Inbox (Clinician view)

You can display a list of the last 40 tasks you viewed in the Clinical Inbox. The tasks appear in order from most recent to least recent.

Note: Only individual documents appear in the list. When you open a consolidated task in the Clinical Inbox, each individual document appears on one row on the Your Recently Viewed Tasks page. For more information about consolidated tasks, see About consolidated tasks.

1. From either the list view or the grid view of the Clinical Inbox, click Recently Viewed.
   Note: If you cannot see the Recently Viewed link, see Test Datacenter Connectivity.
   
   Note: In the grid view of the Clinical Inbox, the Recently Viewed link is at the top right.
   The Your Recently Viewed Tasks page appears.
   
• Orange bar — Ready for staff
• Green bar — Ready for provider
• Red bar — Priority or urgent (appears if the Priority option is selected for a task)
2. Click a row in the list of Recently Viewed Tasks to open the task in the patient chart.
3. To return to the Clinical Inbox, click Back to Inbox at the top of the page.
   The list view or the grid view appears, depending on the view you used last.

You can search for documents in the Clinical Inbox, documents that were deleted, and documents assigned to a patient chart that are not listed in the Clinical Inbox. Use the filter fields on the Document Search page to help you locate the documents that you need.

Tip: If you do not filter the document search by date (using the Created between field) or by document class (using the Document Class field), the search could take several minutes to run, particularly at large practices, and the results may not be specific enough.

1. Display the Document Search page: On the Main Menu, click Patients. Under DOCUMENTS, click Document Search.
2. Document ID — Enter the document ID number, if known.
3. Created between — Enter a date range for the document, if known.
4. Patient ID — Enter the patient ID associated with the document, if known, or enter the first few letters of the patient's name and select the name from the matching list.
5. Clinical Provider — Enter the first few characters of the provider's name, then select the clinical provider from the matching list.
6. Document Class — Select the document class.
7. Document Subclass — If you selected a document class, you can also select a document subclass (depending on the document class you selected).
8. Document Status — Select the document status.
9. Document Source — Select the source of the document.
10. Clinical Order Type — Enter the first few characters of the order type, then select it from the matching list.
11. Created By — Enter the first few letters of the first name, last name, or username of the athenaOne user who created the documents you are searching for and select the user from the matching list.
    Note: You cannot search by credential, position, specialty, or provider group. If the letters you entered result in more than 200 matches, a message instructs you to enter more characters. For more information, see Searching for documents created by a specific user.
12. Click Search. The document search results appear.
    You can click a column header to sort the list by that column.

You can choose which fields appear for worklists in Clinical Inbox categories (for example, Clinical Documents, Encounters, Patient Cases). You can also change the order in which those fields are listed. The configuration you choose applies to all worklists in the same inbox category. Additionally, each user at your practice can have their own set of configurations, and those configurations don't impact one another.

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1. From the Clinical Inbox (grid view), click a linked number in a row/column intersect to display the list of tasks in that category.
2. Click Configure Fields.
   

3. To display or hide a field, turn the toggle on or off.

   

   To rearrange the order of fields, drag and drop a field into a new position in the list.

   

   
   Your changes apply automatically. To reset to the default configuration, click Default.

You can take actions on inbox items directly from the Clinical Inbox via the Quick Action Menu.

1. Display the grid view of the Clinical Inbox.

   1. Click the athenaOne logo at the upper left of the screen to display the Clinician view of the home page.

   2. From the left pane of the Clinician home page, click the Inbox menu and select Clinical Inbox.

2. From the grid view of the Clinical Inbox, click a linked number in a row/column intersect to display the list of tasks in that category.

3. Access the Quick Action Menu:

   • Right click the inbox item
   • Hover over the inbox item and click the more options icon

4. Select an option from the menu and complete the fields in the pop-up window.

5. Click Save. When you select Reassign, Add Action Note, or Close, you can click Save to complete the action or click the down arrow to save and complete an additional action:

   • Save & Create Order — Completes the quick action and navigates you to the Order Group page.
   • Save & Schedule Appointment — Completes the quick action and navigates you to the Schedule Appointment page.

You can expand a patient case to see relevant details in the Quick Overview. The Quick Overview displays the case description and action note history.

1. From the grid view of the Clinical Inbox, click a linked number in the Patient Cases column.

2. Hover over a patient case and click the down arrow to open the Quick Overview.

3. Click the Case Description and History tabs to view details about the patient case.

You can expand interface and Marketplace Partner API lab results to view relevant details via the Quick Overview.

1. From the grid view of the Clinical Inbox, click a linked number in the Lab/Imaging column.

2. Hover over a lab result and click the down arrow to open the Quick Overview.

3. For consolidated result tasks with multiple results, the Quick Overview includes a tab for each result. Click a tab to view details for that result:
   
   
   Note: Depending on your screen size, the Quick Overview may display a menu listing each result in the consolidated result task, rather than separate tabs. Select a result to view the details.

When athenaOne receives a lab result or clinical document via interface and is unable to determine which patient the result or document belongs to, it sets the document status to HOLD until you select the correct patient.

