NexCloud Integrations

This document will help guide you through the expectations of integration between Nextech and MyMedLeads.

Intended Audience

The intended audience of this document, includes Staff Members who work directly in both MyMedLeads and Nextech.

Lead data is communicated between MyMedLeads and Nextech.  This section outlines what data is communicated and when the data is communicated.  This data is communicated to Nextech within 30 seconds of pressing the “Convert To Nextech” button on the Lead’s profile page.

MyMedLeads to Nextech

The below data is communicated from MyMedLeads to Nextech.  The list of exact properties of a Lead is communicated, is in the last section of the document.

Required Fields to Convert to NexCloud

First and Last Name are both required to push to Nextech.
E-mail, and one phone contact is required.  This is defaulted to: ‘no@email” if not supplied.
Postal code is required, this field is defaulted to “00000” (all zeros)
Date of Birth is required, this field is defaulted to “01/01/1900” in Nextechif not provided.

Duplication Logic

Both Nextech and MyMedLeads has duplication logic.   Nextech utilizes a combination of the following Lead Attributes to determine if a duplicate exists.  If a duplicate does exist, then Nextech will not create the Lead.

Nextech Duplicate Fields

First and Last Name
Email Address
Birthdata
and one of the Home and Mobile Numbers

MyMedLeads Duplicate Fields
First and Last Name
Email Address
Home and/or Mobile Numbers

IF DUPLICATION LOGIC is triggered when attempting to convert a lead from MyMedLeads to Nextech, due to the Lead already exists within Nextech.  Then you will see an automated Note within the Lead’s activity history (within MyMedLeads), that the Lead already exists within Nextech.  Message: “Exists in NexCloud”.

Triggers and Expectations

When you press the Convert To Nextech button on the Lead Details screen, the lead information is communicated a single time to Nextech.    Once converted, you should be able to search NexCloud and locate the Lead within 30 seconds.

Once the Lead has been converted to Nextech there will be an ActivityHistory item that identifies when this Lead was successfully pushed.  You will need to refresh the screen to see the new ActivityHistory item and the time should never be over 30 seconds.   IF an ActivityItem is not created, then it is possible that the Lead was not successfully created, possibly due to being a Duplicate within Nextech.    If an Activity Item is created after you press the Convert button, then our system received an ID, meaning a Lead was successfully processed within Nextech.

Nextech to MyMedLeads

Data is communicated when an Appointment is created, cancelled and/or updated.  Below outlines the data from Nextech communicates.  It is always best to cancel an appointment rather than deleting the appointment.  The deletion of appointments may not be communicated to MyMedLeads.

The below section outlines what data is communicated for Appointments from Nextech.

MyMedLeads to Nextech

The communications from MyMedLeads to Nextech, in terms of Appointment Data, is limited to Confirming an Appointment.  This update simply updates the “Confirmed” field (see below) from No to Yes.   This is automatically triggered when an appointment is confirmed using one of our automated Appointment Confirmation features (Email/Text).

Nextech to MyMedLeads

The Lead data is communicated with each Appointment.  The Lead data can trigger an update to the Lead’s demographic data, outlined in the Lead Data section of this document.  The exact data communicated is listed at the bottom of this document.

While the above outlines what is communicated, there are times when the Practitioner of the Appointment is not clearly communicated.  Some examples include, if the Resource does not have an appropriate Login associated to it (the Nextech Support Team can assist, if you have any concerns with your Resources), also when multiple resources are included within the list.  Typically we have seen the Resource with the lowest ID wins.  You may determine this by clicking on the Resources and seeing the list within the order of the internal ID.

Helpful Resources

Completing Appointments

When updated appointments are detected from Nextech, the logic will look at the below two statuses to determine if the Appointment has been completed.  When an appointment is detected with one of the below statuses, then the appointment will be updated to completed status (depending on the type of appointment, will determine if Consult or Procedure Completed).    If you have created custom statuses within your Nextech it is not guaranteed that the appointment will be marked as completed within MyMedLeads.
Appointment Statuses:   “In”  and  “Out”

Deleting Appointments

If it is required that an appointment is to be deleted out of Nextech, then you will need to manually cancel the appointment and then delete it.  Otherwise, it is not guaranteed to communicate the deletion of the appointment to MyMedLeads and the appointment may stay active.

Doctors Are Not Detected 

If the Doctor Mappings are all in place within your MyMedLeads account and you still do not see Appointments being attributed to a particular doctor, then it could be some settings within your Nextech Instance that needs updating.  Please follow the below instructions on how to make sure Doctor/Practitioner data is shared with third parties, such as MyMedLeads.  The below is directly out of their documentation on this topic.

