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PayTrace + Epic Integration

Clarity Connect™ integrates PayTrace with Epic, automating business processes and data sharing. This robust integration connects your critical business systems to automate order processing, inventory management, and customer data synchronization.

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The Challenge

Connecting with Clarity Connect™

Clarity Connect™ links PayTrace and Epic through automation and data sharing. Integrating these platforms benefits businesses by streamlining processes and connecting front-end and back-end systems.

Considerations when connecting these applications include security, performance, and physical access. We support both SaaS (Cloud) and On-Premises connection types.

Integration Diagram
Solution Illustration
The Solution

Seamless Integration

Our middleware platform ensures robust and reliable data transfer between PayTrace and Epic.

  • Map custom fields from PayTrace transactions (e.g., specific service codes, department IDs) to Epic's custom fields or extensions on Patient, Claim, or Invoice resources.
  • Create custom fields in Epic (e.g., 'PayTrace Customer Vault ID') to store unique identifiers from PayTrace.
Implementation Timeline

Go live with PayTrace + 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 PayTrace 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 PayTrace + 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

  • Map custom fields from PayTrace transactions (e.g., specific service codes, department IDs) to Epic's custom fields or extensions on Patient, Claim, or Invoice resources.
  • Create custom fields in Epic (e.g., 'PayTrace Customer Vault ID') to store unique identifiers from PayTrace.

Integration Architecture: iPaaS as the Central Hub for PayTrace & Epic

The recommended architecture positions a modern, cloud-native iPaaS platform as the central integration hub, connecting PayTrace and Epic EHR. This approach ensures a scalable, secure, and resilient data exchange, adhering to healthcare and financial industry best practices.

Data Flow Steps

Event-Driven Architecture: Utilizing webhooks from PayTrace and FHIR Subscriptions/Open Epic events for real-time updates.

API-First Integration: Relying primarily on robust, well-documented APIs for both systems.

Canonical Data Model: Establishing a standardized data format within the iPaaS for common entities (e.g., Patient, Payment) to simplify mapping.

Idempotent Operations: Designing API calls and integration steps to be repeatable without causing duplicate data.

Circuit Breaker Pattern: To prevent cascading failures when one system is unavailable.

Data Touchpoints

iPaaS Platform: Low-code/no-code environment for building, deploying, and managing integration flows.
PayTrace Connector: Pre-built or custom connector utilizing PayTrace's REST APIs and webhooks.
Epic FHIR Connector: Pre-built or custom connector leveraging Epic's FHIR R4 APIs and eventing (Open Epic).
Data Transformation Engine: Within iPaaS, for mapping and normalizing data schemas.
Workflow Orchestration Engine: Within iPaaS, for defining multi-step integration processes.
Secure Credential Vault: For storing API keys, OAuth tokens, and other sensitive credentials.
Monitoring & Alerting Module: For real-time visibility and proactive issue detection.
Logging & Audit Trail: For compliance and troubleshooting.
Message Queues/Event Bus: For asynchronous processing and handling high-volume events.

"Conceptual Diagram: PayTrace (Payment Gateway) <-> iPaaS (Integration Platform as a Service) <-> Epic (EHR). The iPaaS sits between the two systems, handling API calls, webhooks, data transformation, orchestration, error handling, and security. External systems (e.g., Patient Portal, eCommerce) interact with either Epic or PayTrace, with the iPaaS ensuring data consistency across the core platforms."

Pricing

Simple, transparent pricing for PayTrace + 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 PayTrace

Integrating PayTrace 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.

Payment Transaction (PayTrace) <> Claim/Invoice Payment (Epic)

Synchronizing individual payment events from PayTrace into Epic's financial records to update patient balances and reconcile claims/invoices.

PayTrace Fields

TransactionID Amount Currency TransactionType (Sale, Refund, Void) Status Timestamp CardType Last4Digits CustomerVaultID OrderID (custom reference) InvoiceID (custom reference)

Epic Fields

Claim.id Claim.total Claim.payment.amount Claim.payment.date Claim.patient.id (MRN) Invoice.id Invoice.total Invoice.payment.amount Invoice.payment.date Patient.id (MRN) Encounter.id Account.id (GL account)

Mapping Notes

Critical to map PayTrace's TransactionID to a custom field in Epic's Claim/Invoice or a related payment record for future lookups (e.g., refunds). TransactionType must be mapped to appropriate Epic payment types or adjustment codes. Amount mapping requires currency consistency. CustomerVaultID can link to Patient for recurring payments.

Next Steps

See PayTrace + 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 Payment Posting in Epic

Streamline the process of collecting patient payments via PayTrace and automatically posting them to the correct patient accounts or invoices within Epic's billing module. This includes co-pays, deductibles, and outstanding balances.

Integration Steps:

  1. 0 Patient submits payment via PayTrace (e.g., online portal, POS, mobile app).
  2. 1 PayTrace processes the Payment Transaction.
  3. 2 iPaaS receives real-time webhook notification from PayTrace.
  4. 3 iPaaS transforms PayTrace Payment Transaction data into Epic's Claim/Invoice payment structure.
  5. 4 iPaaS posts payment to the corresponding Patient/Encounter/Claim in Epic.
  6. 5 Epic's financial records are updated, and patient balance is adjusted automatically.

