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Bridge Legacy & Lead the Future: Seamless Lotus Notes & Epic EHR Integration

Unlock real-time data flow, automate critical healthcare workflows, and ensure compliance with our intelligent iPaaS solution.

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The Challenge

The Disconnect: Why Legacy Notes Hinders Modern Epic Workflows

Healthcare organizations often grapple with critical data trapped in departmental Lotus Notes applications, creating significant friction with modern Epic EHR systems. This siloed approach leads to inefficiencies, compliance risks, and fragmented patient experiences.

  • Manual data entry between Notes and Epic, prone to errors and delays.
  • Outdated patient or administrative information across systems.
  • Slow approval processes and referral management due to disconnected workflows.
  • Lack of real-time visibility into operational status for patient care.
  • High administrative overhead and increased IT burden for custom integrations.
  • Compliance challenges due to fragmented data and inconsistent security controls.
Integration Diagram
Solution Illustration
The Solution

Seamlessly Connect Lotus Notes & Epic EHR with an Intelligent iPaaS

Our powerful, AI-driven iPaaS provides the definitive solution to integrate Lotus Notes and Epic EHR. We transform disparate data into actionable insights, automate complex workflows, and ensure secure, compliant, real-time data exchange, bridging your legacy systems with the future of healthcare.

  • Pre-built Connectors for Lotus Notes (DDS) & Epic (FHIR)
  • Visual Low-Code Workflow Designer
  • AI-Powered Data Mapping & Transformation
  • Real-time, Event-Driven Data Synchronization
  • Robust Error Handling & Conflict Resolution
Implementation Timeline

Go live with Lotus Notes + 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 Lotus Notes 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 Lotus Notes + 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

  • Pre-built Connectors for Lotus Notes (DDS) & Epic (FHIR)
  • Visual Low-Code Workflow Designer
  • AI-Powered Data Mapping & Transformation
  • Real-time, Event-Driven Data Synchronization
  • Robust Error Handling & Conflict Resolution
  • Centralized Monitoring & Analytics
  • Comprehensive Security & HIPAA Compliance

Technical Integration: Connecting Lotus Notes and Epic EHR

Our iPaaS provides a robust, secure, and flexible framework for integrating Lotus Notes and Epic EHR. It leverages the best available API capabilities of both systems, orchestrating complex data flows and transformations with efficiency and precision.

Data Flow Steps

Secure Connection Setup: Establish authenticated and encrypted connections to both Lotus Domino Server (DDS/custom agents) and Epic EHR (Open Epic FHIR APIs) via the iPaaS's secure credential vault.

API Endpoint Configuration: Configure the iPaaS to interact with specific Epic FHIR endpoints (e.g., /Patient, /ServiceRequest) and Lotus Notes DDS endpoints (e.g., /documents, /views) or custom agent endpoints.

Event Listener/Polling Setup: Configure event listeners for Epic (FHIR subscriptions/webhooks) and either event-emitting Notes agents or scheduled polling of Notes views/DDS queries for changes.

Data Model Definition: Define source and target data schemas for each entity (e.g., Epic Patient FHIR resource to Notes Customer Record document).

Visual Data Mapping: Use the iPaaS's low-code visual mapper to define field-level mappings, transformations, and data harmonization rules between Notes' flexible schema and Epic's structured FHIR.

Workflow Orchestration: Design multi-step integration workflows, including conditional logic, error handling, and retry mechanisms.

Testing & Validation: Thoroughly test integration flows in sandbox environments, validating data integrity, security, and performance.

Deployment & Monitoring: Deploy to production with version control, and monitor operations via real-time dashboards and automated alerts.

Data Touchpoints

Epic: Patient demographics, Appointments, Service Requests (referrals, orders), Observations (clinical data), Claims (billing).
Lotus Notes: Lotus Notes Documents (customer records, orders, invoices, cases, approvals), Lotus Notes User/Person Documents, Attachments.

"Data flow initiates from either Epic (e.g., new Patient via FHIR webhook) or Lotus Notes (e.g., new Approval Request via custom agent/DDS poll). The iPaaS captures this event, extracts relevant data, performs AI-assisted mapping and transformation to a canonical model, then validates the data. Finally, the transformed data is securely delivered to the target system's API (Epic FHIR POST/PUT or Notes DDS POST/PUT/PATCH). Bi-directional flows follow similar logic, ensuring consistent status updates and data synchronization."

Pricing

Simple, transparent pricing for Lotus Notes + 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 Lotus Notes

Integrating Lotus Notes 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

Data Entity Mapping

Explore how data flows between systems with intelligent field mapping and transformation logic.

Patient / Lotus Notes User

Synchronizing patient demographic data from Epic with user or customer records in Lotus Notes for administrative tasks, access control, or internal workflows.

Lotus Notes Fields

Lotus Notes User/Person Document: ShortName, FullName, InternetAddress, Roles Customer Record (Notes-based): CustomerID, CustomerName, Email, Phone, Address

Epic Fields

Patient (FHIR: Patient): id, identifier (MRN), name (given, family), gender, birthDate, address, telecom (phone, email)

Mapping Notes

Epic's FHIR Patient entity is the master for demographic data. Notes 'CustomerID' or 'ShortName' should map to Epic 'identifier' (MRN). Name fields require transformation (e.g., Epic 'name.given' + 'name.family' to Notes 'FullName'). PHI considerations are critical.

