EHR Data Sync

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At a Glance

Insights pulls patient, appointment, and encounter data out of your existing EHR on a daily schedule and builds claims from it. Once the sync is configured you do not trigger it, schedule it, or hand over files — it runs on its own, which is what lets a day’s claims reach the clearinghouse without anyone re-typing a demographic or a CPT code. The flow is your EHR → the daily pull → Insights, and it moves in one direction only.

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What the Sync Pulls

Three categories of data have to reach Insights before a claim can be built.

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Patient demographics and insurance

Who the patient is and what covers them:

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Appointment information

What drives eligibility checks and scheduling:

• The date the patient is scheduled.
• Appointment status — scheduled, completed, cancelled, or no-show.
• Appointment type, which eligibility verification reads.

Demographics and insurance come across linked from the patient record rather than re-entered per appointment.

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Encounter information

The clinical and billing detail a claim is built from:

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The Sync Reflects Your EHR Exactly

Three consequences follow:

• Incomplete records block claims. A patient missing demographics or insurance cannot produce a submittable claim.
• Bad data becomes a rejection. An incorrect subscriber ID reaches the payer as an incorrect subscriber ID.
• Consistency matters as much as completeness. The same information has to go in the same field on every record, because that is the field the sync reads.

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Getting Set Up

Your onboarding team configures the sync with you before go-live. There are three parts to it. Field mapping. Every required data point is documented against the exact place it lives in your EHR — demographics, subscriber details, appointment types and statuses, clinical codes and modifiers, provider assignments, and service dates and locations. Your EHR’s layout is specific to you, so ask your onboarding team for the field mapping documented for your system. Data entry standards. Your staff need to know which fields feed the sync, so agree on where each piece of information goes and document that for your team. Small inconsistencies in where a value is typed are the most common cause of missing data later. Testing. Test pulls run before go-live to confirm the required data comes across, arrives in the expected format, and produces claims that can actually be generated.

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Common Data Quality Issues

Most sync problems trace back to one of these:

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Keeping Data Clean

Every day:

• Confirm patient demographics at check-in.
• Update insurance whenever a patient reports a change.
• Finish encounter documentation before the end of the day.
• Work the errors the system reports.

Every week:

• Look for patients with missing or incomplete insurance.
• Review encounters flagged with data issues.
• Confirm new providers are set up correctly, including their credentials. See Provider Credentials.

When something looks wrong, start in your EHR: open the specific patient or encounter, confirm the required fields are populated, and correct them there. If the data is complete in your EHR and still not arriving, contact support.

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FAQ

When does the sync run?

Daily, and typically overnight, so the day’s data is ready to process each morning. Your onboarding team confirms the exact schedule for your practice during setup.

I fixed a record in our EHR. When does Insights see it?

On the next daily pull. If a correction cannot wait for that, contact support.

Can historical encounters be brought across?

Yes. Historical encounter data can be pulled during onboarding when you need it for claim submission or reporting — raise the request with your onboarding team while the mapping is being set up.

How would we know the sync failed?

Errors are flagged and reported to your team, and you can check sync status yourself rather than waiting to be told. The import and submission error worklists are covered in Errors, Rejections & Denials.

We are upgrading our EHR, or moving to a different one. Does that affect the sync?

Yes, and this is worth flagging early. Field mappings are built against your current system, so an upgrade or a migration can move the fields the sync reads. Tell your account team before the change, not after.