How to Synchronize Catalyst with NPAWorks

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How-to Catalyst Synchornization

NPAWorks is going to synchronize data with Catalyst Clinical Tool. The end-result would be a streamlined integration wherein the Therapist will not have to log into multiple systems to create session notes, get Guardian and Therapist signature, completing a session, and render an appointment. Sites (Agency), Student (Client), Users (Staff) and Session (Appointment) notes that are created in Catalyst will be constantly retrieved by NPAWorks after the initial handshake configuration.

Session Notes in Catalyst

Since the end goal of this synchronization is to not have Therapist log into multiple systems to create a session and render an appointment, NPAWorks requires certain fields from Catalyst. To ensure this happens, CodeMetro and Datafinch support team will help users configure their Session notes.

The fields required in the Session notes are listed below:

  1. Start Time – This is the start time of the session.
  2. End Time – This is the end time of the session.
  3. Notes – SOAP note of the session being completed by the Therapist.
  4. Signature or Therapist Signature – This is the signature of the Therapist.
  5. Location – This field captures the location of the Therapist signature.
  6. Guardian Name or Caregiver Name or Parent Name – This field is used to capture the Student’s Guardian name
  7. Relationship – This fields is used to capture the relationship of the Guardian to the student.
  8. Guardian Signature or Caregiver Signature or Parent signature – This field is used to capture the Guardian signature.

Once the Session note has been created on the Catalyst website or the app, NPAWorks pulls data from Catalyst every 15 minutes and attempts to automatically map this data.

NPAWorks

To enable Catalyst Synchronization NPAWorks, customers will need to contact their account managers. Once the feature is activated, Catalyst Synchronization button will appear on the settings tab as shown below:

The first time the user clicks on the Catalyst Synchronization button, a pop-up window will appear and will request for Catalyst credentials to initiate the handshake between the two systems. Once the user agrees to share the information between the two systems, NPAWorks will pull the data from Catalyst, today onwards. This has to be done only once and the user providing credentials has to have Admin level permission in both Catalyst and NPAWorks.

The Catalyst Synchronization window will now display all the information it retrieves from Catalyst and tries to map them automatically across different entities in NPAWorks as shown below:

  1. Agency Tab – This tab is used to display all the Sites that have been created in Catalyst and map them the their NPAWorks equivalent. In order to automatically map a Site to an Agency, the following conditions need to be satisfied:
    • Site name = Agency name

    The Mapping column displays the mapping criteria for each site received from Catalyst. If a site was automatically mapped based on the above-mentioned condition, then it says ‘Auto’. If an auto map is not possible and a user forms a mapping, then this column will say ‘User’. The user can select NPAWorks Agency Name from the drop-down which is an equivalent to Catalyst Site Name.  The user will not be allowed onto other tabs until all Sites have been mapped to an Agency and Saved. The Agency tab will be completely hidden if a user does not have access to even a single agency.

    The Action column allows the user to perform three tasks – delete mapping, edit agency, create agency. The delete mapping button () will be active only if a mapping is ‘User’ created and no other entities – Clients, Staff, Appointment, have been mapped from that Agency on the other tabs.

    The edit button () can be used to edit the specific mapped agency by opening the agency page.

    The create button () is used to add a new agency to NPAWorks for a site that has been received from Catalyst. The create button can also be disabled if the user does not have permission to create an agency.

  1. Clients Tab – This tab is used to display all the Students that have been created in Catalyst and map them to their NPAWorks equivalent. In order to automatically map a Student to a Client, the following conditions need to be satisfied:
    • Student first name = Client first name
    • Student last name = Client last name
    • Student dob = Client dob
    • Student site name = Client agency name

    The Mapping column displays the mapping criteria for each site received from Catalyst. If a site was automatically mapped based on the above-mentioned condition, then it says ‘Auto’. If an auto map is not possible and a user forms a mapping, then this column will say ‘User’. The user can select NPAWorks Client Name from the drop-down which is an equivalent to Catalyst Student Name.

    The Action column allows the user to perform three tasks – delete mapping, edit client, create client. The delete mapping button () will be active only if a mapping is ‘User’ created and no Appointment has been mapped for that Client. The edit button () can be used to edit the specific mapped client by opening that client page. The create button () is used to add a new client to NPAWorks for a student that has been received from Catalyst. The create button can also be disabled if the user does not have permission to create a client.

