FAQs

IMO® Vocabulary Portal consists of two main components: 1) the data portion provided in a data stream file; and 2) the functionality portion consisting of Windows™ services, configuration, and licensing. This FAQ focuses on the functionality portion of the IMO® Vocabulary Portal.

This is the description for the General FAQs section.

Vocab Portal FAQsDownload FAQsProblem(IT)® FAQsGeneral FAQs
1. How often do you release IMO® Terminology Portal updates?

IMO is continuously working to enhance IMO® Terminology Portal for our clients. At this time there is no static schedule with which this occurs, as it is based on user feedback and new technologies.

2. Is every IMO® Terminology Portal update mandatory?

As we continually work to make the IMO® Terminology Portal more efficient and robust, we hope that each update is considered for implementation. We make every effort to provide compatibility between the various versions, and ensure that new service updates will continue to read prior data streams for historical reasons. However, the data streams and services are reliant on each other, and there may be service updates that will be required. We will make every effort to notify the Download Recipients of this requirement in a timely manner, so as to allow scheduling and preparation.

3. How will I know what changes are included in the update?

Each IMO® Terminology Portal service or data stream update is accompanied by a What's New text file, describing and/or listing the included updates. These are available in your download folder.

4. What is required to implement an update?

Data Stream update - If implementing the regularly scheduled data stream release, it is a very quick process:

  1. Download the latest data stream file. The appropriate URL is provided in the Release Notification email delivered to the designated IMO® Download Recipients at your organization.
  2. Unzip the file into your currently installed location (Default = C:\Program Files\Intelligent Medical Objects, Inc\IMO Vocabulary Portal).
    NOTE: You may wish to make a backup copy of the existing file, in order to revert back to this old file if the need arises.
  3. Stop both of the IMO® Terminology Portal Windows services: IMO® Terminology Messaging Service and IMO® Terminology Search Service in Control Panel/Administrative Tools/Services.
  4. Start the IMO® Terminology Portal Windows services, one at a time.
  5. Do a search and confirm results are returned. If your implementation displays the version number, also confirm this number matches the version you intended to implement.

These steps are also provided in the IMO® Terminology Portal Install Guide PDF file, available in your download folder.

Installation Update - The following explains how to implement an IMO® Terminology Portal update.
NOTE: Typically, updates take only a few minutes, but it does require downtime of the portal. If users are accessing the system, you may consider rerouting your current configuration to hit IMO®. Refer to question #6 - "We are hosting the IMO® Terminology Portal at our site. How can we temporarily switch to IMO® Hosted?"

  1. Retain a copy of your current Configuration XML and LicenseCOMActivationInfo.dat files located in the Terminology Portal's installed location (Default = C:\Program Files\Intelligent Medical Objects, Inc\IMO Vocabulary Portal).
  2. Run the previous IMO® Interface Terminology Vocabulary Portal MSI file to uninstall the old version.
  3. Download the latest IMO® Interface Terminology Vocabulary Portal MSI file. The appropriate URL is provided in the release Notification email delivered to the Download Recipients.
  4. Follow the IMO® Terminology Portal Install Guide PDF file (available in your download folder) to install the new version.
    NOTE: On the final screen, deselect all checkboxes as they are not needed at this time.
  5. Copy the files from step #1 above into the new installed location.
  6. Start the IMO® Terminology Portal Windows services, one at a time: IMO® Vocabulary Messaging Service and IMO® Vocabulary Search Service in Control Panel/Administrative Tools/Services. If the services were started by the installation, stop both services and then start each one at a time.
5. We are hosting the IMO® Terminology Portal at our site, and our search has stopped working. What can we do?

Stop both of the IMO® Terminology Portal Windows services, then start each of them, one at a time: IMO® Vocabulary Messaging Service and IMO® Vocabulary Search Service in Control Panel/Administrative Tools/Services.

If this does not fix the issue, look in the log file created for today's date and review if there were any issues during this restart. The log files are saved in the Log folder of the installed location (Default = C:\Program Files\Intelligent Medical Objects, Inc\IMO Vocabulary Portal).

To troubleshoot your issue, you will need to know what version of IMO® Terminology Portal your system is running. Refer to question #9 - "How can I determine the version of IMO® Terminology Portal I am running?"

