Data Integration With Vim - File-Based Integration

File-based integration enables organizations to securely exchange structured data with Vim over an sFTP connection, allowing the data to be presented within the application at the point of care.

To initiate a file-based integration, customers would share a file following Vim’s defined schema. Once a file is received, Vim validates the data, filters out any invalid rows, and ingests the file into a secure, customer-specific namespace. As care insights are addressed through Vim applications, Vim generates reporting passbacks to inform the data connection. These passbacks help ensure that future files reflect the most up-to-date information.

This page will outline in detail the requirements and deliverables for the file-based integration between Vim and a data connection.

Setting Up the sFTP Connection

The first step in enabling file-based integration is establishing a secure sFTP connection between the data connection and Vim. This connection supports bi-directional file exchange: from the data connection → Vim and from Vim → data connection.

Vim will be hosting the sFTP connection supporting public key-based authentication allowing a secure method for logging in via RSA SSH. This authentication method requires:

• **RSA SSH keys - ** The public key will be shared with Vim, while the private key will use the data connection to connect to the sFTP server
• IP whitelisting - The data connection will share the IP addresses, or range of addresses, that will be allowed access to the sFTP server. Vim supports up to 20 IP addresses
• Access details - Vim will define and share with the data connection the username and hosting URL

To authenticate with the Vim sFTP server, the data connection uses the username provided by Vim along with the private key they generated. Vim verifies the connection using the corresponding public key.

The sFTP server will hold two folders:

• from Vim - All the files sent from Vim to the data connection will be placed in this folder
• from <data_source_name>: All the files sent from the data connection will be placed in this folder

For public key-based authentication hosted by the data connection, please contact a Vim representative.

Preparing Your File

Before integrating with Vim, you must generate a file that adheres to the specifications outlined in this section. The file should include the data your organization intends to share with providers, structured according to the defined format to ensure accurate processing and ingestion.

File Level Specification and Configurations

Vim supports a variety of file configurations to accommodate different data sharing needs, including file format, delivery cadence, and ingestion logic. These configurations directly impact how data is processed and displayed within Vim applications.

This section outlines the required specifications and supported configurations for successful integration.

File Format and Structure

The following requirements apply to all files shared with Vim for ingestion:

• A file per insight type - Each insight type to be provided in a separate file: Diagnosis Gaps, Care Gaps, according to the specfications below
  • Vim also supports receiving a member eligibility file
• File naming convention - <customer_name>_<insight_type_name>_<yyyy-mm-dd>.<format>
  • Ingestion process will begin only for files with the expected naming convention
  • Accepted gap type names are either diagnosis_gaps or care_gaps
  • The file name will include only lowercase letters, no spaces
• File format - csv, txt, xls
  • The file can be zipped
  • Encrypted files are not supported out-of-the-box, please contact a Vim representative to support encrypted files
• File delimiter - Comma or pipe
• Encoding - UTF-8
• Cadence - Daily, weekly, or monthly to your preference

File Ingestion Configurations

The following table outlines file-level configurations that impact the ingestion process for data shared with Vim. These configurations define how the ingestion logic should interpret and present the data. A separate table will outline the expected data-level fields within the file.

Configuration	Relevant Data Set	Description	Mandatory?	Optional values
Gap System	Diagnosis gaps	Defines the primary gap type (ICD, HCC) to be displayed and actioned in the application	Yes	The primary diagnosis gap can be: HCC/ ICD/ Hybrid*
Gap Model Version	Diagnosis gaps	Defines the default model version of the diagnosis gaps shared	Yes	Vim is supporting the following model versions: CMS HCC V24/ CMS HCC V28/ HHS-HCC/ RX-HCC V08/ Hybrid*
Gap Status Filtering	Diagnosis gaps, Care gaps	Specifies which gaps will be filtered out based on the gap's status	No	Indicate the statuses Vim should present in the application: Open/ Closed
Custom fields	Diagnosis gaps, Care gaps	Additional customer-specific information to enrich the data shown in the application (e.g., patient or gap metadata)	No	Details to be provided per custom field: the title of the field to be present in the app, the entity the custom filed relates to (patient or gap), the type of the field (date, string, integer, decimal, URL, cost)

• Hybrid: when multiple options are expected in a single file. In this case, the values should be specified in the file itseld per row, in the relevant columns, as outlined in the File Schema.

