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Spok

Configuring Smart Center with QGenda

Integration Overview

Spok’s integration with QGenda, a provider of cloud-based automated physician scheduling solutions, allows physician on-call schedules to be pushed into the Spok Care Connect on-call schedules. This enables Spok to route messages to both people and third-party systems based on scheduling information that resides in QGenda. Because up-to-date schedules are available to physicians, nurses, operators, and other staff looking to coordinate care around the clock, they can be more productive and spend more time with their patients.

 

The initial implementation with QGenda is a one-way relationship where the data in QGenda is considered the record of truth. This has several important implications for the process flow of the OnCall feature in Smart Center. Most importantly, changes that are made to the OnCall schedule through Smart Center are not pushed to QGenda.

  • Changes to the OnCall schedule that need to be immediately implemented must be changed in both the QGenda application and in Smart Center. 
  • Changes that can wait until the next scheduled download from QGenda can be made in just the QGenda application and will be updated in Smart Center after the next QGenda update. 
  • Changes that are only made in Smart Center will be overwritten after the next QGenda update.
  • Someone at the customer site with access to QGenda must make the manual changes to the QGenda system.

 

Adding a person, function or on-call group must be coordinated with a QGenda Customer Success Engineer to configure the integration with Smart Center.

An email must be sent to the QGenda Customer Success Engineer including the following details:

Person/Function

Hospital/Clinical Name Smart Suite Customer
Messaging ID Person /or Function Messaging ID
Name Last Name, First Name

 

On Call Group

Hospital/Clinical Name Smart Suite Customer
Group Messaging ID On Call Group Messaging ID
Group Name On Call Group Name

 

 

Workflow Diagram

 

Smart Suite and QGenda On-Call Fields

The link between Smart Center and QGenda is the Messaging ID. The Messaging ID should not be modified, if a modification is required please work with the QGenda Customer Success Engineer to ensure that the integration is maintained.

Supported On-Call Fields

QGenda supports data for the following On-Call fields:

API

GUI

group_mid

Messaging ID (On Call Group)

mid

Messaging ID

start_date

Start (Date)

end_date

End (Date)

 

Not Supported On-Call Fields

Currently, QGenda does not support these On-Call fields:

API GUI

priority

Priority

timezone

Time Zone

remark

Remark

assignment_role

Title

Different Terminology Between Systems

Smart Suite and QGenda use different terminology for some On-Call fields. The table below shows the difference in the terminology.

NOTE: To avoid confusion of different names in the data between systems, the best practice is to match the names for Smart Center On-Call Group/Function/Name with the Staff/Task Name in QGenda. This effort must be performed by Spok PSG and the QGenda Customer Success Engineer. 

Smart Suite

QGenda

Department

Company

Person / Function

Staff

On Call Group

Task

 

Prerequisites

  • Spok PSG must provide a list of On-Call Messaging IDs from the Smart Suite database to QGenda.
  • The customer's IT department must open port 9722 in their firewall.
  • The customer's IT department must allow access to QGenda’s IP address (this is obtained from QGenda).

Integration Process

The following describes the integration process for connecting QGenda and Smart Center.

  1. Spok Professional Services Group (PSG) provides a list of customer messaging ids to QGenda Customer Success Engineer. This can be obtained from the Listing Report or the DBA.
  2. QGenda Customer Success Engineer maps the messaging ids in the QGenda app.
  3. QGenda Customer Success Engineer works with the customer to confirm their Tasks (On Call Groups) and Staff (People) are set up in QGenda and discuss any irregularities.
    This includes configuration of the Task Shifts for Start and End dates.
  4. QGenda Customer Success Engineer sets up the Spok Integration and then confirms with the Spok PSG rep that they can successfully make a connection to port 9722.
  5. QGenda Customer Success Engineer initiates a test transaction which adds Task (on call group assignment) to a Staff (person) and the Spok PSG rep confirms that the transaction appears in the Smart Center app.

 

Configuring Smart Center

Configuring the API Functionality

The following guides contain details for the configuration of the Smart Suite API and can be used as a reference for this integration. 

 

This integration uses SSL with port 9722 enabled. For more information, see the Application Install API.

 

Four procedures have been updated for this integration. For more information on these procedures, see the User Guide Smart Suite AmcomAPI 5.7.

  • GetGroupsAssignmentsXml
  • GetIDAssignmentsXml
  • GetIdsCurrAssignXml
  • GetGroupsCurrAssignXml

 

API Troubleshooting

The following features exist for error handling:

  • QGenda is alerted on all API transaction errors
  • If a communication error occurs in QGenda, the transactions remain in the queue and are resubmitted until they succeed

 If an error is happening in AmcomAPI while processing XML requests, use the Troubleshooting Guide AmcomAPI to help in locating and identifying the error.

 

QGenda Integration Example

The screenshot below shows an example of the QGenda side of the integration.

NOTE: All QGenda configuration items will be handled by QGenda. 

Smart Suite information is available in the Profiles > Integrations tab. In this example, the following displays:

  • Host Name: The Smart Suite DB server IP address where the API is running.
  • Connection Port (our default of 9722)
  • Smart Suite Messaging ID information

Integration Troubleshooting

If a customer reported Smart Center issue is determined to be with QGenda, please email all relevant information to: spokhelp@QGenda.com. The email will serve as an escalation to QGenda.