Ensure that you are running the latest version of SOAPware. You will need SOAPware 7.0.15 for Meaningful Use reporting.  If needed, install all updates first on your server machine using the SOAPware Auto Update utility.  After installing the updates on your sever, run the updates on each of the workstations used within your clinic.

If you haven't already done so, you must manually download and install the new SOAPware CloudSync utility on your server to calculate and display Clinical Quality Measures (CQMs). Click on the following link to access the download, and for instructions on installing CloudSync: Installing SOAPware CloudSync.

If you have already installed CloudSync, check the program to ensure the utility is running. For instructions on restarting CloudSync, please see: Stopping and/or Restarting CloudSync.

After updating SOAPware and installing CloudSync, we recommend that you take a Meaningful Use snapshot ASAP, in order to retrieve your Meaningful Use and CQM statistics. This will initiate a data upload to the SOAPware CloudSync calculation engine.  

This first upload may be quite large because it will upload CQM data back to the beginning of the year.  Subsequent snapshots will be much smaller as they will only include data acquired since the previous snapshot.  It is imperative that there be no interruptions to the database service during this snapshot process.  Therefore, disable any database maintenance and backups until the snapshot is complete.

To take a snapshot, log in to SOAPware, then go to SOAPware > Meaningful Use Dashboard (2014).

1. Select the provider, appropriate Stage, and Reporting Period.
2. Click on the Settings tab.
3. Place a check mark next to each provider that you wish to take a snapshot for.
4. Click the Take Snapshots tab.

The MU snapshot will complete first and will be available for you to view in the Home tab.  

The CQM snapshot will continue to process in the background.  You may continue to work in SOAPware while the CQM snapshot is processing.  Once it has completed, you can view the CQM snapshot by going to the Snapshots tab and then clicking on the CQM snapshot as displayed in the screenshot above.

By default, SOAPware will upload CQM data and produce a CQM snapshot for the selected providers every Friday at 10:00pm.  This schedule can be edited by user in the Settings tab.  To edit the CQM upload schedule, click on the day of the week (ie: Friday) and time (ie: 10pm) and select the desired day and time.  It is imperative that there be no interruptions to the database service during the weekly snapshot process.  Therefore, you should choose a day and time where there will be no interruptions or you should disable any database maintenance and backups until the upload process is complete.

It is HIGHLY RECOMMENDED that you make a backup of your database at the end of business on the final day of your Meaningful Use reporting period.  We recommend that after the backup is complete that it is copied onto an external drive to keep in case there are any issues with the snapshot. The backup can be used by Support for further troubleshooting.  If you do not have an external drive, please ensure this backup is placed in a location where it will not be overwritten or lost.

Please Note: If a snapshot is not taken on the final day of your reporting period, you will be unable to retrieve your statistics unless you have a valid backup from the final day of the reporting period. Please contact our Technical Support team if you need assistance taking a meaningful use snapshot or if you experience issues running your snapshot on the final day of your reporting period.

You must take a snapshot at the end of business on the final day of your Meaningful Use reporting period.  Follow the instructions in Step 3 to take a snapshot.  

*IMPORTANT: SOAPware does not contain the functionality to run a snapshot for a prior reporting period.  YOU MUST run and export your snapshot on the final day of your reporting period. Please contact SOAPware Technical Support if you need assistance.

It is recommended that you export both your MU and CQM snapshot after your statistics have run, on the final day of your reporting period.  You should keep a copy of your snapshots, along with all other supporting documentation for attestation.  For more information, please see: EHR Incentive Programs Supporting Documentation for Audits.

To export your MU statistics, follow the steps below:

1. Click on the Snapshots tab.
2. Using the calendar, click on the date that is the last day of your reporting period.  This will display the snapshot that were take on that day to the right of the calendar.
3. Click on the MU report.
4. Click the Export button.
5. Choose the appropriate export option and save the report to a folder on your computer.  You should retain this report and all other supporting documentation in case of a future audit.

Export options:

• Export Selected Snapshot: This option will export the snapshot that is currently displayed on screen, for only the selected provider.
• Export All Selected Providers: This option will export a snapshot file that includes the most recent snapshot for all providers who are selected in the Settings tab.

To export your CQM statistics, follow the steps below:

1. Click on the Snapshots tab.
2. Using the calendar, click on the date that is the last day of your reporting period.  This will display the snapshot that were take on that day to the right of the calendar.
3. Click on the CQM report.
4. Click the Export button.
5. Choose the appropriate export option and save the report to a folder on your computer.  You should retain this report and all other supporting documentation in case of a future audit.

Export options:

• Export Selected Snapshot: This option will export the snapshot that is currently displayed on screen, for only the selected provider.
• Export All Selected Providers: This option will export a snapshot file that includes the most recent snapshot for all providers who are selected in the Settings tab.

Once you are ready to attest, complete the attestation with CMS or your State Medicaid agency.  For more information on the attestation process, please see: Registration and Attestation or contact CMS.