Guide intégration

Overview

tuOtempO has a wide range of possibilities available based on the use of Webservices, Database Synchronization or the exchange of files. This article explains the different options.

Table of Contents

A. Automatic communications with patients - [tuOtempO memo]

This section regards automatic communication based on events (for example, reservations, confirmations, cancellations, modifications, etc) or mass communication campaigns. Choose the solution which is most adapted to your way of working.

A.1 I’m able to set up a scheduled export of My Software‘s data - [Data Export]

A.1.1 Exporting Your Software‘s data

The batch export of the database should be set up periodically, taking into account the following criteria :

• The anonymity of the patient data – ensure we only receive a telephone number or an email address
• The frequency with which the data is updated – we recommend an export every 4 hours, to ensure information concerning appointments that have been changed or canceled via telephone is up to date
• The time filter on the appointments, relative to the time of export – selecting for example only appointments between 72 hours ahead and 24 hours past. Past appointments will be used for feedback checks, future appointments will be used for reminders or cancellation notices.

The format recommended for the export is the following :

The export should be made into any folder which tuOtempO can access via FTP. If you wish, you can ask for a free FTP folder from tuOtempO for the use of data exchanges.

A.1.2 Appointment Confirmation/Cancellation Option

When you send a communication, you may want to provide the patient with the opportunity to cancel or confirm the appointment and to send their reply via SMS, email or voice message. If you use this functionality it is necessary to manage the return of this information towards you or Your Software.

A.1.2.1 Providing cancellations file

tuOtempO will create an FTP folder with an archive containing the following characteristics :

A.1.2.2 Providing mail notification

In this case you have simply to configure the communications in tuOtempO so as to activate email notification to the center on cancellations

A.2 I am able to create views in My Software‘s database - [tuOtempO Sincro]

Views provide the information needed for the communication services provided by tuOtempO.

A.2.1 The Views

Here are the views with which SINCRO, the component installed on your environment, links

• The Doctors view (TT_RESOURCES)
• The Appointments view (TT_RESERVATIONS)

A.2.2 Privacy Policy

To conform with international privacy policy tuOtempO:

• will only read, using the SINCRO Component, data presented via the views (a user with restricted privileges should be created in Your Software‘ database)
• will send the data in anonymous format ( the name of the patient should not be transmitted)
• won’t treat sensitive information (in the views, the activity should not be present)

A.2.3 Appointment Confirmation/Cancellation Option

tuOtempO MEMO. When you send a communication, you can give the patient the opportunity to cancel or confirm the appointment and send their reply via SMS, email or voice message. If you use this service it is necessary to manage the return of the information.

Table for cancellations TT_DELETE_RESERVATION

tuOtempO writes into the data table the data of the appointments which patients have canceled via SMS, EMAIL or telephone. The writing to this table should launch a trigger (see example) which will delete (or change the status) of the appointment in your table. This table will only be used if you use tuOtempO MEMO communications. If you also use online booking, all the cancellations will be carried over to the exchange tableTT_RESERVATIONS_TMP (see Section B of the document).

A.3 I prefer to exchange informations calling some Webservices - [tuOtempO SOAP]

A.3.1 Sending appointments

You can call tuOtempO Webservices to provide the data relative to patients and appointments, then tuOtempO will manage the communications.
You will use: updateReservations() to provide user’s and appointment’s data.
See details in tuOtempO Webservices – Soap Edition

A.3.2 Appointment Confirmation/Cancellation Option

When you send a communication, you can give the patient the opportunity to cancel or confirm the appointment and to send the reply via SMS, email or voice message. If you want to use this feature it is necessary to manage the return of the information.

You will use: getReservations() to grab information about the current appointments’ status.

See details in tuOtempO Webservices – Soap Edition

A.4 I can let my own Webservices be called by tuOtempO [tuOtempO WSClient]

A.4.1 Retrieving appointments

You will have to build up or publish a Webservice which will be consumed by tuOtempO. This Webservice should expose the following methods:

SearchAppointments()

A.4.2 Appointment Confirmation/Cancellation Option

When you send a communication, you can give the patient the opportunity to cancel or confirm the appointment and to send the reply via SMS, email or voice message. If you want to use this feature it is necessary to manage the return of the information. In this case your webservice needs to expose the following webservice:

CancelAppointment()

A.5 Using tuOtempO as pure gateway for messages - [tuOtempO Gateway]

A.5.1 Sending Messages via tuOtempO

tuOtempO can be used as a gateway SMS, e-mail, voice or fax. The method most to be used is the Webservice updateMessages(). It is also possible to establish an HTTPS protocol.

