Assign Appointment Types to Layouts

1. Display the Assign Appointment Types to Layouts page: On the Main Menu, click Settings > Clinicals. In the left menu, under Practice Links — Chart/Encounter, click Assign Appointment Types to Layouts.
2. Layout — Select an encounter layout from the menu.
3. Specialty — Select a specialty.
4. Assign appointment types to encounter layout — Select the appointment types that should use the selected layout.
5. Click Add.
   

You can update the appointment types assigned to a layout, but you cannot change any other fields for an existing layout.

Note: Changing an encounter layout for an open encounter can cause problems. If the encounter layout is changed while an encounter is open, see the workaround in this section.

1. Display the Assign Appointment Types to Layouts page: On the Main Menu, click Settings > Clinicals. In the left menu, under Practice Links — Chart/Encounter, click Assign Appointment Types to Layouts.
   
2. In the Appointment-Specific Encounter Layouts list, click update next to the layout that you want to edit.
3. Assign appointment types to encounter layout — Select new appointment types to add to the layout and deselect appointment types that you want to remove from the layout.
4. Click Update.

Changing an encounter layout for an open encounter

Changing an encounter layout for an open encounter can cause problems. For example, if a provider is documenting in a section that the new layout does not include, the provider could lose sections mid-documentation. If the encounter layout is changed while an encounter is open, use this workaround.

1. Go to the Check-in stage of the open encounter.
2. Change the appointment type to a different type and click Save.
3. Change the appointment type to the correct type and click Save.

This layout follows the traditional 5-stage visit and contains the Check-in, Intake, Exam, Sign-off, and Checkout stages. By default, all appointment types use the Standard Office Visit layout unless you assign the Exam-Only Visit or Nurse Visit encounter layout to an appointment type on the Assign Appointment Types to Layouts page.

Use this layout for appointments that will be documented only by the provider, such as nursing home visits. The Exam-Only Visit layout includes the Check-in, Exam, Sign-off, and Checkout stages.

When an appointment type is mapped to an exam-only layout:

• Clicking an Exam-Only encounter opens the Exam briefing, and Go to Exam is the only option in the green action button.
• The colors on the schedule indicate that the encounter does not have an Intake stage.

Use this layout for nurse-only appointments, such as injection visits, where the nurse documents the encounter during the Intake stage. The Nurse Visit layout uses all five encounter stages (Check-in, Intake, Exam, Sign-off, and Checkout). After Intake is complete, athenaOne moves the encounter to Checkout and reassigns it to a provider to review and close.

For short appointments — such as an injection, sick visit, or post-operation visit — you can document the encounter on a single page that includes only the sections you need.

• One-Stage Focused Visit
• One-Stage PT Focused Visit

Note: The only difference between the One-Stage Focused Visit and the One-Stage PT Focused Visit encounter layouts is that the One-Stage PT Focused Visit includes two additional sections by default: Physical Therapy Episodes and Exercise Flowsheets.

Practices most commonly assign the One-Stage Focused Visit or One-Stage PT Focused Visit encounter layout to the following appointment types:

• Post-op
• Injections​
• Workers compensation​
• Vaccines​
• Flu shots​
• Lab-only visits​
• Physical therapy evaluations
• Occupational therapy evaluations​
• Behavioral health evaluations​
• Care management follow-ups​
• Nurse visits

When you begin an encounter for an appointment that's assigned to the One-Stage Focused Visit or One-Stage PT Focused Visit encounter layout, you see only a few key sections in the Document stage of the encounter.

Standard sections

 

These sections are shown in the Document stage of the encounter by default.

 

One-Stage Focused Visit

• Reason for Visit
• History of Present Illness
• Review of Systems
• Physical Exam
• Procedure Documentation
• Assessment & Plan

One-Stage PT Focused Visit

• Reason for Visit
• Physical Therapy Episodes
• History of Present Illness
• Review of Systems
• Physical Exam
• Procedure Documentation
• Exercise Flowsheets
• Assessment & Plan

Sections that you can add

 

These sections can be added to the Document step of the encounter.

