How to Connect & Use Vivian Health with YourMedSoft
Complete step-by-step guide to integrate Vivian Health with YourMedSoft. Learn how to connect Vivian Health, control Data In and Data Out, add records via + Add Data or CSV upload, and manage synced data in Scheduling & VMS Orders.
To connect Vivian Health to YourMedSoft, open Integrations & Sync (/portal/settings?tab=integrations), locate Vivian Health, and click "Connect". Once connected, the Sync & Data Control Hub opens automatically so you can pull open hospital vms shift orders & registry clinicians into Scheduling & VMS Orders (/portal/scheduling), push matched nurse submittals & approved timecards out to Vivian Health, 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 Vivian Health (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 Vivian Health are encrypted in transit using TLS 1.3 with AES-256 encryption. PHI is strictly minimized according to minimum-necessary privacy rules.
- Electronic Record Retention: All synchronization logs and execution payloads are maintained in immutable audit storage in compliance with federal healthcare record retention requirements.
- 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 Vivian Health
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 "Vivian Health" or filter by the "VMS & Staffing MSP" category pill.
Connect Vivian Health (Live API Token or Free CSV / Sandbox Mode)
1. Obtain Credentials: Log in to your Vivian Health admin or developer console and copy your API Key / Access Token (and Account or Vendor ID if applicable). 2. Configure in YourMedSoft: Paste your Vivian Health 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 Vivian Health 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 "Vivian Health Two-Way Sync & Data Control Hub" opens automatically on the "Import (Data In)" tab. Click "Import from Vivian Health" to pull open hospital vms shift orders & registry clinicians via API, or use "Upload CSV / JSON File into Master Schedule (Open Shifts) & Staff Roster" to batch-import records directly into Scheduling & VMS Orders (/portal/scheduling).
Create & Push New Records (+ Add Data Tab)
Switch to the "+ Add Data" tab inside the Vivian Health Sync Hub (or click "+ Add Data" on the Connected Integrations bar inside Scheduling & VMS Orders). Fill out the quick form to create a new record in YourMedSoft and simultaneously push it out to Vivian Health.
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 Scheduling & VMS Orders at /portal/scheduling). Select your active billing cycle or pay period, review the live record counts (Filled Shifts & Approved Timesheets), and click "Export to Vivian Health" for direct API transmission or "Download CSV Batch" for manual upload into Vivian Health.
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 Scheduling & VMS Orders (/portal/scheduling) to trigger 1-click "Pull Data In", "Push Data Out", or "+ Add Data" without leaving your workspace.
- If your Vivian Health 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: Vivian Health shows "Sandbox Mode" instead of "Live API Verified"
Operational Resolution: This means Vivian Health 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 Vivian Health > "Manage Data & Sync" > "API Key" tab, paste your Vivian Health token and Account/Subdomain ID, and click "Save & Verify API Key".
Issue: Timesheet, candidate, or payroll batch rejected by Vivian Health
Operational Resolution: Check that all records in the batch have matching identifiers or email addresses in Vivian Health, or use the "Download CSV Batch" button in the "Export (Data Out)" tab for direct file import into Vivian Health.
Issue: Where do my imported records from Vivian Health appear?
Operational Resolution: Imported records from Vivian Health are saved directly into Master Schedule (Open Shifts) & Staff Roster. Click the "Scheduling & VMS Orders" 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 Vivian Health?
As soon as you click Connect, YourMedSoft pins Vivian Health to your "Your Active Integrations" command center at the top of Integrations & Sync, adds a 1-click control bar inside Scheduling & VMS Orders (/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 Vivian Health?
In the Vivian Health Sync & Data Control Hub (accessible from Settings > Integrations & Sync or the bar at the top of Scheduling & VMS Orders): use "Import (Data In)" to pull records or upload CSV/JSON files, "Export (Data Out)" to push filled shifts & approved timesheets 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 Vivian Health?
The two-way integration handles: (1) Inbound (Data In): Import clinician candidate applications and verified credentials -> routed to Scheduling & VMS Orders (/portal/scheduling). (2) Outbound (Data Out): Publish open travel nurse, local contract, and per diem jobs -> sourced from Filled Shifts & Approved Timesheets.
Does connecting Vivian Health 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 Vivian Health API key or use free CSV Batch / Sandbox Mode.
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