See details in tuOtempO Webservices – Soap Edition

A.5.2 Retrieving message’s informations

When using tuOtempO as communication gateway you could need to know some more informations about your message, for example sending date and time and if the message has been successfully sent. The method in this case is the Webservice searchMessages(). Note that searching by the “legacyid” filter allow you easily to get exactly the message you are looking for, searching by “to”, for example, will return all the messages sent to that address.

See details in tuOtempO Webservices – Soap Edition

A.6 I’m only interested in communication campaigns - [Bulk Messages]

In this case you can directly paste the addresses of the recipients in tuOtempO multiple messages management interface or import in tuOtempO the patients from a file (ex. excel) and select the addressees of your campaign using tuOtempO filtering functions.

B. Management of Online Appointments - [tuOtempO Web]

To enable reservation online it is necessary to activate a synchronized communication between Your Software and tuOtempO by choosing one of the available procedures.

B.1 I can create views and temporary tables in My Software‘s database - [tuOtempO Sincro]

The views allows tuOtempO to receive the information needed to provide the user with real time information.

• The Doctors View (TT_RESOURCES).

  This View permits the filtering of resources (Doctors) and the display of real-time information.

• The Activities View (TT_ACTIVITIES)

  The View permits the filtering of activities (Reservable treatments).

• The Insurance View ( TT_INSURANCES optional)

  The View permits the display and filtering of the available Insurance plans.

• The Doctor-Activity Relationship View (TT_RESOURCES_ACTIVITIES)

  This View permits the correct association between Doctors and Treatments.

• The Insurance-Activity Relationship View (TT_INSURANCES_ACTIVITIES optional)

  This View permits the correct association between Available Insurances and reservable Treatments.

• The Doctor-Insurance Relationship View (TT_INSURANCES_RESOURCES optional)

  This View permits the correct association between Doctors and available Insurances.

• The Availability View (TT_AVAILABILITIES)

  This View permits the display and filtering of the Doctor’s reservable time slots

• The Services-Availabilities Relationship View (TT_ACTIVITIES_AVAILABILITIES optional)

  This view permits to associate doctor’s availability Time slots to certain treatments

• The Appointments View (TT_RESERVATIONS)

  This view permits to display, filter and  update informations about reserved appointments

The presence of the default NOT NULL indicates that the FIELD is obligatory.

The presence of the word UNIQUE indicates that the FIELD does not allow duplicate values.

Notes.

1. Date Range. The Reservations view should be limited to appointments within a defined range, generally not older than a week (Date >= CURRENT_DATE() – 7)

2. Date Format. In the circumstances in which the dates are in a proprietary format (for example, the date can sometimes be a decimal number) it is necessary that in the view the date are transformed into a standard format. In case of doubt, it is recommended to use the type STRING.

The use of Views enables the filtering of entities which tuOtempO needs to use in function of the criteria decided in the analysis phase (for example, not to share data concerning a specific medical speciality). This action is not absolutely necessary for tuOtempO to be able at any moment to determine what is and what is not reservable.

Respect of Privacy

You can create a user who only has permissions to read the views and write to the supplementary tables. tuOtempO SINCRO will use exclusively this user and in this way will not be able to read private sensitive data. All the information in the views are anonymous, there are no associations with data identifying the patient.

Temporary Tables give tuOtempO the possibility to write information gathered online :

• The data of the patient
• An appointment which needs to be created or canceled

Temporary Reservation Table (TT_RESERVATIONS_TMP)

This table writes into Your Software‘s database the data collected online by tuOtempO. Writing to the table should activate a Trigger responsible for updating or adding information in the appointments table (see example). In the case of a new appointment, the field [APP_LID] will be empty and the value APP_ACTION will be ADD. If the Appointment has been modified or canceled, the field [APP_LID] will contain the id of the appointment and APP_ACTION will be UPDATE or DELETE

When tuOtempO writes data of a patient who has just signed up online, it triggers a check as well to see if the patient is present in Your Software‘s database. If so it will write your patient identifier [USER_LID]. If not present, the trigger will insert a new patient and write your identification number [USER_LID] once it has been generated. Then, as the patient has been identified or created, the trigger will perform all the actions needed to create (or update or delete) his reservation on Your Software‘s database. This will must cause a new reservation appearing (or changing or desappearing) in TT_RESERVATIONS view and permitting user confirmation on tuOtempO.

tuOtempO SINCRO and the security of Your Software‘s data

The reading of the Views and the writing to the support tables will be carried out by tuOtempO SINCRO, software built around .NET which will be installed on your Windows operating system and which have access via ODBC to Your Software‘s database. tuOtempO SINCRO has only two authorized external connections : one periodic connection with a fixed IP which replies to the Webservices of tuOtempO and the other a socket. The connection with the Socket server permits tuOtempO to notify the sincro when there is any new event (for example an Appointment). The Synchroniser establishes a rapid connection with tuOtempO and writes the novelty in the support tableTT_RESERVATIONS_TMP which launches the triggers. In this way tuOtempO synchronizes the online base with the local base without the local base ever being accessed from the exterior.