If you were in the process of updating the IMO® data stream file:

  • Confirm the correct stream variant was downloaded.
    • IMO® Terminology Portal v2.0 or earlier - Historical versions cannot search the v2_2_compatible stream variant. Please download the appropriate stream and restart services. Also, consider upgrading your system as IMO will not be supporting v2.0 or earlier after 2011.
    • IMO® Terminology Portal v2.2 or later - Can use either stream, but since the footprint of the v2_2_compatible stream is smaller be sure to use this one.
  • If the administration.log reports an "Out of Memory" error while loading data:
    1. If this issue is in a Production environment you can fix your search temporarily by either rolling back to the prior data stream or switching to IMO-Hosted services until the issue is resolved.
    2. If you are using IMO® Terminology Portal v2.0 or earlier - An upgrade is needed so the smaller v2_2_compatible stream may be used.
    3. If you are using IMO® Terminology Portal v2.2 or later, and your system meets the requirements set in the IMO® Terminology Portal Install Guide, you will need to increase your working memory allocation. To do so:
      • Download the modified IMOVocabSearchService.exe and ReadMe.txt file found in the 3GB_Support_Version folder of the Terminology Portal installation download location, by clicking here. (See the Download FAQ for questions on downloading and your downloading account).
      • Follow the ReadMe directions for updating your system.

If the issue persists, contact IMO® Customer Support. They may need a copy of your log file and any other pertinent messages you have received. You may also consider temporarily switching to IMO® Hosted until the issue is resolved; please contact a customer support representative to switch.

6. We are hosting the IMO® Terminology Portal at our site. How can we temporarily switch to IMO® Hosted?

IMO is happy to serve as a backup to your IMO® Terminology Portal setup. During your test implementation period, you received connection information to IMO hosting services; these may still be utilized. If you did not have a previous IMO connection, or have forgotten the connection information, please contact IMO® Customer Support for assistance.

7. I am receiving the following message. What does it mean?

An error has occurred, please try again

Some implementations utilize a custom webpage to access the IMO® Terminology Portal. If the webpage loads correctly, but searching returns this message repeatedly, please contact IMO® Customer Support for further assistance. There is an issue with the communication link between the webpage and the portal.

[403] Request Denied: You are not authorized to use this service

The IMO® Hosted option utilizes an OrgID value for access. This message will appear if an improper OrgID is passed into the search call. You may confirm your OrgID with IMO® Customer Support.

The administrative codes within the IMO® content you are accessing may have expired as of xx/xx/xxx.

If the latest Regulatory stream has not been implemented, this message will be emailed to administrators (if set up appropriately in the Configuration XML file) as well as appear at the top of the search results to notify them that the base codes may be outdated. However, the search will continue to provide results. It is recommended the data stream be updated if not intentionally accessing historical codes.

The IMO® content you are accessing is xx months old

If the data stream being used is over 1 year old, this message will be emailed to administrators (if set up appropriately in the Configuration XML file) as well as appear at the top of the search results to notify them that the base codes and content are outdated. However, the search will continue to provide results. It is recommended the data stream be updated if not intentionally accessing historical codes.

The Product License for HostedPortal_[Product type] expires in xx days.  Please contact Intelligent Medical objects, inc. for a new license.

For 30 days prior to the yearly license expiration date, this first message will be emailed to the administrators (if set up appropriately in the Configuration XML file) to warn them the product license needs reactivation. Once the license expires, search results will no longer be returned and the second message will be emailed. Users will see a message that the product has expired. For continued support, it is recommended the reactivation process be implemented earlier in the 30 days. This allows time for IMO® Customer Support to confirm licensing and return updated activation keys. Note that reactivating early does not affect the length of the next licensing period.


To reactivate:

  1. This is accomplished by opening up the IMO® License Activator tool (located in the IMO installation directory) and requesting a new key for the applicable product(s).
  2. Once you receive a reply activation email containing the new key(s), you can either copy/paste them back into the tool or click the "Check Activations" button.
  3. Then click the "Activate Products" button.
  4. Stop both of the IMO® Terminology Portal Windows services, then start each of them, one at a time: IMO® Vocabulary Messaging Service and IMO® Vocabulary Search Service in Control Panel/Administrative Tools/Services.

The Product License for HostedPortal_[Product type] expired and was valid until [MM/DD/YYYY].

For 30 days prior to the yearly license expiration date, this first message will be emailed to the administrators (if set up appropriately in the Configuration XML file) to warn them the product license needs reactivation. Once the license expires, search results will no longer be returned and the second message will be emailed. Users will see a message that the product has expired. For continued support, it is recommended the reactivation process be implemented earlier in the 30 days. This allows time for IMO® Customer Support to confirm licensing and return updated activation keys. Note that reactivating early does not affect the length of the next licensing period.


To reactivate:

  1. This is accomplished by opening up the IMO® License Activator tool (located in the IMO installation directory) and requesting a new key for the applicable product(s).
  2. Once you receive a reply activation email containing the new key(s), you can either copy/paste them back into the tool or click the "Check Activations" button.
  3. Then click the "Activate Products" button.
  4. Stop both of the IMO® Terminology Portal Windows services, then start each of them, one at a time: IMO® Vocabulary Messaging Service and IMO® Vocabulary Search Service in Control Panel/Administrative Tools/Services.
8. How do I ensure that administrators receive messages from the IMO® Terminology Portal?

