PMS / EMR Preferences & Configurations

Reach out to the support team before modifying these preferences.

Introduction

The MyMedLeads Platform offers various settings and configurations to streamline the data exchange between your Electronic Medical Records (EMR) system and your MyMedLeads account. This guide will explain those settings in detail and demonstrate how to leverage them to more effectively extract patient and appointment information from your EMR.

Intended Audience
This guide is intended for EMR super users and assumes familiarity with the MyMedLeads integration. It does not cover technical details or in-depth topics related to the integration. Even if you are unfamiliar with the technical aspects of how EMR and MyMedLeads integrate patient and appointment data, you can still use this document. However, we recommend reaching out to the support team before modifying any preferences outlined here.

Settings and Configuration Explanations

EMR Generated Leads
When a lead is first imported from your scheduling software (PMS/EMR) to MyMedLeads, there can be issues. Your scheduling software does not provide the lead source or all of the patient’s current appointment details. As a result, MyMedLeads may incorrectly treat the patient as brand new, when they are actually an existing patient. To address this, we have introduced configurations and preferences to better control how our system processes these imported leads.

Process Appointment Data Only
To avoid creating new patient leads for individuals who already have existing appointments, MyMedLeads only creates leads when it detects active or completed appointment information from your EMR system. Specifically, when updates or new patient/appointment data is communicated to us, we only receive the relevant information for that particular update or creation – for example, if a patient’s phone number is updated, we would get the patient data but no appointment details.

This means that if a patient has multiple past appointments but no current or upcoming ones, MyMedLeads could inadvertently create a “new lead” for that patient, potentially leading to duplicate marketing efforts or outreach. To prevent this, our system is set up to only create new leads when we receive information about an active or completed appointment.

If you would like to change this preference and have MyMedLeads create leads regardless of appointment status, please let us know by sending a friendly email or using our support ticket system. We’re happy to adjust this setting based on your preferences.

Accurately Detect Appointment Data in MyMedLeads
EMRs (electronic medical records systems) are designed to handle a wide range of specialized medical operations and reporting requirements that are not necessary for a customer relationship management (CRM) tool like MyMedLeads. EMRs come with extensive settings and features to manage tasks such as scheduling, billing, and detailed reporting. In contrast, MyMedLeads is specifically designed for general medical practices and focuses on key patient relationship management functions.

The reporting and workflow requirements of EMRs are more extensive than what MyMedLeads needs. For example, an EMR may have 40 customizable appointment types for specific procedures, while MyMedLeads uses a more basic set of appointment types like Surgery, Minor Procedures, Consultations, Follow-Ups, Pre-Ops, and Post-Ops.

To ensure consistency between MyMedLeads and a practice’s EMR software, our team will need your help. We ask that you provide us with a list of the key “entities” (e.g. appointment types, procedures) used in your EMR. Our team can then work with you to map those entities to the appropriate settings in MyMedLeads. This mapping process is important, as some entities in the EMR may need to be consolidated or generalized to fit the MyMedLeads structure.

The mapping can be done in a flexible way, such as using wildcards to match similar terms. Our servers also attempt to automatically detect and map new or updated appointment information without requiring additional manual input. We’re here to work closely with your team to ensure a smooth integration between MyMedLeads and your EMR.

Mapping Within MyMedLeads
The number of entities requiring mapping may vary depending on the scheduling software you use. Our team will work closely with you to confirm and address any additional mapping needs that arise.

Doctors – To ensure proper mapping, create a wildcard mapping using an asterisk ‘*’ along with the doctor’s last name. This will accommodate the Scheduling Software’s inconsistent name formatting, which may list names as FirstName/LastName or LastName/FirstName.
Locations – The system will search for an exact name match among the locations you have entered in MyMedLeads. If a perfect match is found, the appointment will be associated with that location.
Appointment Types – The system will automatically categorize appointments as either “Surgery” or “Consult” based on keywords in the Appointment Purpose field. Specifically, if the word “surgery” appears, the appointment will be marked as a Surgery. If the word “con” is present, the appointment will be marked as a Consult.
Procedures/Purposes – The system will search for an exact name match among the procedures you’ve entered in MyMedLeads. If a perfect match is found, the appointment will be marked with that procedure.