Note: athenaOne does not match lab results and clinical documents to patients when the result or document is received by fax.

1. Display the grid view of the Clinical Inbox.
   Note: You must display the grid view of the Clinical Inbox to match interfaced lab results and clinical documents to patients.

To access the grid view of the Clinical Inbox, select the Clinical Inbox option from the Inbox menu.



2. Click a linked number in the Lab/Imaging or Clinical Documents row to display the list of documents.
3. Click a document in HOLD status in the list.
   athenaOne displays up to three patient matches, with the best match at the top of the list.
   
   
4. Review the patient information at the top of the page to find the correct patient record.
5. If one of the suggested patient matches is correct, select it from the list.
6. If none of the suggested matches is correct:
1. Select Find profile to search for a different patient. You can search by patient name, date of birth, Social Security number, phone number, address, or provider group.
   
   
2. In the search results, select a patient.
   Note: If you select a patient who has substantially different demographics than the ones in the document, click OK to confirm your choice.
7. Click Save.

athenaClinicals prohibits users from editing or deleting orders that have been queued for transmission to the intended recipient (for example, the pharmacy or lab). Orders are queued for transmission when a provider clicks Sign Order and then Save.

If you identify an error in an order or if you want to change or cancel the order, you must call the receiver (for example, the lab or pharmacy) to communicate your change and then record any changes to the order in the patient chart.

1. From the Assessment / Plan section of an encounter or order group, select an order to be sent out, for example, prescribe a medication.
   The submitter is set to ATHENA (any document to be sent out via INTERFACE or FAX where the NOTIFIER is ATHENA).
2. Select the Sign orders option.
3. Click Save.
   The order now moves to a collapsed view.
4. To see the new status, click the header to expand the view.
5. Click re-open. A warning message appears stating "The selected order may have already been received by the recipient (e.g., pharmacy or lab). If you wish to cancel or change this order, you must contact the intended recipient directly. Are you sure that you want to reopen this order?"
6. Click Yes to reopen the order or No to cancel the action and leave the order unchanged.

Note: When you cancel or delete an order, any authorization tasks associated with that order are also removed.

By default, consolidated tasks contain in a single document all lab or imaging results from a patient encounter or order group. If you prefer to consolidate lab and imaging results by patient, instead of by encounter or order group, you can request this option by creating a support case (for more information, see About consolidated tasks).

To open consolidated result tasks

1. Display either the list view or the grid view of the Clinical Inbox.
2. Select Lab/Imaging results.
   Tasks with consolidated results appear with the number of results in parentheses and the results listed. Results are grouped based on the patient, originating encounter or order group, result type (lab or imaging), status, and assigned user.
3. Click a consolidated result task, indicated by a numeral in parentheses before or after an order, to open the consolidated document view.
   
   The title of the document shows the number of results and, when known, the encounter or order group in which they originated. Below the title, you see the number of additional encounter results or orders without results.

To view all results from an encounter or order group from a single document

1. Open a result document.
   If athenaOne has received multiple results for an encounter or order group, a link to the full list of results appears at the top of the document.
2. Click View All [#] Results from [Encounter Type] on [Date].
   • The consolidated document view displays all results that are in the same status and are assigned to the same user as the initial result document. Results that are in other statuses or are assigned to other users appear in the Additional Encounter Results section.
   • If no results are assigned to you, all the results are read-only. To make changes to these results, click each individual document.

To view additional results and pending orders from the same encounter or order group

1. Display the consolidated document view for lab or imaging results: In the Clinician Inbox, click a consolidated result task, indicated by a numeral in parentheses before or after an order.
2. Scroll down to the Additional Encounter Results section.
   Any results for the same encounter or order group that are in a different status or are assigned to a different user appear in a summary form.
   Note: Clicking Select all does not take any action on the additional results when they are in this summary view. However, if you click Show DETAILS and then click Select all, athenaOne also selects any results in the Additional Encounter Results sections that are in the same status.
3. Click Show DETAILS to expand Additional Encounter Results.
   You can edit and select actions only for results assigned to you or another user that are in the same status as the results at the top of the page. Results in a different status are read-only. You can make changes to these results by clicking into each individual document.
   Note: Orders from the same encounter or order group that do not yet have a tied result are listed in the Orders without Results section of the Clinical Inbox.

For physician authorization documents, users who have the Clinicals: Order/Prescription Sign-off permission can grant delegate permissions to users who do not have this permission. As delegates, non-provider users can annotate and fax back physician authorization documents using the Annotation complete. Submit by Fax & Next button.

Note: For more information about how providers can grant permissions to delegates, see To delegate sign-off permissions for physician authorization documents.

Important: The Clinicals: Order/Prescription Sign-off permission allows users to sign and submit medication prescriptions to pharmacies. The person at your practice who grants this permission is responsible for verifying that the users assigned this permission are authorized to prescribe medications in your state.

The provider who delegated the signing of physician authorization documents must authorize any such documents that were annotated, signed, and submitted on the provider's behalf by a practice staff user within three business days. If this authorization does not take place within three business days, the designated practice staff user loses access to sign and submit documents on the provider's behalf.

