Ensora (Catalyst) Integration - Setup

Ensora (Catalyst) Integration - Setup

Aloha ABA and Ensora are now integrated with one another, allowing users to combine the practice management piece to their clinical data collection. Below are the steps to connect your Aloha ABA site to Ensora: 

Establishing Connection between Aloha and Ensora

In Aloha
  1. Click Settings > System Settings > Clinical Integrations
  2. Click the blue + button and "Add Clinical Integrations"
  3. Select "Ensora" from the dropdown menu.
  4. Click "Connect with Ensora". This will prompt you to the Ensora login page, where you will need to enter your Ensora login credentials.
    1. Once logged in, you will be redirected to an online consent page. Select the checkbox to agree to the Authorization Agreement > Allow Access.
    2. A screenshot of a computer AI-generated content may be incorrect.
  5. Once the connection is established, you will be redirected to Aloha's Clinical Integration screen and the status will be displayed as "Connected"
  6. Now that the connection has been established, two additional settings appear underneath the status. Toggle both of these to "On" to allow information and session notes come back into Aloha to complete the session so your staff will not have to complete things in both systems.

    2. Auto update Appointment Info time as per the Session Note = Session note time from Ensora will update the appointment time in Aloha. This ensures accurate billing minutes. 
    3. Auto complete the Appointments = Once the session note is signed/completed in Ensora, it will automatically complete the corresponding appointment in the Aloha calendar. 

Matching Staff and Clients 

  1. Refresh your Aloha ABA site. On the left hand menu, Click Settings > Clinical Integrations. 
    1. Ensora should now appear in the dropdown.
  2. Click Ensora. You will be taken to the "Sync Management Screen" where you can manage synchronization of your staff, clients, and view the statuses of appointments that were sent via the integration. 
  3. Select "Match" to sync your profiles between Aloha and Ensora.

  4. At this point, you need to sync the individual staff and clients from Ensora to Aloha. This will ensure that the data and profiles are matching across both platforms.  
  5. Click "Match" in the top right corner to begin syncing profiles. 
    1. A pop up will appear. The left hand column are your existing Aloha profiles, and the right hand column is your existing Ensora profiles. 
  6. In the blank space next to the staff name, type their name in, select them from the dropdown, and click "Save." This name you type should match the name that is entered in Ensora.

  7. Hit save at the bottom. 
  8. Once staff and client profiles are synced, it should say "synced" next to their name.
  9. Make sure to complete the same matching process for the client profiles as well. Toggle to the Client tab at the top and repeat.

IMPORTANT FOR SYNCING TO WORK:
Staff Syncing: Staff profiles in Aloha and Ensora must have identical first/last name spelling and email addresses in both Aloha/Ensora for it to successfully sync.
Client Syncing: Client profiles in Aloha and Ensora must have identical first/last name, DOB, and sex at birth in both Aloha/Ensora for it to successfully sync.
  1. If any of these fields are different between Aloha/Ensora, the system will create a new profile for the staff/client in Ensora and sync to that newly created profile instead of your existing Ensora client profile. 
  2. As such, please ensure that all required fields are identical in both platforms before initiating the "Sent" button.

Status options:
    1. Blank: The existing Aloha profile has not been initiated to be sent over/mapped to Ensora. 
    2. Sent: The profile in Aloha was sent over to Ensora and did not sync with any existing profile. 
    3. Synced: The profile in Aloha corresponds with/is synced with a profile existing in Ensora. All profiles need to be "Synced" in order for the integration to work.
If you notice a profile in the left hand column that isn't being synced with a Ensora profile, check the required fields of those profiles in Ensora to ensure it matches with how it was entered in Aloha. Once it matches, the profiles should automatically appear as "Synced"

**IF YOU HAVE EXISTING SCHEDULES IN ALOHA (prior to initiating the integration),  you MUST send these appointments over to Ensora through the Sync Management screen. Otherwise, there will be no appointments for your staff to select from in Ensora when attempting to link their SOAP notes.

How to Send Existing Aloha Appointments to Ensora:

This is a necessary step for the integration after syncing staff and client profiles. Be sure to send all your existing appointments over by following the steps below.
  1. Go to Settings > Clinical Integrations > select "Ensora Data Collection"
  2. At the top, toggle to the "Appointments" tab
  3. Select the staff and date range for appointments you'd like to send over. 
  4. Use the checkboxes on the right hand side to select your appointments to send. 
  5. Select "sent" in the top right hand corner. That will send over the existing appointments in Aloha to Ensora for your staff to begin linking their SOAP notes. 

Requirements for SOAP Note Matching 

Before you can begin linking your SOAP notes to Aloha sessions, your templates must be configured to allow the session mapping to occur.

For all existing SOAP note templates, be sure to edit it to include a "Session" field.
AlertThe "Session" field needs to be added beneath the date field. Answer type must be "Session" 



This session field is where you and your staff will select the appointment that it's synced to in Aloha. If you do not select the session in the SOAP note, the note will not come back to Aloha. 

Other Requirements for SOAP Note Matching
  1. SOAP Note must have the Date entered.
  2. Student must have appointments in PMS that match the Date entered for the same Therapist.
  3. Clinic must have Integrated Calendar turned on. See Integrated Calendar on Catalyst here
  4. If you are integrated, make sure your student’s time zone under their Demographics has the correct time zone set as this information is used when matching and updating times of appointments within Aloha.

Once you've synced all your staff and client profiles to Ensora and configuring your SOAP note templates to include the "Session" field, you can begin sending appointment data over to Ensora for SOAP Notes to link with. 

Staff can sync their notes to Aloha by choosing the existing Aloha appointment in the "Session" dropdown. Make sure to choose the appropriate appointment that this SOAP note should be linked to. 

Once the SOAP note is saved, you should see a green or yellow checkbox appear on the Aloha appointment. Refer to this guide here for a legend. 

If you do not see an appointment to select from, please ensure that this appointment was sent over from Aloha by going to Settings > Clinical Integrations > Ensora > "Appointments" at the top of the Sync Management screen. 
  1. Select your date range, staff name, and select "Generate". This will show you all existing Aloha appointments and the status of those appointments. 
    1. All appointments should say "Sent" next to them. If blank, select the individual appointment to send that one over to Ensora manually. 


How to Check which Sessions are missing SOAP Notes:

In Ensora, users with Administrative permissions can check which sessions are still missing SOAP notes. To view this:
  1. Select "Administration" in the top right corner.
  2. In the menu dropdown on the left hand side, select "Reporting Beta"
  3. In the Reports dropdown, select "Sessions without SOAP Notes"
  4. Select the date range for appointments you are checking. Click "Run"
  5. Any sessions that appear in this drop down are appointments that exist without a SOAP Note attached. 


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