Next Steps

See Lotus Notes + 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.

Automated Patient Referral from Epic to Notes-based Internal Processing

Streamline the patient referral lifecycle by automatically transferring referral requests from Epic's ServiceRequest module to a specialized Lotus Notes application for internal departmental review, resource allocation, and task assignment. Once processed in Notes, the status is updated back in Epic.

Integration Steps:

  1. 0 Trigger: New patient referral (FHIR ServiceRequest) created in Epic.
  2. 1 Extract: iPaaS extracts patient demographics (FHIR Patient) and referral details (ServiceRequest) from Epic via FHIR API.
  3. 2 Transform: Data is mapped and transformed to create a 'Referral Request' document in a specific Lotus Notes database, ensuring field compatibility.
  4. 3 Create Notes Document: A new 'Referral Request' document is created in Lotus Notes, triggering internal Notes agents for departmental assignment.
  5. 4 Notes Workflow: Internal staff use the Notes application to review, approve/reject, and assign tasks related to the referral.
  6. 5 Update Epic: Status changes and key notes from the Notes document are synchronized back to Epic, updating the original ServiceRequest or creating new Encounter notes.
  7. 6 Confirmation: Patient and referring provider receive automated updates from Epic.

Business Outcome

Faster processing of patient referrals, improved coordination between clinical and administrative teams, reduced manual data entry, and enhanced patient experience.

Frequency

Real-time, event-driven.

Business Value

Key Integration Benefits

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

Streamlined Patient Onboarding & Care
Automate patient registration, referrals, and appointment scheduling between Epic and Notes, reducing manual steps by up to 70% and accelerating time-to-care.
Enhanced Data Accuracy & Consistency
Eliminate data silos and manual entry errors, ensuring a single, accurate view of patient and operational data across both Notes and Epic, improving data quality by 90%.
Accelerated Administrative Workflows
Automate approval processes (e.g., invoices, HR requests) originating in Epic or Notes, cutting processing times by 50% and improving operational efficiency.
Robust HIPAA Compliance & Security
Ensure all data exchanges comply with HIPAA regulations through end-to-end encryption, strict access controls, and comprehensive audit trails, mitigating compliance risks.
Reduced Operational Costs
Decrease manual labor, IT development, and error resolution costs, leading to significant savings and a higher ROI on your Epic and Notes investments.
Empowered Business & IT Teams
Low-code/no-code tools empower business users to build integrations, freeing IT for strategic initiatives and fostering collaboration.
✨

Streamlined Patient Onboarding & Care

70% Reduction in manual tasks

📋 What You Get

Automate patient registration, referrals, and appointment scheduling between Epic and Notes, reducing manual steps by up to 70% and accelerating time-to-care.

💼 Business Impact

This benefit directly contributes to 70% improvement in Reduction in manual tasks, enabling your team to focus on high-value strategic initiatives.

Technical Documentation

API Endpoints & Data Logic

Technical details for developers and architects.

Method Endpoint Purpose
GET /api/data/{databaseName}/api/data/documents Retrieve a list of documents from a specific Notes database (via Domino Data Service - DDS). Used for fetching batches of records like 'open approvals' or 'unresolved cases'.
GET /api/data/{databaseName}/api/data/documents?query={query} Query documents within a Notes database using Domino Query Language (DQL). Essential for filtering specific records, e.g., 'documents modified in the last 24 hours'.
POST /api/data/{databaseName}/api/data/documents Create a new document in a specified Notes database, typically using a form name in the payload. Used for injecting new patient referrals or invoices from Epic.
PUT /api/data/{databaseName}/api/data/documents/{unid} Update an existing Notes document by its UNID, replacing its content. Critical for synchronizing status updates (e.g., 'case resolved') back into Notes.
POST /api/custom/{databaseName}/{agentName} Invoke a custom Lotus Notes agent exposed as a web service or REST endpoint for complex business logic or legacy interactions. Used when DDS alone is insufficient for specific Notes application logic.

⚡ Transformation Logic

  • Field Aggregation/Disaggregation: Combining multiple Epic FHIR name fields (given, family) into a single Notes 'FullName' field, or splitting a Notes 'Address' field into structured Epic address components.
  • Code Set Translation: Mapping Epic's standardized LOINC/SNOMED codes for 'Observation' or 'ServiceRequest.code' to specific, custom codes or strings used in Lotus Notes applications.
  • Data Type Conversion: Converting Epic's ISO 8601 date/time formats to Notes' internal date/time representation, or boolean values to text ('Yes'/'No').
  • Rich Text Handling: Extracting plain text from Notes rich text fields ('Description', 'Comments') for Epic, or converting structured Epic notes into Notes rich text with basic formatting.
  • Conditional Logic: Applying transformations based on specific field values (e.g., if Epic 'ServiceRequest.status' is 'completed', set Notes 'Approval Request.Status' to 'Approved').

🛡️ Error Handling

  • API authentication failures for Epic or Notes.
  • Schema validation errors due to unexpected data from source.
  • Rate limit exceeded errors from Epic.
  • Notes database access denied (ACL issues).
  • Data integrity conflicts during bi-directional sync.
  • Network connectivity issues between iPaaS and systems.
Support & Information

Frequently Asked Questions

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

No FAQs available for this integration pair.
Pricing

Simple, transparent pricing for Lotus Notes + Epic.

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

Connect™ Plan

Clarity Connect

$599 /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 Lotus Notes + 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