Patient Management

Core patient data and analytics for comprehensive patient relationship management.

Characteristics:

• Patient demographics - Core patient information and contact details
• Patient analytics - Lifetime value and business intelligence
• Follow-up management - Recall scheduling and tracking

Use Cases:

• Patient management systems
• Contact information updates
• Demographics analysis
• Marketing and communication
• Patient retention analysis
• Follow-up scheduling

Scheduling & Appointments

Complete appointment management including scheduling, status tracking, and optimisation.

Characteristics:

• Core appointments - Main appointment records with intelligent processing
• Status management - Appointment statuses and types for workflow control
• Schedule optimisation - Cancellation tracking and waitlist management
• Communication - Reminder and notification systems

Use Cases:

• Appointment booking systems
• Schedule management
• Cancellation analysis
• Waitlist optimisation
• Patient communication
• Scheduling templates

Financial Management

Comprehensive financial data including transactions, payments, invoicing, and accounts receivable.

Characteristics:

• Core financials - Main financial transaction records
• Payment processing - Receipts, deposits, and payment allocations
• Billing management - Invoices and discount tracking
• Accounts receivable - Debtor management and outstanding balances
• Pricing structure - Fee schedules and payment types

Use Cases:

• Financial reporting and analysis
• Revenue tracking
• Accounting system integration
• Business intelligence dashboards
• Payment reconciliation
• Debt collection workflows

Core Financial Data: Extract comprehensive financial transaction records with detailed breakdown.

Parameters:

• customer_id (required): Your unique customer identifier
• from_date (required): Start date for filtering (YYYY-MM-DD format)
• to_date (required): End date for filtering (YYYY-MM-DD format)
• date_modifier (optional): Filter mode - "All" (default), "Created", or "Updated"
• mode (optional): Execution mode - "auto" (default), "stream", or "job"
• output_format (optional): Response format - "ndjson" (default), "json", or "csv"
• compression (optional): Compression type - "none" (default), "gzip", or "zip"

Date Modifier Behaviour:

• All: Returns all financial records regardless of creation/update dates
• Created: Returns transactions created between from_date and to_date
• Updated: Returns transactions updated between from_date and to_date

Output Fields (Based on Financial Data Model):

• fin_key: Unique financial transaction key
• date_effective: Transaction effective date
• surname: Patient surname
• title: Patient title
• first_name: Patient first name
• transaction_id: Unique transaction identifier
• invoice_total: Total invoice amount
• invoice_discount: Applied discount amount
• invoice_involvement: Invoice involvement percentage
• payment_total: Total payment amount
• payment_involvement: Payment involvement percentage
• lab_fees: Laboratory fees amount
• lab_fees_involvement: Lab fees involvement percentage
• transaction_type_1: Primary transaction type code
• practitioner_id: Associated practitioner identifier
• location_id: Practice location identifier
• patient_id: Associated patient identifier
• item_code: Service/procedure item code
• item_description: Service/procedure description
• tooth_number: Tooth number (for dental procedures)
• surface: Tooth surface (for dental procedures)
• fee_amount: Individual fee amount
• discount_amount: Individual discount amount
• payment_amount: Individual payment amount
• transaction_date: Transaction processing date
• created_date: Record creation timestamp
• updated_date: Record update timestamp

Processing Features:

• High-Volume Processing: Efficiently handles millions of financial records
• Detailed Breakdown: Includes invoice, payment, and discount components
• Multi-Currency Support: Handles different currency formats
• Audit Trail: Complete transaction history with timestamps

Use Cases:

• Financial reporting and analysis
• Revenue tracking and forecasting
• Accounting system integration
• Business intelligence dashboards
• Tax reporting and compliance
• Practice performance analysis
• Patient billing reconciliation
• Insurance claim processing

Payment Data: Extract receipt and payment records.

Use Cases:

• Payment reconciliation
• Cash flow analysis
• Receipt generation
• Payment method tracking

Discount Data: Extract discount and adjustment records.

