Athenahealth Connector

1. Feature Overview

Athenahealth is an Electronic Health Record (EHR) system offering solutions for practice management, patient engagement, revenue cycle management, and more. LeadSquared’s no-code Athena connectors sync leads and activities (patients and appointments) between your Athena and LeadSquared accounts. The following Athena connectors are available –

Athena Create Patient
When a new lead is created in your LeadSquared account, the create patient connector creates a corresponding new patient in your Athena account in real-time.

Athena Update patient
When a lead’s details are updated on LeadSquared, the update patient connector updates those details for the corresponding patient in your Athena account in real-time.

Athena Lead Sync
Syncs all patients from your Athena account and creates corresponding leads in LeadSquard. The sync occurs at configurable periodic intervals.

Athena Appointment Sync
Syncs all appointments from your Athena account and creates corresponding activities in LeadSquard. The sync occurs at configurable periodic intervals.

2. Prerequisites

• You must be the Administrator of your LeadSquared account to install and configure this connector.
• This is a paid connector. To enable it, reach out to your account manager, or write to support@leadsquared.com.
• From your Athena account, you’ll require the following information (contact your Athena account representative for details) –
  • Department Id
  • Practice Id
  • Security Token
• For the Athena Create Patient connector, Lapps must be enabled on your account. Create a LeadSquared Lapp for the Athena Create Patient and Update Patient connectors. In the connector configuration, you’ll be required to provide –
  • lappBaseUrl
  • x-api-key

3. How it Works

Once the connector access is enabled on your account, install the connector. Then, configure the connector with the relevant details, and ensure the field mappings between your LeadSquared and Athena accounts are accurate.

For the Athena Create Patient and Athena Update Patient connectors, a webhook URL is generated. Use this URL to set up a webhook in your LeadSquared account to post data to Athena for the required events (lead create, lead update, lead stage change, etc.).

4. Install the Athena Connector(s)

1. Navigate to Apps>Apps Marketplace.
2. Search for Athena Lead Sync, and click Install.
3. Once installed, hover your cursor over , and click Configure. On the Configure Athena Lead Sync pop-up, you can configure which users can access the connector configurations. We recommend you –
   1. Set Connector Access to Based on Role.
   2. Select User Roles as Administrator only.
4. Click Save Details. This completes the connector set-up process.

5. Admin Configuration – Athena Create Patient

When leads are created in your LeadSquared account, this connector creates patients in your Athena account in real-time.

Navigate to Apps>Athena Create Patient.

5.1 Basic Settings

Enter the following details for the Athena Create Patient connector –

Property	Description
baseUrl	The baseUrl for the Athena API used to sync appointments from Athena to LeadSquared – https://api.preview.platform.athenahealth.com
PracticeId	Enter the Practice Id associated with the department, available in your Athena account… (contact your Athena account representative for more information)
LSQAPIURL	Enter your LeadSquared account’s Host URL, Access Key, and Secret Key. To obtain these, refer to Where can I find my LeadSquared API Host URL, Access Key and Secret Key?
x-LSQ-AccessKey
x-LSQ-SecretKey
lappBaseUrl	The base Url of the Lapp and the x-api-key to authenticate calls to the Lapp. To get these details, please contact your LeadSquared account manager or write to support@leadsquared.com.
x-api-key
Lead Source	Enter the lead source through which the leads were captured (e.g., email campaign, etc.).
Default Country Code	If the lead’s mobile number is captured without a country code, then the default country code that’s selected from the dropdown will be added to the lead’s mobile number.
Select Time Zone	The time zone that’s followed in your Athena account.
Lead Capture Search By Criteria	The identifier used to push leads to your Athena account.
Lead Capture Secondary Search By Criteria	If lead identification and transfer through the primary Search By criteria fails, it will be re-attempted using the secondary Search By criteria.
Select User to Notify on Failure	If there is an error identifying and pushing leads, the selected user will receive a failure message via email. You can select a user from the list of all the users available in your LeadSquared account. To know more about the type of errors, please refer to Error Notifications.
Enable Notification	Enable the  checkbox to ensure notification emails are sent to the selected user when there’s a failed query.

Once you’re done entering all the details, click Save & Next.