Resume of the requirements for integration

1. Preparation of the views and the support tables
2. Creation of a user with permissions and access restricted to the views
3. Access via Logmein or Teamviewer to a server in order to permit the installation and configuration of the SINCRO
4. Configuration of the Firewall to permit the connection with the SocketServer (socket.tuotempo.com:9000) and to call the Webservices (app.tuotempo.com:80) of tuOtempO

Warning. MS Access database

If the database is Microsoft Access, it is not possible to use Triggers to write to temporary database tables. In this case there are two alternatives.

MS Access : The patients and the appointments are contained in a single table.

If the tables corresponding to the entity PATIENT and APPOINTMENTS are located in the same access database and each entity don’t require more than one table, the SINCRO will be able to write directly to these tables. In this case, each change in these tables should be notified to tuOtempO.

MS Access : The patients and the appointments are in several tables

In this case it is necessary to connect the Access DB with an SQLSERVER to write to the temporary tables and enabling the activation of the TRIGGER.

B.2 I’m able to publish my own Webservice and let tuOtempO call it - [tuOtempO WSClient]

The synchronization with Webservices is achieved in two phases:

B.2.1 Exchange of information which doesn’t change frequently (for instance: a maximum of once a day).

In the category are included for example:

• Prices or special tariffs
• Service catalogs
• Locations
• Resources (Doctors, etc.)

and all the relationships between these entities (for example, “which services and prices does a Doctor offer for a particular insurance”).

B.2.1.1. Via views of Your Software‘s database, with the work of tuOtempO SINCRO

See B1 above, generally consider only these views:

TT_RESOURCES

TT_ACTIVITIES

TT_INSURANCES

TT_RESOURCES_ACTIVITIES

TT_INSURANCES_ACTIVITIES

TT_INSURANCES_RESOURCES.

B.2.1.2 with a Webservice which sends information periodically and receives any changes

You can either prepare the all-inclusive Webservice KeyEntities which generates a response including every relations between individual entites:

B.2.1.3 With an exported archive sent to an FTP folder

A simple way of exchanging information is to extract it from the database and write it once or twice a day to an FTP folder accessible from tuOtempO. If you wish, you can ask for a free FTP folder from tuOtempO for the use of data exchanges.

The file should contain the following data in the order given.

The price of the activity is relative to the resource and if it is present, to the insurance. The format which is recommended is TXT.

This file contains all the information necessary for the application administrators to configure the activity (for example the list of services to show online) without needing to develop Webservices in the short term. It is for this reason that it is recommended to prepare this data file as a first priority before preparing Webservices.

B.2.2 Exchange of information which changes frequently

In this case, you will have to make the Webservices (either SOAP or Rest) capable being ccalled by tuOtempO. Below we present the essential set of methods which this webservice should implement:

• searchAvailabilities()
• addAppointment()
• deleteAppointment()
• checkAppointment()
• getAppointments()

searchAvailabilities()

This Webservice allows the retrieval of the Doctor’s (or the Treatment’s) reservable time slots.

addAppointment()

This webservice allow the reservation of a new appointment.

deleteAppointment()

This Webservice allows the removal of a reserved Appointment.

* checkAppointment()

This Webservice allows the detection of the single appointment’s status (confirmed, deleted, …).

A patient who reserves online can modify his appointment online but he may also do it “offline” (ej.: by telephone, in person, etc..). In this case it is necessary to update the appointment data in tuOtempO so that is shown correctly online and to send reminders with the correct information.

Thanks to this Webservice the patient can manage their reservations transparently either online or by telephone.

* This Webservice is optional if USER_TID pattern has been chosen.

getAppointments()

This Webservice is needed when you want the patient to be able to online view or cancel all his existing appointments regardless of their origin (online/offline).

B.3 Multi center environment

When the integration involves more than one center referring to the same Webservices it will be necessary to make an additional Webservice returning the list of the centers you want to make web available through tuOtempO.

The Webservices described in B.2.1.2 and B.2 will provide for one or more additional parameters to specify the center you want to consult.

On tuOtempO side there will be an instance for each center and, if needed, an additional “portal instance” that will permit to have a single point of access on the web which will take care of making parallel searches on the centers, return availabilities and forward to the centers new reservations or cancellations requests. The portal instance could also host, without loss of functionality, centers that have been integrated by views and temporary tables using tuOtempO Sincro.