1. Display the Delegated Orders/Authorizations page: Click the down arrow in the Clinical Inbox header and select Delegated Orders (n).
   Note: Only users who configured order delegates see the Delegated Orders queue in the Clinical Inbox.
   
   The Delegated Orders/Authorizations page opens.
2. Select the documents that you want to authorize.
   
   
3. Click Authorize.

1. Display the Clinical Inbox: Click the athenaOne logo at the upper left to display the Clinician view of the home page. The Clinical Inbox is in the left pane.
2. Use the View by: menu to sort the documents by type.
3. Click the document type to display a list of documents in that category.

3. Click a Prescription — Renewal task in REVIEW status. The document task appears.
4. Medication to Renew — Click to view a list of the most recent medications for the patient. If the medication list contains more than 15 items, you can click show all medications for this patient to see the complete list.
5. Select the medication appropriate for the faxed renewal request. The Sig, quantity, and number of refills from the previous prescription are autopopulated, but you can edit these fields if necessary.
   Note: The Days supply field may contain a value recommended by the pharmacy. You can edit this value, if appropriate.
6. For medications that have more than one set of directions (from previous prescription orders), a selector list appears in the Sig field. Select one of the available directions, or enter a new set if appropriate.
7. If the faxed renewal request contains a medication that is not in the patient's medication list, you can choose the drug by typing the name into the Or Choose Drug Name field to the right of Medication to Renew.
   
   Note: If you select a medication from the Medication to Renew list and then select another drug using the Or Choose Drug Name field, you must re-enter any missing information such as directions, refills, and quantity.
   
   Tip: To maximize the view of the refill request, click Show additional information to display the fields containing static information — pharmacy, prescriber, submitter, and department. To hide the fields again, click Hide additional information.

1. Display the Clinical Inbox or Communicator Inbox.
2. Click the linked number under the Patient Cases column in the PORTAL row. The list of cases appears below the grid.
3. Select a patient case or appointment request that was sent to the practice from the Patient Portal.
4. Alarm Days — Enter the number of days until the patient case or appointment request is sent back to the practice staff. Leave this field blank if you do not want a particular message to ever trigger an alarm.
   Note: This field appears only if the patient is registered for the Patient Portal or has been invited to register for the Patient Portal. Initially, the field shows the default alarm days setting for your practice.
5. Select the desired document action and click Save.
   If the patient does not read the response in the set number of days, the task is automatically assigned to the practice staff.
   Note: This assignment can be changed using the Task Assignment Overrides page.

Providers can exchange electronic messages via athenaOne with pharmacies in the Surescripts network to approve or deny a prescription change request from the pharmacy. Pharmacies may send change requests to suggest a substitute medication, a generic version of the medication, or a change in dosage. If you already send prescriptions electronically in athenaOne, you can use this feature.

Note: To request prescription changes and receive prescription cancellations, pharmacies must be enabled on the Surescripts network and be certified by Surescripts for change and cancel transactions.

For a demonstration, see this video: How to Change a Surescripts eRX Request Electronically.

Types of information in each prescription change request

 

A prescription change request can contain information of these types.

Note: The type of change appears in the Change Details field of the Prescription -— Change document.

 

Therapeutic Interchange — Request to change from one medication to a different medication used to treat the same condition, or to clarify a prescriber's intent. Other reasons include:

• Drug Utilization Review (DUR) issue
• Formulary compliance
• Days supply
• Therapy change
• Prescription clarification

Generic Substitution — Request to dispense a different brand or an unbranded drug instead of the brand prescribed by the physician.

• Switching from brand to generic
• New generic brand available
• Brand not covered

Prior Authorization — Request to notify the prescriber that a prior authorization is required by the patient's health plan before the medication can be prescribed.

 

To review an electronic prescription change request from a pharmacy

1. In the grid view of the Clinical Inbox, click a number in the Orders/Rxs/Auths column.
2. Locate the Prescription — Change task in the list and click it to open the document.
3. Review the Change Details from the pharmacy that appear in an Inbound Message. In this example, the change request is for a generic substitution.
   
   
• Original Prescription — Medication that the provider submitted to the pharmacy.
• Change Details — Changes that the pharmacy can request, including the Drug name, Sig, Quantity, and Refills.
  Note: Only the provider can change the DAW (dispense as written) option.
4. If you want to approve the pharmacy request with changes, modify any of the Change Details (Drug name, Sig, Quantity, or Refills).
5. To include a note or to prioritize the prescription, use these fields:
   
• Note to Pharmacy
• Internal Note
• Note
• Priority — Select This task is urgent for immediate attention.
6. Respond to the change request from the pharmacy.
1. Click view actions.
2. Click Approve or Deny.
3. If you click Deny, select a reason for denying the request from the menu.
7. Click Save.
   The approval or denial appears in an Outbound Message to the pharmacy. You can scroll down to see the Change Details and notes.

athenaOne can send electronic prior authorization (ePA) requests for prescribed medications directly to payers, and you can receive ePA requests from select pharmacies in your Clinical Inbox. For more information, see Electronic Prior Authorization (ePA) for Prescriptions.

