Synchronize with Catalyst (WebABA Enterprise)

WebABA Enterprise is able to synchronize data with Catalyst's clinical data collection software!
The end result allows therapists to complete their sessions in Catalyst, and completed session info (including notes and signatures) can automatically be pushed to matching appointments in WebABA Enterprise.

Jump to Section: [Agencies Tab] [Clients Tab] [Staff Tab] [Appointments Tab] [Reports]

Session SOAP Notes in Catalyst    

In order to auto-complete WebABA Enterprise appointments, this integration requires certain fields inside Catalyst for SOAP Note templates.

The fields required in the SOAP Notes are listed below:

1. Date - This is the date of the appointment. 
2. Start Time – This is the start time of the session.
3. End Time – This is the end time of the session.
4. Notes – SOAP Note of the session being completed by the Therapist.
   This is what will populate in WebABA Enterprise's own appointment Notes section.
5. Signature or Therapist Signature – This is the signature of the Therapist.
6. Location – This field captures the location of the Therapist's signature.
7. Guardian Name or Caregiver Name or Parent Name – This field is used to capture the Student’s Guardian name
8. Relationship – This field is used to capture the relationship between the Guardian to the student.
9. Guardian Signature (or Caregiver Signature or Parent signature) – This field is used to capture the Guardian signature.

By default - the Signature field inside SOAP Note templates will apply to Staff/Therapist Signatures - if you wish to support both Guardian and Therapist signatures, you will need to clarify them according to the fields above.

Once a SOAP Note has been added to the Catalyst Portal or App, WebABA Enterprise pulls data from Catalyst every 30 minutes and attempts to automatically map this data if there is a match.

WebABA Enterprise Integration

To enable the Catalyst Synchronization with WebABA Enterprise, customers will need to contact their account managers or the Support team. Once the feature is activated, the Catalyst Synchronization button will appear on the Settings tab as shown below:

The first time the Catalyst Synchronization button is clicked, a pop-up window will appear and will request Catalyst credentials to initiate the handshake between the two systems. Once the user agrees to share the information between the two systems, WebABA Enterprise will start pulling data from Catalyst. This only has to be done once and the user providing credentials must have Admin-level permission in both Catalyst and WebABA Enterprise.

The Catalyst Synchronization window will now display all the information it retrieves from Catalyst and tries to map automatically across different entities in WebABA Enterprise.

Agencies Tab 

This tab is used to display all the "Sites" that have been created in Catalyst and allows users to map them to their WebABA Enterprise equivalent.

• FAQ: Why Can't I See The Agency Tab in the Catalyst Sync Window?

In order to automatically map a Catalyst Site to a WebABA Enterprise Agency, the following conditions need to be true:

• Site name = Agency name

The "Mapping" column displays the mapping info for each site found in Catalyst.
If a site was automatically mapped then it will say "Auto".
If an automap was not possible and a user manually added a mapping, then this column will say "User". The user can select the corresponding WebABA Enterprise Agency Name from the drop-down.  

NOTE: You will not be allowed to proceed to other tabs until all Sites have been mapped to an Agency and saved. The Agency tab will be completely hidden if a user does not have access to even a single agency.

The Action column allows the user to perform three tasks – delete the mapping, edit the agency, and create the agency.

1. The Delete Mapping button (Red X icon) will be active only if a mapping is "User" created and no other entities – Clients, Staff, Appointment, have been mapped from that Agency on the other tabs.
2. The Edit agency button (Pen/Paper icon) can be used to edit the specific mapped agency by opening the agency page.
3. The Create Agency button (Paper+ icon) is used to add a new agency to WebABA Enterprise for a site that has been found in Catalyst. The create button may also be disabled if the user does not have permission to create an agency.
   
   

Clients Tab

This tab is used to display all the Students that have been created in Catalyst and map them to their WebABA Enterprise equivalent. In order to automatically map a Student to a Client, the following conditions need to be satisfied:

• Student first name = Client first name
• Student last name = Client last name
• Student DOB = Client DOB
• Student site name = Client agency name

The Mapping column displays the mapping criteria for each client received from Catalyst. If a client was automatically mapped based on the above-mentioned condition, then it says ‘Auto’. If an automap was not possible and a user manually adds a mapping, this column will say ‘User’. The user can select an option from a dropdown in the rows for the "WebABA Enterprise Client Name" column.

The Action column allows the user to perform three tasks – delete the mapping, edit client, and create client.

1. The Delete mapping button (Red X icon) will be active only if a mapping is ‘User’ created and no Appointment has been mapped for that Client.
2. The Edit button (Pen/Paper icon) can be used to edit the specific mapped client by opening that client page.
3. The Create button (Paper+ icon) is used to add new clients to WebABA Enterprise for a client that has been received from Catalyst. The create button can also be disabled if the user does not have permission to create a client.
   
   

Staff Tab

This tab is used to display all the Users that have been created in Catalyst and map them to their WebABA Enterprise equivalent. In order to automatically map a User to a Staff, the following conditions need to be satisfied:

• User first name = Staff first name
• User last name = Staff last name
• User email = Staff email
• User site = User agency

The Mapping column displays the mapping criteria for each staff received from Catalyst. If a staff was automatically mapped based on the above-mentioned condition, then it says ‘Auto’. If an automap is not possible and a user forms a mapping, then this column will say ‘User’. The user can select WebABA Enterprise Staff Name from the drop-down which is equivalent to Catalyst User Name.

The Action column allows the user to perform three tasks – delete the mapping, edit staff, and create staff.

1. The Delete mapping button (Red X icon) will be active only if a mapping is ‘User’ created and no Appointment has been mapped for that Staff.
2. The Edit button (Pen/Paper icon) can be used to edit the specific mapped staff by opening that staff page.
3. The Create button (Paper+ icon) is used to add new staff to WebABA Enterprise for a user that has been received from Catalyst. The create button can also be disabled if the user does not have permission to create a staff.

Appointments Tab 

This tab is used to display all the Session notes that have been created in Catalyst and map them to their WebABA Enterprise equivalent. In order to automatically map a Session note to an Appointment, the following conditions need to be satisfied:

• Session date = Appointment date
• Session start time = Appointment start time +/- grace time
• Session end time = Appointment end time +/- grace time
• Student first name = Client first name
• Student last name = Client last name
• Student DOB = Client DOB
• User first name = Staff first name
• User last name = Staff last name

The Action column allows the user to perform one task – delete the mapping.
The delete mapping button (Red X icon) will be active only if a mapping is ‘User’ created.

Once a session note has been mapped to an appointment, the following information will be displayed in WebABA Enterprise:

1. Session notes will be displayed in an appointment's Results Notes section.
2. Guardian Name, Relationship, Session Date, Session Time, Guardian Signature, Location of Guardian Signature, Therapist Signature, Location of Therapist Signature, Location of Appointment Render in the appointment signature window.

Additionally, WebABA Enterprise tries to render the appointment if all validations are met. This will in turn result in the Therapist not having to log into multiple systems to render an appointment.

Reports

Lastly, WebABA Enterprise has developed three Flex Reports which will help users identify mapped/unmapped entities in WebABA Enterprise and Catalyst. The names of these reports are:

1. Catalyst-WebABA Enterprise Staff
2. Catalyst-WebABA Enterprise Clients
3. Catalyst-WebABA Enterprise Appointments

 Related Article: Sync Clients & Staff Between WebABA Enterprise & Catalyst