5.2 Entity Options – Athena Create Patient

Define the sync behaviour of the connector when patients are created and/or updated in your Athena account.

Lead/Contact Entity
Based on the Lead Capture Search By criteria (email Id, phone number, etc.), LeadSquared identifies and pushes leads to your Athena account. Since the create patient functionality is handled by the Lapp, under Sync Behaviour, select Do Nothing.

5.3 Actions

Configure the actions performed when the connector is configured.

• createpatient – When enabled, patient details are transferred to your Athena account.
• Update PatId – This must be enabled to update the patient Id (created by Athena) in the relevant LeadSquared lead field.

5.4 Mapping

When you click Edit Mapping, on the Mapping pop-up, the Athena system fields mapped to the corresponding LeadSquared lead/activity fields are visible. This mapping is carried out by default. If required, you can change or update the default field mapping. Once you’re done, click Save & Close.

5.6 Create a Webhook

Once the URL is generated, use it to create a webhook in your LeadSquared account –

1. Copy the webhook URL.
2. Navigate to  My Account>Settings>API and Webhooks>Webhooks.
3. Click Create, and enter the following details –
   • Type – Select Webhook.
   • Event – Select Lead Creation
     • Notify on Failure – Select if you want to be notified if the webhook fails.
   • Webhook URL – Select the method as https://, and paste the connector’s webhook URL that was generated in the previous step. Before you paste the URL, ensure you remove “https://” from the URL.
   • Content Type – Select application/json.
   • Execution Delays – If required, set a delay (in seconds) between the time the event occurs and the data is pushed to your Athena account.
   • Custom Headers – You can skip this step.
   • Description – If required, enter a description for the webhook.
4. Once you’re done, click Save. The webhook will now push lead data from your LeadSquared account to your Athena account.

6. Admin Configuration – Athena Update Patient

When lead details are updated in your LeadSquared account, this connector updates the corresponding patient data in real-time in your Athena account in real-time.

Navigate to Apps>Athena Create Patient.

6.1 Basic Settings

Enter the following details for the Athena Update Patient connector –

Property	Description
baseUrl	The baseUrl for the Athena API used to sync appointments from Athena to LeadSquared – https://api.preview.platform.athenahealth.com
PracticeId	Enter the Practice Id associated with the department, available in your Athena account… (contact your Athena account representative for more information)
SecurityToken	Enter the Security token available in your Athena account (contact your Athena account representative for more information).
DepartmentId	Enter the Department Id available in your Athena account (contact your Athena account representative for more information). Only leads from the specified department will be synced in LeadSquared…
Lead Source	Enter the lead source through which the leads were captured (e.g., Athena, email campaign, etc.).
Default Country Code	If the lead’s mobile number is captured without a country code, then the default country code that’s selected from the dropdown will be added to the lead’s mobile number.
Select Time Zone	The time zone that’s followed in your Athena account.
Lead Capture Search By Criteria	The identifier used to push leads to your Athena account.
Lead Capture Secondary Search By Criteria	If lead identification and transfer through the primary Search By criteria fails, it will be re-attempted using the secondary Search By criteria.
Select User to Notify on Failure	If there is an error identifying and pushing leads, the selected user will receive a failure message via email. You can select a user from the list of all the users available in your LeadSquared account. To know more about the type of errors, please refer to Error Notifications.
Enable Notification	Enable the  checkbox to ensure notification emails are sent to the selected user when there’s a failed query.

6.2 Actions

updatePatient – Enable this action to update patient data in your Athena account.

6.3 Mapping

When you click Edit Mapping, on the Mapping pop-up, the Athena system fields mapped to the corresponding LeadSquared lead/activity fields are visible. This mapping is carried out by default. If required, you can change or update the default field mapping. Once you’re done, click Save & Close.

6.4 Generate Webhook URL

After you provide basic details and finish field mapping, a custom webhook URL is generated. Copy this URL and use it to create a webhook in your LeadSquared account. After you’ve set up the webhook, click More Actions, and enable the sync job. This ensures that through the webhook, lead data from LeadSquared is pushed to Athena.

