eClinicalWorks setup guide
What you need, the seven setup steps, and what 2care reads, writes and never touches in eClinicalWorks during a booking call.
3 min read
How it connects
2care connects to eClinicalWorks over two of eClinicalWorks' own interfaces, both tied to your practice through a single connection:
- Patient and provider data runs over eClinicalWorks' FHIR R4 interface, using server-to-server authorisation with short-lived tokens. Read access and write access are granted separately.
- Scheduling runs over the healow scheduling interface: open slots, new bookings, cancellations and tele-visit links.
Nothing is installed on your computers and nobody on your team changes how they work in eClinicalWorks.
- Visit type. The kind of appointment, such as a new patient visit or a follow-up, which sets its length.
- Pending. How a new booking first appears in your schedule, until eClinicalWorks confirms it with its own appointment ID.
- BAA. The Business Associate Agreement your practice signs with 2care before any patient data moves.
Before you start
| Item | Who provides it |
|---|---|
| A signed scheduling agreement between your practice, eClinicalWorks and 2care | Your practice signs; we coordinate |
| Your eClinicalWorks practice code | Your practice administrator |
| Provider NPIs and the location ID for each site | Your practice administrator |
| Approval from your eClinicalWorks practice admin | Your practice administrator |
| A signed BAA with 2care | Signed before any patient data moves |
Setup
- Sign the BAA. No patient data is read until it is in place.
- Sign the scheduling agreement. We send it to you and to eClinicalWorks together.
- Approve the connection in eClinicalWorks as practice admin. Your onboarding specialist walks you through the screen.
- Map your visit types. eClinicalWorks visit types are mapped by hand for each practice, so the agent books a new patient visit as a new patient visit and a follow-up as a follow-up.
- Confirm providers and locations. We match each provider's NPI and each site's location ID to your schedule.
- Run a test round trip. We book a test appointment, open it in eClinicalWorks, then cancel it, with your team watching.
- Switch the line over. Your number forwards to 2care at the hours you choose. See forwarding your number.
On a booking call
| Step in the call | What the caller hears | What happens in eClinicalWorks |
|---|---|---|
| Availability | The open times for the provider they asked for | Open slots read for that provider, visit type and site |
| Choice | The time they chose, read back | The slot is read again at the moment of booking |
| Booking | Confirmation of the appointment | The appointment is written as proposed and appears as pending |
| Confirmation | A text with the date, time and location | The booking counts as made once eClinicalWorks returns its own appointment ID |
The appointment is only confirmed to the caller once eClinicalWorks has accepted it and returned the appointment's ID. If the slot was taken in the meantime, eClinicalWorks refuses the write and the agent offers the next open time instead.
What 2care reads
- Open slots by provider, visit type and site, read live during the call
- Patient records, to recognise a returning patient and avoid creating a second chart
- Provider and location details for your practice
What 2care writes
- New appointments, written as proposed and pending in your schedule
- Cancellations of appointments that are still pending
- New patient registrations and updates to demographics
- Tele-visit links for telehealth appointments
What 2care never touches
- Clinical notes, results and medications
- Appointments that are already confirmed or checked in: a request to cancel or move one goes to your staff
- Anything outside the access your practice approved
Rescheduling
A reschedule books the new time first, then cancels the old one. If eClinicalWorks refuses the cancellation, the new booking is withdrawn so the patient never holds two appointments. Reschedules change the day and time only; a change of provider or visit type goes to your staff.
Questions
Do we need to change anything in eClinicalWorks?
No. Bookings appear in the schedule your team already uses. The only setup inside eClinicalWorks is the practice admin approval and the practice-level configuration we walk you through.
How long does setup take?
Most practices are live in about 5 business days once the scheduling agreement is signed and the practice admin has approved the connection.
Can it book for several locations?
Yes. Each site's location ID is mapped during setup, so the agent offers slots at the site the caller asks for.
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