Rhinogram

Integrated

Can Rhinogram integrate with my PMS/EHR?
Rhinogram has the ability to connect to most Practice Management Systems (PMS) and Electronic Health Records (EHR). To see if we integrate with your system, email Success@Rhinogram.com.

What is the benefit of integrating my PMS/EHR with Rhinogram?
Currently, we support pulling Patient Data and Appointment details into your Rhinogram account. Here is what you'll get with the integrated version of Rhinogram:

• No more double Contact entry: Rhinogram will sync with your PMS/EHR pulling all updated and new contact information into Rhinogram. How often this sync occurs will depend on each individual PMS/EHR. That means, if you need to update a patient's contact information or add a new patient, you'll only have to do it once inside of your PMS/EHR and Rhinogram will automatically be sent that information shortly thereafter.

• Automated Appointment Reminders: Rhinogram will send out text messages to your patients when a new appointment is scheduled and one reminder prior to the appointment. No one wants to pay for two patient communication systems at once. With the integrated version, you'll enjoy all the benefits of enhanced, personal communication with your patients and the automated appointment reminders you get with other softwares. 

What is the integration implementation process?
Generally speaking, setting up an integration can take anywhere from 2 to 8 weeks. The timeline can be influenced by your practice's technical teams readiness to assist, your PMS/EHRs responsiveness and cooperation as well as the caseload of Rhinogram's integration team.

Each PMS/EHR is unique which means the implementation process for each may be different. If you'd like to get more specific information for your PMS/EHR reach out to the Rhinogram Success Team. We will be able to provide you with a clearer picture about the implementation process after asking you a few quick questions about your patient data and practice management system. 

Do integrations support sending notes, information and patient responses back into my PMS/EHR?

With Rhinogram's Select, Save and Share feature, you are able to select certain content to create a custom PDF to upload to your patient's chart. For certain EHR/PMS systems, Rhinogram supports the ability to automatically send that information back to the patient record with one click. 

What happens to my existing contacts once we Integrate?
Any contacts that have been added to your Rhinogram account prior to Integration will be merged with the data coming from your PMS/EHR system. The contacts will correctly match as long as the first/last name, patient ID number and their date of Birth are both identical. There can not be any differences in spelling or the contacts will be considered to be separate and create duplicates. 

If you find a contact that is duplicated, you should find the initial contact created within Rhinogram and edit the first and last name fields to something different. For example, if you notice a duplicated patient record and you do not want to get confused, change the contact you manually created first to "Do not use" to ensure there is no confusion on which record to access.

What can I edit within a contact in Rhinogram if I am Integrated?

You will generally not need to edit any contact's demographic information within Rhinogram if you are integrated. However, if you need to update a contact's phone number immediately, and cannot wait for the update to occur with the data sync, Members with the Admin Role have the ability to update the phone number in Rhinogram. (Please make sure to update the number in the PMS/EHR first, so it does not revert back to the old phone number when the sync occurs). We are pulling all of the data every periodically, therefore, anything that needs to be updated such as name, birthday, etc. should be done in your PMS/EHR. You will still have the ability to make changes to a contact's notes, enable forwarding, mark HIPAA consent, add/edit tags and add connected parties within their profile. 

Can I Delete an Integrated Contact?
Integrated contacts can not be deleted. 

What do I do if a text comes in as an Unknown Contact (Unknown Number) and they already have an existing Integrated Rhinogram profile?
While in the conversation thread of the unknown contact, on the right hand side you have the option to "Add to Existing." Once selecting this option, you will search for the existing profile pulled over from your PMS and select "Add to Contact" to save.

Manual Entry

How to I manually create a contact in Rhinogram?

Adding a contact manually is one way to get patient information into your Rhinogram account. If your Rhinogram account is integrated with your PMS/EHR you should NOT manually add patient contacts. Instead, add the patient to the PMS/EHR or update the necessary information in the PMS/EHR and your changes will be reflected in Rhinogram.

Add a Contact where no current message exists

1. Login to Rhinogram and select the global search bar at the top of the page.

2. A window will appear giving you the ability to search your current contacts list by name, phone number or patient id (you must type a # then the number to search this way). Search your current contacts to make sure this Contact will not be a duplicate.

3. Once you're satisfied this individual is not yet entered, then click Add New Contact + located at the top right of the window.

4. Once the contact creation window is open, you'll be able to start entering the Contact's information by selecting Patient or Other contact type. If you select Patient, a date of birth will be required to enter the contact.

5. Scroll down entering all of the required fields which are indicated by a red asterisk. If you'd like to enable Forwarding you can do so at this time. You can also add Tags and Connected Parties. 

6. When entering in a phone number, you will be prompted with a notification if the phone number is already owned by another contact within your organization. This will also allow you to choose whether you would like the new contact to be the owner of the phone number or have it remain the same. 

7. You will also have the option to add a patient ID number. This is important if you are entering patients in manually now and might want integrations in the future. This ID will link the existing thread with the patient's information once synced with the PMS, preventing duplicate contacts. Also, IDs make it easier to correctly identify patients and search for them with our global search bar. Because Rhinogram only allows one ID to be owned by a contact, you will never accidentally enter in a duplicated ID number. 

8. When you are satisfied with the information you've entered, press update at the bottom of the page to save the Contact.

Add a Contact where a message thread with an Unknown contact exists

1. Locate the message associated with the Unknown you'd like to create a contact for and go to the conversation thread.

2. You'll have the option to the right, in the Contact's Profile Summary, to either Create a New Contact or Add to an Existing Contact 

3. You may want to search your Contact list to make sure there isn't already a Contact record for this individual in Rhinogram by clicking Add to Existing Contact. Once you're satisfied this individual is not yet entered, then click Add New Contact + located at the top right of the window.

4. Once the contact creation window is open, you'll be able to start entering the Contact's information by selecting Patient or Other contact type. If you select Patient, a date of birth will be required to enter the contact.

5. Scroll down entering all of the required fields which are indicated by a red asterisk. If you'd like to enable Forwarding you can do so at this time. You can also add Tags and Connected Parties. 

6. When you are satisfied with the information you've entered, press update at the bottom of the page to save the Contact.