6.5 Create a Webhook

Once the URL is generated, use it to create a webhook in your LeadSquared account –

1. Copy the webhook URL.
2. Navigate to  My Account>Settings>API and Webhooks>Webhooks.
3. Click Create, and enter the following details –
   • Type – Select Webhook.
   • Event – Depending on your use case, select Lead Update, Lead Stage Change, etc.
     • Notify on Failure – Select if you want to be notified if the webhook fails.
   • Webhook URL – Select the method as https://, and paste the connector’s webhook URL that was generated in the previous step. Before you paste the URL, ensure you remove “https://” from the URL.
   • Content Type – Select application/json.
   • Execution Delays – If required, set a delay (in seconds) between the time the event occurs and the data is pushed to your Athena account.
   • Custom Headers – You can skip this step.
   • Description – If required, enter a description for the webhook.
4. Once you’re done, click Save. The webhook will now push lead data from your LeadSquared account to your Athena account.

7. Admin Configuration – Athena Lead Sync

The Athena Lead Sync connector periodically syncs patient data from your Athena account to your LeadSquared account.

Navigate to Apps>Athena Lead Sync.

7.1 Basic Details

Property	Description
DepartmentId	Enter the Department Id available in your Athena account (contact your Athena account representative for more information). Only leads from the specified department will be synced in LeadSquared…
PracticeId	Enter the Practice Id associated with the department, available in your Athena account… (contact your Athena account representative for more information).
SecurityToken	Enter the Security token available in your Athena account (contact your Athena account representative for more information).
Lead Source	Enter the lead source through which the leads were captured (e.g., Athena, email campaign, etc.). The lead source will be displayed on the Lead Details page, under Lead Source.
Default Country Code	If the lead’s mobile number is captured without a country code, then the default country code that’s selected from the dropdown will be added to the lead’s mobile number.
Select Time Zone	The time zone that’s followed in your Athena account.
Lead Capture Search By Criteria	This is used to identify whether the lead being synced from Athena already exists in your LeadSquared account. This is also used to avoid creating duplicate leads. You must select one unique lead field (e.g., patient Id, email Id, mobile number, etc.) as the search key.
Lead Capture Secondary Search By Criteria	If lead identification and capture through the primary Search By criteria fails, it will be re-attempted using the secondary Search By criteria.
Select User to Notify on Failure	If there is an error identifying and capturing leads, the selected user will receive a failure message via email. You can select a user from the list of all the users available in your LeadSquared account. To know more about the type of errors, please refer to Error Notifications.
Enable Notification	Enable the  checkbox to ensure notification emails are sent to the selected user when there’s a failed query.
Sync Frequency	By default, patient data will be synced from Athena to LeadSquared every 15 mins. You can use the ‘Hours’ and ‘Minutes’ dropdowns to select a custom interval.

7.2 Entity Options

Define the behaviour of the connector when patients from Athena to LeadSquared.

Lead/Contact Entity
Based on the Lead Capture Search By criteria (patient Id, email Id, phone number, etc.), LeadSquared captures data from your Athena account. Lead capture is enabled by default, and it cannot be disabled.  The following options are available to configure the connector’s Sync Behaviour –

• Capture (Create and Update existing) Record – Leads not existing in your LeadSquared account will be created. Leads that currently exist in your LeadSquared and Athena accounts will get updated.
• Create only new record – Leads that do not exist in your LeadSquared account will be created.
• Update only existing record – Leads that currently exist in your LeadSquared account will get updated.

7.3 Mapping

When you click Edit Mapping, on the Mapping pop-up, the Athena system fields mapped to the corresponding LeadSquared lead/activity fields are visible. This mapping is carried out by default. If required, you can change or update the default field mapping. Once you’re done, click Save & Close.

On the Entity Options tab, click Save to continue. Then, click More Actions, and enable the connector sync. This will begin transferring lead data to your LeadSquared account.

8. Admin Configuration – Athena Appointment Sync

The Athena Appointment Sync connector periodically syncs appointment data from your Athena account to your LeadSquared account (as activities posted on corresponding leads).

Navigate to Apps>Athena Lead Sync.