To generate an electronic prior authorization in response to an inbound faxed ePA request

 

Select pharmacies can send electronic prescription prior authorization requests directly to your Clinical Inbox. athenaOne generates a Prescription - Prior Authorization Request task in the Clinical Inbox for the ordering provider or staff (depending on the task assignment overrides set up for Prescription Prior Authorization Request documents).

Important: When a pharmacy sends an ePA request directly to your Clinical Inbox, a duplicate fax is not available in the Clinical Inbox.

1. Open the inbound faxed prior authorization request.
2. Click Add prior authorization at the top of the prior authorization fax document.
   
   athenaOne generates a Prescription - Prior Authorization Request task in the Clinical Inbox for the ordering provider or staff (depending on the TAOs set up for Prescription Prior Authorization Request documents) and closes the inbound faxed prior authorization document.
3. If the Add prior authorization link does not appear on the request, complete the following required fields, and then click Save to enable the link.
   Tip: You can search for a patient or drug name by entering the first few letters in the Patient Name/ID and Drug Name fields.
   
• Patient DOB
• Patient Name/ID
• Drug Name
• Sig
• Prescribed Qty
• Refills

To generate an electronic prior authorization for existing prescription orders and renewal requests

 

Note: When you create a medication order, you may see the estimated price that the patient can expect to pay, along with a notification that the medication requires a prior authorization. You can create an electronic prior authorization request after you sign the order (see To check a prescription price while prescribing a medication).

1. Open the document view of a prescription order or renewal request.
2. Click Add prior authorization at the top of the prescription document.
   
   athenaOne generates a Prescription - Prior Authorization Request task in the Clinical Inbox for the ordering provider or staff (depending on the task assignment overrides set up for Prescription Prior Authorization Request documents).

To complete and submit an electronic prior authorization request form

 

After you complete the prior authorization request form for the payer, an authorized user at your practice must approve the ePA request. For information about delegating this approval task to other users, see To delegate order prior authorization approval permissions.

1. In the Clinical Inbox, open the Prescription - Prior Authorization Request document.

2. Complete the prior authorization form. Fields that require input are outlined in red.
   Note: Enter all telephone and fax numbers in this format: XXX-XXX-XXXX.
3. Click view actions.
4. Select Approve.
5. Click Save.
   athenaOne sends the completed ePA form to the payer for evaluation and validates each value in the form with the payer.
   Note: If any values do not pass validation, athenaOne returns the form to the ordering provider with a note indicating which fields need to be corrected.

 

To replace a prior authorization request form

 

If you need to submit a different prior authorization form to the payer after you selected a form, follow this procedure.

1. Open the document view of a Prescription - Prior Authorization Request task.
2. Click the name of the prior authorization form.
   
   The Select a Prior Authorization Form window opens.
   
3. Enter one of the following items from the patient's prescription insurance card into the search field:
• BIN
• PCN
• Rx group
• Plan
• PBM
4. Click the form in the search results.
   A warning appears about replacing the ePA form.
   
   
5. To replace the ePA form that was selected previously, click Select new form.

 

To support clinical quality reporting requirements, you can record the result of a diabetic retinal eye exam in faxed or uploaded consult notes and imaging result documents. The document must have one of these labels:

• Diabetic Eye Exam
• Diabetic Ophthalmology Consult Note
• Diabetic Retinopathy Screening
• Neuro-Ophthalmology Consult Note
• Ophthalmology Consult Note
• Ophthalmoscopy (Proc)
• Optometry Consult Note
• Pediatric Ophthalmology Consult Note
• Retinal Eye Exam

The results recorded in these documents support clinical quality measure (CQM) documentation and are backed by SNOMED codes.

To record the results of diabetic retinal eye exams in a consult note or imaging result document, you must have the Clinicals: Edit Chart permission.

1. If you need to upload a faxed imaging document, see To upload an order-related document to attach to a patient chart.
2. Open the document view of the consult note or imaging result from the Clinical Inbox or using the Find tab of the patient chart.
   Note: The document must have one of these labels in the Document Label field: Diabetic Eye Exam, Diabetic Ophthalmology Consult Note, Diabetic Retinopathy Screening, Neuro-Ophthalmology Consult Note, Ophthalmology Consult Note, Ophthalmoscopy (Proc), Optometry Consult Note, Pediatric Ophthalmology Consult Note, or Retinal Eye Exam.
3. Document Result — Enter the result and value in the fields.
1. Result Type — Select Diabetic retinal eye exam.
2. Result Value — Select Positive finding, Negative finding, or Not performed.

Note: If you select Positive finding, the Diabetic Eye Exam quality measure is satisfied for 12 months. If you select Negative finding, the quality measure is satisfied for 24 months. The Not performed option does not satisfy the measure.

4. Click Save.

From the Clinical Inbox, you can access a worklist of underlabeled documents for patients with upcoming appointments and add detailed document labels before their visits.

Note: Only Lab Results, Imaging/Diagnostic, and Clinical Document classes appear in the Underlabeled Document worklist.

1. Display the Underlabeled Documents Worklist: In the Clinician view of the Clinical Inbox, click the Clinical Inbox heading down arrow and select Underlabeled Documents.
   
