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Unify Heartland Payments & Patient Data with Epic EHR

Seamlessly connect Heartland's POS and payment systems with Epic's Electronic Health Record for a 360-degree patient view, streamlined operations, and uncompromised compliance.

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The Challenge

The Disconnected Reality of Healthcare Retail & Patient Management

In today's integrated healthcare landscape, organizations often struggle to connect their front-office retail and payment systems (like Heartland) with their core Electronic Health Record (EHR) systems (like Epic). This disconnect creates operational inefficiencies, data silos, and a fragmented patient experience.

  • Manual Data Entry & Reconciliation: Re-keying customer/patient information and payment details between Heartland and Epic leads to errors, delays, and significant labor costs.
  • Fragmented Patient Experience: Patients encounter inconsistent information or processes when interacting with retail outlets (e.g., hospital gift shops, pharmacies) versus clinical services, leading to frustration.
  • Data Silos & Inaccurate Reporting: Customer purchase history in Heartland remains separate from clinical records in Epic, preventing a holistic view of patient engagement and spending.
  • Compliance & Security Risks: Managing sensitive payment card data (PCI DSS) in Heartland and protected health information (HIPAA) in Epic in disparate systems increases the risk of non-compliance and security breaches.
  • Delayed Revenue Cycle: Slow reconciliation of payments from Heartland with Epic's billing modules prolongs claims processing and impacts financial liquidity.
  • Overselling & Inaccurate Inventory: Lack of real-time inventory synchronization between Heartland retail points and Epic's supply chain leads to stockouts or overstocking of critical medical supplies.
Integration Diagram
Solution Illustration
The Solution

Seamless Heartland & Epic Integration with an AI-Powered iPaaS

Our intelligent integration platform (iPaaS) provides a robust, secure, and scalable solution to connect Heartland's payment and POS capabilities with Epic's comprehensive EHR. By leveraging an API-first, event-driven architecture, we ensure real-time data flow, automate critical workflows, and provide a unified view of your patient and customer interactions.

  • Real-time Bidirectional Data Sync: Keep patient demographics, payments, orders, and appointments consistently updated across both Heartland and Epic.
  • Pre-built Connectors & Templates: Accelerate integration with ready-to-use connectors for Heartland and Epic's FHIR APIs.
  • Low-Code/No-Code Workflow Automation: Empower business users to design, deploy, and manage complex integration workflows visually, without extensive coding.
  • AI-Powered Data Mapping & Validation: Utilize AI to suggest intelligent field mappings, detect data anomalies, and ensure data quality and compliance.
  • Comprehensive Security & Compliance: Built-in features for HIPAA, PCI DSS, GDPR, and other regulatory adherence, including encryption, tokenization, and audit trails.
Implementation Timeline

Go live with Heartland + Epic in as little as 2–4 weeks.

A proven, repeatable implementation approach that minimizes risk while getting your team to value quickly.

1

Access Enabled

Secure connections established to both Heartland and Epic, with credentials and environments confirmed.

2

Configuration & Mapping

Field mappings, business rules, and workflows configured using visual tools and pre-built templates.

3

Go Live

Launch production-ready integration with monitoring, alerting, and support in place—typically within 2–4 weeks.

Time to Value

2–4 weeks

Typical implementation window from access granted to production go-live for most Heartland + Epic deployments.

Project Phases

Discovery
Configure & Map
Validate
Launch

Engagement Model

Guided by Clarity experts with your team involved at key milestones.

Comprehensive Solution Details

  • Real-time Bidirectional Data Sync: Keep patient demographics, payments, orders, and appointments consistently updated across both Heartland and Epic.
  • Pre-built Connectors & Templates: Accelerate integration with ready-to-use connectors for Heartland and Epic's FHIR APIs.
  • Low-Code/No-Code Workflow Automation: Empower business users to design, deploy, and manage complex integration workflows visually, without extensive coding.
  • AI-Powered Data Mapping & Validation: Utilize AI to suggest intelligent field mappings, detect data anomalies, and ensure data quality and compliance.
  • Comprehensive Security & Compliance: Built-in features for HIPAA, PCI DSS, GDPR, and other regulatory adherence, including encryption, tokenization, and audit trails.
  • Scalable & Resilient Architecture: Designed to handle high volumes of transactions and patient data, ensuring continuous operation and fault tolerance.

A Robust, Event-Driven Integration Architecture

Our integration solution leverages a modern API-first, event-driven architecture orchestrated by a powerful iPaaS. This ensures real-time data synchronization between Heartland and Epic, maintaining data integrity and compliance across all touchpoints.

Data Flow Steps

API Connection & Authentication: Securely connect to Heartland via OAuth 2.0/API keys and Epic via FHIR R4 APIs and OAuth 2.0, with environment-specific credentials.