File Content Specifications

This section defines the expected structure and field-level requirements for files shared with Vim. Each file must adhere to the following schema to ensure successful ingestion and display within Vim applications.

Diagnosis Gaps File Schema

The table below outlines the required structure and accepted data types for the Diagnosis Gaps file:

Field Name	Description	Required?	Type	Expected values	UI display	Example
patient_first_name	Patient's first name	Required	String	Letters only, up to 50 characters	TRUE	John
patient_last_name	Patient's last name	Required	String	Letters only, up to 50 characters	TRUE	Doe
patient_unique_id	Unique identifier assigned by the customer for the patient. Used to ensure accurate data display, billing, and reporting across Vim systems	Required	String	Letters + digits, up to 50 characters	FALSE	1234qwehce8fyw4fh
patient_dob	Patient's date of birth	Required	Date	YYYY-MM-DD	TRUE	1990-07-19
patient_insurance_id	Patient’s health plan (member/subscriber ID)	Conditional - At least one of patient_insurance_id, patient_ehr_id, or patient_zip_code must be provided	String	Up to 50 characters	FALSE	123445455
patient_ehr_id	Patient’s unique EHR identifier	Conditional - Same as above	String	Up to 50 characters	FALSE	a1b2c3d4
patient_zip_code	Patient's Zip code	Conditional - Same as above	String	xxxxx,xxxxx-xxxx or xxxxxxxxx	FALSE	90210
patient_insurer	Patient’s insurance provider name	Optional	String	Up to 50 characters	FALSE	United Health Care
patient_state	Patient’s U.S. state of residence	Optional	String	Two-letter U.S. state code	FALSE	FL
gap_unique_id	Unique identifier per gap and patient assigned by the customer, representing a single gap card in the application. Enables user interaction, tracking, and management	Required	String	Up to 50 characters	FALSE	fhipdusnyr98cenv485j
gap_system	Defines the coding system (HCC or ICD) used for the gap_unique_id	Conditional - Required only for hybrid files	Enum	HCC or ICD	FALSE	HCC
hcc_code	HCC code to be displayed for the identified gap	Conditional - Required for HCC gap system	String	Match one of the supported HCC models (see hcc_model_version)	TRUE	18
hcc_description	Description of the HCC code	Optional - Automatically populated by Vim for supported models	String	Up to 250 characters	TRUE	Diabetes with chronic complications
icd_code	ICD code to be displayed for the identified gap	Conditional - Required for ICD gap system	String	CMS codes only	TRUE	E11.21
icd_description	Description of the ICD code	Optional - Automatically populated by Vim for supported models	String	Up to 250 characters	TRUE	DM with nephropathy
hcc_model_version	HCC model and version for the gap. Displayed in the app and could be used to enrich data (e.g. display gap description when not shred according to official mapping)	Conditional - Required for Hybrid	Enum	CMS-HCC V24, CMS-HCC V28, HHS-HCC or RX-HCC V08	TRUE	CMS-HCC V24
gap_type	Previously coded vs suspected diagnosis	Optional	Enum	KNOWN or SUSPECTED	TRUE	KNOWN
gap_status	Current status of the gap, used for filtering	Optional	Enum	OPEN or CLOSED	FALSE	OPEN
gap_raf_score	Risk adjustment factor associated with the gap	Optional	Numeric	Decimal values only (no dashes or symbols)	TRUE	2.659
gap_source	Origin or source of the gap data	Optional	String	Up to 250 characters	TRUE	2024 claims
last_recorded_dos	Most recent date of service related to the diagnosis	Optional	Date	YYYY-MM-DD	TRUE	1990-07-19
last_recorded_npi	NPI of the most recent provider associated with the diagnosis	Optional	Numeric	10-digit NPI	TRUE	1234567890
last_recorded_npi_name	Name of the provider associated with the most recent service	Optional	String	Letters only, up to 50 characters	TRUE	John Smith
notes	Free-text field for additional context or comments on the gap	Optional	String	Up to 250 characters	TRUE	Please address all suggested gaps

Care Gaps Data Schema

The table below outlines the required structure and accepted data types for the Care Gaps file:

