Healthie

Initial Connection

Healthie uses an API-key-based integration. An API key from Healthie represents a specific user in Healthie. One Healthie API key from should be connected to an Admin Tellescope account on the Integrations Page.

🚨 In order to correctly sync things like tasks, certain permissions must be set for the user whose Healthie API key is being used. Notably things like “can view all org members’ tasks” must be checked. The following screenshots provide a useful reference

Patient Sync

When a contact syncs from Tellescope to Healthie for the first time, (they are not yet linked to a specific Healthie patient) we attempt to match to an existing Healthie patient either by email or (first name + last name + date of birth). If we don't find a match, we will create a new patient in Healthie and associate the new patient ID with the Tellescope contact.

Exception for Families in Healthie

Related contacts (e.g. Families) in Healthie can share the same email address. If we find multiple Healthie patients with the same email address, we won't use that as part of the matching criteria. Instead, we will only consider first name, last name, and date of birth.

When multiple related contacts with the same email in Healthie sync to Tellescope, they will produce different Tellescope contacts with the same email address, even though that is not normally allowed by Tellescope. Please be warned that Tellescope public forms which collect email will only match to one contact. It is best to send authenticated links to forms, Tellescope portal, and other resources to ensure the right family member gets the right resource.

 

Integration Setting Options

• Disable Patient Auto Sync: Disabling auto sync allows you to create a trigger to determine when to sync patients to Healthie from Tellescope rather than all patients being synced automatically.
• Overwrite patient address in Healthie: When enabled, updating a patient's address in Tellescope will overwrite their existing address in Healthie, rather than the default behavior of adding a new address to an ongoing list of addresses.
• Send Healthie Welcome Email: When enabled, allows you to send new patients synced to Healthie a welcome email.
• Disable ticket auto-sync to Healthie: Turns off syncing Tellescope tickets as partial Healthie tasks.
• Enable File-Sync to Healthie: Allows you to sync files from Tellescope to Healthie.
• Sync Tags When Added: Automatically syncs tags to Healthie when added to the patient's profile in Tellescope. For this behavior to be bi-directional, the applied_tag.created event needs to be enabled in Healthie (more on this below in "Webhooks"). 
• Remove Tags When Deleted: Automatically deletes tags from the patient's profile in Healthie when deleted in Tellescope. For this behavior to be bi-directional, the applied_tag.deleted event needs to be enabled in Healthie (more on this below in "Webhooks").
• Sync Tellescope ID as Client Identifier: When enabled, sets the patient's "Client Record Identifier" field in Healthie as the patient's Tellescope ID.
• Sync Care Team: When enabled, syncs updates to the patients Care Team in Tellescope to the Healthie fields "Provider" and "Other care team members". Note: Only Healthie users with the Standard user type can be added to the patient's care team in Healthie. We match care team members to users in Healthie based on email.
• Sync Historical Events to Healthie: When enabled, syncs appointments which were scheduled in Tellescope prior to the patient sync to Healthie.
• Default Calendar Event Attendee: Sets the default sender of event reminders. If a user is not selected, reminders will be sent from the user that generated the Healthie API key.
• Default Dietician ID for patient sync: Sets the patient's default Provider in Healthie.
• Healthie Shard ID: Only applicable to some accounts. If required, Healthie's team will communicate this directly.
• Edit Healthie Webhooks: Allows you to manage the Healthie webhooks directly from the Tellescope UI.

Calendar Sync

For events to be created in Tellescope and pushed to Healthie, the title of the Event Template in Tellescope must match the name of an appointment type in Healthie. For example, to create an “Initial Consultation” appointment in Healthie, the title of the event template in Tellescope would also be "Initial Consultation”. While editing the Tellescope Event template, click "Integrations" at the top of the template and check the name match box.

Note: For support syncing recurring appointments, Healthie will need to enable webhook support for recurring appointments.

If you want events to sync the Healthie Contact Type, you can save one of the following as part of a Healthie Contact Type in Tellescope as part of the Location Field called "Healthie Contact Type"

• Healthie Video Call
• In Person
• Phone Call

If an appointment in Tellescope is:

• Rescheduled by the patient: Will show up as RESCHEDULED in Healthie
• Marked as a no-show: Will show up as NO-SHOW in Healthie
• Canceled: Will show up as CANCELLED in Healthie

Location Sync

To sync Tellescope Locations to Healthie Locations:

• Connect Healthie to Tellescope
• In Tellescope click the Calendar tab
• Click Locations
• Add or Edit an existing Location in Tellescope
• You'll then see a Healthie JSON with Location IDs
• Copy the ID for the corresponding Healthie Location ID into the Tellescope "Health Location ID" field

