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Connecting Your API

Step-by-step guide to connecting your scheduling or HIMS system to Optimal Workforce.

This guide walks you through connecting your organization's scheduling or Home Health Information Management System (HIMS) to Optimal Workforce.

Why API Integration?

When you connect via API, Optimal Workforce handles all the data organization for you:

  • Automatic aggregation - The platform pulls data from your HIMS and summarizes it into the aggregate metrics needed for monitoring and optimization
  • No data formatting required - You don't need to prepare or transform any data
  • Regular sync - Data updates automatically without manual uploads
  • Privacy by design - Individual client and employee details stay in your HIMS; only aggregate counts flow to Optimal Workforce

This is the recommended approach for most organizations.

Before You Begin

To set up an API connection, you'll need:

  • Admin access to Optimal Workforce
  • API credentials from your HIMS provider (typically provided by your IT team or system administrator)
  • 15-20 minutes to complete the setup wizard

If you don't have API credentials, contact your HIMS provider or IT department to request them.

Supported Systems

The platform supports API integration for most scheduling and HIMS systems. Current integrations include:

Systems Like AlayaCare

Full integration with scheduling and client management systems. The integration automatically aggregates:

  • Client counts by geographic area
  • Worker availability by region
  • Visit volumes and service hours
  • Geographic distribution data

What you'll need:

  • API key from your HIMS provider
  • Your organization's subdomain or identifier

Other Systems

Contact Optimal Workforce if your system isn't listed. We're continuously adding new integrations and can work with most APIs.

Setting Up the Connection

Step 1: Start the Connection Wizard

  1. Navigate to Data Sources from the sidebar
  2. Click Connect Data Source or Add Integration
  3. Select your HIMS provider from the list

Step 2: Enter Your Credentials

The wizard will prompt you for your API credentials:

  1. Enter your API Key or authentication token
  2. Enter your subdomain or organization identifier if required
  3. Click Test Connection to verify the credentials work

Tip: Copy and paste credentials directly from your HIMS to avoid typos.

If the connection test fails, double-check:

  • The API key is correct and hasn't expired
  • You have the right permissions in your HIMS
  • Any firewall or network restrictions have been addressed

Step 3: Select Your Regions

After connecting, you'll see the regions (service areas) available in your HIMS:

  1. Review the list of available regions
  2. Select the regions you want to include in Optimal Workforce
  3. You can start with one region and add more later

Why select regions? Focusing on specific regions helps you start small and expand as you become comfortable with the platform.

Step 4: Preview Your Data

Before completing the setup, you can preview the aggregated data:

  1. Review the summary counts per region
  2. Verify the geographic areas look correct
  3. Note any missing or unexpected regions

If something doesn't look right, check your HIMS data or API permissions.

Step 5: Complete the Connection

  1. Click Complete Setup or Finish
  2. The initial data sync will begin
  3. You'll see a progress indicator while data is being aggregated

The initial sync typically takes a few minutes, depending on the size of your organization.

How Data Aggregation Works

When Optimal Workforce syncs with your HIMS, it:

  1. Pulls raw data - Retrieves scheduling and assignment information from your system
  2. Groups by geography - Organizes data by postal code or service area
  3. Calculates metrics - Counts clients, workers, visits, and other relevant totals
  4. Maps to regions - Associates each geographic area with your defined regions

The result is the aggregate dataset that powers monitoring dashboards and optimization.

What stays in your HIMS:

  • Individual client names and records
  • Employee personal information
  • Clinical notes and care plans
  • Billing and financial data

What flows to Optimal Workforce:

  • Counts per geographic area (e.g., "M4A has 120 clients, 53 workers")
  • Regional totals and distributions
  • Aggregate metrics for optimization

After Connection

Once connected, your data will sync automatically:

  • Sync frequency - Data is refreshed regularly (typically daily or more frequently)
  • What syncs - Updated aggregate counts based on current assignments
  • Incremental updates - Only changes since the last sync are processed

Managing Your Connection

Checking Connection Status

View your connection status on the Data Sources page:

  • Connected - Data is syncing normally
  • Error - There's an issue with the connection (see error message for details)
  • Syncing - A data sync is currently in progress

Updating Credentials

If your API credentials change:

  1. Navigate to Data Sources
  2. Click on your connected integration
  3. Select Update Credentials
  4. Enter the new API key
  5. Test the connection and save

Adding More Regions

To add additional regions to your sync:

  1. Navigate to Data Sources
  2. Click on your connected integration
  3. Select Manage Regions
  4. Enable additional regions
  5. Save your changes

Disconnecting

If you need to disconnect your HIMS:

  1. Navigate to Data Sources
  2. Click on your connected integration
  3. Select Disconnect
  4. Confirm the disconnection

Note: Disconnecting will stop data syncing. Your existing data in Optimal Workforce will be preserved until you choose to delete it.

Troubleshooting

Connection Test Fails

"Invalid credentials" - Verify your API key is correct and hasn't expired. Request a new key from your HIMS provider if needed.

"Access denied" - Your API key may not have the required permissions. Contact your HIMS administrator.

"Connection timeout" - There may be a network issue. Try again, or check if your organization has firewall rules blocking the connection.

Data Not Appearing

If you've connected but don't see data:

  1. Check the sync status on the Data Sources page
  2. Verify you've selected at least one region
  3. Wait for the initial sync to complete
  4. Contact support if the issue persists

Metrics Look Incorrect

If the aggregated numbers don't match what you expect:

  1. Verify your HIMS data is up to date
  2. Check that your API key has access to all required data
  3. Review the region selection - you may need to add more regions
  4. Allow time for the sync to complete fully

Need Help?

If you encounter issues during setup:

  • Review the troubleshooting steps above
  • Contact Optimal Workforce support at support@optimalworkforce.com
  • Include any error messages and screenshots to help us assist you quickly