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Getting to know a healthcare office

Who you work with at a practice, and what to find out before an install.

Before an installation, have a short conversation with each office about their health record system. This page covers who you may work with, the types of health record system, and questions to ask the office for each system.

Who you may work with

To start an installation, you usually work with someone in the office or with their IT partner.

  • Doctor, dentist or owner. The doctor or practice owner may not be your main contact, but you need their support. They can also add users in the health record system, which the Synchronizer install may need.
  • Office manager. The office manager runs daily operations, including scheduling, billing and patient communications. They usually have access to the server. They can add users in the health record system or install a Chrome extension on an office computer.
  • IT partner. Many offices use an IT partner to manage their health record system and office devices. Offices often rely on this partner when they add third-party software.

The first call

Set expectations

Use the first call with the office to explain the installation, build trust and set expectations. Introduce your onboarding process and the next steps.

On the call, you may need to explain how your app uses their data and what the Synchronizer is. You may also need to settle whether IT has to be involved and whether a new user is needed in the health record system.

Types of health record system

Offices use several names for these systems, such as "health record system" and "practice management system". These are technically different kinds of software, but many offices use the terms to mean the same thing. They also use acronyms such as EHR, EMR, EMS and PMS.

There are two basic types, server-based and cloud-based. Each syncs in a different way, and the NexHealth Synchronizer needs different access for each.

Server-based installation requirements

A server-based installation needs access to the office's server. You usually arrange access with the office manager. Offices on Dentrix, Eaglesoft or Open Dental can also install the Synchronizer themselves.

System requirements

  • Windows 10 or later
  • Windows Server 2012 R2 or later. Windows Server 2016 or later is ideal.
  • 500 MB of RAM
  • 320 MB of storage. We recommend 1 to 2 GB.

The questions below help you scope a server-based installation.

The office may ask about NexHealth security.

Cloud installation

Most cloud installations also need the NexHealth Chrome extension. Key points:

  • The sync needs its own user in the health record system.
  • Install the NexHealth Chrome extension on every office computer that accesses the health record system.
  • The Chrome extension puts no load on the server and does not affect the performance of the machine.
  • The extension works only on the relevant domains.
  • NexHealth is SOC2 compliant.

Scoping questions for the install

Server-based questions

Finding the server

If the office is not sure what or where its server is, ask these questions first.

  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 check the name of the machine where you are installing the Synchronizer? Server names often include the word "SERVER".
Questions for all server-based systems
  • What version of your health record system are you running?
  • Do you have in-house IT or do you outsource to a third party?
    • Who manages your health record system for you?
  • Where is the server for your health record system 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 systems.

Dentrix Enterprise questions

Use the questions for all server-based systems. Dentrix Enterprise usually serves multi-location practices. You may work with an operations manager or a central IT partner to remote into the servers, not with one office manager.

Eaglesoft questions

Use the questions for all server-based systems, and note the following:

Open Dental questions

Use the questions for all server-based systems, and note the following:

OrthoTrac and Dolphin questions

Use the questions for all server-based systems, 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, always test that the credentials work before you submit an installation request in the Developer Portal. This speeds up your request.

🚧

Chrome extension required

Unless stated otherwise, a cloud system needs the Chrome extension on office workstations. This gives the most accurate and stable read of the data.

Athena
Curve
Denticon
Dentrix Ascend
eClinicalWorks
Cloud9

Athena questions

Ask these questions at offices on 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 needs Edge or Chrome because of the Chrome extension.
  • 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

Ask these questions at offices on 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 needs Edge or Chrome because of the Chrome extension.
Denticon questions

Ask these questions at offices on 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 needs Edge or Chrome because of the Chrome extension.
Dentrix Ascend questions

Ask these questions at offices on 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 needs Edge or Chrome because of the Chrome extension.
eClinicalWorks questions (cloud only)

Ask these questions at offices on 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 needs Edge or Chrome because of the Chrome extension.
Curve questions

Ask these questions at offices on 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 needs Edge or Chrome because of the Chrome extension.
ModMed questions (extension not required)

Ask these questions at offices on ModMed.
Note: ModMed does not need a Chrome extension. It needs two separate logins.

  • 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 about 17 hours ago

What’s Next

Look up the terms the API uses.

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