Event Listener Configuration: Set up webhooks in Heartland (e.g., `order.created`, `payment.succeeded`) and configure Epic's eventing mechanisms to trigger real-time data flows.

Data Transformation & Harmonization: Utilize the iPaaS's visual mapping engine and AI assistance to transform Heartland's commercial data schemas into Epic's FHIR R4 resources (and vice versa), ensuring data quality and standardization (LOINC, SNOMED CT where applicable).

Workflow Orchestration: Design complex, multi-step workflows that define the business logic for data routing, conditional processing, and error handling.

Deployment & Monitoring: Deploy integration flows to dedicated environments (Dev, QA, Prod) with version control, and continuously monitor performance, errors, and data volumes from a centralized dashboard.

Data Touchpoints

Heartland: Orders, Payments, Customers, Products, Inventory, Refunds, Gift Cards.
Epic: Patient, Appointment, Encounter, ServiceRequest, Observation, Claim, Practitioner, Location, Organization.
Shared: Customer/Patient demographics, financial transactions, service requests, inventory counts.

"Heartland (POS/OMS) <--(Webhook/API)--> iPaaS <--(FHIR API)--> Epic (EHR). Key flows: 1. Heartland Customer/Payment -> iPaaS (Transform) -> Epic Patient/Claim. 2. Epic Patient/Appointment -> iPaaS (Transform) -> Heartland Customer/Order. 3. Heartland Inventory/Product -> iPaaS (Transform) -> Epic Supply Item (custom). 4. Heartland Reports -> iPaaS (Reconcile) -> Accounting GL / Epic Financials."

Pricing

Simple, transparent pricing for Heartland + Epic.

Start with a single integration pair and scale as your business grows—without surprise fees or transaction penalties.

Connect™ Plan

Clarity Connect

$595 /mo

Billed annually • Includes one production integration pair

  • Unlimited transactions and API calls within fair-use limits.
  • Visual workflow designer and reusable mapping templates.
  • Monitoring, alerting, and access to Clarity’s support team.
View full pricing & options
Innovative & Robust

How Middleware Integration Works

Benefits of Integrating Heartland

Integrating Heartland fosters greater efficiency and data accuracy. Automate your critical business processes to deliver consistently outstanding results.

Hover over the steps on the right to see detailed integration points.
Data Mapping

Comprehensive Entity Mapping: Bridging Retail & Clinical Data

Achieving a truly unified view requires meticulous mapping of common entities between Heartland and Epic. Our iPaaS provides the tools and intelligence to ensure data consistency, accuracy, and compliance for every record.

Customer (Heartland) / Patient (Epic)

Represents the individual. Unifying these profiles is foundational for a 360-degree view.

Heartland Fields

CustomerID FirstName LastName Email Phone BillingAddress ShippingAddress LoyaltyPoints HeartlandSpecificCustomField_1

Epic Fields

id identifier (MRN, SSN, external IDs) name gender birthDate address telecom (phone, email) contact extension (for custom data)

Mapping Notes

Heartland's `CustomerID` maps to a custom `identifier` in Epic. `FirstName`, `LastName` map to `Patient.name`. `Email` and `Phone` map to `Patient.telecom`. Address fields require standardization. Loyalty points may require an Epic `extension` or a linked external system.

Next Steps

See Heartland + Epic integration in action.

Explore a guided demo, start a sandbox integration, or speak directly with our solution architects about your specific use cases.

Start Free Trial Request Live Demo
Real-World Applications

Integration Use Cases

Explore how the integration behaves in real business scenarios, with clearly defined steps, outcomes, and execution patterns.

Retail Clinic Patient Onboarding & Payment

A patient visits a retail clinic. Their registration and co-pay are processed through Heartland POS. This integration ensures their demographic data is synced to Epic as a new patient (or update), an appointment is created/updated, and the payment is recorded against their encounter.

Integration Steps:

  1. 0 Patient registers at clinic front desk via Heartland POS.
  2. 1 Heartland creates/updates Customer profile.
  3. 2 Heartland processes co-pay/service payment.
  4. 3 iPaaS detects Heartland Customer/Payment events via webhooks.
  5. 4 iPaaS transforms data to Epic FHIR Patient & Appointment/Encounter.
  6. 5 iPaaS creates/updates Patient, Appointment, and records Payment (via Claim/Observation) in Epic.
  7. 6 Payment reconciliation data is prepared for accounting GL.

Business Outcome

Seamless patient onboarding, immediate data availability in EHR, accurate financial posting, reduced manual entry for clinical staff.

Frequency

Real-time (event-driven)

Business Value

Key Integration Benefits

Discover the strategic advantages and business value of seamless integration between your systems.

