Set up Pathology and Imaging Results Import

Before you can set up results importing, you will need to:

• Install secure messaging software. See Set up a messaging provider for more information.
• Confirm the file paths that are needed by secure messaging or the laboratory to import files into. These paths will be created in Add result download paths.

The following process should be completed on the server or workstation that will be used to receive incoming results. In general, this is the Bp Premier database server; however, this is not always the case.

1. From the Bp Premier main screen, go to Setup > Configuration, then select the Results Import tab.



2. The following fields enable results import:

Field	Description
Import investigation reports on this computer	Tick this check box. This would usually be the Bp Premier server only. NOTE  Do not set up two computers to import results. Results import may conflict between the two machines.
Automatically import in the background when Bp Premier is open	Helps manage virtual memory resources when importing results by emulating Bp Service. Best Practice Software recommend that: This option is always ticked on the server. This option is ticked for a client machine only if that client is used for importing results.
Don't allow unallocated reports into Inbox	Tick if you do not want to forward results that have not been allocated to a patient to a provider's inbox. If ticked, someone in the practice should be allocated the task of checking for unallocated results on a daily basis from the View > Incoming reports screen.
Add header to incoming letters	Referrals and other letters received electronically usually have a patient's name and address and the top and don't need to show the header visible on results. Tick if you want to see the results header as well as the address shown on the letter.

3. Complete the rest of the fields in the Results Import tab:

Field	Description
Keep HL7 and PIT files after import	Only tick this box if advised to do so by General Products Support to diagnose an issue with importing reports.
Report file extensions	Most labs will use the standard extension for their results file. However, additional file extensions can be added here if required for a lab.
Acknowledgements	Some labs require that an acknowledgement is sent back to the lab to confirm that the result has been received. See Set up results acknowledgement and notifications for more information.
Number of months to display in Investigation reports list	Defaults to 1 month, but you can extend the default month range.
Number of months to display in Inbox follow up list	Defaults to 12 months, but you can extend the default month range.
Enable polling for insurance reports (UHG)	medEbridge is a UHG proprietary system that communicates between Bp Premier and UHG to electronically complete insurance reports. Tick this check box to enable UHG functionality and enter the login password. See medEbridge for more information.
Include BDI documents in the Incoming reports list	Tick this check box to view documents that are scanned or imported via the Bulk Document Import utility (BDI ) in the Incoming reports screen.

It is important to ensure that imported results are directed to the correct location in Bp Premier. All imported results will be sent to Correspondence in by default. However, if necessary, this can be changed to Investigations.

1. From the Results import tab, click Set storage locations.



2. To change the storage location, select the report name and click Change.



3. To add a new report location for your practice, such as a unique type of referral, click Add from the Report Location screen. Enter the Report name and select a default store location from the Store in field. Click Save to return to the Report location screen.

The Report name will be matched against the content of the report and identified accordingly. When processing reports from the provider Inbox, the Inbox indicates where the report will be saved in the patient’s file: Correspondence In or Investigations.

4. Click Close to return to the Configuration screen.

Results are imported to a folder on the Bp Premier server, or another machine in the network you nominate.

The following recommendations are strongly recommended by Best Practice Software when adding result import download paths:

• Creating a separate folder on the server where result files can be downloaded (for example, 'c:\Results')
• Create a separate sub folder for each pathology and imaging provider your clinic receives results from. Using separate folders can be useful in troubleshooting download issues.

Some messaging providers may require specific paths. In these instances, the path must be exactly the same as what has been specified by the messaging provider. Best Practice Software recommends you liaise with the messaging provider's support team to assist you with the required settings.

1. From the results import tab, click Add next to the Report file search paths.



2. Browse to and select the folder to download the report. Click Ok.
3. Repeat steps 7–8 for each path where results are being downloaded to.
4. Click Save to save your results import configuration.

Add folder permissions

You must adjust the security settings on the import folder to allow Bp Premier access to the files in the folder.

1. Open a Windows file explorer and browse to the first import folder you created.
2. Right-click the folder and select Properties and the Security tab.



3. Click Edit to open the Permissions for Documents screen and tick Allow > Full control for Everyone.
4. Click OK and OK to save changes.
5. Repeat the above steps for each import folder you created.

See the Troubleshooting panel for more information on setting access to result files, if files are not being imported into Bp Premier.

Many secure messaging providers provide a tracking mechanism to confirm that a result, report, or document has been received by the intended recipient. This tracking mechanism uses an acknowledgement request.

1. Select Setup > Configuration > Results import from the main Bp Premier screen.



2. Next to the Acknowledgements list, click Add. The Send acknowledgements screen will appear.



3. Enter the Facility name. This needs to be exactly the name stored in the file by the sending facility.
4. Enter the Acknowledgement path. This is the folder in which the acknowledgement files will be saved and from which the lab or sending facility can collect the acknowledgements.
5. Click Save to update this setting in the system.
6. Click Cancel to cancel any changes and return to the Results import screen.

After a HL7 result has been imported into Bp Premier, the system will check if the facility name in the file corresponds with the name listed on the Sent acknowledgements screen. If Bp Premier finds a match, an acknowledgement file will be created in the path indicated.

There are two types of acknowledgement files:

• acknowledgements related to results have the file extension ‘.ACK’
• acknowledgements related to reports and referrals have the file extension ‘.RRI’.

After pathology and imaging results import has been set up, monitor the results to ensure the set up has been successful.

Import results

There are two ways of importing results into Bp Premier:

1. Set up Bp Premier to automatically import results on the server. Bp Service will check every five minutes to see if there are any results and reports in any of the folders indicated in the Report file search paths, and if found will import them into Bp Premier. See Set up Bp Service for more information.

