Insync EHR

The typical implementation process for InSync EHR software, based on the most recent information from Qualifacts:

Implementation Phases

1. Discovery Phase

• Goal: Establish project scope and gather initial data.
• Activities:
  • Creation of project plans
  • Stakeholder coordination via kickoff calls and presentations
  • Initiation documents and data gathering

• Outcome: Clear roadmap and shared understanding of goals

2. Configuration Phase

• Goal: Build and customize the EHR system.
• Activities:
  • Data imports from previous systems
  • Workflow customization
  • Clinical documentation walkthroughs
  • Specialized dashboards and user roles setup

• Outcome: A tailored system aligned with the organization’s needs

3. Validation and Training Phase

• Goal: Test and optimize the system while training staff.
• Activities:
  • System testing and tuning
  • Input from subject matter experts
  • Training via:
    • Self-paced LMS modules
    • Interactive sessions
    • Functional training for different roles

• Outcome: Staff readiness and system reliability

4. Post Go-Live Phase

• Goal: Ensure smooth transition and ongoing support.
• Activities:
  • Intensive customer support
  • Assistance with billing, payment posting, and reporting
  • Monthly webinars and continued LMS access
  • Monitoring and feedback collection

• Outcome: Stable operations and continuous improvement

Implementation Timeline

• Typical Duration: 3 to 6 months, depending on:
  • Practice size
  • Number of modules
  • Data migration complexity

  • Staff availability for training

• Fast-track options may be available for smaller practices or limited deployments.

InSync EHR is highly customizable and designed to adapt to the unique workflows of different healthcare organizations.

Key Customization Capabilities:

• Configurable Workflows: During implementation, InSync’s team collaborates with clients to build custom workflows tailored to specific departments, roles, or specialties.

• Role-Based Dashboards: Dashboards can be customized for different user roles, such as clinicians, billing staff, or administrators.

• Custom Forms and Templates: Practices can create or modify clinical documentation templates, intake forms, and assessments to match their processes.

• Add-On Modules: Features like telehealth, e-prescribing, lab integration, and billing tools can be added or removed based on business needs.

• API Access: InSync offers APIs for patient intake, scheduling, and profile management, allowing integration with third-party systems.

• Mobile Optimization: The platform is built on MVC architecture, ensuring full functionality across devices, which can be tailored to mobile workflows.

This flexibility makes InSync suitable for a wide range of specialties, including behavioral health, OB/GYN, pediatrics, and more.

InSync EHR follows a subscription-based pricing model, but there are additional costs depending on the size and complexity of the implementation:

1. Setup & Implementation Fees

• Small Practices: $5,000 – $10,000
• Mid-Sized Organizations: $10,000 – $20,000

• Large Enterprises: Up to $50,000 or more These fees cover data migration, system configuration, and initial training.

2. Subscription Pricing

• Starts at $50 per user/month for small businesses

• Can go up to $149.99 per user/month for advanced features and larger teams

3. Training Costs

• Basic training is typically included in the implementation package

• Additional training sessions may incur extra charges if requested post-implementation

4. Support & Maintenance

• Ongoing support is included via the Qualifacts Community Center

• Premium consulting or integration services may be available at additional cost

5. Optional Add-Ons

• Telehealth modules
• Lab integrations
• Clearinghouse services
• OCR scanners and e-signature pads

InSync EHR provides comprehensive training and support throughout the implementation and post-launch phases:

Training Options

• On-site Training: Available for organizations that prefer in-person sessions.

• Remote Training: Conducted via video conferencing for distributed teams.

• Self-Guided Learning: Access to an extensive online learning portal with:
  • On-demand training videos
  • User guides
  • Interactive modules

  • Live webinars

Support Services

• Qualifacts Care Center: A centralized hub for:
  • Submitting support tickets
  • Accessing knowledge base articles

  • Live chat with support agents

• Dedicated Implementation Team: Works closely with your staff during setup to ensure a smooth transition.
• Customer Community: A platform where users can:
  • Share best practices
  • Ask questions
  • Join discussion forums

  • Attend structured group meetings

• Enhanced Support Services: Offers workflow optimization, program management help, and individualized consulting.

This multi-layered approach ensures that users are well-equipped to use the platform effectively and can get help when needed.

InSync EHR, as part of the Qualifacts suite, employs robust security protocols to protect sensitive health data:

Certifications and Compliance

• HIPAA Compliant: Ensures protection of patient health information.
• SOC 2 Certified: Verifies that Qualifacts has strong internal controls for data security, availability, and confidentiality.

• ONC Certified HIT®: Meets federal standards for health IT interoperability and security.