The Vocabulary Service Configuration XML file, located in the installation directory, manages who receives these messages. Multiple administrators may be added by adding additional ‹Email› nodes.

NOTE: The server must have internet access for this capability.‹!-- Administrator email --›
‹Email›admin1@yourorganization.com‹/Email›
‹Email›admin2@yourorganization.com‹/Email›

9. How can I determine the version of IMO® Terminology Portal I am running?

Locate the IMOVocabSearchService.exe file in the IMO® Terminology Portal's installed location (Default = C:\Program Files\Intelligent Medical Objects, Inc\IMO Vocabulary Portal). Right-click on the file to view Properties. On the Version or Details tab, the File Version value is the build release version you are running.

1. Where would you install IMO®?

We get this questions quite often and we would recommend you first look through the product information we have under our Solutions Tab. 

However, IMO can be your Healthcare Terminology service anywhere your system requires Terminology Content.  Many of our products are used around the world and are constantly evolving to fit the mutitudes of different healthcare solutions on the market today.  To give you a good idea of where IMO is located, we have partners everywhere from EMRs and PHRs to first responders in the back of an ambulance speaking on an iPhone.  We are very customizeable and ubiquitous.

If you have any questions please email our dedicated Sales or Customer Support teams.

Sales@e-imo.com

CustomerSupport@e-imo.com

2. How is IMO® Installed?

IMO's full product suite has multiple avenues of installation.  All avenues are customizeable to any Healthcare solution.  Typically, we can have any of IMO's product lines up and running in an environment within a day*.

 

Installation is also dependent on which vendor environment you use.  Some EMRs have the ability to simply 'turn on a switch' to have IMO enabled in your system.  Others require custom integration to make sure that your clinical experience highlights the best practices you would like to see.

 

IMO also has a dedicated Terminology ApplianceTM which can sit behind a firewall and still have the granularity and functionality as our Portal integration.

 

If you have any questions regarding any of our product services or implementation options, please email one of our dedicated sales representatives at sales@e-imo.com with a small note and we will answer your questions as quickly and efficiently as possible.

 

*This time slot is only applicable for those instances which are straightforward and highlighted in our portal install user manuals.

3. When do I get my username and password to access the download site?

Each organization downloading IMO® content should designate a primary and a secondary download recipient contact. Once assigned, the primary contact will be emailed your organization's download credentials and manage them going forward.

4. What if I forgot my username and/or password?

Call or email us requesting your download credentials and we will forward them to your organization's designated primary and secondary download recipient. 

5. Will I be able to change my username and/or password as desired?

As of now, you will not be able to change your password. If you need your password or username changed, please call or email us and we will have it changed immediately.

6. I can't log in?
7. What if my password expires?

Your password will not expire. If you possibly entered it incorrectly three or more times, please contact us to unlock your Download password.

8. Is every update mandatory?

No, only the Regulatory release updates are mandatory. However, we advise that you keep your system up to date with the regular monthly updates. 

9. How long are updates available online for download?

Updates are available for download online for up to two after the initial update. We can provide downloads for updates more than two years old upon request.

10. Are your current IMO® Problem (IT) Terminology updates cumulative?

Yes. Our updates are cumulative: you only need to download the most recent update in order to have the most current version of IMO Problem.

11. Does the latest IMO® Problem (IT) Terminology update contain the latest SNOMED CT® release?

Yes, the regulatory releases correspond with the latest SNOMED CT® releases. However, prior to the 2010 Regulatory Release 2, our SNOMED CT® maps were staggered. The version associated with the release is documented on our Calendar of Releases, as well as in the corresponding User Manual and What's New documents.

12. How often do you release the IMO® Problem (IT) Terminology updates?

IMO releases updates ten times a year, with two regulatory updates at the end of February and August 

 

1. What is IMO® Problem (IT) Terminology?

IMO® Problem  Terminology is a comprehensive dictionary of (physician friendly) clinical terms each mapped to its preferred ICD-9-CM, ICD-10 and SNOMED-CT® for use within the EMR. IMO® Problem  Terminology helps to capture the clinician's intent for such important responsibilities as creating patient problem lists, improving charge capture and coding accuracy. With IMO® Problem  Terminology in place within the EMR, physicians no longer select diagnoses linked to out of date, incorrect or non billable ICD-9-CM codes. Coding and Compliance Management find comfort in the fact that AHIMA provides advisory services for all of IMO's ICD-CM mappings.