8.1 Basic Details

Property	Description
baseUrl	The baseUrl for the Athena API used to sync appointments from Athena to LeadSquared. – https://api.preview.platform.athenahealth.com
DepartmentId	Enter the Department Id available in your Athena account (contact your Athena account representative for more information). Only leads from the specified department will be synced in LeadSquared…
PracticeId	Enter the Practice Id associated with the department, available in your Athena account… (contact your Athena account representative for more information).
SecurityToken	Enter the Security token available in your Athena account (contact your Athena account representative for more information).
Lead Source	Enter the lead source through which the leads were captured (e.g., Athena, email campaign, etc.). The lead source will be displayed on the Lead Details page, under Lead Source.
Default Country Code	If the lead’s mobile number is captured without a country code, then the default country code that’s selected from the dropdown will be added to the lead’s mobile number.
Select Time Zone	The time zone that’s followed in your Athena account.
Lead Capture Search By Criteria	This is used to identify whether the lead being synced from Athena already exists in your LeadSquared account. This is also used to avoid creating duplicate leads. You must select one unique lead field (e.g., patient Id, email Id, mobile number, etc.) as the search key.
Lead Capture Secondary Search By Criteria	If lead identification and capture through the primary Search By criteria fails, it will be re-attempted using the secondary Search By criteria.
Select User to Notify on Failure	If there is an error identifying and capturing leads, the selected user will receive a failure message via email. You can select a user from the list of all the users available in your LeadSquared account. To know more about the type of errors, please refer to Error Notifications.
Enable Notification	Enable the  checkbox to ensure notification emails are sent to the selected user when there’s a failed query.
Sync Frequency	By default, patient data will be synced from Athena to LeadSquared every 15 mins. You can use the ‘Hours’ and ‘Minutes’ dropdowns to select a custom interval.

8.2 Entity Options

Define the behaviour of the connector when syncing appointments from Athena to LeadSquared. Appointments synced from Athena are created as new activities on corresponding leads in your LeadSquared account.

Lead/Contact Entity
Based on the Lead Capture Search By criteria (patient Id, email Id, phone number, etc.), LeadSquared captures data from your Athena account. Lead capture is enabled by default, and it cannot be disabled.  The following options are available to configure the connector’s Sync Behaviour –

• Capture (Create and Update existing) Record – Leads not existing in your LeadSquared account will be created. Leads that currently exist in your LeadSquared and Athena accounts will get updated.
• Create only new record – Leads that do not exist in your LeadSquared account will be created.
• Update only existing record – Leads that currently exist in your LeadSquared account will get updated.

Activity Entity
Alongside Activity Entity, click to enable the slider . The following options are available to configure the connector’s Sync Behaviour for activities (appointments in Athena) created in LeadSquared –

• Capture (Create and Update existing) Record – Activities not existing in your LeadSquared account (for the corresponding appointments in Athena) will be created in LeadSquared. Activities that currently exist in your in LeadSquared will get updated.
• Create only new record –Activities (leads) not existing in LeadSquared will get created.
• Update only existing record – Activities that currently exist in your LeadSquared account will get updated.

8.3 Mapping

When you click Edit Mapping, on the Mapping pop-up, the Athena system fields mapped to the corresponding LeadSquared lead/activity fields are visible. This mapping is carried out by default. If required, you can change or update the default field mapping. Once you’re done, click Save & Close.

On the Entity Options tab, click Save to continue. Then, click More Actions, and enable the connector sync. This will begin transferring lead data to your LeadSquared account.

9. Create Leads

Once you’ve installed and configured the Athena Create Patient, the leads you create in LeadSquared are created as patients in your Athena account. If the Athena Update Patient connector is also installed, when you update leads in LeadSquared, the updates are synced to the corresponding patients on Athena (based on the event you configured the webhook on – lead update, lead stage change, etc.).
To know how to create leads, refer to How to Create Leads.

10. View Leads

Once installed the Athena Lead Sync connector, to view the leads captured in your LeadSquared account –

1. Navigate to Leads>Manage Leads.
2. Click on a lead that’s been captured/updated from your Athena account.
3. On the Lead Details page, you can view the lead’s information.

11. View Activities

If you’ve installed the Athena Appointment Sync connector, appointments created in Athena are synced as activities on the corresponding leads in LeadSquared.

Any Questions?

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