How to Connect & Use MatrixCare with YourMedSoft
Complete step-by-step guide to integrate MatrixCare with YourMedSoft. Learn how to connect MatrixCare, control Data In and Data Out, add records via + Add Data or CSV upload, and manage synced data in Master Shift Schedule.
To connect MatrixCare to YourMedSoft, open Integrations & Sync (/portal/settings?tab=integrations), locate MatrixCare, 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 MatrixCare, 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 MatrixCare (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 MatrixCare 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 MatrixCare
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 "MatrixCare" or filter by the "EHR & Clinical Systems" category pill.
Connect MatrixCare (Live API Token or Free CSV / Sandbox Mode)
1. Obtain Credentials: Log in to your MatrixCare admin or developer console and copy your API Key / Access Token (and Account or Vendor ID if applicable). 2. Configure in YourMedSoft: Paste your MatrixCare 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 MatrixCare 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 "MatrixCare Two-Way Sync & Data Control Hub" opens automatically on the "Import (Data In)" tab. Click "Import from MatrixCare" 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 MatrixCare 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 MatrixCare.
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 MatrixCare" for direct API transmission or "Download CSV Batch" for manual upload into MatrixCare.
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 MatrixCare 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: MatrixCare shows "Sandbox Mode" instead of "Live API Verified"
Operational Resolution: This means MatrixCare 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 MatrixCare > "Manage Data & Sync" > "API Key" tab, paste your MatrixCare token and Account/Subdomain ID, and click "Save & Verify API Key".
Issue: Timesheet, candidate, or payroll batch rejected by MatrixCare
Operational Resolution: Check that all records in the batch have matching identifiers or email addresses in MatrixCare, or use the "Download CSV Batch" button in the "Export (Data Out)" tab for direct file import into MatrixCare.
Issue: Where do my imported records from MatrixCare appear?
Operational Resolution: Imported records from MatrixCare 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 MatrixCare?
As soon as you click Connect, YourMedSoft pins MatrixCare 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 MatrixCare?
In the MatrixCare 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 MatrixCare?
The two-way integration handles: (1) Inbound (Data In): Pull shift requisition requests from post-acute facilities -> routed to Master Shift Schedule (/portal/scheduling). (2) Outbound (Data Out): Sync assigned clinician profiles and digital timecard punches -> sourced from Scheduled Shifts & Verified Timecards.
Does connecting MatrixCare 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 MatrixCare API key or use free CSV Batch / Sandbox Mode.
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