• Vitals
• Screening
• Patient Goals
• Patient Instructions
• Discussion Notes
• Follow Up
• Letters
• Documents for Discussion

Note: athenaOne adds the Documents for Discussion section when you select the Newly referred patient, patient being referred back or new patient option in the Reason for Visit section. After this section is added, you cannot remove it.

 

Unavailable sections

 

These sections are unavailable in the Document stage of the encounter; however, you can access most of these sections elsewhere.

Section	Where you can access the section
Clinical Add-Ons	Billing tab
Care Plan	Patient briefing, patient chart
Outstanding Orders	Patient briefing

 

One-Stage Focused Visit for Specialty Types

 

For certain specialty groups, different sections are now either added or removed by default depending on how often they are used or not used in the One-Stage Focused Visit encounter layout.

 

Sections added by default depending on specialty type

 

Specialty group	Specialty name	Sections added by default
Bariatrics	Bariatric Medicine	Vitals, Discussion Note
Bariatrics	Obesity Medicine	Vitals, Discussion Note
Geriatrics/Gerontology	Adult Gerontology	Vitals
Urgent Care	Urgent Care	Vitals

 

 

Sections removed by default depending on specialty type

 

Specialty group	Specialty name	Sections removed by default
Allergy/Immunology	Allergy/Immunology	Physical Exam
Audiology	Audiology	Review of Systems
Care Management	CCM Services	Physical Exam, Review of Systems
Care Management	Care Coordination	Physical Exam, Review of Systems
Care Management	Care Management	Physical Exam, Review of Systems
Neurology	Neuro Ophthalmology	Physical Exam
Neurology	Neurophysiology	Physical Exam
Neurology	Neurology	Physical Exam
Oncology	Pediatric Hematology/Oncology	Physical Exam, Review of Systems
Oncology	Surgical Oncology	Physical Exam, Review of Systems
Oncology	Radiation Oncology	Physical Exam, Review of Systems
Oncology	Hematology/Oncology:Cell Therapy	Physical Exam, Review of Systems
Oncology	OB/GYN Oncology	Physical Exam, Review of Systems
Oncology	Medical Oncology	Physical Exam, Review of Systems
Oncology	Hematology/Oncology	Physical Exam, Review of Systems
Oncology	Gynecological/Oncology	Physical Exam, Review of Systems
Oncology	Naturopathic Oncology	Physical Exam, Review of Systems
Orthopedic Surgery	Orthopedic Surgery Ankle/Foot	Physical Exam, Review of Systems
Orthopedic Surgery	Orthopedic Trauma Surgery	Physical Exam, Review of Systems
Orthopedic Surgery	Orthopedic Surgery-Spine	Physical Exam, Review of Systems
Orthopedic Surgery	Orthopedic Surgery Total Joint	Physical Exam, Review of Systems
Orthopedic Surgery	Orthopaedic Surgery - Hand	Physical Exam, Review of Systems
Orthopedic Surgery	Orthopedic Musculoskeletal Oncology	Physical Exam, Review of Systems
Orthopedic Surgery	Orthotics	Physical Exam, Review of Systems
Orthopedic Surgery	Peripheral V. D./Ost	Physical Exam, Review of Systems
Orthopedic Surgery	Orthopedic Surgery	Physical Exam, Review of Systems
Orthopedic Surgery	Orthopedic Surgery Shoulder and Elbow	Physical Exam, Review of Systems
Orthopedic Surgery	Orthopedic Surgery-Adult Reconstructive	Physical Exam, Review of Systems
Orthopedic Surgery	Orthopedics	Physical Exam, Review of Systems
Pain Management	Pain Management	Physical Exam
Pain Management	Pediatric Pain Management	Physical Exam
Pain Management	Interventional Pain Management	Physical Exam
Pathology	Laboratory Studies	Physical Exam
Pathology	Pathology	Physical Exam
Pathology	Dermatopathology	Physical Exam
Pathology	Speech Language Pathology	Physical Exam
Physical Therapy	Pelvic Health Physical Therapy	Review of Systems
Physical Therapy	Exercise Physiology	Review of Systems
Physical Therapy	Physical Therapy	Review of Systems
Radiology	Pediatric Radiology	History of Present Illness, Review of Systems, Physical Exam
Radiology	Interventional Radiology	History of Present Illness, Review of Systems, Physical Exam
Radiology	Diagnostic Radiology	History of Present Illness, Review of Systems, Physical Exam
Radiology	Advanced Diagnostic Imaging	History of Present Illness, Review of Systems, Physical Exam
Registered Dietitian/Nutritionist	Registered Dietitian Nutritionist	Physical Exam

