Preliminary Steps

OpenEMR and EMRFlow Setup Guide

Category: How Tos

Folder: Setting Up OpenEMR for EMRFlow

NOTE: 

These instructions are specifically designed for our billing partners using OpenEMR installations configured to work with EMRFlow. Please note that configuring your own installation of OpenEMR using these instructions will not automatically enable compatibility with EMRFlow and will result in the system being non-functional with our platform.

If you're interested in becoming one of our approved billing partners, we’d be happy to discuss this with you. Please don’t hesitate to reach out to us for more information.

Introduction

These step-by-step instructions guide OpenEMR Administrators through the process of configuring their OpenEMR environment for seamless integration with EMRFlow. Each step must be completed in the specified order to ensure proper setup and functionality. Administrators can print these instructions and check off tasks as they are completed.

Step 1: OpenEMR: Designate EMRFlow App Administrators

Menu: Admin > Users

1. Tap on an existing User.
2. Ensure the following settings:
   • Provider: ☐ Not checked
   • Calendar: ☐ Not checked
   • Portal: ☐ Not checked
   • Active: ☑ Checked
   • NPI: Enter 0000000000 (ten zeroes)
   • Taxonomy: Enter 0000000000 (ten zeroes)
   • Provider Type: Select Admin Therapist
   • Access Control: Hold command (Mac) or Ctrl(Windows) + click to select:
     • Administrators
     • Emergency Login (optional)

Step 2: OpenEMR: Designate EMRFlow App Supervising Therapists

Menu: Admin > Users

1. Tap on an existing User.
2. Ensure the following settings:
   • Provider: ☐ Not checked
   • Calendar: ☐ Not checked
   • Portal: ☐ Not checked
   • Active: ☑ Checked
   • NPI: Enter the assigned National Provider Identifier.
   • Taxonomy: Enter the assigned Taxonomy.
   • Provider Type: Select an appropriate type (Do not select "Therapy Assistant").
   • Access Control: Select Physicians.
   • Default Facility: Optional for OpenEMR only

Step 3: OpenEMR: Designate EMRFlow App Therapy Assistants

Menu: Admin > Users

1. Tap on an existing User.
2. Ensure the following settings:
   • Provider: ☐ Not checked
   • Calendar: ☐ Not checked
   • Portal: ☐ Not checked
   • Active: ☑ Checked
   • NPI: Enter the assigned National Provider Identifier.
   • Taxonomy: Enter the assigned Taxonomy.
   • Provider Type: Select Therapy Assistant.
   • Access Control: Select Physicians.
   • Default Facility: Optional for OpenEMR only

Step 4: OpenEMR: Configure Facilities

4.1: Designate Primary Business Entity

Menu: Admin > Clinic > Facilities

1. Tap on the target Facility.
2. Ensure the following:
   • POS Code: Select the designated Point of Service code.
   • Facility Taxonomy: Enter the assigned Taxonomy.
   • Tax ID > EIN: Enter the Tax ID.
   • Facility NPI: Enter the Facility NPI.
   • Billing Location:  [ ON | OFF ]  Enabled
   • Primary Business Entity: [ ON | OFF ] Enabled
   • Facility Inactive: [ OFF | ON ]  Not enabled

4.2: Configure Multi-Practice Groups

1. Repeat the steps above, except:
   • Primary Business Entity: [ OFF | ON ] Not enabled

4.3: Configure Service Facilities (where patients are located)

1. Repeat the steps above, except:
   • Billing Location: [ OFF | ON ] Not enabled
   • Service Location: [ ON | OFF ] Enabled
   • Primary Business Entity: [ OFF | ON ] Not enabled

Step 5: OpenEMR: Ensure Patients Exist

Menu: Finder

1. Confirm patient entries.
2. Note: Patient profile data is used for internal OpenEMR operations.

Step 6: EMRFlow Mobile App: Register OpenEMR with EMRFlow App

1. Download and launch the EMRFlow App.
2. Tap the Register radio button.
3. Enter the following:
   • OpenEMR URL
   • OpenEMR Username
   • OpenEMR Password
4. Tap Register.
5. Confirm the success dialog.

Step 7: OpenEMR: Activate EMRFlow Accounts in OpenEMR

Menu: Admin > System > API Clients

1. Locate the Client Name/ID with "Enabled" = "Disabled."
2. Click Edit > Enable Client. Note: confirm that you're enabling official accounts.
3. Confirm changes in the client list.
4. Repeat for all disabled accounts.

Step 8: EMRFlow Mobile App: Complete OpenEMR Registration with EMRFlow App

1. Launch the EMRFlow App.
2. Tap the Login radio button.
3. Enter the following:
   • OpenEMR URL
   • OpenEMR Username
4. Tap Login.
5. Enter the following (leave the "Email if required" field empty):
   • Registered username
   • Password
6. Tap Authorize to continue (leave all default settings).

Step 9: EMRFlow Web Interface https://emrflow.com/webapp/ : Assign Patients to Locations

Tab: Patients > Allocations

1. Select a target site in the Assigned Patients column.
2. Double-tap or long-press a patient name to assign/remove them from the site.
3. Repeat until all patients are assigned.

Step 10: EMRFlow: Configure EMRFlow Administrators (these are actual OpenEMR Administrators)

Tab: Manage > Users

1. Toggle the user role to "admin."
2. Tap on an admin entry.

3. Assign Multi-Practice Groups (MPGs):

   • Check ALL MPG entries ☑.

4. Save changes
5. Repeat for all Administrators

Step 11: EMRFlow: Configure Therapists

Tab: Manage > Users

1. Leave the toggle set to "user".
2. Tap on the therapist entry.
3. Enter:
   • Check only the assigned Multi-Practice Groups (MPGs) ☑
   • Provider Transaction Access Number (PTAN)
   • Medicaid Identification Number
   • ShareFile Upload Folder (if known, follow these instructions)
4. Save changes.
5. Repeat for all Therapists

Step 12: EMRFlow: Configure Locations

Tab: Manage > Locations

1. Tap on a site entry.
2. Enter the Group Provider Number.
3. Save changes.
4. Repeat for all Locations

Step 13: OpenEMR: Configure Therapist User Profile Entries

Menu: Admin > Users

1. Ensure all therapists have been:

   • Assigned a username and an initial password.

   • Informed to log in and change their initial, assigned password.

Final Step: Allow Therapists to Register

1. Confirm all steps above are complete.
2. Inform therapists they may proceed with EMRFlow app registration.

This completes the setup of OpenEMR for EMRFlow integration.