   You can also display the Underlabeled Documents Worklist from the grid view of the Clinical Inbox.
   
   The Underlabeled Documents worklist appears in the Task Bar.
   The worklist includes all underlabeled documents belonging to patients who have appointments in the next 2 days in the department that you're logged in to. You can enter a different date in the Appointment Date field to display underlabeled documents for patients with appointments on a different day.
   
2. View by — By default, the worklist is ordered by patient, with the earliest appointments at the top. To sort the list by document created date, select Date Created from the View by menu.
3. Click a document in the worklist to open and view it in the patient chart.
4. In the Document Label field, click Select a document label to open the document label selector.
   Note: You can label a document even if it's in CLOSED status.
   
5. If the document you're labeling is the result of an order made by your practice, select the order in the Recent Orders section of the document label selector to apply that label to the document.
   
6. If the document you're labeling is not the result of an order made by your practice (for example, a courtesy copy of an imaging result), check the Frequently used document labels section of the document label selector to see whether one of the listed labels applies to your document. Select one of the document labels, if it applies.
   Note: This list includes the labels selected most frequently over the past 3 months for documents in your department of the same class as the current document.
   
7. If you do not find an appropriate label in the Frequently used document labels section of the document label selector, search the full list of labels using the search bar at the top of the selector, and select a label for the document.
   Note: This search returns results from the list of recent orders, the list of frequently used document labels, and the full list of labels.
8. If you cannot find an appropriate label after searching the full list of document labels:
1. Click the Document label not listed link at the bottom of the selector.
   Note: To suggest additions to the global document label list, open a support case by selecting Support > Create Case or Call in the Main Menu.
2. Enter a description of the document in the Internal Note field.
9. After you label the document, click Save, or click Save & Next to save the changes and view the next document in the worklist.
10. To close the Underlabeled Documents worklist, click the down arrow next to the Underlabeled Documents header and select a different option from the menu.
    
    

Note: If multiple users label the same document at the same time, athenaOne saves the last change that was made.

You can configure the list view of your Clinical Inbox without affecting the grid view. This allows you to focus only on tasks assigned to you, or to monitor the tasks of other selected users.

To add tasks or users, click the plus icon at the top of the Inbox. You can click Users (n), Provider/Department Staff (n), or Practice Roles (n) and scroll through the list, or you can use the Search tool. This list includes users in all the departments configured in the grid view of your Clinical Inbox, as well as any selected departments. Uppercase indicates roles configured in your current and selected departments.

Select or deselect users to follow or unfollow these users.

Note: When you use the search bar and select from the list of search results, the selected item moves to the top of the list.

Configuring your Clinical Inbox across multiple departments

 

By default, if you work in multiple departments, you can view tasks across departments for the users you configured to view in your Inbox, regardless of the department you selected when you logged in to athenaOne. If you have not previously configured any users, your Inbox shows only your tasks, across departments.

 

To configure the Clinical Inbox to show tasks for a user across departments

 

Note: You must have the Department Login Permissions feature to follow these steps.

1. Display the athenaOne home page: On the Main Menu, click the athenaOne logo.
2. Click the Inbox drop-down menu, and select List View.
3. Click the plus icon at the top right of the Inbox.
   A list of all departments appears on the left, and a list of users and roles appears on the right.
4. Select at least one department on the left to refine the list of users and roles that appears on the right.
   Note: Refining the list by department is not equivalent to displaying tasks assigned to all users and roles in the Inbox. After you select a department, you still need to select an item under Users and roles before tasks appear in your Clinical Inbox.
5. Select the users or roles of interest on the right, under Users and roles.
   Tip: You can search for a specific user by entering the user's full name or username in the search field and then selecting the full name in the list of search results. Or, you can browse for users by expanding the Users or Practice Roles category, scrolling through the list, and selecting a user or role.

 

• The number of outstanding tasks for an Inbox item appears on the right side of each row in the Inbox.
• You can click an Inbox row to display a scrollable worklist in the (same) left panel. Click a worklist item to display the item details in the center panel.
• Click the left arrow icon to return to the original view of your Inbox.
• You can click a badge in the status bar (at the bottom right of your screen) to display a worklist of those tasks.
  
  Note: Task badges are updated every two minutes; newly assigned tasks are not displayed immediately.

The task sorting for all worklists in the Inbox is as follows:

• Urgent status (any urgent tasks are filtered to the top of the list and highlighted with an orange bar)
• Date (most recent at the top)
• Type (all rows appear)
• Assigned to (all rows, grouped by user)

When you click a row, you can further sort the items in the worklist by Priority, Assigned To, or Result Category (for worklists where result tasks appear).

For the following rows where result tasks appear, the Result Category sort option is available: Lab / Imaging, Urgent Tasks, Patient in Office, and Total. The Result Category option sorts tasks by result criticality (critical then abnormal then unknown then other then normal), then by urgency, and finally by created date.

Click the left arrow icon to return to the original view of your Inbox.

If there are outstanding items in your practice's Unconfigured User Inbox, a message appears at the bottom of the Inbox.