Field Name	Description	Required?	Type	Valid Values/Format	UI display	Example
patient_first_name	Patient's first name	Required	String	Letters only, up to 50 characters	TRUE	John
patient_last_name	Patient's last name	Required	String	Letters only, up to 50 characters	TRUE	Doe
patient_unique_id	Unique identifier assigned by the customer for the patient. Used to ensure accurate data display, billing, and reporting across Vim systems	Required	String	Letters + digits, up to 50 characters	FALSE	1234qwehce8fyw4fh
patient_dob	Patient's date of birth	Required	Date	YYYY-MM-DD	TRUE	1990-07-19
patient_insurance_id	Patient’s health plan (member/subscriber ID)	Conditional - At least one of patient_insurance_id, patient_ehr_id, or patient_zip_code must be provided	String	Up to 50 characters	FALSE	123445455
patient_ehr_id	Patient’s unique EHR identifier	Conditional - Same as above	String	Up to 50 characters	FALSE	a1b2c3d4
patient_zip_code	Patient's Zip code	Conditional - Same as above	String	xxxxx,xxxxx-xxxx or xxxxxxxxx	FALSE	90210
patient_insurer	Patient’s insurance provider name	Optional	String	Up to 50 characters	FALSE	United Health Care
patient_state	Patient’s U.S. state of residence	Optional	String	Two-letter U.S. state code	FALSE	FL
gap_unique_id	Unique identifier per gap and patient assigned by the customer, representing a single gap card in the application. Enables user interaction, tracking, and management	Required	String	Up to 50 characters	FALSE	fhipdusnyr98cenv485j
gap_code	Code representing the care gap	Conditional - At least gap_code or gap_display_name are required	String	Program or measure code	TRUE	CBP
gap_display_name	Description of the care gap	Conditional - At least gap_code or gap_display name are required	String	Up to 100	TRUE	Controlling Blood Pressure
cpt_II_code	Recommended CPT II code associated with the gap	Optional	String	Four digits followed by 'F'	TRUE	John Doe
cpt_II_description	Recommended CPT II description associated with the gap	Optional	String	Up to 100, letters only	TRUE	Most recent systolic BP less than 130 mm Hg
gap_status	Current status of the gap, used for filtering	Optional	Enum	OPEN or CLOSED	FALSE	OPEN
last_recorded_dos	Most recent date of service related to the diagnosis	Optional	Date	YYYY-MM-DD	TRUE	1990-07-19
last_recorded_npi	NPI of the most recent provider associated with the diagnosis	Optional	Numeric	10-digit NPI	TRUE	1234567890
last_recorded_npi_name	Name of the provider associated with the most recent service	Optional	String	Letters only, up to 50 characters	TRUE	John Smith
notes	Free-text field for additional context or comments on the gap	Optional	String	Up to 250 characters	TRUE	Please address all suggested gaps

How Data Will Be Presented in the Application

Fields from the files will be displayed in the Care Insights application user interface. Below is a demonstration of the data elements that users will see within the application:

Diagnosis Gaps Data

Care Gaps Data

File Ingestion Process

Vim ingests the latest file received via sFTP using the configured file name. This process performs a full data refresh, where the newly ingested data completely replaces the existing data without causing downtime. Partial ingestion is not supported, if the ingestion process does not complete successfully, the existing data remains unchanged.

Data Validations

As part of the ingestion process, Vim validates the received file to ensure data quality and integrity. If a file fails validation, it will not be ingested, and Vim will notify the data connection with details about the issue and recommended resolution steps.

A file will be rejected and not ingested if:

1. The file is not received in the expected format, naming convention, or delimiter
2. The file is empty
3. The file is missing required headers
4. The file schema has changed - including new or deleted columns, modified column names, changes to column data types, or altered column order
5. Data types in the file do not match the definitions outlined or agreed upon
6. The file size differs by more than 60% compared to the previously ingested file

During ingestion, Vim also validates individual data entries against the requiremets. Entries that do not meet the requirements will be excluded from ingestion and will not be visible in the application. These excluded rows are collected into a gating file, which is sent back to the customer via the SFTP connection for review and correction.