GetCenters()

The Webservice should return to tuOtempO the following information:

Response(Array (CENTER_LID , CENTER_NAME, [DESCRIPTION], [ADDRESS], [PHONE],[WEBSITE_URL])

C. [tuOtempO VIEW] – Access to Medical Results

To enable web access to medical results it is necessary to activate a synchronized communication between Your Software and tuOtempO by choosing one of the available procedures :

C.1 I can create views and temporary tables on My Software‘s database

The views provide to tuOtempO medical result’s data, the tables allow the control of informations flow.

The presence of the default NOT NULL indicates that the FIELD is obligatory.

The presence of the word UNIQUE indicates that the FIELD does not allow duplicate values.

Results View (TT_DOWNLOADS)

When on Your Software a new result is available for the web then a new record will appear in this view (initially with empty content in DOWNLOAD_CONTENT field)

Temporary Tables give tuOtempO the possibility to write information necessary to control the flow of result delivery (adding user’s data if needed)

Temporary Results Table (TT_DOWNLOADS_TMP)

This table writes into Your Software‘s database the requests collected online by tuOtempO and status changes coming from delivering process. Writing to the table should activate a Trigger responsible for updating or adding information in the TT_DOWNLOADS_FILES table as to permit the transmission of the content. In the case of a new result’s request the value DOWNLOAD_ACTION will be UPDATE. When the content will have been transmitted to tuOtempO then an “empty content” request will arrive with DOWNLOAD_ACTION equal to EMPTY. The trigger will perform all the actions necessary to remove from TT_DOWNLOADS view the binary content of that particular result.

C.2 I prefer to use Webservices which communicate with the API of tuOtempO

The synchronization with Webservices is achieved in two phases:

C.2.1. Transmitting web available results

Your Webservices (SOAP possibly) will be capable of replying to this call from tuOtempO:

getTestResultsList([USER_LID|USER_TID], RESULT_START_DATE)

The Webservice should return the following information to tuOtempO:

Response(Array (DOWNLOAD_LID, [STATUS (Valid, Cancelled)], DOWNLOAD_CODE, DOWNLOAD_FILENAME, DOWNLOAD_TYPE, USER_LID, [USER_TID], USER_MOBILE_PHONE, [USER_EMAIL], USER_ID_NUMBER ))

C.2.2. Transmitting test result content

Your Webservices (SOAP possibly) will be capable of replying to this call from tuOtempO:

getTestResultContent(DOWNLOAD_LID)

The Webservice should return the following information to tuOtempO:

Response(DOWNLOAD_LID, [DOWNLOAD_CONTENT],STATUS(Valid,Cancelled),[ERROR_MESSAGE])

D. [tuOtempO AGENDA/WEB] – Providing User and Authentication information

In some circumstances a patient or operator can access tuOtempO using registration and authentication data from another application or portal. In this case it is possible to send to tuOtempO the data of the patient or the operator in the URL or by keeping the user data synchronized.

D.1 My users are in the database of My Software

In this case it is simplest not to require synchronization.

Access for a patient coming from your application or portal.

The user logs in to your site in one click via a link to the online appointment module. Your server will call the tuOtempO server using the following URL:

http://app.tuotempo.com/mop_login.php?dbName=tt_acme&username=admin@portal.com
&password=portalpassword&fname=Valentino&lname=Rossi
&phone=3333333333&hometel=05110101010&email=rossi@acme.com&idnumber=BNCDTL72A10G482S
&birthday=10/01/1972¬e=343545&user_lid=134354466

tuOtempO will reply with a session id (ex:sessionId=2t3t43u43t54u5t4u54t346vbjhj) which your server will use for subsequent calls:

http://app.tuotempo.com/mop_customer.php?dbName=tt_acme&sessionid=2t3t43u43t54u5t4u54t346vbjhj

at this point the user is logged into tuOtempO and can proceed to make a booking.

Privacy and security

The data of the user passes from your server to the server of tuOtempO. It will not be visible or modifiable in the patient’s navigator. The patient’s navigator will only see the session data. If this is changed the session will be disconnected automatically.

Access for an operator coming from your application or portal.

http://app.tuotempo.com/mop_customer.php?dbName=tt_acme&username=operator@acme.com

&password=acmepassword&fname=Valentino&lname=Rossi&phone=3333333333
&hometel=05110101010&email=rossi@acme.com&idnumber=BNCDTL72A10G482S
&birthday=10/01/1972¬e=343545

tuOtempO will conserve the patient information and insert it automatically when required. The insertion will check if the data is present in tuOtempO and when possible will associate it automatically to the user to avoid duplicates.

D.2 I would like to synchronize with my users

D.2.1 My users are in the database of My Software

The LOGIN API should be consulted. Please contact support@tuotempo.com if you need information.

D.2.2 My users are in a CMS (Joomla, Drupal, WordPress)

The USER API should be consulted. Please contact support@tuotempo.com if you need information.

D.2.3 I use JanRain

The USER API should be consulted. Please contact support@tuotempo.com if you need information.