Setting Up Nextech Integration

 

The Nextech-DermPRO integration will allow you to see all the DermPRO online store payments directly on the Patient’s Billing tab in your Nextech Practice Management system.

 

This article covers the pre-requisite setup steps for integrating your online store with Nextech. If you have already completed the setup and are looking for guidance in managing orders on your Nextech-integrated store, refer to the article, Managing Nextech Integration.

 

Overview

 

KEY FEATURES OF THIS INTEGRATION

• Online payment is posted directly into patient’s billing tab in Nextech
     ◦ No need to manually post payments
     ◦ Synch is immediate (within 15 minutes)
• For non-patient online purchases, a new account is automatically created in Nextech
• Easily review Nextech sync status of orders in DermPRO Shop Manager
• If multiple matching contacts in Nextech, RESOLVE function allows you to indicate which Nextech patient should be paired with DermPRO orders
• Easy to apply pre-payments to Quotes for cosmetic services purchased online
• Reports provide at-a-glance information and data for daily or monthly reconciliation of transactions

 

 

 

 

Getting Started

 

(1) Purchase Nextech Integration from DermPRO. Contact DermPRO or submit a support ticket if you have questions or need assistance purchasing Nextech Integration.

(2) Request API Access from Nextech by following the instructions in the document: Nextech-Portal-Purchase-API-Access-Instructions.pdf.
 

 

 

The Setup Steps

 

Once the above steps have been completed, please proceed to prepare your Nextech environment for DermPRO Integration by completing the one-time setup steps that follow.

 

Create a new location which will represent all orders coming from the online store

This location will represent all orders coming from the online store
1.    Go to the Admin Module (Gold Key)
        •    Click on the Locations tab
2.    Click the New button
        •    Select General Location
        •    Fill in name: DermPRO Online Store
3.    Confirm that both Managed and Active boxes are checked
 
4.    Confirm Nextech API-DermPRO is on the Allowed side, if not, move it to the allowed side
 
Note: Other fields are not required.

 

Create a new Payment Category for DermPRO Orders

This payment category will be used for all orders coming from the online store
1.    Go to the Patients Module and click the Billing tab 
2.    Click the New Pay/Ref/Adj button and select Create a New Pre-Payment
 
3.    Click the ellipsis (3 dots) next to Payment Category  
4.    Click the Add button
 
5.    Fill in name: DermPRO Online Payment (Needs to be exactly like this or payments won’t sync)
6.    Close 

 

 

Create new Card Types for DermPRO

This card type will be used for all orders coming from the online store that were entirely paid for using an e-gift card. 
1.    Go to the Patients Module and click the Billing tab 
2.    Click the New Pay/Ref/Adj button and select Create a New Pre-Payment 
3.    Select “Other (Do not process)” under Charge to see the Card Type field.

 
4.    Click the ellipsis (3 dots) next to Card Type 
5.    Click the Add button 
6.    Fill in name: Gift Card (Needs to be exactly like this or payments won’t sync)
7.    Ok 
8.    Click the ellipsis (3 dots) next to Card Type 
9.    Click the Add button 
10.    Fill in name: N/A (Needs to be exactly like this or payments won’t sync)
11.    Ok 

 

If your online store has an integration with Affirm, please repeat the above steps, creating a Card Type with the name Affirm, which will be used for all store orders that were paid for using Affirm.

 

Create Online Provider and link the provider to the user

This provider will be used for all orders coming from the online store
1.    Go to Contacts Module
2.    Click the Folders with Plus sign on right side of Search bar
 
3.    Click Create new Provider
4.    Fill in the following Fields:
       •    First name: Online
       •    Last name: Provider
5.    Save and edit further
 
6.    Select DermPRO API User in Linked User drop down
 
Note: Other fields are not required.

 

Create a dummy patient account and Top-Level Referral

This patient account will be used to bring together all aspects of orders coming in from the online store
1.    Go to the New Patient module
2.    Ensure Patient is selected, not Prospect
 
3.    Fill out the following:
•    First Name: API
•    Last Name: DermPRO
•    Date of Birth: 1/1/2000
•    Gender:
•    Address: 6601 Hillcrest Ave. Suite E #201, Dallas, Texas 75205
•    Email Address: [email protected]
•    Provider:  Choose the provider you created in the previous step (Provider, Online)
•    Location: Choose the location you created in the first step (DermPRO Online Store) 
4.    Create a New Referral Source
•    Click Add New Top-Level Referral
•    Add DermPRO Store as a new referral source and click ok
5.    Click Add New Top-Level Referral
•    Highlight DermPRO Store in the list 
•    Add DermPRO Store as a new referral source and click OK
 

Note: Other fields are not required.

 

 

 

The following step is recommended but not required.

 

Audit Patient Data for Duplicates

DermPRO uses the following fields to sync activity: email, first name, last name, phone number. If multiple patients have the same information for all four fields the payment will not sync. While this situation would be rare, we know that some practices may have multiple family members that share the same information in Nextech.  Nextech can help you identify any duplicates as follows.
1.    Reach out to Nextech Support for assistance to get an export of the patient data that includes first name, last name, email, and phone number. 
•    866-654-4396 and select option 1, then select option 1 for Nextech Select
•    You can also create a case on the Nextech Community Portal
2.    If any patients have the same information for all four fields, we recommend editing or removing one of the duplicates to ensure DermPRO payments can auto-sync into Nextech. DermPRO also allows you to manually select which patient to sync with if it finds duplicate patient records.
 

 

User Guide attached for Nextech Portal Purchase for API Access.