How to Connect & Use Tebra (Kareo) with YourMedSoft
Complete step-by-step guide to integrate Tebra (Kareo) with YourMedSoft. Learn how to connect Tebra (Kareo), control Data In and Data Out, add records via + Add Data or CSV upload, and manage synced data in Master Shift Schedule.
To connect Tebra (Kareo) to YourMedSoft, open Integrations & Sync (/portal/settings?tab=integrations), locate Tebra (Kareo), and click "Connect". Once connected, the Sync & Data Control Hub opens automatically so you can pull hospital practitioner roster & clinical schedules into Master Shift Schedule (/portal/scheduling), push assigned clinicians, credential packets & evv visits out to Tebra (Kareo), or add records via "+ Add Data" and CSV upload.
What You Need Before Starting
- Active YourMedSoft account with Administrator or Coordinator role.
- Active account on Tebra (Kareo) (API token optional — free CSV Batch / Sandbox Mode supported).
- Configured clinical roster or facility rate sheets in YourMedSoft Foundation.
Clinical & Regulatory Compliance Standards
- HIPAA & HITECH Data Safeguards: All API payloads transmitted between YourMedSoft and Tebra (Kareo) are encrypted in transit using TLS 1.3 with AES-256 encryption. PHI is strictly minimized according to minimum-necessary privacy rules.
- Joint Commission & CMS Quality Standards: Primary source credential verifications and clinical privileges are cross-referenced before nurse shift scheduling to ensure zero uncredentialed placements.
- Deduplication & Transaction Integrity: Automated idempotency keys prevent double-counting of timesheets, invoices, applicants, or clinician records during network retries.
Step-by-Step Instructions
Open Integrations & Sync & Locate Tebra (Kareo)
Log in to YourMedSoft with an Admin or Manager account. Click "Integrations & Sync" in the left navigation sidebar (or go to Settings > App Marketplace & Integrations). Search for "Tebra (Kareo)" or filter by the "EHR & Clinical Systems" category pill.
Connect Tebra (Kareo) (Live API Token or Free CSV / Sandbox Mode)
1. Obtain Credentials: Log in to your Tebra (Kareo) admin or developer console and copy your API Key / Access Token (and Account or Vendor ID if applicable). 2. Configure in YourMedSoft: Paste your Tebra (Kareo) token below, or leave the API Key blank to connect in free Sandbox Mode for testing. 3. Custom Endpoint (Optional): If your organization uses a custom Tebra (Kareo) subdomain or webhook listener, enter it in the Custom Base URL / Webhook field.
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Pull Data In (Inbound API Sync or CSV / JSON Upload)
Immediately after connecting, the "Tebra (Kareo) Two-Way Sync & Data Control Hub" opens automatically on the "Import (Data In)" tab. Click "Import from Tebra (Kareo)" to pull hospital practitioner roster & clinical schedules via API, or use "Upload CSV / JSON File into Master Shift Schedule & Staff Roster" to batch-import records directly into Master Shift Schedule (/portal/scheduling).
Create & Push New Records (+ Add Data Tab)
Switch to the "+ Add Data" tab inside the Tebra (Kareo) Sync Hub (or click "+ Add Data" on the Connected Integrations bar inside Master Shift Schedule). Fill out the quick form to create a new record in YourMedSoft and simultaneously push it out to Tebra (Kareo).
Push Data Out (Outbound Sync & Formatted CSV Batch Export)
Open the "Export (Data Out)" tab in the Sync Hub (or click "Push Data Out" from Master Shift Schedule at /portal/scheduling). Select your active billing cycle or pay period, review the live record counts (Scheduled Shifts & Verified Timecards), and click "Export to Tebra (Kareo)" for direct API transmission or "Download CSV Batch" for manual upload into Tebra (Kareo).
Configure Auto-Sync Rules & Verify HIPAA Audit Logs
Open the "Data Controls" tab to toggle Auto-Sync Data In (Inbound), Auto-Sync Data Out (Outbound), Sync Frequency (Real-time, Hourly, Daily, Manual), and Duplicate Record Handling. Switch to the "Sync Logs" tab at any time to inspect timestamped inbound/outbound receipts.
Pro-Tips & Best Practices
- Use the Connected Integrations bar at the top of Master Shift Schedule (/portal/scheduling) to trigger 1-click "Pull Data In", "Push Data Out", or "+ Add Data" without leaving your workspace.
- If your Tebra (Kareo) plan does not include API access, leave the API key blank to use CSV upload in "Import (Data In)" and formatted CSV batch downloads in "Export (Data Out)".
- Use the "Sync Logs" tab to verify timestamped inbound and outbound sync receipts for HIPAA and Joint Commission audits.
Troubleshooting & Operational Edge Cases
Issue: Tebra (Kareo) shows "Sandbox Mode" instead of "Live API Verified"
Operational Resolution: This means Tebra (Kareo) was connected without an API key. While Sandbox Mode lets you upload CSV/JSON files and test "+ Add Data" immediately, to enable live API calls open Tebra (Kareo) > "Manage Data & Sync" > "API Key" tab, paste your Tebra (Kareo) token and Account/Subdomain ID, and click "Save & Verify API Key".
Issue: Timesheet, candidate, or payroll batch rejected by Tebra (Kareo)
Operational Resolution: Check that all records in the batch have matching identifiers or email addresses in Tebra (Kareo), or use the "Download CSV Batch" button in the "Export (Data Out)" tab for direct file import into Tebra (Kareo).
Issue: Where do my imported records from Tebra (Kareo) appear?
Operational Resolution: Imported records from Tebra (Kareo) are saved directly into Master Shift Schedule & Staff Roster. Click the "Master Shift Schedule" link inside the "Import (Data In)" tab or navigate to /portal/scheduling in the left sidebar.
Frequently Asked Questions & Troubleshooting
What happens immediately after I save and connect Tebra (Kareo)?
As soon as you click Connect, YourMedSoft pins Tebra (Kareo) to your "Your Active Integrations" command center at the top of Integrations & Sync, adds a 1-click control bar inside Master Shift Schedule (/portal/scheduling), and automatically opens the 7-tab Sync & Data Control Hub with a "What Happens Next" walkthrough.
Where do I control Data In, Data Out, and add new data for Tebra (Kareo)?
In the Tebra (Kareo) Sync & Data Control Hub (accessible from Settings > Integrations & Sync or the bar at the top of Master Shift Schedule): use "Import (Data In)" to pull records or upload CSV/JSON files, "Export (Data Out)" to push scheduled shifts & verified timecards or download CSV batches, "+ Add Data" to create and push individual records, and "Data Controls" to configure automatic sync rules.
What specific data flows between YourMedSoft and Tebra (Kareo)?
The two-way integration handles: (1) Inbound (Data In): Read clinic staffing schedules and specialty requirements -> routed to Master Shift Schedule (/portal/scheduling). (2) Outbound (Data Out): Provision external clinician IDs and attendance timestamps -> sourced from Scheduled Shifts & Verified Timecards.
Does connecting Tebra (Kareo) incur any additional fees in YourMedSoft?
No. YourMedSoft provides native integrations with zero per-connection surcharges and zero middleware fees. You can connect using your Tebra (Kareo) API key or use free CSV Batch / Sandbox Mode.
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