Ambient Notes - User Management

Before clinicians can use Ambient Notes:

1. Your practice must purchase the Ambient Notes feature and sign a contract with athenahealth. Contact your CSM or Account Executive to learn more about contract options and pricing and to purchase the Ambient Notes feature.

2. athenahealth enables the Ambient Notes feature for your practice and assigns an Ambient Notes–related role to practice administrators (see User access and permissions for details).

3. A practice manager configures the users who can access the Ambient Notes feature. (See To configure ambient model users for details.)

4. Clinicians must upgrade to the latest version of the athenaOne Mobile app.

After athenahealth enables the Ambient Notes feature for your practice, a practice administrator can control which clinicians can use each model on the Ambient Notes - User Management page.

Important
athenahealth will bill you for your contracted Ambient models based on the list of users on the Ambient Notes - User Management admin page. (Even if the billing department is updated multiple times during the month, only the last billing department selected by the end (11:59 p.m.) of the day on the last day of the month will be billed.)

If a clinician leaves your practice: Be sure to deactivate the clinician on the Ambient Notes - User Management page in addition to deactivating them as an athenaOne user for your practice.

1. Display the Ambient Notes - User Management page ( > ADMIN > Clinicals > Practice Links > Ambient Notes > User Management).

2. Click Add Users.

   

3. Complete the following sections of the Add Users window:

   1. Step 1. Select Model — Choose an ambient model for the selected users.

      Note
      By default, all generally available ambient models appear in the Step 1. Select Model menu.
      
      If an ambient model is set to be deactivated for your practice within 30 days, the termination date is noted in parentheses so that you can take this information into consideration when assigning models to users.
      
      After the termination date, the practice administrator will no longer see that model in the Step 1. Select Model menu when assigning ambient models to clinicians.

   2. Step 2. Refine user types (optional) — If needed, click the down arrow to expand the section, and then refine the list of users by:

      • Specialties

      • Provider Group(s)

      • Provider Type(s)

   3. Step 3. Select practice users... — Select the users who want to begin using the Ambient Notes feature with the selected ambient model.

      

      Note
      Only Primary Provider usernames from all departments in your practice appear in the list, and users who already have an assigned ambient model cannot be selected in the list.
      
      

   4. Step 4. Enter start date: — Select the date when the users will begin using the ambient model, and if available, enter the associated Case Number (optional).

      

      After you select a start date, a message appears to clarify how the selected date will affect the first month of billing.

      If you select a start date prior to the 15th of the month, the following message appears:

      

      If you select a start date on or after the 15th of the month, the following message appears:

      

      Note
      You can select any start date for a clinician's first ambient model. However, after a clinician is configured as an Ambient Notes user, you can only select the last day of a month as the deactivation or termination date, and the first day of a month as the start date to switch to another ambient model.
      
      For more information, see How will billing for a clinician’s first month of using the Ambient Notes feature work?

4. Click Next.

5. Ensure the following is correct for each user:

   1. 1. Billing Department — If athenaOne automatically populates this field, ensure it is correct. If the field is incorrect or blank, select the correct billing department.

      Note
      athenaOne automatically populates the Provider Group field based on the default provider group associated with the user. You cannot edit this field.

      

6. Click Add.

   The ambient model is activated for the selected users.

Note: On the Ambient Notes - User Management page, you can also click:

• Billing department name — To view the billing details and select a different billing department. (Even if the billing department is updated multiple times during the month, only the last billing department selected by the end (11:59 p.m.) of the day on the last day of the month will be billed.)

• — To filter configured Ambient Notes users by Specialty, Type, and Active Model.

• — To switch Ambient models for a user. You can change the end date for a user's active model, and you can select an upcoming model and enter its start date.

  Tip: To quickly find a user, enter their name or username in the Search field.

• — To deactivate an Ambient model for a user, starting at the end (11:59 p.m.) of the last day of the month.

• — To view the User History page, which shows what actions and modifications were made on the Ambient Notes - User Management page, including by whom and when.

If a clinician tries the Ambient Notes feature and decides the feature isn't right for them, the practice administrator can switch them to another ambient model or select a deactivation date for the clinician that coincides with the last day of any future month. At the end (11:59 p.m.) of the selected date, the clinician will no longer have access to the Ambient Notes feature.

1. Display the Ambient Notes - User Management page ( > ADMIN > Clinicals > Practice Links > Ambient Notes > User Management).

2. Click the delete icon next to the user's name.

3. The Terminate Ambient Notes User window appears, asking if you’re sure you want to remove access for the user.

4. Complete the fields:

   1. Termination date — You can select only the last day of the current month or a future month. The user’s access to the Ambient Notes feature (that is, the active ambient model and any upcoming ambient models) will end at 11:59 p.m. on this date.

   2. Case Number (optional) — Enter the Salesforce case number.

5. Click Remove Access.

   

Clinicians can try an ambient model for a month and then switch to another model until they find the one that works best for them.

1. Display the Ambient Notes - User Management page ( > ADMIN > Clinicals > Practice Links > Ambient Notes > User Management).

2. Click the edit icon next to the user's name.

3. Click Add Upcoming Model to display additional fields.

   

4. Complete the following fields:

   1. Select a new model to switch to: — Select the Ambient Notes model that the user wants to switch to.

   2. Start Date — Select the first day of an upcoming month.

      Note: The date ranges for the active model and upcoming model cannot overlap.

       

      The end date automatically updates

      After you select a Start Date for the upcoming model, the Current model end date: automatically updates to the last day of the previous month. However, if the contract for the current model ends prior to the start of the upcoming model, the Current model end date: shows the last day of the contract.

       

      Want a different end date?

      If the automatically populated end date is not correct (for example, if the user won't be using Ambient Notes for a month), you can manually change the end date without affecting the start date for the upcoming model.

   3. Case Number (optional) — Enter the Salesforce case number.

      

5. Click Save Changes.

   Note: On the Ambient Notes - User Management page, the Scheduled for future label appears in the Provider column to indicate that a user is not yet active on any Ambient model but they are assigned to one ambient model that will start on a future date.
   

At any time, practice administrators can download Ambient Notes user data for their practice to a CSV file. The data downloaded will include each provider's full name, username, position, specialty, model, start date, end date, and status (Active/Inactive/Upcoming — including Scheduled for Future).

1. Display the Ambient Notes - User Management page ( > ADMIN > Clinicals > Practice Links > Ambient Notes > User Management).

   

2. Click Download Data.

   

3. Select the parameters for downloading data. You can either:

   • Filter by — Select a general time frame; or,

   • Start date and End date — Enter a specific start date and end date.

     Note: You can download up to one year's worth of data.

4. Click Download.

   

To provide feedback about the Ambient Notes admin workflow, click the Give Feedback link at the top of the Ambient Notes - User Management page.

Note
Please use the Give Feedback link only to provide qualitative feedback about the Ambient Notes admin workflow. If you're experiencing an issue related to the Ambient Notes feature, settings, or billing that you need help resolving, please do not use the Give Feedback form to report the issue; instead, submit a support case: You can create a support case from the Support menu in athenaOne (desktop and mobile) or in the Success Community. Select Additional Services - Ambient Notes as the classification.