Business Outcome

Reduced manual data entry, faster revenue realization, improved AR accuracy, enhanced patient satisfaction.

Frequency

Real-time

Implementation Timeline

Go live with PayTrace + 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 PayTrace 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 PayTrace + 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 /api/v1/payments Process new credit card or ACH payment transactions for patient services.
POST /api/v1/transactions/{transactionId}/refund Issue full or partial refunds for patient payments initiated from Epic.
POST /api/v1/customer_vault Create a new patient payment profile and tokenize payment information for recurring healthcare billing.
GET /api/v1/customer_vault/{customerId}/payments Retrieve stored payment methods for a specific patient from the PCI-compliant vault.
GET /api/v1/reports/settlement Retrieve daily or historical settlement reports for financial reconciliation with Epic.

⚡ Transformation Logic

  • Standardize currency formats (e.g., USD, EUR) across both systems.
  • Map PayTrace transaction types (Sale, Refund) to Epic's payment and adjustment codes.
  • Convert PayTrace timestamps to Epic's required date/time formats.
  • Enrich PayTrace payment data with Epic's Medical Record Number (MRN) for accurate patient association.
  • Aggregate individual PayTrace transactions into daily summary entries for Epic's general ledger.
  • Mask or redact sensitive PHI and PCI data, ensuring only tokens are stored and transmitted securely.

🛡️ Error Handling

  • PayTrace transaction success but Epic posting failure due to invalid patient ID.
  • Network timeout during a real-time payment authorization.
  • Duplicate payment submission due to system retry without idempotency.
  • Mismatch in refund amount between Epic request and PayTrace processing.
  • PayTrace settlement report containing unexpected transaction types not mapped in Epic.
Pricing

Simple, transparent pricing for PayTrace + 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 integrate PayTrace with Epic EHR?
Integrating PayTrace with Epic EHR automates critical patient payment workflows, eliminating manual data entry, reducing errors, accelerating cash flow, and enhancing patient financial experience. It ensures that payment data (from PayTrace) is immediately reflected in clinical and financial records (in Epic), improving accuracy and compliance.

Security & Compliance FAQs

▸ How does this integration ensure PCI DSS and HIPAA compliance?
The integration maintains PCI DSS compliance by leveraging PayTrace's Customer Vault for tokenization, meaning no sensitive cardholder data is stored in Epic or the iPaaS. HIPAA compliance is ensured through end-to-end encryption (data in transit and at rest), strict access controls, comprehensive audit trails, and the use of a HIPAA-compliant iPaaS with a signed Business Associate Agreement (BAA).

Workflows FAQs

▸ Can I automate recurring patient billing or payment plans?
Absolutely. By integrating PayTrace's Customer Vault with Epic via the iPaaS, you can securely store patient payment tokens. This enables automated recurring charges for payment plans, subscription wellness programs, or ongoing medical services, reducing manual effort and improving collection rates. The iPaaS can also manage dunning processes.

Data Flow FAQs

▸ What kind of data flows between PayTrace and Epic?
A wide range of data flows, including: PayTrace Payment Transactions (sales, refunds, voids) to Epic Claim/Invoice payments, PayTrace Customer Vault Profiles/Tokens linked to Epic Patient records, PayTrace Settlement Reports for Epic GL reconciliation, and PayTrace Chargeback Notifications to Epic patient alerts or dispute management systems. This ensures a holistic financial view.

Technology FAQs

▸ How does an iPaaS platform enhance this integration compared to custom code?
An iPaaS offers significant advantages over custom code: faster development with low-code/no-code tools, pre-built connectors, robust error handling, scalability, centralized monitoring, and easier maintenance. Custom code is often brittle, expensive to update, and lacks the sophisticated features of an iPaaS for complex, compliant healthcare integrations.

AI FAQs

▸ How does AI contribute to the PayTrace-Epic integration?
AI augments the integration by providing intelligent fraud detection for PayTrace transactions, automating anomaly detection in daily settlement reconciliations, suggesting optimal data mappings between systems, and even classifying and proposing resolutions for common integration errors. This leads to more proactive, resilient, and efficient workflows.

Error Handling FAQs

▸ What happens if a payment fails or Epic is temporarily unavailable?
Our iPaaS solution is designed with robust error handling and fault tolerance. It includes automated retries with exponential backoff for transient failures, dead-letter queues for persistent errors requiring manual review, and immediate alerts to relevant teams for critical issues. This ensures data integrity and minimizes disruption to your revenue cycle.

Scalability FAQs

▸ Can this integration support multiple healthcare entities or PayTrace merchant accounts?
Yes, the iPaaS can be configured to manage integrations for multiple PayTrace merchant accounts and map them to different departments, clinics, or legal entities within Epic. This is crucial for large healthcare systems with diverse operational structures, ensuring proper financial segregation and reporting.
Implementation Timeline

Go live with PayTrace + 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 PayTrace 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 PayTrace + 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 PayTrace + 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 PayTrace + 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