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Getting to know a healthcare office

Introduction

For a smooth installation, you should have a short conversation with each office about their healthcare system. Here's an overview of some of the folks you may be working with, an overview of health record system types, and sample questions to ask a healthcare office, based on their health record system.






Office personas – Who you may be working with

To begin your installation, you will likely need to collaborate with someone in the office or their IT partner. Here are a few personas you may encounter:

  • Doctor/Dentist/Owner: Although the doctor or practice owner may not be your main point of contact, their support is essential for a smooth installation. They can also provision additional users in the health record system, which may be required to install the Synchronizer.
  • Office Manager: The Office Manager oversees daily operations, including scheduling, billing, and patient communications. They usually have access to the server and can provision users in the health record system or install a Chrome extension on an office computer.
  • IT Partner: Many dental offices work with an IT partner to manage their health record systems and office devices. These partners are often relied upon when implementing third-party software.





The First Call


Setting Expectations

The first call with the office is a chance to explain the installation process, build trust, and set expectations for a smooth experience. It also introduces your onboarding process and outlines the next steps.

During this conversation, you may need to address questions about how your app will use their data, explain what the Synchronizer is, clarify whether IT involvement is necessary, or determine if an additional user needs to be provisioned in the health record system.


Health Record System Types

Health Record Systems are called a few different things - “Health Record System,” “Practice Management System,” or others. While these are technically different softwares, be aware that many offices may use the terms interchangeably, along with different acronyms to refer to the same thing - EHR, EMR, EMS, PMS, and more.

EHRs come in two fundamental types: Server-Based and Cloud-Based, and each synchronize differently and have different access needs for NexHealth Synchronizer.

During your first call, you may need to address questions about how your app will use their data, explain what the Synchronizer is, clarify whether IT involvement is necessary, or determine if an additional user needs to be provisioned in the health record system.


Server-Based Installation Requirements

A server-based installation requires access to the office’s server computer. Typically, you’ll coordinate with the Office Manager to gain access. For offices using Dentrix, Eaglesoft, or Open Dental, the Synchronizer can also be self-installed.

System requirements

  • Operating System of Windows 10 or greater
  • Windows 2012 R2 Server or greater; 2016 Server or greater is ideal
  • 500 MB of RAM
  • 320 MB of storage (recommend: 1-2 GB).

Refer to the information below for scoping questions that will guide you through the server-based installation process.

Please note that you may encounter questions regarding NexHealth security.


Cloud installation Information

Most cloud installations will also require the NexHealth Chrome extension. Key points to note about the cloud installation process include:

  • A user must be created in the health record system to maintain the sync.
  • The NexHealth Chrome extension must be installed on all office computers that access the health record system.
  • The Chrome extension does not place a load on the server and has no impact on the machine’s performance.
  • The extension is limited to relevant domains only.
  • NexHealth is SOC2 compliant.





Scoping Questions For Installing The Synchronizer



Server-Based Questions:

General: Best practices For Identifying The Server Computer

Here are some guiding questions you can use if the office isn’t sure what or where their server computer is before moving into more specific scoping questions based on the health record system:

  1. Is there a computer that is always on in the office?
  2. Is there a computer in the office that no one touches?
  3. Is there a computer that may not have a screen or keyboard?
  4. Can you verify the name of the machine where you’re installing the Synchronizer? (Often they will have the word “SERVER” in their name.)
Questions for all Server-Based EHRs
  • What Version of your EHR are you running?
  • Do you have in-house IT or do you outsource to a third party?
    • Who manages your EHR for you?
  • Where is your EHR Server located? (The server)
    • Note: The server is often a machine in a back room and doesn’t always have a monitor. Generally, the doctor, office manager, or IT manages the server.
  • Does your server meet the following hardware requirements?
    • Free Storage: 320 MB
    • RAM: 512MB
  • What operating system is the server running?
    • NexHealth supports Windows 10 or greater; and Windows 2012 R2 Server or greater; the ideal OS is at least Server 2016.
  • Do you allow vendors to install directly on the server?
  • Can IT whitelist the following if needed?

    Ports

    • 4506, 4505, and 443\

    File paths

    • C:\NexHealth*
    • C:\Program Files\Salt Project\Salt*\
    • C:\Program Files\NexHealth*
    • C:\Program Files (x86)\NexHealth*
    • C:\ProgramData\NexHealth*

    Domain names

  • Is there anything unique that should be mentioned about your setup?
Dentrix Questions

There are no specific questions for Dentrix offices. Use the questions for all Server-Based EHRs.

Dentrix Enterprise Questions

Use the questions for all Server-Based EHRs, and note the following: Note that Dentrix Enterprise generally supports multi-location practices, so there may be an operations manager or centralized IT partner that you will be working with instead of an individual office manager to remote into the server computers.

Eaglesoft Questions

Use the questions for all Server-Based EHRs, and note the following:

Open Dental Questions

Use the questions for all Server-Based EHRs, and note the following:

OrthoTrac and Dolphin Questions

Use the questions for all Server-Based EHRs, and note the following:

  • Is this a multi-location setup?
    • What locations would you like us to sync? This information should be shared with NexHealth.
  • Can you give us SQL database access?
  • How do you cancel appointments in Orthotrac/Dolphin?
  • Applicable only for online booking use-case:
    • What appointment type should we insert into your schedule?
    • This must be shared with NexHealth Developer Support when submitting the installation


Cloud Questions:

🚧

Always test credentials!

For cloud systems, credentials should always be tested to work before submitting an installation request in the NexHealth Developer Portal. This will expedite the processing time for your installation request.

🚧

Chrome Extension Required:

Unless otherwise stated, for cloud systems the Synchronizer will require the deployment of the Chrome Extension to office workstations to provide the most accurate and stable data read.