2. What solutions does IMO® Problem (IT) Terminology present?

IMO® Problem  Terminology helps to:

  • More effectively capture the clinical intent of the physician
  • Improve the search for diagnoses within the EMR: with IMO®, physicians are able to find problems they are looking for.
  • Make physician documentation more clinically meaningful
  • Create better, more complete problem lists
  • Improve coding accuracy and reliability
  • Increase physician satisfaction with the EMR
  • Reduce the amount of local customization and maintenance required
  • Ease transition to ICD-10-CM, when this new code set is mandated.
3. How will this change and/or impact the clinician's workflow?

When IMO® Problem  Terminology is in place within the EMR, physicians find a number of beneficial impacts to their clinical workflow:

  • Improve the search for diagnoses within the EMR: with IMO®, physicians are able to find problems they are looking for.
  • Make physician documentation more clinically meaningful
  • Create better, more complete problem lists
  • Improve coding accuracy and reliability
4. How will this change and/or impact billing?

With IMO® Problem  Terminology in place within the EMR, physicians no longer select diagnoses linked to out of date, incorrect or non-billable ICD codes. This helps reduce the amount of running back and forth between billing and clinicians to determine clinical intent and adjudicate coding discrepancies. Coding and Compliance Management find comfort in the fact that the mappings between IMO® clinical terms and their preferred ICD-9-CM and ICD-10-CM codes are reviewed and analyzed by AHIMA, who provide advisory services for all of IMO's ICD-CM mappings.

5. What will happen to all our existing data in our medical records?

With IMO® Problem  Terminology there will be no impact on existing client data as they are currently using SNOMED® CT, ICD-9 or entering diagnoses via free text. IMO® recommends that a customer's legacy free text, with clinical significance, be retained and coded to IMO® Problem  Terminology, through a simple IMO® migration process.

6. How will I make sure that our medical center's "common language" is present in IMO® Problem (IT) Terminology?

IMO® recommends that a customer's unique clinical terms be retained and coded to IMO® Problem  Terminology, through a simple IMO® migration process.

7. Won't the clinicians be upset when the drop-down problem lists change?

Because both CMT and IMO® Problem  Terminology are ICD-9 based and Problem supports SNOMED CT®, the terminology change will be invisible to system users. If anything, users may note that the lists are more intuitive and clinically relevant.

8. What if a clinician can't find a diagnosis based on his/her favorite terms?

Given the large number of healthcare organizations who have already deployed IMO® and contributed their unique terms to the IMO dataset, most every favorite term that can be thought of is already contained within the IMO® terminology. Those we do not have would be captured and added to the IMO®data set during our migration process for new customers. Adding new clinical terms and their preferred ICD-9-CM and ICD-10-CM codes, such as “Swine Flu 488.12” quickly and easily is a major benefit of using IMO’s consistently-updated terminology.


We have created an IMO® Vocabulary Maintenance Website so that our customers can communicate directly with the IMO® Knowledge Team to request that new terms be added or to have a conversation about code mapping. With our 10 updates per year, new clinical terms and their coding can be added within approximately a month's time. The IMO® Vocabulary Maintenance Website provides an audit trail for this activity that is accessible to IMO customers.

9. What happens if a diagnosis appears in a medical record, but the ICD code for that diagnosis is replaced?

The IMO® clinical term will remain active and be available for the physician to choose. The term's mapping will change to the new and now correct ICD code. The historical tags between the term and its prior ICD code will stay in tact for historical purposes, but these connections become clinically inactive so that the old ICD-9-CM or ICD-10-CM code can no longer be selected.

10. What will happen to system "rules" based on diagnoses?

Currently each IMO® interface term maps to a billable ICD-9 code and SNOMED CT® concept, so rules which are based on ICD-9 codes and/or SNOMED CT® concepts should remain unchanged.

11. How often is IMO® Problem (IT) Terminology updated?

IMO® Problem  Terminology offers customers 12 updates per year, including the regulatory updates of ICD as well as the regulatory updates for SNOMED-CT®. Updates are cumulative, so an update installed after a gap will bring the system up to the current version, including any missed updates.

1. How do I license the IMO® product line?

If you're interested in learning more about IMO's product lines or which products are available for your specific healthcare solution, please email one of our Sales representatives at sales@e-imo.com

Please include your:

  • Name
  • Organization Name (Hospital, Clinic, Practice, Vendor, etc.)
  • City and State
  • Contact information
    • Email addres or Phone number
  • If applicable, the EMR you use

If you have any other notes you would like to add to the email, please add them as this will cut down the filtering process and bring you directly to one of our dedicated sales representatives.