If you click the Encounters row, the list of encounters assigned to you (and to any users you added to your Clinical Inbox) appears. A green bar appears next to the names of patients who are checked in. Light green means "checked in and ready for the provider"; the darker green means "checked in and with the provider."

To open an encounter, click a patient name in the list.

If you click the Orders/Rxs/Auths row, the worklist appears. It contains any orders, prescriptions, and authorizations that require your attention.

The colors indicate the appointment status and are sorted in order of priority by default.

A boxed number in red indicates the number of lab/imaging results that came back as abnormal and are considered higher priority for review.

If you click the Lab/Imaging row, the worklist appears. It contains any lab or imaging results that you must reconcile.

High priority items are marked as abnormal. If a lab order is associated with several received lab results, the number of associated results is indicated under the patient's name in the worklist.

To access the grid view of the Clinical Inbox, select the Clinical Inbox option from the Inbox menu.

Your individual username row appears in bold in the Clinical Inbox grid.

Note: If no tasks are currently assigned to a user, that user's row does not appear in the Clinical Inbox grid.

Click a linked number in a row/column intersect to display the list of tasks in that category below the Clinical Inbox grid. You can then click a column header to sort the list by that column.

In the status bar below the Clinical Inbox grid are badges that you can use to display a worklist of your inbox tasks (urgent tasks are represented by the red digit). You can click the blue or red badge to display the tasks in the list view or the grid view of the Clinical Inbox.

Note: athenaOne saves the display of the last worklist that you selected (a linked number in a row/column intersect), so that the next time you log in to athenaOne, the Clinical Inbox display reflects your previous worklist.

Unconfigured user row

 

The Unconfigured User row contains all tasks assigned to users in your practice who are not yet configured as a row in any user's Clinical Inbox. In other words, if a document or encounter is assigned to a username that does not appear as a row in any Clinical Inbox in your practice, the task appears in a row labeled Unconfigured User in your Clinical Inbox. athenaOne also moves documents assigned to users without permissions to access the Clinical Inbox (and users whose access has expired) to the Unconfigured User row in the Inbox. The Unconfigured User row ensures that no tasks go unnoticed.

 

Note: athenaOne runs a script hourly that searches for documents assigned to users without access to the Clinical Inbox and moves them into the Unconfigured User row. Another athenaOne script runs nightly to clear everything out of that row. The row is then repopulated the next time that the hourly script runs. This means that documents are automatically moved into the row once an hour, but only moved out once a day.

 

Selecting departments to display in the Clinical Inbox grid view

 

In the grid view of the Clinical Inbox, you can select the users, roles, and departments whose tasks you want to see.

Note: To select departments, your organization must have the Department Login Permissions feature. If you have access to only one department, see "Selecting users and roles to display in the Clinical Inbox grid view."

1. To access the grid view of the Clinical Inbox, select the Clinical Inbox option from the Inbox menu.

   

2. At the upper right corner of the grid view, click the plus icon to display the department and user selections. The USER AND ROLES selector displays a list of departments and a list of users.
3. At any time, if you want to see only tasks for the users and roles in your department of login, select the Limit inbox to log in department option (above the Users and roles search box).
   
   
4. To configure the departments that appear in the Clinical Inbox, hover the cursor over Departments to display the SELECT ALL and CLEAR ALL options. The list of selected departments determines which users and roles appear on the right side of the window.
   
   Note: If you have never selected any departments, you see only the SELECT ALL option; if all departments are selected, you see only the CLEAR ALL option.
5. Select and remove departments.
• To select specific departments, click the department names. Users and roles for the selected departments appear in the Users and roles list on the right.
• To remove a selected department from your list, click the department name.
• To select all departments in the list, click SELECT ALL.
• To deselect all departments in the list, click CLEAR ALL.
6. You can also use the Departments search box to find and select departments.
1. In the search box, enter letters to locate the departments you want to select.
   A list of results is displayed.
2. To select all filtered results, hover the cursor over Departments and click SELECT RESULTS.
   
3. To select individual departments, click the departments you want.
   If you select individual filtered results and hover the cursor over Departments, SELECT RESULTS and CLEAR RESULTS are displayed. Click CLEAR RESULTS to remove those departments from your list.
7. You can select user and role tasks for the departments you select. See "Selecting users and roles to display in the Clinical Inbox grid view."
   

Selecting users and roles to display in the Clinical Inbox grid view

 

In the grid view of the Clinical Inbox, you can select the users and roles whose tasks you want to see.

1. To access the grid view of the Clinical Inbox, select the Clinical Inbox option from the Inbox menu.

   

2. At the upper right corner of the grid view, click the plus icon to display the USER AND ROLES selector.
   Note: If you have access to more than one department, you also see the department selector.
3. To configure the users and roles that appear in the Clinical Inbox, hover the cursor over Users to display the SELECT ALL and CLEAR ALL options. You can also hover the cursor over Staff, Practice Roles, and athenahealth to select or clear all items.
   
