Eliminate Manual Data Entry and Connect Your Systems Automatically

Data integration services automate the flow of information between your existing systems—like EMRs, CAREWare, case management platforms, and reporting tools—so your staff stops entering the same data multiple times. TriYoung specializes in data integration for nonprofits and public health organizations, connecting systems like EPIC, Cerner, NextGen, and CAREWare to reduce administrative burden by 60-80% while ensuring HIPAA compliance and federal reporting accuracy.

Our data integration services are designed specifically for resource-limited teams managing HIV/AIDS programs, case management services, or grant compliance workflows. We build custom connections between your systems without requiring expensive software replacements, typically completing projects in 60-75 days with ongoing support included.

How Data Integration Works: Connecting Your Systems Automatically

Data integration creates automated connections between two or more systems so that information flows securely, consistently, and reliably between platforms without manual intervention. Instead of staff entering the same client data into multiple systems, integration allows data entered once in your EMR to automatically populate in CAREWare, reporting dashboards, and billing systems.

Common Data Integration Solutions for Nonprofits

  • Exporting data from one system into another (e.g., from CAREWare into an EHR or billing platform)

  • Automatically populating reports from multiple data sources

  • Creating real-time dashboards that reflect current status without manual updates

  • Reducing redundant entry across intake, case management, and financial systems

database administration

Our Data Integration Process

Every data integration project follows a proven methodology to ensure your systems connect reliably and meet compliance requirements. Our process typically takes 60-75 days from start to finish, with each step designed around your existing systems, staffing, and reporting requirements:

  • Step 1: Discovery & Assessment

    We evaluate your current systems, data flows, and reporting goals. This crucial step involves a meticulous examination of your data environment, identifying what data is collected, what is essential, and where it resides across different systems. This may include a Business Workflow Analysis if your team is unsure where inefficiencies lie or how data currently moves.

  • Step 2: System Mapping

    We define data sources, field mappings, update frequency, and rules for handling errors or conflicts. We start by understanding your data landscape, pinpointing the various systems in use, and identifying the primary system for data entry. This includes direct collaboration with your team and third-party vendors, as needed.

  • Step 3: Integration Build & Data Transformation

    TriYoung develops secure, scalable integrations tailored to your use case. We specialize in tools common to nonprofits and public health agencies, including CAREWare, ARIES, EHR systems, eligibility systems, and grant management platforms. Transforming exported data from your Electronic Medical Records (EMR) into a format compatible with CAREWare is a critical step. If accessing data poses challenges, we’re here to assist.

  • Step 4: Testing & Validation

    All integrations go through user acceptance testing (UAT) with your staff. Post-import, we work with you to address any discrepancies and reporting needs. Our sophisticated algorithms ensure data accuracy, validating crucial information such as medical results and personal details—before anything goes live.

  • Step 5: Documentation & Support

    We provide clear documentation, training if needed, and long-term support to ensure your integration works reliably, even as systems evolve. With ideal project timelines ranging from 60–75 days, we are committed to efficient and effective implementation.

EMR and Database Systems We Integrate

TriYoung supports integration with a wide range of Electronic Medical Records (EMRs) and custom database systems. We’ve successfully built interfaces for systems including:

  • EPIC
  • Cerner
  • NextGen
  • eClinicalWorks (eCW)
  • Provide Enterprise
  • Practice Fusion
  • Charm
  • Salesforce
  • ECHO
  • Apricot
  • Athena
  • Custom SQL/Access-based databases

As long as your system can export structured data (e.g., CSV, Excel, XML), we can design a parser to process it into CAREWare.

RSR Reporting

Problems We Solve for Nonprofits

Our service is tailored to address the common and unique challenges faced by organizations:

Reducing Administrative Burden

Our integrations streamline repetitive tasks, freeing your staff for more impactful work. Many Ryan White providers struggled with manual data entry from EMRs into CAREWare, leading to staff burnout and duplication of effort.

Optimizing Resources

Efficient data management can eliminate the need for dedicated data entry roles, optimizing your workforce.

Enhancing Patient and Client Engagement

By minimizing time spent on data management, your team can focus more on patient and client interaction. “We often feel like we spend more time collecting and entering data than we do with patients.”

Ensuring Consistent Information Across Systems

We guarantee data consistency, ensuring accurate, up-to-date information is always available.

Reducing Errors and Improving Reporting

Our service mitigates the stress of data gaps, enhancing the accuracy and comprehensiveness of your reports. Before working with us, clients faced errors and inconsistencies in reporting due to human entry mistakes and missed deadlines during HRSA RSR and ADR reporting seasons.

When Your Organization Needs Data Integration Services

Data integration doesn’t always require a massive IT budget. It’s especially valuable when:

  • Staff duplicate work across systems
  • Monthly or quarterly reports take days to prepare
  • Data errors or omissions lead to compliance risk
  • Teams struggle to get a real-time view of performance

Even basic automations can yield big time savings—freeing up staff for more impactful work.

Business with CAREWare

Measurable Outcomes for Clients

Case Study: Enhancing Operational Efficiency for Clark County

Consider the success story of Clark County, who faced significant bottlenecks due to data entry across multiple systems. Before TriYoung’s implementation, Clark County managed data manually across 28 sites, with no uniform import process. Many sites lacked in-house IT staff or were unfamiliar with CAREWare requirements.

Our solution streamlined their process, integrating diverse data types into CAREWare. With TriYoung’s customized parser, Clark County could standardize data from diverse sources. Their team reported a median of zero days from intake to ART initiation and streamlined RSR reporting across all providers, fueled by reliable, real-time data flow into CAREWare.