Unified Patient & Customer View
Achieve a 360-degree view by synchronizing customer profiles from Heartland with patient records in Epic, enabling personalized care and targeted marketing.
Streamlined Financial Reconciliation
Automate payment processing from Heartland POS to Epic billing and accounting systems, reducing manual effort and accelerating financial close cycles.
Enhanced Compliance & Security
Ensure adherence to both PCI DSS (Heartland) and HIPAA (Epic) regulations with end-to-end encryption, tokenization, and robust access controls.
Optimized Operational Efficiency
Automate workflows like order-to-encounter sync, inventory updates, and patient registration, eliminating manual data entry and reducing errors.
Faster Time-to-Value with Low-Code
Rapidly build and deploy complex integrations using intuitive low-code/no-code tools, accelerating your digital transformation initiatives.
Intelligent Insights & Fraud Detection
Leverage AI to detect anomalies in payments and patient data, providing predictive insights for inventory and identifying potential fraud.
Scalable & Future-Proof Architecture
Designed to grow with your organization, handling increasing data volumes and adapting to evolving business and regulatory requirements.
✨

Unified Patient & Customer View

25% Increase in patient satisfaction

📋 What You Get

Achieve a 360-degree view by synchronizing customer profiles from Heartland with patient records in Epic, enabling personalized care and targeted marketing.

💼 Business Impact

This benefit directly contributes to 25% improvement in Increase in patient satisfaction, enabling your team to focus on high-value strategic initiatives.

Implementation Timeline

Go live with Heartland + Epic in as little as 2–4 weeks.

A proven, repeatable implementation approach that minimizes risk while getting your team to value quickly.

1

Access Enabled

Secure connections established to both Heartland and Epic, with credentials and environments confirmed.

2

Configuration & Mapping

Field mappings, business rules, and workflows configured using visual tools and pre-built templates.

3

Go Live

Launch production-ready integration with monitoring, alerting, and support in place—typically within 2–4 weeks.

Time to Value

2–4 weeks

Typical implementation window from access granted to production go-live for most Heartland + Epic deployments.

Project Phases

Discovery
Configure & Map
Validate
Launch

Engagement Model

Guided by Clarity experts with your team involved at key milestones.

Technical Documentation

API Endpoints & Data Logic

Technical details for developers and architects.

Method Endpoint Purpose
POST, GET, PUT /v1/orders Manage sales transactions; create orders from Epic-driven services, retrieve details for reconciliation, update fulfillment status.
POST, GET /v1/payments Process patient co-pays, retail payments; retrieve transaction details for Epic billing/claims reconciliation.
POST, GET, PUT /v1/customers Synchronize customer profiles with Epic Patient records; create new customer accounts or update existing ones.
GET, PUT /v1/products Retrieve product catalog information for retail items/services; update pricing or metadata if needed.
GET, PUT /v1/inventory Query and update stock levels for specific SKUs or locations, critical for medical supplies and retail items.
GET /v1/reports/transactions Access daily/monthly transaction summaries for comprehensive financial reconciliation with Epic and accounting systems.
POST /v1/webhooks Register and manage webhooks for real-time event notifications (e.g., `order.created`, `payment.succeeded`, `inventory.updated`) to trigger immediate actions in Epic.

⚡ Transformation Logic

  • Date/Time Standardization: Convert all date and time fields to ISO 8601 format for consistency.
  • Address Normalization: Use a third-party service or internal logic to standardize address components (street, city, state, zip) to prevent discrepancies.
  • Identifier Cross-Referencing: Maintain a lookup table or a dedicated service to cross-reference Heartland `CustomerID` with Epic `Patient.identifier` (MRN, external IDs).
  • Code Mapping: Implement comprehensive crosswalks for mapping Heartland product SKUs to Epic's clinical codes (e.g., LOINC, SNOMED CT) for services or supplies.
  • Conditional Logic: Apply business rules (e.g., 'If Heartland Payment Type is 'Refund', then trigger a specific refund process in Epic's billing module').
  • Data Masking/Anonymization: For non-production environments, automatically mask or anonymize sensitive PHI and PCI data during transformation.

🛡️ Error Handling

  • Transient API Failure: iPaaS automatically retries with exponential backoff.
  • Data Validation Error (Target System): Error logged, detailed message provided, data routed to dead-letter queue for review/correction.
  • Schema Mismatch: AI flags the mismatch, suggests new mapping, or alerts administrator for manual update.
  • Duplicate Record Creation: iPaaS applies de-duplication logic; if uncertain, flags for manual merge.
  • Network Outage: Circuit breaker trips, prevents further calls, alerts system administrators, queues messages for later processing.
Pricing

Simple, transparent pricing for Heartland + Epic.