Deposit Data: Extract deposit and prepayment records.

Invoice Data: Extract invoice and billing records.

Payment Allocation Data: Extract payment allocation and application records.

Financial Data: Extract debtor information and outstanding balances.

Use Cases:

• Accounts receivable reporting
• Debt collection workflows
• Financial analysis and reporting

Reference Data: Retrieve payment method types and configurations.

Reference Data: Retrieve fee schedules and pricing information.

Reference Data: Retrieve fee level structures and pricing tiers.

Clinical & Treatment

Clinical data management including completed treatments and treatment planning.

Characteristics:

• Treatment records - Completed procedures and clinical work
• Treatment planning - Proposed treatments and care plans
• Service catalogue - Available procedures and service items

Use Cases:

• Clinical reporting and analysis
• Treatment outcome tracking
• Care plan management
• Service utilisation analysis
• Clinical decision support
• Quality assurance

Business Operations

Business expense management and operational cost tracking.

Characteristics:

• Expense tracking - Business expense records with date filtering
• Expense categorisation - Expense categories for financial reporting

Use Cases:

• Expense tracking and reporting
• Budget analysis
• Tax preparation
• Cost centre reporting
• Financial planning
• Operational efficiency analysis

Practice Setup & Configuration

Practice management configuration including staff, locations, and system setup.

Characteristics:

• Staff management - Practitioners and users with role definitions
• Location management - Practice locations and facilities
• System configuration - User roles and access control
• External relationships - Health funds, third parties, and referral sources
• Recall management - Recall types and follow-up configurations

Use Cases:

• Practice setup and configuration
• Staff management systems
• Location and facility management
• User access control
• External partner integration
• Follow-up system configuration

Advanced Tools

Advanced data extraction capabilities for power users and custom requirements.

Characteristics:

• Direct table access - Extract from any accessible database table
• CALL syntax - Advanced stored procedure execution
• Extended timeout - 180-second timeout for large extractions
• Flexible parameters - Custom table names and date filtering

Use Cases:

• Custom data extractions
• Ad-hoc reporting requirements
• Data migration projects
• Specialised analytics queries
• Direct database access
• Custom integration needs

Job Management

Background job management for large data extractions and processing with comprehensive monitoring and control.

When Jobs Are Created:

• Large datasets: >100,000 rows automatically trigger job processing
• File size threshold: >50MB estimated output size
• Explicit job mode: User specifically requests job processing
• System load balancing: High system load triggers job queuing
• Complex queries: Resource-intensive extractions
• Scheduled extractions: Automated recurring data pulls

Job Lifecycle States:

1. Queued - Job created and waiting for available processing resources
2. Running - Data extraction in progress with real-time progress updates
3. Completed - Data successfully extracted and available for download via S3
4. Failed - Error occurred during processing with detailed error information
5. Cancelled - Job manually cancelled by user or system timeout

Job Processing Features:

• Real-time progress tracking - Live percentage completion (0-100%)
• Row count monitoring - Current number of processed records
• Time estimation - Estimated completion time based on current progress
• Resource allocation - Dedicated processing resources for optimal performance
• Error handling - Detailed error messages and recovery suggestions
• Automatic retries - Built-in retry logic for transient failures

Download Management:

• S3 secure storage - Enterprise-grade cloud storage with encryption
• Presigned URLs - Time-limited, secure download links
• 12-hour expiry - URLs automatically expire for security
• Resume support - Partial download recovery for large files
• CDN acceleration - Global content delivery for faster downloads
• Bandwidth optimisation - Compressed files for efficient transfer

Monitoring & Notifications:

• Webhook integration - Real-time job completion alerts
• Email notifications - Optional email alerts for job status changes
• Progress callbacks - Periodic progress updates via webhooks
• Performance metrics - Execution time, throughput, and resource usage
• Audit logging - Complete job history and user actions

Security & Compliance:

• Data encryption - AES-256-GCM encryption for stored files
• Access control - Customer-specific job isolation
• Audit trail - Complete job lifecycle logging
• Automatic cleanup - Files removed after expiry for data protection
• IP restrictions - Optional IP-based access control

Integrations

Advanced webhook system for real-time notifications, system integration, and automated workflow triggers.

