Arctrieval

Smokeball partners with Arctrieval to make obtaining medical and billing records for plaintiff litigation more efficient. With Arctrieval, you can get the vast majority of your medical and billing records back in 30 days or less and spend far less time on making phone calls to healthcare providers. In turn, this reduces your operational expenses and frees up clash flow, and the speedier process will make your clients happier.

You can import clients and providers from your Smokeball matters to Arctrieval. Arctrieval will also record requests, activity, history, and documents saved to these matters.

What Can it Do?

Arctrieval’s integration provides the following functionality between the two systems.

1. Client Information
   • Import Smokeball Contact information for a Client into an Arctrieval Client record
     through the Arctrieval Add Client process. One Client is added from Smokeball to
     Arctrieval at a time.
   • Pull updated Smokeball Contact information for a Client into the Arctrieval Client record
     through the Arctrieval Client Activity Update From Smokeball process. Client
     information is updated in Arctrieval one Client at a time.
   • Push updated Arctrieval Client information from Arctrieval Client records to Smokeball
     Contact information for a Client through the Arctrieval Edit Client process. When Client
     information is updated in Arctrieval, the Arctrieval User is prompted to update the
     Smokeball Contact information for the Client.
   • Link an existing Arctrieval Client record with an existing Smokeball Contact information
     for a Client.
   • Remove the link between a Smokeball Contact for a Client and the Arctrieval Client
     record. Only an Administrator-User or User with the appropriate permissions may break
     the connection.
2. Business/Organization Contact Information (Arctrieval Contact)
   • Import Smokeball Business/Organization information (Medical Provider) into an
     Arctrieval Contact record through the Arctrieval Add Contact process. Each
     Business/Organization is added from Smokeball to an Arctrieval Contact one at a time.
   • Pull updated Business/Organization information (Medical Provider) information into the
     Arctrieval Contact record through the Arctrieval Contact Activity Update From
     Smokeball process. Contact is updated in Arctrieval one at a time.
   • Push updated Arctrieval Contact information from the Arctrieval Contact record to
     Business/Organization in Smokeball through the Arctrieval Edit Contact process. When
     Contact information is updated in Arctrieval, the Arctrieval User is prompted to update
     the Business/Organization information in Smokeball.
   • Link existing Arctrieval Contact record with an existing Business/Organization in
     Smokeball.
   • Remove the link between Smokeball Business/Organization and the Arctrieval Contact
     record. Only an Administrator-User or User with the appropriate permissions may break
     the connection.
3. Link Arctrieval Request to an existing Smokeball Matter
   • When the request is sent through Arctrieval, the User selects a Smokeball Matter, and
     Arctrieval automatically links it to the Smokeball Matter.
   • If a request was started, created, and sent through Arctrieval, the request can be linked
     after the fact to an existing Smokeball Matter.
4. Unlink Arctrieval Request from an existing Smokeball Matter
   • Remove the link between the Smokeball Matter and the Arctrieval Request. Only an
     Administrator-User or User with the appropriate permissions may break the connection.
5. Data synchronization between Arctrieval and Smokeball
   • Arctrieval creates an Arctrieval folder on the Documents tab when a request is issued or
     linked.
     • Within the Arctrieval folder:
       • Each Arctrieval request activity is stored in a subfolder with the request ID, the
         facility's name, and the type of request (medical, billing, or imaging).
       • All documents related to the request are stored in the request folder.
     • Arctrieval creates and maintains a Memo for each request.
     • All documents created or uploaded in Arctrieval are uploaded to the designated request
       document folder in Smokeball.

Set up Arctrieval

Arctrieval requires a $239 per month subscription. This fee will include up to five user licenses. Once you have subscribed, you can issue and manage unlimited requests with no additional fees, per-request costs, or long-term commitments. 

Overview

1. To enable Smokeball and Arctrieval to communicate and exchange data, the following must occur:
   Arctrieval activates the Integrations tab in the Arctrieval Settings for firms with a multiple-user
   subscription. The Smokeball integration feature is only available to firms with a subscription for
   multiple users. Please contact Arctrieval to activate the feature.
2. On the Arctrieval Integration page, in the Settings menu, you must grant Arctrieval access to
   your Smokeball Account to establish the link with Arctrieval.

Establishing the Link Between Smokeball and Arctrieval

Once the Smokeball and Arctrieval integration is enabled, the Arctrieval Attorney Firm Administrator will
see the Integrations Tab on the Settings menu, as shown in the image.

Clicking the Enable Smokeball Integration button will redirect you to the Smokeball application, where
you must approve Arctrieval’s access to your Smokeball account, as shown in the image.

If you have not been previously authorized in the current browser, you must enter your email and password to access Smokeball.

After allowing Arctrieval access to your Smokeball account you are redirected back to Arctrieval. If Arctrieval successfully established the connection with Smokeball you will see the following message.

Authorization Renewal

The connection with Smokeball is valid for one year. To continue the integration, it is necessary to
update the authorization data in a timely manner by repeating all the steps described above. The date
on which your current Smokeball authorization is shown in the details on the Integrations tab.

Arctrieval will notify you that your authorization is about to expire with the following reminders

System Notification:

Email Notification:

Update Smokeball Authorization

To update Smokeball authorization data, your firm's administrator needs to go to the Integrations tab
on the Settings page. There you will see an additional message that the authorization is about to expire
and a button to refresh the authorization data.

By clicking the Refresh Smokeball Integration button, you will need to re-enter your Smokeball user data. Once the connection to Smokeball has been successfully established, the authorization expiration
date will be updated to one year from the date the authorization data was updated.

If the authorization is not updated, all synchronization between Smokeball and Arctrieval will stop when
the current Smokeball authorization expires. Users will be notified that the approval has expired.

Firm administrators will receive an email stating that the Smokeball authorization has expired and
requires user data to be updated for the integration to work again.

Integration Testing

To verify the Smokeball integration settings, click the Test Smokeball integration button as shown.

Arctrieval will attempt to verify the connection.

If the connection is established, the following message is displayed.

Disable Smokeball Integration

To disable the Arctrieval integration with Arctrieval, click on the Disable Smokeball integration button to
display the Disable Smokeball Integration dialogue box as shown.

Enter “disable” to proceed and press the Disable button, as shown below.

Arctrieval then prompts you to confirm that you want to Disable the integration.

After disabling the integration, the following message will be displayed.