This article covers frequently asked questions about the SmartFlow integration setup and usage within Neo.
For more information on setting up and using your SmartFlow account to track and complete patient treatments, visit the SmartFlow website
SETUP
To get an API integration key and begin using SmartFlow, you must sign up for a SmartFlow subscription. See SmartFlow for more information.
Upon first saving your API integration key under Administration>SmartFlow, any products that are active will be sent to SmartFlow.
After your initial integration creating new products, updating existing active products, or changing a product status from inactive to active will sync these changes to SmartFlow.
For more information, see Set Up SmartFlow.
Upon first saving your API integration key under Administration >SmartFlow, any users that are active and have the Provider checkbox selected will be sent to SmartFlow.
After your initial integration creating new users and selecting the Provider checkbox; designating an existing user as a provider; and updating an existing provider will sync these changes to SmartFlow.
For multi-branch practices: Changing branch access for a user designated as a provider will also sync to SmartFlow.
For more information, see Set Up SmartFlow.
Inactivating a product in Neo does not inactivate the product in SmartFlow.
If you no longer want to use a product in SmartFlow, you can delete the item in SmartFlow under Settings >Parameters.
IMPORTANT: Deleting an item in SmartFlow will completely delete it from all treatment templates as well as any patients’ open treatments before being discharged. We only recommend deleting an item from SmartFlow after all patients have been discharged.
Inactivating a user in Neo does not inactive the user in SmartFlow.
Even if a provider is inactivated in Neo, they can still be selected in SmartFlow.
In Neo, after you update an existing product, or if you change the status of a product from inactive to active, the product will automatically send to SmartFlow.
In Neo, if you designate an existing user as a provider or update an existing active provider, the changes will automatically send to SmartFlow.
For multi-branch practices: Changing the branch access for a user designated as a provider in Neo will also automatically send to SmartFlow.
Yes. The SmartFlow integration can be deactivated in Neo under Administration > SmartFlow by clicking on the menu button next to the API key and then selecting Deactivate.
Important: Neo no longer sends or receives information from SmartFlow after the integration has been deactivated.
- Products, providers, and patients cannot be sent to SmartFlow.
- Hospital discharge events are longer received from SmartFlow.
See Set up SmartFlow for more information.
USAGE
A patient can be sent to SmartFlow from a saved, draft consultation by clicking the Send to SmartFlow button.
If your practice uses Procedures, a patient can also be sent to SmartFlow from the procedure. Note: This workflow will create a new consultation.
For more information, see Send patient to SmartFlow
There are several ways Neo lets you know a patient is currently in SmartFlow.
When viewing a consultation:
- The Patient is currently on whiteboard warning above the consultation ID and patient signalment.
- The green SmartFlow icon next to the Consultation ID.
- The Open in SmartFlow button.
Note: You will also see the green SmartFlow icon when you view the consultation history from the Consults tab.
Depending on your practice workflow, you do not need to create a procedure before sending a patient to SmartFlow. Patients can be sent to SmartFlow from a saved, draft consultation.
If your practice uses Procedures, you can send the patient to SmartFlow from the procedure, as this will also create the consultation
If your practice uses Procedures, you can delete the procedure before the patient is discharged.
To automatically bill for completed treatments, make sure Sending Billing & Medical Records to EMR and Send Anesthetic Billing & Medical Records to EMR are turned on in SmartFlow.
If the quantity/volume is changed on a completed treatment in SmartFlow and the associated Neo consultation is in draft status:
- The corresponding product line quantity is updated.
- The following records are also updated if they are related to the product line:
- Vaccines
- Prescriptions
- Diagnostic orders
If the quantity/volume is changed on a completed treatment in SmartFlow, and the associated Neo consultation status is unpaid, partly paid, or paid, no changes will be made to the corresponding product line or its related vaccine, prescription, or diagnostic order records.
If the product has been completed on the SmartFlow treatment sheet and is then deleted and the associated Neo consultation is in draft status:
- The corresponding product is removed from the consultation.
- The following records are also deleted if they are related to the product line:
- Vaccines
- Prescriptions
- Diagnostic orders
If a completed treatment is deleted in SmartFlow, and the associated Neo consultation status is unpaid, partly paid, or paid, the corresponding product line or its related vaccine, prescription, or diagnostic order records will not be deleted.
Depending on your practice’s workflow, you may either create a refund for the product or update the consultation. See Refund or return a product and Update a consultation for more information.
The provider selected as the Doctor on Duty in SmartFlow will be sent with the product to the consultation when the treatment is completed in SmartFlow.
Yes! A patient picture uploaded in SmartFlow is downloaded to Neo at discharge and saved to the patient’s Files tab with the following properties:
- Title = SmartFlow Patient Photo
- Category = SmartFlow
Note:
- The SmartFlow patient picture will display as the Neo patient ID photo if there is no existing patient ID photo.
- The SmartFlow patient picture will not display as the Neo patient ID photo is there is already an existing patient ID photo.
Yes! Patient weights recorded in the SmartFlow patient details will display in the Neo patient Vitals tab after the patient has been discharged in SmartFlow.
The patient weight recorded in SmartFlow will not populate the weight on the consultation in Neo.
Note: The created by staff displays as SmartFlow on the Neo patient Vitals tab for weights recorded from SmartFlow.
Important: If the default weight unit in SmartFlow is different than the default weight unit in Neo, the weight and weight unit that is recorded in SmartFlow will be recorded in Neo without conversion.
There are several ways Neo lets you know a patient has been discharged from SmartFlow:
When viewing a consultation:
- The black SmartFlow icon next to the Consultation ID.
- The Open in SmartFlow button will no longer be available.
- The Patient is currently on whiteboard warning will no longer appear at the bottom of the consultation.
Note: You will also see the black SmartFlow icon when you view the consultation history from the Consults tab
When you discharge a patient from SmartFlow, the .pdf reports will automatically upload to the associated consultation and patient Files tabs.
Note: If the Merge Reports Into One PDF setting is turned on in SmartFlow Documents Management, one file containing all the reports will be uploaded to the Files tab.
SmartFlow will open in a new browser tab when you click the Open in SmartFlow button when using your iPad.
TROUBLESHOOTING
A patient picture uploaded in SmartFlow is downloaded to the patient’s Files tab in Neo after the patient has been discharged in SmartFlow.
The SmartFlow patient picture will display as the Neo patient ID photo only if there is no existing patient ID photo.
Patient weights recorded in SmartFlow patient details will display in the Neo patient Weights tab after the patient has been discharged in SmartFlow.
The patient weight recorded in SmartFlow will not populate the weight on the consultation in Neo.
Patient weights recorded in SmartFlow patient details will display in the Neo patient Weights tab after the patient has been discharged in SmartFlow.
Marking an invoice ready to be paid in Neo does not discharge a patient from SmartFlow. To discharge a patient, click the Open in SmartFlow button in the consultation, then discharge the patient from SmartFlow.
If products from SmartFlow are not syncing to the consultation in Neo, make sure the consultation is not marked ready to be paid.
If the consultation is not marked ready to be paid, review your EMR integration settings in SmartFlow and make sure Send Billing & Medical Records to EMR and Send Anesthetic Billing & Medical Records EMR are both turned on.
Note: Only treatments that use products synced from Neo will be sent to the consultation when the treatment is completed in SmartFlow.
Multiple reports will be merged to one file if the Merge Reports Into One PDF setting is turned on in SmartFlow Documents Management.
If you want to upload the individual report files to Neo, turn off Merge Reports Into One PDF in SmartFlow.