET^^hello@artera.io	N

OBR
Field	Name	Req’d?	Notes	Repeat?
2.1	Recall ID	R	Used to uniquely identify a Recall. Must be unique and consistent across a recall’s lifecycle.	N
4.1	Event ID	R	Used to uniquely identify the type of Recall, visit type, or order type.	q
4.2	Event Name	R	Used to identify the name of the Recall, visit type, or order type.	N
24.1	Event Modality	O		N
27.4	Recall Date/Time	R	yyyyMMddHHmm	N

ORC
Field	Name	Req’d?	Notes	Repeat?
5.1	Recall Status	R		N

AIP
Field	Name	Req’d?	Notes	Repeat?
3.1	Provider ID	C	Required if no AIG	N
3.2	Provider Last Name	C	Required if no AIG	N
3.3	Provider First Name	C	Required if no AIG	N
4.2	Provider Degree	O		N

RGS or AIL
Field	Name	Req’d?	Notes	Repeat?
3.1	Recall Location ID	R		N
3.2	Recall Location Name	O		N

Artera Value Codes

Phone Codes
Name	Code	Comments
Home Phone	H
Cell Phone	C
Work Phone	W	Only looked for in 14.3

Language Codes
Name	Code	Comments
English	en-US	If no value sent, or a non-acceptable value is sent, this is the default
Cantonese	zh-HK
Mandarin	zh-CN
Danish	da-DK
Finnish	fi-FI
French	fr-FR
ƒGerman	de-DE
Italian	it-IT
Japanese	ja-JP
Korean	ko-KR
Norwegian	nb-NO
Polish	pl-PL
Portugese	pt-BR
Russian	ru-RU
Spanish	es-MX
Swedish	sv-SE
Catalanl	ca-ES
Taiwanese	zh-TW

Ethnicity Codes
Name	Code	Comments
	HISPANIC OR LATINO
	NON HISPANIC OR LATINO
	UNKNOWN	If no value is sent, this is the default
	DECLINE TO ANSWER

Race Codes
Name	Code	Comments
	AFRICAN RACE
	AMERICAN INDIAN OR ALASKA NATIVE
	ASIAN OR PACIFIC ISLANDER
	CAUCASIAN
	AUSTRALIAN ABORIGINE
	HISPANIC
	INDIAN
	MIXED RACIAL GROUP
	RACE NOT STATED	If no value is sent, this is the default
	UNKNOWN RACIAL GROUP
	NATIONAL SURGICAL QUALITY IMPROVEMENT PROGRAM DEFINED RACE UNKNOWN

Recall Status Codes
Name	Code	Comments
Cancelled	cancelled	Patient canceled their Recall/order
Active	active	A scheduled Recall/order
Completed	completed	Recall/order has been completed

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