   Note: If you have never selected any users, you see only the SELECT ALL option; if all users are selected, you see only the CLEAR ALL option.
4. Select and remove users.
• To select specific users, click the usernames.
• To remove a user from your list, click the username.
• To select all users in the list, click SELECT ALL.
• To deselect all users in the list, click CLEAR ALL.
5. You can also use the Users and roles search box to find and select users and roles.
1. In the search box, enter letters to locate the usernames you want to select.
   A list of results is displayed.
2. To select all filtered results, hover the cursor over Users (or Staff or Practice Roles) and click SELECT RESULTS.
   
   
3. To select individual users, click the usernames you want.
   If you select individual filtered results and hover the cursor over Users, SELECT RESULTS and CLEAR RESULTS are displayed. Click CLEAR RESULTS to remove the those departments from your list.

You can choose which fields appear for worklists in Clinical Inbox categories (for example, Clinical Documents, Encounters, Patient Cases). You can also change the order in which those fields are listed. The configuration you choose applies to all worklists in the same inbox category. Additionally, each user at your practice can have their own set of configurations, and those configurations don't impact one another.

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1. From the Clinical Inbox (grid view), click a linked number in a row/column intersect to display the list of tasks in that category.
2. Click Configure Fields.
   

3. To display or hide a field, turn the toggle on or off.

   

   To rearrange the order of fields, drag and drop a field into a new position in the list.

   

   
   Your changes apply automatically. To reset to the default configuration, click Default.

For details on the worklist fields for Clinical Inbox categories, see Field reference.

You can take actions on inbox items directly from the Clinical Inbox via the Quick Action Menu, which is accessible from the grid view of the Clinical Inbox.

To display the grid view of the Clinical Inbox:

1. Click the athenaOne logo at the upper left of the screen to display the Clinician view of the home page.

2. From the left pane of the Clinician home page, click the Inbox menu and select Clinical Inbox.

From the grid view of the Clinical Inbox, click a linked number in a row/column intersect to display the list of tasks in that category.

To access the Quick Action Menu, you can either:

• Right click the inbox item
• Hover over the inbox item and click the more options icon:
  

This is the Quick Action Menu:

Quick actions

Currently, there are six common quick actions you can take on inbox items:

• Reassign — Reassign the patient case to another user and add an action note.

• Add Action Note — Add an action note to the document.

• Close — Select a reason for closing the document, add an action note, and close the document. Currently, this option is only available for patient cases and admin documents.

• Go to Quickview — Navigates you to the patient's Quickview page.

• Add Orders — Navigates you to the Order Group page.

• Schedule Appointment — Navigates you to the Schedule Appointment page.

The quick actions you can take on an inbox item vary depending on the inbox category. For example, for encounters, you can select only Go to Quickview. For patient cases, there are additional quick actions available for replying to patients.

Note: If the patient is unknown, quick actions such as Go to Quickview, Add Orders, and Schedule Appointment are not available.

To see this feature in action for patient cases, view the demo video (quick actions are shown at 2:33).

For a list of the available actions for each inbox category, see the following table:

Lab result quick actions

For lab results, when you click Complete Review, you can select one of two options to complete your review:

• Share with patient — Selecting this option publishes the results to the Patient Portal and updates the status of the result document to SUBMIT. If the notification method is not set for the patient, or the patient doesn't have Patient Portal access, selecting this option closes the result document.

• Discussed with patient — Selecting this option closes the result document.

If you select both Share with patient and Discussed with patient, Share with patient takes precedence.

When you click Complete Review, an error message appears if the result document is missing provider information, missing a document label, or marked as "Risk of patient harm or legal violation—do not send to patient." This is one example of this error message:

Take multiple actions

When you select Reassign, Add Action Note, or Close, you can click Save to complete the action or click the down arrow to save and complete an additional action:

• Save & Create Order — Completes the quick action and navigates you to the Order Group page.

• Save & Schedule Appointment — Completes the quick action and navigates you to the Schedule Appointment page.

You can expand a patient case to see relevant details in the Quick Overview. The Quick Overview displays the case description and action note history.

From the grid view of the Clinical Inbox, click a linked number in the Patient Cases column to display a list of tasks.

To access the Quick Overview, hover over a patient case and click the down arrow:

From the Quick Overview, you can switch between the Case Description and History tabs:

To see this feature in action, view the demo video (the Quick Overview is shown at 2:12).

You can expand interface and Marketplace Partner API lab results to view relevant details via the Quick Overview.

From the grid view of the Clinical Inbox, click a linked number in the Lab/Imaging column to display a list of tasks.

To access the Quick Overview, hover over the lab result task and click the down arrow:

The Quick Overview expands the result task and displays the following information:

• Result details — Result name, result status, performed date, publish status, and portal access.
  

• Analyte data — Analyte, current value, reference range, units, abnormal flag, and status.

• Result note.

To scroll through the table, use the arrow buttons on the right side of the Quick Overview.

For consolidated result tasks with multiple results, the Quick Overview includes a tab for each result. Click a tab to view details for that result:

Depending on your screen size, the Quick Overview may display a menu listing each result in the consolidated result task, rather than separate tabs. Select a result to view the details:

Note: You can still click the result task to navigate to the result document or open the consolidated document view.