Start with a single integration pair and scale as your business grows—without surprise fees or transaction penalties.

Connect™ Plan

Clarity Connect

$595 /mo

Billed annually • Includes one production integration pair

  • Unlimited transactions and API calls within fair-use limits.
  • Visual workflow designer and reusable mapping templates.
  • Monitoring, alerting, and access to Clarity’s support team.
View full pricing & options
Support & Information

Frequently Asked Questions

Common questions about integration implementation, security, and best practices.

General FAQs

▸ Why is integrating Heartland with Epic crucial for my organization?
Integrating Heartland (POS/Payments) with Epic (EHR) is crucial for organizations that manage both commercial transactions (e.g., retail sales, co-pays) and patient health information. It eliminates data silos, ensures a unified patient/customer view, automates financial reconciliation, and maintains compliance with both PCI DSS and HIPAA, leading to improved operational efficiency and patient experience.

Security & Compliance FAQs

▸ How does this integration handle sensitive payment card data (PCI DSS) and protected health information (HIPAA)?
Our integration platform is built with uncompromised security. For Heartland, it leverages tokenization services so raw payment card data is never stored. For Epic, it adheres strictly to HIPAA, employing end-to-end encryption (in transit and at rest), granular access controls, data masking for non-production environments, and a signed Business Associate Agreement (BAA).

Workflows FAQs

▸ Can I automate patient registration and payment processing between Heartland and Epic?
Absolutely. The integration enables automated patient registration: a new customer in Heartland can trigger a new patient record in Epic. Payments processed via Heartland for co-pays or services can be automatically posted to Epic's billing module, streamlining the patient onboarding and financial reconciliation processes.

Technology FAQs

▸ What role do low-code/no-code tools play in this integration?
Low-code/no-code tools empower business users and analysts to visually design, customize, and manage complex integration workflows without extensive coding. This accelerates development cycles, reduces reliance on IT, and allows your teams to rapidly adapt to changing business needs or new regulatory requirements.
▸ How does AI enhance the Heartland-Epic integration workflows?
AI significantly augments the integration by providing intelligent mapping suggestions, detecting anomalies for fraud prevention in payments or data quality issues in patient records, automating exception handling, and offering predictive insights for inventory optimization or patient engagement patterns. This leads to smarter, more resilient integrations.

Data FAQs

▸ What are the common data entities involved in Heartland-Epic integrations?
Key entities include Heartland's Customers, Orders, Payments, Products, and Inventory, which are mapped to Epic's Patients, Appointments, Encounters, ServiceRequests, Observations, and Claims. The iPaaS ensures consistent data mapping and synchronization for these entities across both systems.

Performance FAQs

▸ How do you handle API rate limits for Heartland and Epic?
Our iPaaS employs intelligent strategies to manage API rate limits for both systems. This includes dynamic throttling, queuing mechanisms for high-volume data, batch processing for non-real-time updates, and exponential backoff for retries. We proactively monitor API usage and adjust call rates to ensure continuous, uninterrupted data flow.

Customization FAQs

▸ Can this integration be customized for our specific workflows and custom fields?
Yes, absolutely. The iPaaS offers extensive customization capabilities. You can easily map custom fields from Heartland to Epic's FHIR Extensions or custom attributes, extend pre-built workflows with conditional logic using a visual rules engine, and create entirely new workflows tailored to your unique operational requirements, all within a low-code environment.
Implementation Timeline

Go live with Heartland + Epic in as little as 2–4 weeks.

A proven, repeatable implementation approach that minimizes risk while getting your team to value quickly.

1

Access Enabled

Secure connections established to both Heartland and Epic, with credentials and environments confirmed.

2

Configuration & Mapping

Field mappings, business rules, and workflows configured using visual tools and pre-built templates.

3

Go Live

Launch production-ready integration with monitoring, alerting, and support in place—typically within 2–4 weeks.

Time to Value

2–4 weeks

Typical implementation window from access granted to production go-live for most Heartland + Epic deployments.

Project Phases

Discovery
Configure & Map
Validate
Launch

Engagement Model

Guided by Clarity experts with your team involved at key milestones.

Pricing

Simple, transparent pricing for Heartland + Epic.

Start with a single integration pair and scale as your business grows—without surprise fees or transaction penalties.

Connect™ Plan

Clarity Connect

$595 /mo

Billed annually • Includes one production integration pair

  • Unlimited transactions and API calls within fair-use limits.
  • Visual workflow designer and reusable mapping templates.
  • Monitoring, alerting, and access to Clarity’s support team.
View full pricing & options
Next Steps

See Heartland + Epic integration in action.

Explore a guided demo, start a sandbox integration, or speak directly with our solution architects about your specific use cases.

Start Free Trial Request Live Demo