Data entries will be excluded if:

1. Any required fields are empty
2. The unique patient ID or gap ID is not unique (all duplicate rows will be excluded)
3. At least one of the following fields is missing: member_id, ehr_patient_identifier, or zip_code

Failed Gaps Gating File

After each ingestion (typically daily), Vim generates and shares a gating file that contains all rows that failed validation and were not ingested. This file includes the rejected rows along with specific reasons for each rejection, enabling efficient review and correction by the data provider.

Feedback Loop

Vim tracks user activity related to gap closure and sends structured feedback files back to the customer. These files support ongoing reporting and data quality improvements by indicating which gaps were addressed. Feedback files are delivered via the same sFTP connection used for data ingestion.

File Format and Structure

The following specifications apply to all files shared with Vim for ingestion: File Naming Convention:

1. File name - <customer_name>YYYY_MM_DD__HH_MM_SS<insight_type_name>_report
2. File type - CSV
3. File delimiter - Pipe, Commac can also be supported
4. **Cadence- ** Daily, weekly or monthly to your preference
   • Recommendation - Align with the cadence of your gap file submissions
5. **Coverage timeframe - ** Day, week, or month to your preference
   • Recommendation - Align with the cadence of your gap file submissions
6. Sending time- A time at the end of your business day to ensure all daily user activity is captured
   • Consider coordinating with sFTP sync schedules to ensure timely and complete file transfers

Shared Data Fields

The feedback passback format outlined below applies to both diagnosis and care gaps datasets. Feedback files are generated and shared separately for each gap type.

Each row represents a single user action taken within the Care Insights application. The data includes both patient and session context, enabling customers to reconcile actions, update their systems, and track resolution progress.

The table below outlines the required structure and accepted data types for the Gaps Feedback file:

Field Name	Description	Required?	Type	Diagnosis Gaps Example	Care Gaps Example
organization_name	Name of the organization in session, as defined in Vim’s system	Required	String	Scott's Clinic	Scott's Clinic
vim_organization_key	Unique identifier for the organization in Vim	Required	String	8i7owzgbgo6zJHYNxkNLRc	8i7owzgbgo6zJHYNxkNLRc
user_first_name	First name of the user in session	Optional	String	Scott	Scott
user_last_name	Last name of the user in session	Optional	String	Smith	Smith
ehr_username	EHR username of the user in session	Optional	String	scott.smith	scott.smith
user_npi	NPI of the user in session	Optional	String (10-digit)	8495738475	8495738475
encounter_id	ID of the patient’s EHR encounter associated with the session	Optional	String	859574	859574
encounter_date	Date of the patient’s EHR encounter associated with the session (based on the organization's timezone)	Optional	Date (YYYY-MM-DD)	2023-10-17	2023-10-17
gap_system	Coding system of the gapm applicable to Diagnosis Gaps only	Required for Diagnosis Gaps only	String	hcc	N/A
gap_id	The unique ID of the gap selected during the session	Required	String	32fn48f	347g4rg
gap_code	The code of the gap selected during the session	Required	String	82	CBP
gap_description	The description of the gap selected during the session	Optional	String	Assess Drug Dependence	Controlling Blood Pressure
selected_medical_codes	The medical code(s) selected during the session	Optional	String
action_date	The date of the reported action (EST)	Required	date (YYYY-MM-DD)	2023-10-19	2023-10-19
action_type	The type of the reported action	Required	text	accept	dismiss
action_reason	The reason of the reported action	Optional	String	ADD	EVALUATE_NEXT_VISIT
action_additional_comments	The free text added by the user for the reported action. Available only for the "dismiss" action_type	Optional	String	not seen today
patient_customer_id	The unique customer internal patient identifier received by the customer	Required	String	738463	738463

• Optional fields will be shared when available

Testing the Integration

Vim supports the data connections with the ability to perform end to end testing of the integration on Vim's mock EHR. If you wish to perform end to end testing in lower environments, please contact a vim representative.

Recommended: to be able to perform a production verification of the integration prior to the rollout, Vim supports adding dummy patients to the production file. A dummy patient should include the word "test" in the patient's first or last name.

Monitoring and Support

Vim is committed to knowledge and identify the root cause upon file ingestion failure within 24 hours from ingestion process start (excluding weekends).

For questions or technical assistance, contact Vim's Support Team at [email protected].