Appointment Occurred being used for Tellescope Appointment Completed Trigger

• In Healthie mark an Appointment as Occurred
• In Tellescope have an Appointment Completed Trigger
  • For all appointments leave blank
  • For specific appointments, ensure the Tellescope Event template name matches the Healthie Appointment Type

Vitals

Metrics recorded in Healthie can be synced to Tellescope as Vitals, for leveraging with our triggers (automation) and threshold-based visualization. See Webhooks below for syncing from healthie

Webhooks

Webhooks can be configured in Healthie in order for Tellescope to get real-time updates. First, find your Tellescope businessId. This value can be found near the top of the Organization tab on the Settings Page.

For each webhook in Healthie, you will use the url:

https://api.tellescope.com/v1/webhooks/healthie/YOUR_BUSINESS_ID_HERE**

Webhooks in Healthie can be created on your Settings page, under the Webhooks tab of the Developer section

The following webhooks are currently supported

• task.updated
• task.created
• patient.updated
• patient.created
• applied_tag.created
  • Adding a tag to a patient adds to the contact in Tellescope
• applied_tag.deleted
  • Removing a tag from a patient removes from contact in Tellescope
• appointment.created
• appointment.updated
• appointment.deleted
• metric_entry.created
• form_answer_group.locked

🚨 Make sure that the Status of each Webhook in Healthie is “Enabled”, or else Healthie will not notify Tellescope of any updates

Charting

Importing Healthie Forms

You can now import your Healthie forms directly into Tellescope. Click on Create Form and select Import Healthie Form. Your Healthie forms will be available to select from the dropdown menu.

Tellescope will automatically:

• Create a new form with matching title
• Import all fields from the Healthie form
• Map field types to equivalent Tellescope field types
• Set required/optional status for each field
• Store the Healthie Form ID as the External ID for synchronization

You'll be redirected to the form editor once the import completes.

 

Syncing Form Responses

You can sync forms submitted in Tellescope as Chart Notes in Healthie. You will first need to access the id of your Custom Chart Note in Healthie as well as the id of each question in the form. Using the Healthie API, or the Healthie API Explorer, the following query should give you all of the relevant ID values

query {
	customModuleForms {
    id
    name
		custom_modules {
			id
      label
  	}
  }
}

With a response that looks like (your response will likely have more customModuleForms and more custom_modules in each form).

{
  "data": {
    "customModuleForms": [
      {
        "id": "504073",
        "name": "Test Charting Template Integration",
        "custom_modules": [
          {
            "id": "4468733",
            "label": "Open Answer(Short)"
          }
        ]
      }
		]
	}
}

You will need to re-create this form in Tellescope, saving the form id as the External ID in the Tellescope form

And in each question in the Tellescope form, you will need to add the corresponding question id from Healthie as well as the ID field

Common Mistakes with Form Sync

• Using the same Healthie question ID for multiple Tellescope questions (only one will sync)
• A Date field in Tellescope should not map to a text field in Healthie
• If a question otherwise fails to sync, you can always create a new question in Healthie, and then use the new question ID in Tellescope

Syncing Chart Notes from Healthie

Enable the form_answer_group.locked webhook to sync chart notes from Healthie to Tellescope

Syncing Chart Notes to Tellescope Patient Portal

Start with a chart note in Healthie. Here's a simple example:

In Tellescope, specify the note types that you would like to make visible in the portal. Within each note type, you must indicate which questions should sync. If the display text changes in Healthie, it should be changed here in Tellescope to reflect the update. The Healthie Form ID can be found on the Integrations page of any Tellescope form. 

With this example, only one of the responses is made visible in the Tellescope portal once the note has been locked in Healthie

Insurance Sync

• Create an insurance database in Tellescope. In the database optionally include "type" 
  • type must be one of 'CHAMPVA', 'FECA Black Lung', 'Group Health Plan', 'Medicaid', "Medicare", 'Other', 'TRICARE CHAMPUS', defaults to "Other" when not set
• For the insurance question type in a form select Healthie as the Billing Provider
• From the database click Import and then select Healthie Payors and search for the Healthie Payors you want to sync. You can edit the Name of the Payors but do not update the ID that is synced from Healthie
• To sync insurance to Healthie, First Name, Last Name, Date of Birth, and Gender must be set in Tellescope
• Optional: Enabling setting to collect group number as part of an Insurance question, sync to Healthie

Syncing Tellescope fields to Healthie Built-in Fields:

• When address updated in Tellescope, append to Healthie list of Client Addresses
  • Appears at the bottom of the list of addresses in Healthie
  • Can only be sent in Patient Update (not patient create) calls per Healthie's API
• Sync address from Healthie in patient update webhook 
  • Syncs from the bottom address of the list in Healthie (to be consistent with where we add our address)
• Ability to sync "Healthie Referring Physician" custom field to Referring Physician List in Healthie
  • Tellescope value must match the full name of the referring provider, which has to be pre-defined in Healthie
  • Appears at the bottom of the list of Referring Physicians in Healthie
• Sync Referring Provider from Healthie to Tellescope custom field on webhook
  • Syncs from the bottom of the list in Healthie
• Ability to pass through date of birth to Healthie on updates in Tellescope
• Sync primary insurance to Healthie
• Insurance database import for Healthie payers

• Sync patient gender from Healthie on webhook

• Ability to sync additional phone and record identifiers to Healthie, using Tellescope custom fields
  • "Healthie Additional Phone Number"
  • "Healthie Additional Record Identifier"
• Sync Tellescope custom field "Healthie Group" with Group in Healthie (bidirectional)

Dynamically Set Fields with Value from Healthie Form Response

You can use a Healthie Note Locked trigger to dynamically set a Tellescope field with the value which exists in the Healthie form response using {{form_response.<externalId>}}. The externalId is the id of the question in the Healthie form (example: if the external ID of the question is 12345, use {{form_response.12345}}).

When the trigger fires, Tellescope will fill the field with the response correlating to the Healthie form question.

Healthie File Sync

• Upload a patient's profile file to Tellescope
• The file will appear in the Documents section for that Patient in Healthie
• NOTE:
  • If patient doesn't exist in Healthie at time of upload, file does not sync
  • If file is assigned to a patient from an incoming fax, synced at the time of update (if patient exists in Healthie)

Using Healthie Join (Video Meeting) Link in Tellescope Reminders

• When events are synced from Healthie, the following strings are available to be used in reminder templates:

  • If using Zoom
    • {{calendar_event.healthieZoomJoinURL}} the Zoom join link (typically sent to contacts to join the meeting)
    • {{calendar_event.healthieZoomStartURL}} the Zoom start meeting link (typically used by the meeting host, not a patient/contact)
    • {{calendar_event.externalVideoURL}} if using a custom video link in Healthie (e.g. Doxy) 

•  

  • If using custom video link (Eg. Doxy)

    • {{calendar_event.externalVideoURL}} 

•  
  • If using Healthie's native video platform 
    • no ability to send this link directly.
    • please link directly to Healthie's app in order to guide the customer here.

Tellescope Free-Text Note and Healthie Quick Note Sync

• Enable "Free-Text Note" in Tellescope by Clicking Organization --> Profile --> Toggling on Show Free-Text Note
• Go to a Patient's Tellescope Profile
• Write in something in, in the Free-Text section
• That information will be appended to any Quick Notes the patient has in Healthie
• If you write something in the Healthie Quick note it will also be added to the Tellescope Free-Text Note

Sending Healthie Chat through Tellescope

• In a Journey add the Journey Action "Healthie: Send Chat"
• Pick a template for the message you would like to send
• Add an identifier to determine whether you want to start a new conversation or reply to an existing one. I.e. if you'd like a journey step to reply in an existing conversation, both steps would
• have the same identifier. (We know to send a unique copy to different patients)
• By default, a message will always be sent from the patient's provider
• You can create a group chat by selecting a checkbox
• If you send a message as a group chat you can choose to (manually) remove care team members in Healthie and still continue a conversation
• NOTE: Automated Healthie chats are logged on the Tellescope timeline. We do not currently sync replies from Healthie or allow you to send manual chats to Healthie via Tellescope.

Add to Healthie Program

• In a Journey add the Journey Action "Healthie: Add to Program"
• Enter the program ID that you'd like to add patients to using the ID listed in the Step JSON

Archive a Patient in Healthie from Tellescope

• Create a Tellescope custom field called "Healthie Archived"
• If you set the value of the field to "Yes" (whether manually or through a journey step) the patient will be archived in Healthie

A Note on Merging Patients

Merging patients in Tellescope does not automatically result in a corresponding patient merge in Healthie (and vice versa). When merging patients in both platforms, please be careful to merge patients in the same direction. For example, if merging Patient A into Patient B in Tellescope (i.e., retaining Patient B's demographic information), be sure to retain Patient B's demographic information in Healthie as well. This ensures that the correct Healthie ID is retained and associated with the newly merged patient in both systems.