Supported Events:

• job.completed - Job finished successfully with download URL and metadata
• job.failed - Job encountered an error with detailed failure information
• job.cancelled - Job was manually cancelled or timed out
• job.progress - Periodic progress updates during job execution (optional)
• system.maintenance - Scheduled maintenance notifications
• api.rate_limit - Rate limit threshold warnings

Webhook Security Features:

• HMAC-SHA256 signature - Cryptographic payload verification using shared secret
• Timestamp validation - Prevents replay attacks with time-based verification
• IP whitelisting - Optional source IP restrictions for enhanced security
• TLS encryption - All webhook deliveries use HTTPS/TLS 1.3
• Signature verification - Complete payload integrity checking

Delivery & Reliability:

• Automatic retries - Up to 3 retry attempts with exponential backoff
• Delivery tracking - Complete success/failure monitoring and logging
• Timeout handling - 30-second response timeout with configurable settings
• Dead letter queue - Failed deliveries stored for manual retry
• Circuit breaker - Automatic endpoint disabling for persistent failures
• Rate limiting - Configurable delivery rate limits to prevent overwhelming

Webhook Payload Structure:

{
  "event": "job.completed",
  "timestamp": "2024-09-26T10:02:15Z",
  "signature": "sha256=abc123def456...",
  "delivery_id": "del_1758630144658",
  "attempt": 1,
  "data": {
    "job_id": "appointments_1758630144658_c7511999",
    "customer_id": "your-customer-id",
    "procedure_name": "appointments",
    "status": "completed",
    "rows_processed": 45678,
    "execution_time_seconds": 64.75,
    "file_size_bytes": 2048576,
    "s3_url": "https://secure-download-url",
    "expires_at": "2024-09-26T22:02:15Z",
    "output_format": "ndjson",
    "compression": "gzip",
    "metadata": {
      "from_date": "2024-01-01",
      "to_date": "2024-12-31",
      "date_modifier": "Created"
    }
  }
}

Signature Verification:

import hmac
import hashlib

def verify_webhook_signature(payload, signature, secret):
    expected_signature = hmac.new(
        secret.encode('utf-8'),
        payload.encode('utf-8'),
        hashlib.sha256
    ).hexdigest()
    return hmac.compare_digest(f"sha256={expected_signature}", signature)

Configuration Options:

• Event filtering - Subscribe to specific events only
• Custom headers - Add custom HTTP headers to webhook requests
• Retry configuration - Customize retry attempts and backoff strategy
• Timeout settings - Configure response timeout values
• Batch delivery - Group multiple events into single webhook call

Monitoring & Debugging:

• Delivery logs - Complete webhook delivery history
• Response tracking - HTTP status codes and response times
• Error analysis - Detailed failure reasons and troubleshooting
• Performance metrics - Delivery success rates and latency statistics
• Test endpoints - Webhook testing and validation tools

Use Cases:

• Automated workflows - Trigger business processes when jobs complete
• Real-time notifications - Instant alerts when data extraction finishes
• System integration - Connect CipherStream to other business systems
• Data pipeline automation - Chain multiple data processing steps
• Monitoring and alerting - Track job completion and system health
• Business intelligence - Trigger report generation and dashboard updates
• Customer notifications - Inform end users when their data is ready

Documentation

API documentation and OpenAPI schemas for integration and development.

Available Documentation:

• Interactive Docs - Swagger UI for testing endpoints
• OpenAPI Schema - Machine-readable API specification
• Integration Guides - Code examples and best practices

Use Cases:

• Interactive API testing and exploration
• Code generation for client libraries
• API documentation for development teams
• Integration planning and validation
• Request/response format reference