Other Outcomes We’ve Achieved

  • 60–80% reduction in time spent compiling reports
  • Real-time data updates for better decision-making
  • Fewer client service delays due to incomplete or inaccurate records
  • Streamlined onboarding of new staff or vendors through standardized data flows
  • Reduced stress and burnout for data entry staff and case managers
  • More focused quality time with patients as reported by clients

When you reduce the data entry burden, case managers, providers and staff have less stress and have more focused quality time with patients.

HIPAA-Compliant Data Integration with Federal Reporting Standards

TriYoung’s integration services are built to respect:

  • HIPAA and other privacy standards
  • Federal grant reporting requirements (e.g., HRSA, Ryan White)
  • State-specific reporting and audit needs

We design integrations with audit trails and validation protocols baked in—so your data is trustworthy, trackable, and ready for scrutiny.

Data Security and Compliance

We prioritize data security and compliance in every project, maintaining strict data security standards including:

  • Encrypted connections for data uploads
  • User authentication with CAREWare credentials and 2-factor authentication
  • Role-based access control within the Data Integration System (DIS)
  • Secure FTP sites or SharePoint for data sharing

Client data is processed in a secure environment, with no external exposure, and only authorized users can access it.

How We Ensure Accurate Integration

We apply several layers of validation and quality control to ensure accuracy and compliance:

  • File Format Validation: File structure is locked post-initial setup to prevent format drift
  • Client Matching: Using Client ID and custom CAREWare fields
  • Value Mapping: Ensures consistency between EMR terms and CAREWare requirements (e.g., mapping “Undetectable” → viral load of 20 copies/mL)
  • Custom Transformation Rules: Includes logic for lab conversions, medication overlaps, financial service cost integrity, and immunization data parsing
  • Error Flagging: The system alerts users to unmapped subservices, invalid values, or duplicate clients
Rapid Start Program

Why Choose TriYoung for Data Integration Services

Our passion for reducing administrative burdens is matched by our deep understanding of federal reporting requirements. What makes us different:

  • Deep domain expertise in CAREWare and Ryan White program requirements. We understand both the technical and programmatic needs that come with federal grant compliance and can anticipate challenges before they impact your reporting deadlines.
  • Custom-built parsers tailored to each client’s EMR, with no requirement for standard formats. Unlike one-size-fits-all solutions, we adapt our technology to work with your existing data structure, regardless of how unique or complex it may be.
  • Focus on data quality and federal compliance over mere automation. Our integrations don’t just move data—they ensure it meets HRSA standards and passes validation checks that matter for audits and site visits.
  • No-code user interface for error resolution and import processing. Your staff can identify, review, and resolve data issues through intuitive dashboards without needing technical training or programming knowledge.
  • Proven ability to support both Part A jurisdictions and non-Ryan White–funded providers. Whether you’re managing a single clinic or coordinating data across 28 sites, our solutions scale to meet your organizational complexity.
  • No in-house IT staff required – we specialize in working with resource-limited teams. We’ve designed our tools and support processes specifically for organizations where case managers and program coordinators wear multiple hats.

Data Integration Support for Organizations Without IT Staff

TriYoung specializes in supporting clinics and jurisdictions that don’t have technical staff on hand. We provide:

  • End-to-end parser development and setup
  • Hands-on training and step-by-step documentation
  • 90 days of go-live support
  • A user-friendly web-based interface for managing imports and error resolution
  • Ongoing help with parser changes, EMR exports, and data review

Our tools are designed to be accessible to non-technical staff, including case managers, data entry personnel, and program leads.

Not Sure What’s Possible Yet?

If your current systems feel clunky, disconnected, or manual—but you’re not sure where to start—consider a Business Workflow Analysis first.

We’ll help map the full picture, uncover root causes of inefficiency, and recommend whether integration, process changes, or platform shifts will best meet your goals.

Explore More Ways We Can Help

  • Business Workflow Analysis:Untangle process inefficiencies before you automate them.
  • Custom Reporting:Turn integrated data into usable, audit-ready reports.
  • Database Administration:Ensure long-term health, stability, and optimization of your platforms.
  • CAREWare Data Management: Expert guidance and tools for HIV/AIDS programs.

Frequently Asked Questions

We specialize in systems used by nonprofits and public health agencies, including CAREWare, ARIES, EHRs, eligibility platforms, billing tools, and more. We can also work with vendors or platforms you already use.

We’ll need access to your systems (or test environments), a clear understanding of your goals, and input from program and IT staff. Don’t worry—we guide you through every step.

Most projects take a minimum of 6 weeks, depending on complexity. We’ll give you a realistic timeline during the discovery phase.

Yes. We follow HIPAA and best practices for data encryption, secure authentication, and access controls.

Yes. We offer ongoing support, troubleshooting, and system updates as needed—so your integration continues to deliver value long term. Regular post-completion imports ensure your data remains current, reflecting our dedication to the ongoing success of your data management.

That’s common! We work closely with non-technical teams and provide documentation and support that make maintenance easy.

Almost always. Clients regularly report 40–80% time savings on reporting and internal coordination after successful integration.

Our system ensures your CAREWare data meets RSR formatting and field requirements, with data validation aligned with HRSA expectations, real-time dashboards to spot missing values, and secure, auditable uploads that meet compliance thresholds.

We work with you to clean and validate your data during the parser setup. Our system identifies missing fields, allows manual mapping for unusual values, and lets users exclude invalid records and reprocess files as needed.

TriYoung combines deep technical expertise with programmatic understanding—from file specs to RSR compliance. We build customized parsers for each client’s unique data and create tools built for real-world users, with no IT background required.

Ready to Eliminate Data Friction?

Let’s talk about what your team is struggling with—and what integration could make easier. Schedule a discovery call today to explore a project tailored to your systems, your staff, and your goals.