Breakthrough integrates with the Prompt EMR platform to automatically update patient phasing/status based on data pulled from Prompt.
How Breakthrough Matches a Patient's Data in Prompt
The core matching logic is a match between the Breakthrough Location ID and the Prompt Facility ID.
- Breakthrough looks at the patient's most recent case in Prompt (not the patient record overall).
- A "case" in Prompt represents an episode of care (e.g., an ankle sprain). A patient can have multiple cases over time with the same practice, and multiple visits within a single case.
- The case is our source of truth. All phasing decisions are based on data found on the patient's most recent case.
Most common reason a patient does not import: The Facility ID is missing from the patient's most recent case, or there is a mismatch between the Facility ID on that case and the Breakthrough Location ID we're trying to match against.
The Four Phases We Sync:
Phase 1 | Free Screen |
Phase 2 | Initial Evaluation (IE) |
Phase 3 | Plan of Care |
Phase 4 | Graduated |
Phase 1: Free Screen
Mapped to the visit attribute in Prompt. In Prompt, a free screen is called a Discovery visit.
Logic: After confirming the Facility ID match on the most recent case, we check the most recent visit on that case for a Discovery visit.
- Discovery visit scheduled → Free Screen Scheduled
- Discovery visit no-show → Free Screen No Show
- Discovery visit canceled → Free Screen Canceled
Phase 2: Initial Evaluation
Works identically to Free Screen, but based on the Initial Evaluation visit within the most recent case.
- IE scheduled → Initial Evaluation Scheduled
- IE no-show → Initial Evaluation No Show
- IE canceled → Initial Evaluation Canceled
Phase 3: Plan of Care
This phase works differently from Phases 1 and 2 — it is not based on visits at all.
Logic: In Prompt, a Plan of Care is a specific type of note/document that lives on the case. We look at the most recent case and check whether a Plan of Care note has been added.
- Plan of Care note present on the case → Patient Scheduled Plan of Care
We also pull the expected graduation date based on the length of the Plan of Care entered in the case.
Known issue: There was a bug that caused incorrect expected graduation dates to be pulled. If you notice incorrect graduation dates, you may need to re-sync to pull the corrected information. Please reach out to support@getbreakthrough.com for more guidance and information.
Phase 4: Graduated
Logic: We look at the most recent case for a Discharge note.
- Discharge note present on the case → Graduated
This is the only circumstance under which a patient is automatically moved to Graduated.
What's the Same as Non-Integrated Clients
Once a phase/status is set, all downstream follow-up tasks and phasing logic work exactly the same as they do for non-integrated clients. The only difference with an integration is that these four phases are updated automatically based on visit or case information pulled from Prompt, rather than manually.
Troubleshooting Common Issues
1. Facility ID / Location ID Mismatch (Most Common)
We'll check whether the Facility ID is missing from the patient's most recent case, or whether it doesn't match the Breakthrough Location ID we're pulling data for.
2. Duplicate Contacts
Frequently caused by typos in the contact's name, email address, or phone number in either system. When investigating duplicate contact complaints, check for typos first.
- Remember: The first name, last name, and email address (or phone number if no email is present) must match EXACTLY for Breakthrough to connect the two records.
3. Archived Status Is Not Read
Breakthrough does not read Prompt's "Archived" flag. We only look at:
- Whether a Discovery or Initial Evaluation visit was scheduled
- Whether a Discharge note or Plan of Care note is present on the case
Example: If a patient no-showed for an Initial Evaluation three years ago and was flagged Archived instead of being properly discharged, they will still show as IE No Show in Breakthrough — regardless of how long ago that occurred — because they were never properly discharged in Prompt.
What to Collect Before Reaching out to Support for Phasing Disagreement:
Breakthrough cannot see into your Prompt environment. Before submitting a ticket about a mismatch or disagreement in phasing, please pull the following information directly from your Prompt environment — without it, we cannot troubleshoot:
- When the patient's most recent case was opened
- Whether the Facility ID is present on that most recent case
- When visits were scheduled for that case
Depending on the specific phase disagreement being reported, also collect:
- Free Screen / IE disputes: When was the Discovery or Initial Evaluation visit? Did the patient show, no-show, or cancel? What were the dates?
- Graduation disputes: If the patient was supposed to be discharged, was a Discharge note added? What date?
- Plan of Care disputes: When was the Plan of Care added to the case? What was the expected graduation date on that Plan of Care?
Questions? Please reach out to support@getbreakthrough.com.