 

 

Encounter Summary

 

In the Sign-off step of the Exam stage, you can see all the standard sections, as well as any sections that you added.

 

Click FULL ENCOUNTER SUMMARY to access the full encounter summary.

 

Workflows for additional sections in the Document stage of an encounter

 

From an encounter plan

If the reason for visit that you select is associated with an encounter plan that includes additional sections, athenaOne automatically adds those sections to the Document step.

 

Documents for Discussions section

If you check Newly referred patient, patient being referred back or new patient, athenaOne automatically adds the Documents for Discussion section.

Note: After the Documents for Discussion section is added, you cannot remove it, even if you clear the check box.

 

Add sections

You can add other sections as you need them. Just click the add icon next to the appropriate sections from the Add Sections menu.

 

Reusing sections from a previous encounter

You can also add additional sections by reusing a section of a previous encounter. Just go to the Visits tab, click the view more icon next to an encounter, and then click the reuse arrow next to the section you want to reuse.

 

Remove sections without data

To remove a section, hover over the section and click X.

 

Important: You can remove only sections that don't contain any data. If you attempt to remove a section that contains data, you see a message letting you know you cannot remove the section.

 

Exceptions: You cannot remove the following sections:

• Reason for Visit
• Assessment & Plan
• Documents for Discussion

Additional specialty-specific layouts are available on the Assign Appointment Types to Layouts page.

Practices with the OB feature enabled

For practices with the OB feature enabled in at least one department, the default encounter layout is the OB Standard Office Visit layout. On the Assign Appointment Types to Layouts page, you can assign a different encounter layout to some appointment types, for example:

• OB Nurse Visit layout
• OB Exam-Only Visit
• OB Structured Procedure Visit (for practices with the Structured Procedure Documentation feature enabled)
• OB Exam-Only Structured Procedure Visit (for practices with the Structured Procedure Documentation feature enabled)

Practices with the Physical Therapy feature enabled

For practices with the Physical Therapy feature enabled in at least one department, the default encounter layout for the Physical Therapy and Phys. Med. & Rehab. specialties is the One Stage Physical Therapy Visit layout.

Note: To use the One Stage Physical Therapy Visit encounter layout for other specialties, configure those specialties with appointment types to use this layout on the Assign Appointment Types to Layouts page.

Practices with the Structured Procedure Documentation feature enabled

For practices with the Structured Procedure Documentation feature enabled, the Assign Appointment Types to Layouts page provides Structured Procedure Visit encounter layouts, including OB Structured Procedure Visit and Exam-Only Structured Procedure Visit.

Practices with the Eye Care Workflow feature enabled

For practices with the Eye Care Workflow feature enabled, the Assign Appointment Types to Layouts page provides these layouts: Eye Care Visit and Exam-Only Eye Care Visit.

For more information

For complete information about the mapping of practice specialties to encounter layouts and the information included in each layout, see this document on the Success Community: Map Appointment Types to Encounter Layouts Tip Sheet.