Getting Started Checklist

It's easy to get started. Synaptec Health's streamlined process is designed to mirror how you would onboard a new human coding hire. Below is a more detailed overview of how we start working together and also forms the agenda for our integration kick-off.

Access to Charts: (Customer Input Required - you can pick more than one option)

  1. Send Encounter Files: Securely upload patient encounter files stored on your internal systems directly to our SFTP server, secure cloud drive or AWS S3 endpoint and we'll handle any required OCR or data format translations. We can accept any structured data formats including HL7, CCDA, PDF and custom flat files. Detailed instructions. Items to discuss: data file type(s), data format specifications (if available), Synaptec Health endpoint selection.

  2. Direct EHR Connect: We connect directly to your CMS or EHR (eg. Epic, Cerner) via VPN or secure API. In this configuration, you identify an institution and we receive encounter data in industry standard formats directly from the EHR via our Connection Engine. An updated list of existing connections is maintained here, and we support adding new connections if not already established. Items to discuss: Institution, EHR type, connection type, sample messages / test plan, acknowledgement protocols, message delivery cadence, existing system documentation.

  3. Content Management System / EHR Login: Synaptec Health logs in to your content management system or EHR to read and code encounters, exactly as your coders do today. This is performed with our Robotic Process Automation (RPA) technology and requires no additional work from our customers. Items to discuss: system type, credential types, chart lookup parameters, ongoing delivery of encounter ID's, existing coder documentation.

  4. Receive Feed: Push your existing PDF's, HL7 or XML formatted messages / files directly to our secure HTTPS (or other) endpoint for coding. Items to discuss: data file type(s), data format specifications (if available), Synaptec Health endpoint selection, security certificates.

Return of Code Results: (Customer Input Required - you can pick more than one option)

  1. Excel / CSV template, delivered daily. Items to discuss: Template formatting and required data fields for upload into existing system. Destination selection or document delivery contact.

  2. Direct input into your internal / billing system (Using RPA). Items to discuss: Input access / credentials. Input requirements.

  3. Other. Items to discuss: Custom requirements.

Reporting Delivery: Detailed reporting is generated daily, weekly, monthly and quarterly. You can have reports delivered via e-mail, our secure online portal, or both. (Customer Input Required)

  1. Email. Items to discuss: Administrators and contact information for those who need reporting. Template requirements. Destination selection (secure e-mail, secure cloud drive, others)

  2. Secure online reporting access. Items to discuss: Template requirements. Users who need access.

Customer Prerequisites (Customer Input Required)

We support custom payor specific documentation requirements and a custom set of billable procedures, either by facility, payor or both. We also support custom internal use codes.

  • Internal coding requirements & guidelines (billable procedure list etc.)

  • Internal use code requirements

Documentation Deficiency Notifications (Customer Input Required - you can pick more than one option)

  • Direct provider notification via email. Items to discuss: Eligible provider list. Sample messaging. Training material.

  • Summary reporting to administrative staff. Items to discuss: Admin contact information. Training material.

Base Encounter Data - Required For Coding

Our software reads charts exactly how your coders do, without any special formatting, templates or even proper spelling or grammar. We break charts down into the following 'primary' sections prior to being run through our software:

  • Chief Complaint

  • History of Present Illness (HPI)

  • Review of Systems (ROS)

  • Past Family and Social History (PFSH)

  • Physical Exam (PE)

  • Labs

  • Procedures

  • Medical Decision Making (MDM)

Multiple data field input sources are supported across all sections.

Supplemental Encounter Data - Used For Coding

Our software additionally reads supplemental data fields that can vary from site to site for coding, internal use codes or due to limitations with a particular EHR. These can include:

  • Physician Suggested Diagnosis Codes or Statement

  • Admit Discharge Codes or Statement

  • Arrival Method Codes or Statement

  • Test, Labs and Imaging Results

  • Physician Signature

  • Attending Physician Information

  • 'Other' Documentation (including critical care and attending attestations)

'Pass-through' Encounter Data - Used For Reporting or Billing

For reporting or billing, Synaptec Health can 'pass-through' and include all detailed patient and billing information in reporting or billing output. The summary categories for this information includes:

  • Patient Identification, Registration and Demographics

  • Guarantor Information - Primary and Secondary

  • Insurance Information - Primary and Secondary

  • Encounter Dates

  • Registration / Encounter / Billing / MRN / FIN ID's

  • Treatment Times, Physicians, and Status

Analytics Data

Synaptec Health generates and provides detailed analytics for each chart on an individual chart, provider, department or group level.

  • Downcodes

  • Missed Critical Care

  • Missing Documentation

  • Missed Procedures

  • E/M Levels, Procedures

Synaptec Health Specific ID's

Synaptec Health uses several additional identifiers to manage internal operations. These identifiers do not impact customers, but they are explained here for clarity as they may show up in detailed reporting views.

  • Customer ID - Customer Facility Identifier

  • Template ID - Facility Data Format Identifier

  • Batch ID - Assignment of a coding job to a server cluster

  • Registration / Encounter ID - Usually MRN

  • Synaptec Health Encounter ID - Globally Unique Encounter ID

  • Synaptec Health Control ID - Status on where an encounter is in the coding process, including information on errors and instructions to re-process.

  • Internal Notes - Any internal text notes added to a chart by Synaptec Health


  • Account management lead assignment

  • Billing point of contact and establish customer invoice process

  • Setup account review, coding results and check-in meeting cadence

  • Establish escalation path / process and points of contact

  • Technical support points of contact