Patient Access Photo Import

Most Epic1 Epic is a registered trademark of Epic Systems Corporation. customers already capture patient photos during the Epic registration workflow or have patients upload their photos via MyChart.

The Patient Access photo import feature allows the import of existing patient data and photos from the customer's Epic environment. Instead of requiring registrars to take patient photos twice, Patient Access will enroll patients imported from Epic.

Assumptions

• Photos enrolled from Epic will not trigger photo outbound events.

• Photos enrolled from Epic will only be enrolled if they include a single face.

• Photos must meet a minimum quality score of 75 before being accepted for enrollment by the Patient Access system.

• Photo cropping is skipped because the photo is sourced from Epic.

• You must consent to the terms every time you create or update a data import job.

Expected Workflow

After configuring the data import feature, the expected workflow is as follows:

• The administrator downloads the MRNs from Epic through a Clarity extract.

• The administrator uploads a CSV file containing a list of MRNs and creates a data import job in Patient Access to run during a specific window of time.

• Patient Access retrieves the patient demographics by MRN from Epic and retrieves the patient photo.

• If the patient photo meets the quality score, it is accepted for enrollment. If the patient photo does not meet the quality score, the enrollment is skipped.

• When a patient photo is enrolled by the data import, then Patient Details page displays Enrollment Details column as "by data import" and the date the data import occurred.

Prerequisites

Take note of the following prerequisites:

• Configure the FHIR integration in Patient Access. For more information, see Configure the FHIR integration.

• Obtain the Imprivata Patient Access - Data Import app.

Information to Send to the Customer

1. Client IDs - The customer will use either the Non-Production or Production client ID in their Data Import configuration, depending on the environment.

Only the client IDs for the Imprivata Patient Access - Photo Import application are required for the customer to configure in their launch configuration.

Application Name	Non-Production Client ID	Production Client ID
Imprivata Patient Access - Photo Import	19a05213-28a2-485c-8067-d582dfee85e6	eda6b895-01b9-4dc6-b557-0b557240fd63

Configure the Data Import in Patient Access

To configure the data import integration:

1. In the Patient Access Admin Console, navigate to Integrations > Data import.

2. In the Configuration section, in the Client ID box, type the client identifier for the FHIR service.

   • If this is a test tenant, this is the non-production ID for the Imprivata Patient Access - Photo Import app.

   • If this is the production tenant, this is the production ID for the Imprivata Patient Access - Photo Import app.

3. The Interconnect instance base URL box automatically fills in the address of the interconnect instance base URL.

   If you have not configured the FHIR integration yet, use the link to navigate to the FHIR configuration page.
   

4. Click Save.

Prepare the File for Import

Run a Clarity report in your Epic environment to obtain a list of MRNs to import into Patient Access in CSV format.

File Requirements

Before you begin, review the following import file requirements:

File contents: The CSV file contains a list of MRNs. The CSV file should be a single column without a header.

File format: CSV.

File size limit: 3 MB.

Configure a Data Import Job

To configure a data import job:

1. In the Data Import Jobs section, click Create new job.

2. In the Display name box, type a descriptive and meaningful name for the job.

3. In the Import type list, the import type of Enrollment from file is automatically selected.

4. In the FHIR OID box, type the FHIR OID for the patient medical record number (MRN).

   Example: urn:oid:1.2.840.114350.1.13.0.1.7.5.737384.14

5. Click Upload .CSV. In the File Upload dialog, enter the path or browse to the file location and click Upload.

6. For the Processing Window, specify the start time and end time for the data import.

   • By default, the Starting Time of the processing windows is 00:00 AM and the Ending Time is 11:59 PM.

   • If you use the default, the job will start immediately.

7. Click Save.

8. On the Terms page, scroll down and read the terms and click Agree to accept them.

   You must agree to the terms every time you create a new job. If you do not agree to the terms, you cannot create a job.

9. The system checks the connection to Epic. Click Continue.

   The data import job starts.

   NOTE:

   Depending on the amount of data to import, it may take some time for Patient Access to process the job.

View the List of Data Import Jobs

The Data import jobs page displays the list of requested data import jobs, along with a summary of the items detected and processed, the creation date, and state.

You can edit or cancel a data import job that is currently in process, or that has not yet started. Jobs that were canceled, or had errors, cannot be edited.

• To view details of an individual data import job, click View in the Actions column.

• Edit an existing data import job to update its processing time or the display name.

• To cancel a data import job, on the data import job details page, click Cancel and then click Yes, cancel.

• To export the details of a data import job to a CSV file, click Export to .CSV. The exported file contains the MRN, import date, and the result.