If the practitioners endpoint is not showing all of the expected practitioners check this before opening a support case.

1. Inside the Nextech application, select the provider that is not showing up in the Contacts module.
2. Confirm that the practitioner is not marked Inactive on the checkbox on the right hand side.
3. Find the “Linked User” section and confirm that it is mapped to a unique account that is just for that practitioner.

Practitoners need their own user account to work with the practitoners endpoint. Additional documentation can be provided on request.

The MyMedLeads integration with Nextech includes the ability to pull revenue data from your Nextech Select instance or your Nextech software.  This feature is included within your basic setup and you and your staff have the ability to turn this on or off, at anytime.

Requirements for Revenue Pull

Your MyMedLeads account must be actively connected to your Nextech software.  You can determine this by navigating to the following screen:  Preferences -> EMR Configurations.  On this screen you will see clearly if your account is actively connected to your Nextech software.  Below is a screen grab of where to go to set up Revenue Pull and where to check if your account is currently integrated with Nextech.

Instructions on Setup

To turn on revenue pull from Nextech, you will need to navigate to: Preferences -> EMR Configurations.  On that screen you will need to scroll down to the Pull Revenue section and press Activate (if not already activated).

Expectations of Revenue Pull

Pulling revenue data from your Nextech software is fairly straight forward when it comes to expectations, however there are a few scenarios we wish to explain to avoid confusion.

1. Leads will not be created within MyMedLeads, simply because they have purchased service/product within your Nextech software.  If a Lead is not already within your MyMedLeads account, then the detection of Revenue is not enough to create the Lead.  There needs to be, at minimum, a single appointment to apply the Revenue to.
2. When turning ON the Revenue Pull for the first time, the MyMedLeads Platform will pull the last three year’s worth of revenue data from your instance.  If you would like to go back further, or not pull historical data, please contact Support before turning on revenue and we can adjust this time.
3. The MyMedLeads platform will pull revenue data daily, at around 9PM (EST), from your Nextech Software.  The data will be processed within two hours of being detected by MyMedLeads.
4. When MyMedLeads detects a refunded bill within your Nextech software, our system will zero out this balance and place it within that Lead’s Revenue.  This may cause confusion, as you may see these zero balanced transaction(s), please know that this was due to a refund.

Duplication Logic

The MyMedLeads Platform does have duplication logic for the Revenue Pull feature.  When MyMedLeads detects revenue from your Nextech software, an ID is transmitted with that data and helps identify the bill within your Nextech software.  When your team has manually entered a revenue line item within MyMedLeads, the revenue pull logic will attempt to find and ‘merge’ the Nextech bill with that line item.  The logic looks at two properties of the bill, and that is:  the timestamp of the bill and the charged amount.   If a revenue line item is found within MyMedLeads that matches these two properties, then that RevenueID (from Nextech) is then applied to that revenue line item.

Please Note:  that if your bills are split up between the same office visit, when multiple services are performed, then the MyMedLeads revenue line items must match that of the amount charged to the Nextech bill.  Here is an example of how the revenue line items would render, if the incorrect amounts were manually entered into MyMedLeads:

$5000 – manually entered into MyMedLeads
$2500 – this is the first bill within Nextech
$2500 – this is the second bill within Nextech

For this reason, it is important that if your team has manually entered revenue for a Lead within MyMedLeads, that the manually entered revenue line item(s) should match the amount charged to each bill within Nextech software.

Communicated Data

MyMedLeads will communicate and receive the following Lead Data.  Please use the above sections to properly identify the exact fields.

Lead Data

Full Name
Street Address
City
State
PostalCode
Phone1
Phone2
Email Address
Date Of Birth
Gender

Appointment Data

Start Time
Reason  (also known as Procedure Name)
Purpose  (also known as Appointment Type)
Doctor
Location
Status
Comments
Confirmation Status (only one-way communication, from MyMedLeads to Nextech. Nextech does not share this data with MyMedLeads)

This section outlines what versions are required for our feature sets. If you are uncertain if you are a NextechSelect client, you may ask your team if your practice houses a Nextech Server in the office. If you do, then you and your practice is a NextechSelect client.
These versions only apply to clients who are connected to Nextech via their API. If your team has our installable program that manages the communctions,then this chart does not apply to your practice. (there is no intuitive way of determining this other than simply knowing how your integration was performed, via an installation on your server (Not Website), or if your team had to request from Nextech for an API Key).