2. Select View > Incoming Reports from the main Bp Premier screen. This will force an import of any results and reports found in any of the folders indicated in the Report file search paths. See Manage Pathology and Imaging Results for more information.

Once results are imported, the following behaviour is expected:

• If the system can match the result to a patient and a doctor, the results will appear automatically in the Doctor’s Inbox.
• If results cannot be matched to a patient and/or doctor, they will remain in the View > Incoming screen and will need to be matched manually.

What happens if import fails?

If Bp Premier fails to successfully import a result file three times, on the third attempt an internal message is sent to the practice manager stating the import filename, the machine on which the import failed, and the sending facility (if known). If there is no practice manager user recorded, Bp Premier will message active principal doctors.

Result files that fail to import are moved to C:\ProgramData\Best Practice\Unprocessed. ‘C:\ProgramData’ depends on the version of Windows.

Bp Premier imports pathology and imaging results and electronic documents received through third-party messaging providers. If results are not being imported correctly, step through the possible solutions in this article to see if the issue can be resolved.

---

Are you connecting to the server by remote desktop?

If you are using a Remote Desktop session to connect to the Bp Premier server, you will not be able to configure results import or Bp Service. Import configuration requires a local login or a ‘console’ session. After you have set up results import in Setup > Configuration, you can remote log in and use Bp Premier.

However, active Remote Desktop sessions on the Bp Premier server computer can still interfere with importing results. If you have stepped through the resolutions in this article and the issue has not been resolved, follow the instructions in Check for active remote sessions to see if this resolves the issue.

---

Are you importing results to the server?

Best Practice Software recommend that you configure results to be imported to the Bp Premier server PC. This minimises network traffic and ensures that any clients that are offline will not affect importing results.

1. On the server, go to Setup > Configuration > Results Import and tick Import investigation reports on this computer.



2. Click Check Paths and ensure local paths are set and that all paths are in green and the Status column shows 'Found'.



NOTE  The path C:\USERS\%username%\Documents\Best Practice\Import is a default path that you cannot change.

3. Click Close and Save to save changes.

---

Are you using Bp Link?

Bp Link is a Windows process that was used in Bp Premier versions Summit (642) and Lava (754). Best Practice Service (or Bp Service) is a Windows service that was introduced during Lava (SP1, 801). For practices running Lava SP1 and later, Best Practice Software strongly recommend that Bp Service should be used to manage automatic results import instead of Bp Link.

IMPORTANT   A very small number of practices may still need to use Bp Link because of unique requirements, such as multiple imports of patient files. All other practices should use Bp Service instead.

However, Bp Link is not automatically retired when upgrading your version of Bp Premier. It is possible that both Bp Link and Bp Service are running at the same time, which can cause problems with importing results. Best Practice Software recommended that you remove Bp Link from startup and configure Bp Service to start automatically instead.

Stop Bp Link

Go to Setup > Configuration > Links and untick Load Bp Link on startup.

Check if the Bp Link icon is sitting in the Windows System Tray. The icon is a small bird. Right-click the Bp Link icon and click Exit.

---

Have you enabled Bp Service and is Bp Service running?

Enable Bp Service

Go to Setup > Configuration > Bp Service and tick Use BP Service for importing results on this machine.

Is Bp Service running?

Type 'services' into Windows search and click the Services app to view all Windows services. If you cannot see the Services app, you may not have sufficient user permissions to view it.

Find the Best Practice Service and ensure the Status is 'Running'. If Best Practice Service isn’t running, right-click and select the Startup Type to 'Automatic'.

If Best Practice Service is running, right-click the service and select Restart. Confirm the service started successfully.

NOTE  If Best Practice Service fails to start automatically, or continues to stop for no reason, you may need your IT services provider to investigate why.

If the service is running successfully but the issue with results importing still occurs, the service may require reinstallation due to an issue with Anti-Virus software. Before you reinstall this service, contact Best Practice Software Support to confirm the antivirus issue with a Lead Support Specialist.

If Support confirm the antivirus issue, you can run the file installservice.bat found under C:\Program Files\Best Practice Software\BPS\BPSupport\ to reinstall the service.

It can take up to 15 minutes for the service to pull reports again.

---

Check configuration

1. Note the Report file search paths that you have created in Setup > Configuration > Results import.
2. Open one of the search path folders in Windows file explorer.
3. If the folder is empty but should have imported result files, check that the download utility provided by the secure messaging vendor has installed successfully. Is the software running as it should be and pointing to the same folder you've entered in Bp Premier?
4. If the folder has downloaded files in it, check that the file extensions for the downloaded files are listed in the Report File Extensions section in the Results Import tab. You may need to enable View > File name Extensions in Windows file explorer to see the file name extensions for the report files.



5. If the file extensions aren't in the list, click Add to enter them from the Results Import tab.

---

Check permissions

Check the security settings on the result file and folder in Windows file explorer.

1. Right-click the folder and select Properties and the Security tab.



2. Click Edit to open the Permissions screen, and tick Allow > Full control for general users.
3. Click OK and OK to save changes.

Repeat the above steps for the result file. If the file imports into Bp Premier successfully after updating the permissions, Best Practice Software recommend that you contact your Pathology provider or IT provider to investigate why the file is coming through with restricted permissions, which prevent the file being imported into Bp Premier.

---

Check for active remote sessions

1. From the Windows desktop, press the Windows key + R to open the Run window. Type 'cmd' in the text field and click OK to open a command prompt.
2. At the prompt, type 'query session' and press the Enter key.
3. In the output, a right chevron '>' will be next to the current active session. In the following example, session 'rdp-tcp' is the current active session, and is remote (indicated by the 'rdp' prefix).



In the next example, the active session is a console session and is fine.



4. If the active session is ‘rdp-tcp’, disconnect the session, log back in locally or via console, and reattempt results import.