Athena
Curve
Denticon
Dentrix Ascend
eClinicalWorks
Cloud9

Athena Questions

Athena

Here are the most helpful scoping questions to ask offices that are using Athenahealth (Athena).

  • Who manages Athena for your team?
  • Do you have a way to mass-deploy software to all of your workstations? (e.g., Windows group policy; ConnectWise Automate; NinjaRMM; etc.)
  • Do you have in-house IT or do you outsource to a third party?
  • What web browser are you using?
    • Nexhealth requires either Edge or Chrome because of the Chrome Extension requirements.
  • Can you provide us with the required permissions for a user?
    • Administrative user (specific privileges available upon request- contact NexHealth Developers Support)
  • What Departments would you like to sync?
    • This should be shared with NexHealth Developers Support when installation is submitted.
Cloud 9 Questions

Cloud 9

Here are the most helpful scoping questions to ask offices that are using Cloud 9.

  • Who manages Cloud9 for your team?
  • Applicable only for online booking use-case:
    • Is there a default appointment type you would like to use (applicable if using online booking)
      • This must be shared with NexHealth Developer Support when submitting the installation.
  • Do you have a way to mass-deploy software to all of your workstations? (e.g., Windows group policy; ConnectWise Automate; NinjaRMM; etc.)
    • Do you have in-house IT or do you outsource to a third party?
  • What locations would you like to sync?
    • This should be shared with NexHealth Developers Support when installation is submitted.
  • Can you provide us with the required permissions for a user?
    • Administrative user (specific privileges available upon request, contact NexHealth Developers Support)
  • Can you provide us with your unique practice URL for Cloud9?
  • What web browser are you using?
    • Nexhealth requires either Edge or Chrome because of the Chrome Extension requirements.
Denticon Questions

Denticon

Here are the most helpful scoping questions to ask offices that are using Denticon.

  • Who manages Denticon for your team?
  • How many workstations do you have across your offices
  • Do you have in-house IT or do you outsource to a third party?
    • Do you have a way to mass-deploy software to all of your workstations? (e.g., Windows group policy; ConnectWise Automate; NinjaRMM; etc.)
  • What locations would you like to sync?
    • This must be shared with NexHealth Developer Support when submitting the installation.
  • Can you provide us a user with the required permissions?
    • Administrative user (specific privileges available upon request- contact NexHealth Developers Support).
    • No time-based login restrictions
  • What web browser are you using?
    • Nexhealth requires either Edge or Chrome because of the Chrome Extension requirements.
Dentrix Ascend Questions

Dentrix Ascend

Here are the most helpful scoping questions to ask offices that are using Dentrix Ascend.

  • Who manages Dentrix Ascend for your team?
  • Do you have a way to mass-deploy software to all of your workstations? (e.g., Windows group policy; ConnectWise Automate; NinjaRMM; etc.)
    • Do you have in-house IT or do you outsource to a third party?
  • What locations would you like to sync?
    • required, this should be shared with NexHealth developers support when installation is submitted.
  • Can you provide us with the required permissions for a user?
    • New Dentrix Ascend username and password with administrative access (specific privileges available upon request, contact NexHealth Developers Support).
  • What web browser are you using?
    • Nexhealth requires either Edge or Chrome because of the Chrome Extension requirements.
eClinicalWorks Questions

eClinicalWorks (cloud-only)

Here are the most helpful scoping questions to ask offices that are using eClinicalWorks.

  • Who manages eClinicalWorks for your team?
  • How do your teams access ECW? Via a URL or desktop application?
    • If using a URL, can this be accessed outside of their network?
      • If not, contact NexHealth Developers Support.
    • Do they use the ECW browser plugin?
      • If yes, contact NexHealth Developers Support.
  • Do you have a way to mass-deploy software to all of your workstations? (e.g., Windows group policy; ConnectWise Automate; NinjaRMM; etc.)
    • Do you have in-house IT or do you outsource to a third party?
  • Can you provide us a user with the required permissions?
    • Administrative user (specific privileges available upon request, contact NexHealth Developers Support)
  • What clinics would you like to sync?
    • required, this should be shared with NexHealth developers support when installation is submitted.
  • What web browser are you using?
    • Nexhealth requires either Edge or Chrome because of the Chrome Extension requirements.
Curve Questions

Curve

Here are the most helpful scoping questions to ask offices that are using Curve.

  • Who manages Curve for your team?
  • Can you provide us a user with the required permissions?
    • Office Manager or greater permissions.
  • Do you have in-house IT or do you outsource to a third party?
    • Do you have a way to mass-deploy software to all of your workstations? (e.g., Windows group policy; ConnectWise Automate; NinjaRMM; etc.)
  • What offices would you like to sync?
    • required, this should be shared with NexHealth developers support when installation is submitted.
  • What web browser are you using?
    • Nexhealth requires either Edge or Chrome because of the Chrome Extension requirements.
ModMed Questions (extension not required)

ModMed

Here are the most helpful scoping questions to ask offices that are using ModMed.
Note: ModMed does not require a Chrome extension, but will require two unique login credentials.

  • Who manages ModMed for your team?
  • What URL does your team use to log in? (Required)
  • What locations do you want us to integrate with? (Required)
  • Can you provide us with two users with the required permissions? (Required)
    • Staff account (specific privileges available upon request- contact NexHealth Developers Support).
    • Management Account with Administrator role (Not Assistant Administrator) account (specific privileges available upon request, contact NexHealth Developers Support).
  • Do you have in-house IT or do you outsource to a third party?
    • Do you have a way to mass-deploy software to all of your workstations? (e.g., Windows group policy; ConnectWise Automate; NinjaRMM; etc.)

Updated 20 days ago