eCase Integration FAQ

MediMap & eCase Integration – FAQ

This guide explains how information flows between eCase and MediMap and how to confirm what has synced.

MediMap remains the legal medication chart; eCase displays key data for visibility and continuity of care.

1. Patient Demographic Data (eCase → MediMap)

What You’ll See in MediMap
Resident demographic information from eCase is automatically synced to MediMap every 5 minutes.

You’ll see:

• Resident name (first, last, preferred)
• Date of birth and gender
• Medicare, DVA, IHI, or concession number (Priority is DVA, Medicare + IRN, IHI or Concession Number)
• Facility name and wing/area
• Service provider or organisation name
• Resident address
• Resident photo

Key Points

• Only active residents in eCase appear in MediMap
• Updates in eCase sync to MediMap every 5 minutes
• If a resident’s identifier (e.g. Medicare or DVA) is missing, they won’t appear in MediMap until added in eCase
• When a resident moves between facilities, details update automatically once eCase is updated

2. Allergies (eCase → MediMap)

What You’ll See in MediMap
Only non-drug allergies are sent from eCase to MediMap. This includes:

• Food allergies
• Intolerances
• Other or “Nil Known Allergies”

Key Points

• Medication and drug allergies are managed directly in MediMap

3. Progress Notes (MediMap → eCase)

What You’ll See in eCase
When medication or observation activity is recorded in MediMap, it automatically creates matching progress notes in eCase.

 Examples

• PRN with Observation: PRN Panadol given with a pain score → two notes appear: one for medication, one for observation
• Regular Medication with Observation: Regular medication given with vitals → one observation note appears
• Omission + Observation: Resident refuses dose and vitals are taken → two notes appear (omission and observation)

4. General and Medical Notes (MediMap → eCase)

What You’ll See in eCase
Notes recorded in MediMap under the General Notes or Medical Notes categories also sync to eCase.

• General Notes appear in eCase as standard progress notes with the author, date, time, and content
• Medical Notes appear as progress notes flagged as clinical or medical, depending on configuration

Key Points

• Both note types are created automatically from MediMap
• These notes ensure all clinical documentation entered in MediMap is visible in the eCase resident record
• Notes cannot be edited in eCase and are timestamped with the original MediMap entry

5. What’s Excluded

The following do not create progress notes in eCase:

• Regular medication administered or dose supplied (these events are excluded from sync)
• Test or system-generated records used for internal integration validation

6. Resident Status (eCase → MediMap)

What You’ll See in MediMap
Resident status in MediMap is automatically updated based on eCase records.

Key Points

• Only active residents in eCase sync to MediMap.

7. Troubleshooting

Q: Integration is not working – why?

Possible reasons:

• Configuration issues - the integration has some controls such as Facility Filters, Patient Filters and Facility Mapping, and Integration can be disabled for eCase->Medi-Map or Medi-Map->eCase
• Technical issues - the integration relies on an eCase URL, login, password and a whitelisted IP number that Medi-Map provides to HealthMetrics/eCase. If any of these are changed, then the integration will stop

Q: A resident isn’t appearing in MediMap — why?
Check that they’re marked Active in eCase and have at least one valid identifier (Medicare, DVA or IHI). Incomplete or inactive records won’t sync.

Q: Why is resident data not synced between eCase and Medi-Map?

Possible reasons -

• If a resident is missing the Wing, then they won’t be synced
• if an eCase Facility+Wing is not mapped to a medi-map facility in the Medi-Map Vendor Integration platform then the residents won’t sync
• If the resident is in a facility or wing that is not mapped in Medi-Map Vendor Integration platform then the resident won’t sync

Q: Notes aren’t appearing in eCase. What should I do?
Confirm that the action was recorded in MediMap and that the integration connection is enabled.

If still missing:

• Check the resident’s status in eCase is Active
• Confirm the note type (medication, observation, or general/medical) is supported for sync

 Q: Duplicate notes are appearing in eCase.
This can occur if an administration is edited or re-recorded in MediMap after the initial sync. Confirm whether the administration time was changed, each new record creates a new note.

Q: Allergy or demographic updates aren’t appearing.
Ensure the resident is active in eCase and that the update has been saved. Changes will sync to MediMap within 5 minutes.

Q: The resident was recently discharged but still appears in MediMap.
Status changes sync on the next 5-minute cycle. If the update doesn’t appear, check the discharge reason in eCase matches the mapped MediMap status (e.g. Discharged, Deceased, Offsite).

Q: Observations aren’t showing in eCase.
Ensure the observation was entered in MediMap from within the Administration Screen or recorded at the resident level. Only supported observation types (BP, BGL, SPO2, pain, mood, etc.) are synced.