Creating File Exchange Routes and Actions

Create an Outbound Route

To create an outbound route, first create a file exchange integration and configure its connection. (See here.)

After selecting the file exchange integration:

  1. Choose the Routes tab.
  2. Choose Add Route.
  3. Provide a name for the route (any name that is not already used for another route in this integration is acceptable; pick one that will help you and your team understand what the route does).
  4. Select Outbound as the route type.
    1. After you make this selection, Trigger and Scope options will appear.
  5. Select at least one trigger from the list.

    6. Trigger Usage
    Req Form Verified Occurs whenever the req form is verified; occurs when the form is completed and saved in the case that req form auto-verification is configured
    Order Canceled Occurs whenever a requisition is canceled
    Original Report Signed Occurs when all required signatures are applied to an initial patient result report for a sample or for a subsequently generated one that is indicated as final.
    Corrected Report Signed Occurs when all required signatures are applied to a subsequently generated patient result report that is indicated as correction.
    Report Generated Occurs whenever results for a sample are produced by a workflow and the corresponding patient report is generated
    Note that, in some configurations, the patient report generated is a placeholder that will be updated with the results of a third-party integration for interpretation and reporting.
  6. Select whether you want the actions to happen the first time the trigger occurs in that context or every time it occurs.
    1. Req Form Verified and Order Canceled triggers: selecting First Time will cause the trigger to fire only the first time the event happens on a requisition.
    2. Original Report Signed, Corrected Report Signed, Report Generated: selecting First Time will cause the trigger to fire only the first time the event happens on a sample. If a requisition has multiple samples, the trigger may still fire multiple times for it.
  7. Optionally provide a sub-folder to which to send files in this route. If you do not provide one, the files will be written to the root folder configured for the integration. Note the warning if the indicated folder is also used by another route. While allowed, this configuration can confuse the external system. You can select the “eye” icon to the right of the folder to observe the contents of the folder, which can be helpful when diagnosing the system.
  8. Optionally set the scope.
    1. Select one or more projects. (If you don’t select any projects, then the scope will include all projects and all templates.)
    2. Select one or more requisition templates in those projects. (If you don’t select any templates for a selected project then the scope will include all of the templates in that project.)
    3. Select one or more workflows. (This option is only available for the three available report triggers.)
    4. Select one or more provider accounts to restrict the scope to requisitions that link to those provider accounts.

Create an Outbound Action

Outbound actions send files to the SFTP host. You can either send HL7 messages or files from one of your document folders.

Create "Send Requisition as HL7" Action

The Send Requisition as HL7 Action constructs an HL7 message from the requisition’s details and sends it to the SFTP host.

  1. Provide a unique name for the action that describes its purpose for you and your team.
  2. Choose the Send Requisition as HL7 Action as the Action Type
  3. Optionally provide a destination folder to which to send the HL7 message. If you do not provide one, the HL7 message will be written to the folder configured for the route. Note the warning if the indicated folder is also used by another route. While allowed, this configuration can confuse the external system. You can select the “eye” icon to the right of the folder to observe the contents of the folder, which can be helpful when diagnosing the system.
  4. Select an HL7 Mapping. HL7 mappings describe what values go where in the produced HL7 message. Unless you have engaged Ovation to design a custom mapping for you, you will choose one of Ovation’s standard mappings, which are described here.
  5. Enter a File Naming Convention. You can combine the requisition’s identifier, the sample’s identifier, the action’s name, the original file’s name or the timestamp of when the file is created along with other text to create the pattern for the names of the files that will be created. Observe the instructions and recommendations on the page. 
  6. Choose among the various options:

    7. HL7 Action Option Usage
    Skip Folder Creation If the destination folder is not already present, this option directs Ovation not to create it.
    Note: With this option on, the integration will fail if the configured folder does not already exist.
    Apply Billing Rules Use this option to group test information according to your configured billing rules. (See here.)
    Exclude Default ORC Segment Properties Without this option selected, these fields in the ORC segment will be set as follows:
    ORC-1: REORC-2: sample identifier

    ORC-3: requisition identifierORC-5: CM

    Export ICD-10 codes as Repeating Fields With this option, multiple ICD-10 codes on the requisition all go in the configured field (DG1-3.2 if you are using Ovation’s standard mapping), tilde-delimited, in a single segment. Otherwise, one segment will be sent for each ICD-10 code.
    Update Requisition Billing Status to Submitted This option advances the requisition’s billing status to Submitted upon successfully writing the HL7 message.
    Update Requisition Overall Status to Delivered This option advances the requisition’s overall status to Delivered upon successfully writing the HL7 message.
    Update Report Status to Downloaded This option advances the report's status to Downloaded upon successfully writing the HL7 message.