PMS/EMR Account Settings

Within your MyMedLeads account, you can configure and customize how your account renders, processes, and reports on data from your EMR. The default settings are sufficient for most accounts and practices. However, Mappings are required for accounts that want to track Appointment Data accurately between the two systems.

The list below describes the settings that can be updated. The following section explains where and how to adjust these configurations, as well as the expected outcomes of the settings. Most of the settings work with all the EMRs we integrate with, but a few settings/configurations are specific to a single EMR, which is noted in the definition.

Default EMR Rep – The setting is used by the logic to find and assign a Representative (Rep) to a newly introduced Lead from the Electronic Medical Record (EMR). However, the system is not always notified of the staff member who is creating or updating Appointments and Patients within the EMR. To address this, your staff can select a single team member as the default Rep. Our recommendation is to create a “No-Reply” user for this default EMR Rep. This is because when Appointment Communications are sent, they come from the Assigned Rep of the Lead. Using a “No-Reply” user with a no-reply email address will ensure that Patients do not attempt to communicate with an inactive Rep.

If this setting is not configured, the last entered Rep will be selected and assigned to all newly introduced Leads from your EMR. When MyMedLeads receives Appointment/Patient data from your

EMR, it often does not receive the logged-in staff member who did the scheduling. In this case, MyMedLeads must assign the new Lead and Appointment to a Rep, and it will use the default EMR Rep for this purpose.

PLEASE NOTE: In MyMedLeads, the assigned Representative (Rep) earns 100% credit for any Appointments made on a Lead that the user manages through actions like clicking CallNow, creating a Note or Reminder, converting to EMR, or sending an email. This 100% credit for the assigned Rep continues even if the Lead is later converted to EMR. The only exceptions are if the Lead was originally created by EMR or if there is no Rep currently assigned – in those cases, the Default EMR Rep will be assigned instead.

Default Doctor – When MyMedLeads receives appointment or patient data from your EMR, it may encounter issues where the doctor is not included in the MyMedLeads account or is not mapped correctly. In such cases, where the doctor is listed as “unknown,” MyMedLeads will automatically assign the appointment to the default EMR doctor.

Overwrite Data (Nextech) – By default, MyMedLeads will attempt to match the data in the EMR. However, it will not delete a phone number that does not exist in the EMR. This is to account for cases where a patient has not been in for a while, has recently moved or switched phone numbers, and then filled out a web form with the new/correct information.

If there is no phone number in the EMR, MyMedLeads will persist the phone number within its own system and not delete it. If you set a specific preference, MyMedLeads will hard-delete the phone number to exactly match what is in the EMR. This preference is not recommended for most practices and has a specific use case for Nextech clients.

Show PMS/EMR entries – The preferences within MyMedLeads offer two settings to control the visibility of EMR-generated leads for you and your staff. The first setting allows you to include EMR-generated leads in your reporting. The second setting gives you the option to incorporate these leads into the aggregate totals displayed on the Funnel page.

These two settings determine how your practice’s data is rendered within MyMedLeads. You can adjust whether the Funnel page numbers reflect EMR-generated leads, and you can choose to include or exclude these leads from all reports within the platform.

By default, we hide EMR-generated leads, as most practices prefer to focus on the performance of their external marketing channels and efforts, rather than the scheduling of existing leads from their EMR system. This allows you to more accurately assess the impact of your marketing activities.

How to view the hidden EMR generated leads:

When a Patient is detected from your EMR system, MyMedLeads will automatically apply a Lead Source that identifies the EMR system by name (e.g. Nextech, PatientNOW). These leads marked with this Lead Source are hidden from your staff, allowing them to focus on new/active leads from your marketing efforts.

To access these patients through MyMedLeads, you have two options:

1. Search for the patient in the top right search box to locate and view the “lead”.
2. On the “View All Leads” page, use the top filters to show/hide these leads. Select “View All” from the “By Lead Type” dropdown.