  2. Staff Tab – This tab is used to display all the Users that have been created in Catalyst and map them to their NPAWorks equivalent. In order to automatically map a User to a Staff, the following conditions need to be satisfied:
    • User first name = Staff first name
    • User last name = Staff last name
    • User email = Staff email
    • User site = User agency

    The Mapping column displays the mapping criteria for each site received from Catalyst. If a site was automatically mapped based on the above-mentioned condition, then it says ‘Auto’. If an auto map is not possible and a user forms a mapping, then this column will say ‘User’. The user can select NPAWorks Staff Name from the drop-down which is an equivalent to Catalyst User Name.

    The Action column allows the user to perform three tasks – delete mapping, edit staff, create staff. The delete mapping button () will be active only if a mapping is ‘User’ created and no Appointment has been mapped for that Staff. The edit button () can be used to edit the specific mapped staff by opening that staff page.The create button () is used to add a new staff to NPAWorks for a user that has been received from Catalyst. The create button can also be disabled if the user does not have permission to create a staff.

  3. Appointments Tab – This tab is used to display all the Session notes that have been created in Catalyst and map them to their NPAWorks equivalent. In order to automatically map a Session note to an Appointment, the following conditions need to be satisfied:
    • Session date = Appointment date
    • Session start time = Appointment start time +/- grace time
    • Session end time = Appointment end time +/- grace time
    • Student first name = Client first name
    • Student last name = Client last name
    • Student dob = Client dob
    • User first name = Staff first name
    • User last name = Staff last name

    The Action column allows the user to perform one task – delete mapping. The delete mapping button () will be active only if a mapping is ‘User’ created.

Once a session note has been mapped to an appointment, the following information will be displayed in NPAWorks/NPAGo:

  1. Session notes will be displayed in Appointment Results
  2. Guardian Name, Relationship, Session Date, Session Time, Guardian Signature, Location of Guardian Signature, Therapist Signature, Location of Therapist Signature, Location of Appointment Render in the Appointment

Additionally, NPAWorks tries to render the appointment if all validations are met. This will in turn result in the Therapist not having to log into multiple systems to render an appointment.

Lastly, NPAWorks has developed three Flex Reports which will help user identify mapped/unmapped entities in NPAWorks and Catalyst. The names of these reports are:

  1. Catalyst-NPAWorks Staff
  2. Catalyst-NPAWorks Clients
  3. Catalyst-NPAWorks Appointments

Staff and Client Synchronization

NPAWorks has made it easier to maintain the Staff and Client list between the two systems – NPAWorks and Catalyst. You no longer have to enter Staff and Client information multiple times in the different systems. NPAWorks will now synchronize this information with Catalyst and this will allow the users to maintain the data in a single system.

Currently, NPAWorks only synchronizes staff and client between the two systems. Agency/Site need to be maintained separately in both the systems. NPAWorks is working on implementing an update to synchronize the Agency in NPAWorks to Site in Catalyst.

Staff Synchronization

When the Catalyst feature has been turned ON by the Account Manager, NPAWorks users should see a Catalyst checkbox option in the Clinical Integration window in the staff profile as shown above. After selecting the checkbox and saving, this staff profile will get pushed and created in Catalyst. For successful pushing of the staff profile, the following fields are required in NPAWorks:

  • a valid address
  • a valid email address
  • a valid phone number

Additionally, the system will enable the Catalyst checkbox only when:

  • the Staff’s Agency in Catalyst has been mapped to and agency in NPAWorks in the Catalyst Sync window
  • Staff has a username created in NPAWorks

Once a staff has been integrated, any changes to the staff profile – first name, last name, email, title, etc will get updated in Catalyst automatically. This staff integration can be turned OFF by unchecking the Catalyst Integration checkbox on the profile.

Client Synchronization

When the Catalyst feature has been turned ON by the Account Manager, NPAWorks users should see a Catalyst checkbox option in the Clinical Integration window in the client profile as shown above. After electing the checkbox and saving, this staff profile will get pushed and created in Catalyst. For successful pushing of the client profile, the following fields are required in NPAWorks:

  • a active service with a integrated rendering provider and a diagnostic code
  • a client contact with a valid email address

Additionally, the system will enable the Catalyst checkbox only when:

  • the Client’s Agency in Catalyst has been mapped to and agency in NPAWorks in the Catalyst Sync window

Once a client has been integrated, any change to the client profile – first name, last name, gender, date of birth, etc will get updated in Catalyst automatically. This client integration can be turned OFF by unchecking the Catalyst Integration checkbox on the profile.

Catalyst Synchronization window

If a staff or client get automatically mapped in the Catalyst Sync window, the checkbox will automatically get checked on their profile. Similarly, if a user maps a staff or client on the Catalyst Sync window, the checkbox will automatically get checked on their profile.

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