    Note: All of the following options require custom HL7 mappings. Work with Ovation to understand the proper setting for your use case.
    HL7 Action Option Usage
    Organize Tests by Test Panel This option writes the test for each test panel in the subsequent segments.
    Exclude Added Tests Use to exclude tests added after requisition was first verified.
    Include Removed Tests Use to include tests removed after requisition was first verified.
    Exclude Added Test Panels Use to exclude test panels added after requisition was first verified.
    Include Removed Test Panels Use to include test panels removed after requisition was first verified.
  7. Save the route.

Create a "Send Associated Documents" Action

The Send Associated Documents action sends all of the documents in a configured Ovation folder for the requisition to the SFTP host.

  1. Provide a unique Name for the Action that describes its purpose for you and your team.
  2. Choose the Send Attached Documents Action as the Action Type.
  3. Optionally provide a destination folder to which to send the documents. This will be appended to the folder configured for the route.
  4. Choose a source folder from the list of folders configured in Ovation
  5. Toggle Skip Folder Creation to indicate whether the destination folder should be created if not already present. Note: With this option on, the integration will fail if the configured folder does not already exist.

Create an Inbound Route

To create an inbound route, first create a file exchange integration and configure its connection. (See here.)

After selecting the file exchange integration:

  1. Choose the Routes tab.
  2. Choose Add Route.
  3. Provide a name for the route. Any name that is not already used for another route in this integration is acceptable; pick one that will help you and your team recall what the route does.
  4. Select Outbound as the Route Type.
  5. Optionally provide the name of a sub-folder where the inbound files will appear. This will be appended to the root folder configured for the integration. Note the warning if the indicated folder is also used by another route. While allowed, this configuration can confuse the external system. Also note that Ovation will delete files from this folder after processing them. You can select the “eye” icon to the right of the folder to observe the contents of the folder, which can be helpful when diagnosing the system.
  6. Save the route.

Create an Inbound Action

Each inbound action tells Ovation what to do with files it discovers in the folder for the route. You can create requisitions or patient result reports from these files.

Create a "Create Requisition from HL7" Action

This Action creates a requisition from an HL7 message.

  1. Provide a unique name for the action that describes its purpose for you and your team.
  2. Choose Create Requisition from HL7 as the Action Type
  3. Provide a Mapping Identifier, which is a value that Ovation will look for in ZOV-1 in order to know that this action should be performed.
  4. Select an HL7 Mapping. HL7 Mappings describe which values go where in the produced HL7 message. Unless you have engaged Ovation to create a custom mapping, you will choose one of Ovation’s standard mappings, which are described here.
  5. Select the project in which to create the requisition.
  6. Select the requisition template in that project in which to create the requisition.
  7. To create another action, select the ‘+’ button and repeat the steps above.
  8. Save the route.

Create a "Create Report from HL7" Action

This action creates a patient results report from an HL7 message. To use this feature, you need assistance from the Ovation team. You can submit a change request here.

  1. Provide a unique name for the action that describes its purpose for you and your team.
  2. Choose Create Report from HL7 as the Action Type
  3. Provide a Mapping Identifier, which is a value that Ovation will look for in ZOV-1 in order to know that this Action should be performed.
  4. Select an HL7 Mapping. HL7 mappings describe what values go where in the produced HL7 message. In this case, you choose a custom mapping created for you by Ovation.
  5. Save the Route

Manually Execute an Inbound Action

You can create a requisition or patient results report directly from an HL7 message without relying on the configured SFTP host.

After selecting the File Exchange Integration:

  1. Select the routes tab.
  2. Select the action you want to execute manually.
  3. Select the Import button. A file selection form will appear.
  4. Follow the instructions to select a file that contains a valid HL7 message.
  5. Select Create. Ovation will attempt to process the file according to the action’s definition.
  6. Observe success or failure in the message that appears in the lower-left corner of the page. Or, navigate to the Event Log tab for the integration to observe it there. 
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