Technical Safeguards

• Data Hosting: Hosted on Amazon Web Services (AWS) with:
  • Redundant servers
  • Level 1 data centers

  • 99% uptime guarantee

• Encryption:
  • All data transmissions are encrypted using industry-standard protocols.

  • End-user device encryption is enforced.

• Access Controls:
  • Two-factor authentication (2FA)
  • Role-based access

  • Automatic session timeouts

• Vulnerability Protection:
  • Regular third-party audits

  • Continuous monitoring for unauthorized access

These measures ensure that patient data remains secure, accessible only to authorized users, and protected from cyber threats.

InSync EHR follows a structured update and testing process under the ONC Health IT Certification Program, which includes Real World Testing to ensure compliance and performance.

Update Frequency and Management:

• Standard Updates: InSync EHR undergoes regular updates to maintain compliance with federal standards and improve functionality.

• Real World Testing: Conducted annually to validate that updates work effectively in live environments. This includes testing features like e-prescribing, patient access, and interoperability.

• SVAP and Cures Update Criteria: As of the latest report, InSync had not adopted new standards under SVAP or Cures Update, but continues to monitor and adjust as needed.

• API Notifications: Developers using InSync’s FHIR APIs are notified of upcoming changes via registered email, ensuring smooth transitions.

Updates are managed through a combination of internal testing, client feedback, and certification audits, ensuring stability and compliance.

Here are the key principles based on available documentation and industry standards:

Data Ownership:

• Client-Owned Data: Healthcare organizations using InSync EHR retain ownership of their patient data. Qualifacts acts as a data processor, not a data owner.

• Access Rights: Clients have full access to their data and can retrieve it upon request, subject to authentication and authorization protocols.

Data Portability:

• FHIR API Support: InSync provides FHIR-compliant APIs that allow clients to export patient data securely and efficiently.
• Bulk Data Transfers: System-to-system data transfers are supported for organizations needing large-scale exports.

• No Additional Fees for API Access: As of now, there are no extra charges for accessing API documentation or using the sandbox environment.

Security During Portability:

• All data transfers are encrypted and follow ONC criteria for:
  • Authentication
  • Access control
  • Device encryption
  • Data integrity

InSync EHR is designed with scalability in mind, especially for small to mid-sized healthcare organizations. Here’s how it supports scaling:

Scalability Features

• Modular Add-Ons: You can turn on or off features like telehealth, e-prescribing, lab integrations, and billing tools as your needs evolve.
• Role-Based Access: Easily add or remove users and assign them specific roles with tailored dashboards.
• Cloud-Based Architecture: Hosted on AWS, allowing seamless expansion without infrastructure changes.
• Mobile-Friendly Design: Supports remote teams and mobile workflows, which is ideal for growing or distributed practices.
• API Integration: Enables connection with third-party tools as your tech stack grows.

There is no need for a full reimplementation when scaling up or down—just configuration changes and possible pricing adjustments based on usage.

Here’s what is typically included in EHR contracts like InSync’s:

Contract Renewal

• Annual or Multi-Year Terms: Most contracts are 12-month minimums, with options for multi-year agreements.
• Auto-Renewal Clauses: Contracts may automatically renew unless canceled within a specified notice period (e.g., 30–90 days before renewal).
• Custom Pricing Reviews: Renewal may include pricing adjustments based on usage or added modules.

Cancellation Terms

• Early Termination Fees: May apply if you cancel before the contract ends.
• Data Portability: Clients retain ownership of their data and can request exports before termination.
• Notice Period: Typically requires written notice within a defined window (e.g., 30–60 days).

For exact terms, organizations should request a Master Services Agreement (MSA) or Service Level Agreement (SLA) from Qualifacts.

InSync EHR complies with several key healthcare and IT security standards:

1. HIPAA (Health Insurance Portability and Accountability Act)

• Ensures protection of patient health information (PHI)

• Applies to all data handling, storage, and transmission

2. SOC 2 Certification

• Verifies strong internal controls for:
  • Security
  • Availability
  • Confidentiality

• Includes third-party audits and continuous monitoring

3. ONC Certified HIT®

• Certified by the Office of the National Coordinator for Health IT
• Meets federal standards for:
  • Interoperability
  • Patient access

  • Secure data exchange

4. FHIR API Compliance

• Supports FHIR-based APIs for secure and standardized data sharing
• Meets ONC criteria for:
  • Authentication and access control
  • Device encryption
  • Data integrity

These certifications ensure that InSync EHR is compliant with U.S. healthcare regulations and can be trusted to handle sensitive patient data securely.