There are 4 stages to setting up the Hero-EMIS sync. You only need to set this up once, when you first start using Hero, but it is helpful to understand how the system is working in case you get unexpected errors.

Firstly, click Settings in the Hero toolbar. Then click 'Clinical Settings,' Followed by 'EMIS'

STAGE 1: Practitioners

You will land on the 'Overview' tab of EMIS settings. Firstly, navigate to the tab that says 'Hero Practitioners'

The left column shows all the practitioner profiles you have set up in Hero. If there are practitioners missing from this list, you need to go to Practitioner Setup in Settings and add them.

The right column drop-downs contain a list of all your EMIS practitioners. You need to find and select matching pairs between the Hero list and the EMIS practitioners. For example, in the first row above I would select the EMIS holder to be Dr Blake.

You ONLY need to do this for practitioners offering appointments via both Hero and EMIS. Leave the dropdown blank for practitioners offering appointments via Hero only. This just means appointments won't be synced across to EMIS for that practitioner.


STAGE 2: Locations

Next navigate to the tab which says 'Hero locations'

This is very similar to the practitioner map. For each location you have made in Hero (listed in the left-hand-side column) find the corresponding EMIS site from the dropdown.

Leave the dropdown blank if the location only exists in Hero.

The location names don't need to be the same in both Hero and EMIS - but it helps to name them something sensible in Hero so you can easily see which is which!


STAGE 3: EMIS slot type features

Next, navigate to the tab which says EMIS slot type features.

The middle column gives a choice of 3 options: Not Bookable, Unregistered Patient Booking and Bookable.

For each EMIS slot type, select whether that slot type will be available for booking in Hero (Bookable) or not (Not Bookable). If you select Bookable then patients will be able to see and book that appointment type through the Hero booking portal. If you select Not Bookable, then appointments for that slot type can only be booked through EMIS.

Unregistered patient booking: you need to configure 1 EMIS slot type to have the Unregistered Patient Booking Hero feature. This EMIS slot type must not be used for anything else - we recommend setting up a new slot type in EMIS and calling it 'Hero Unregistered Booking' or similar. You need an Unregistered Booking slot so that if someone without an EMIS ID books an appointment, the corresponding practitioner availability will still be blocked out.

The third column asks you to select the Hero appointment type corresponding to each EMIS slot type. If someone books an appointment for EMIS Slot Type X, you need to select which appointment type this is booked as in Hero.

It may be simple: you could have a corresponding Hero Appointment Type X to match the EMIS booking to. This doesn't have to be the case though.

You may not want some EMIS booking types to be pulled across into Hero, and you can prevent this from happening by selecting --DISABLED-- in the dropdown. This means that an EMIS booking for that slot type won't be mapped to an appointment type in Hero, so you will not be able to see the booking in the Hero Diary. The time-slot will still be marked as unavailable, so it will no longer be available for patients to book through Hero. If you use the --DISABLED-- option, you should work primarily from the EMIS diary as that is where you will be able to see all appointments.


STAGE 4: Hero booking features

Finally, navigate to the column which says Hero booking features.

The Hero booking features table gives you two columns. The first column lists the appointment types that you have created in Hero.

You need to use the dropdown options in the second column to set what each appointment type will be booked as in EMIS.

For example, if you have a Hero appointment type called 'Appointment Type A', then from the dropdown you should select an appointment slot type in EMIS corresponding to this, 'Appointment Type 1' for example.

This means that when someone books a slot for Appointment Type A in Hero, it will come across into the EMIS diary as a booking for Appointment Type 1.

The appointment type names may be identical, but they don't have to be, as in the example above.

You can leave a dropdown blank if there isn't a corresponding slot type in EMIS. If you do this, bookings will still be pulled across from Hero but the slot type in EMIS will not change. You will be able to see in EMIS that the slot has been booked.

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