For documents that are generally the result of an order (for example, Lab Result, Imaging Diagnostic Result, Consult Note), a quality label requires a Document Label. The document label can be added as follows:

• By tying the result to the originating order
• By searching for and selecting the appropriate clinical result type

Administrative documents without a subclass and other clinical documents also require a Document Label. Use the Document Label field to specifically label documents in the chart (beyond "Admin" or "Clinical Document"). For all other documents, a quality label requires a Subclass.

A document that does not have a quality label is considered underlabeled.

To minimize the number of tasks in your Clinical Inbox, athenaOne does not display tasks that can be accessed through an existing item in the Clinical Inbox.

• Documents attached to an open encounter when both the encounter and the documents are assigned to the same user — When a document with a class of PRESCRIPTION, ORDER, PATIENTINFO, VACCINE, DME, or SURGERY is attached to an open encounter, only the encounter appears in the Clinical Inbox; these documents are not displayed separately in the Clinical Inbox.
• In-house orders in PERFORM status are not displayed separately in the Clinical Inbox because the in-house order is associated with a lab result and an interpretation document. For more information, see "How in-house lab orders and results appear in the Clinical Inbox."

By default, consolidated tasks contain in a single document all lab or imaging results from a patient encounter or order group. The consolidated task displays the number of orders and which orders have or do not have results.

Note: To find consolidated result documents in the Clinical Inbox, look for order names that are preceded or followed by a numeral in parentheses (this numeral indicates the number of results included in the consolidated result document).

You can choose to consolidate lab and imaging results by patient, instead of by encounter or order group. If you choose this option, lab and imaging results are consolidated when the results are for the same patient, even if the results are from separate encounters or order groups. Consolidated results by patient must also:

• Share the same result type
• Have the same status
• Be assigned to the same athenaOne user

To enable the grouping of consolidated results by patient (not based on encounter or order group), create a support case by selecting Support > Create Case or Call in the Main Menu.

When you create an in-house order, a result document is created automatically in DATAENTRY status, assigned to the provider staff, and tied to the order. When the result is closed, the order moves to CLOSED status automatically.

When an in-house order has a result, only the result — not the order — appears in the Clinical Inbox. When a test interpretation is configured for the office order type, the interpretation always appears in the Clinical Inbox.

Note: The result and interpretation documents associated with the in-house order represent the work that needs to be done to fulfill the order; these documents appear in the Clinical Inbox, but the order itself is not listed in the Clinical Inbox.

The in-house order does not appear in the Clinical Inbox under these circumstances:

• The clinical encounter is open, and the in-house order and the encounter are both assigned to the same person (amended encounters can also have an OPEN status).
• The in-house order is tied to a result but is not tied to an interpretation document.
• The in-house order is tied to a result and to an interpretation document, and the status of the result is not CLOSED.

athenaOne alerts you when another user has made conflicting changes to the document that you are working in. When you click Save, the Multi-User Conflicts page appears. You determine the best version of the document to keep, and the document is updated accordingly.

Example scenario

 

Both User A and User B click the Orders/Rxs/Auths work queue of the clinical staff Inbox and notice that patient John Brown needs a renewal of his recent prescription.

1. User A clicks John's order in the worklist to open it.
2. User A clicks the prescription document # link to open the document view.
3. User A updates the prescription document as follows:
   1. Medication to Renew — User A selects ranitidine 300 mg capsule.
   2. Sig — User A selects 1 capsule.
   3. Prescribed Qty — User A enters 5.
   4. User A clicks Save.
4. User B opens John's prescription renewal order at the same time as User A and clicks the prescription document # link to open the document view.
5. User B updates the prescription document as follows:
1. Medication to Renew — User B selects ranitidine 300 mg capsule.
2. Sig — User B selects 3 capsules.
3. Prescribed Qty — User B enters 3.
6. When User B clicks Save, the Multi-User Conflicts page appears.
   The Multi-User Conflicts page displays the prescription renewal that User A saved, as well as the prescription renewal that User B was in the process of saving. The differences in the renewals are highlighted.
   
   
7. If User B determines that her version of the prescription renewal is valid, she clicks the Yours option. If User B decides to accept the prescription renewal made by User A, she clicks the Theirs option.
8. User B clicks OK.

To help keep your Clinical Inbox more manageable, athenaOne closes certain document types after a period of inactivity. The document types subject to the auto-close feature include:

• Patient Info orders in NOTIFY status without action for at least 30 days
• Patient Care Summaries in NOTIFY status without action for at least 30 days
• Patient record documents in REVIEW or SUBMIT status without action for at least 60 days
• Documents for patients deceased for more than 90 days, without action for at least 60 days
• Orders in FOLLOWUP or PERFORM status without action for at least 180 days
• Orders in SUBMIT status without action for at least one year

Documents that meet the threshold for auto-closing are identified and automatically closed each Sunday. To find out which documents meet the criteria for auto-closing or which documents have already been automatically closed, see Auto-Close Documents from the Clinical Inbox Report.

If your practice uses athenaExchange for external data interfaces with athenaOne, you can directly access the raw inbound message sent via interface in the associated clinical document, instead of searching for it on the Interface Message Queue Manager page.

Your practice must have the Custom Quickview Link Code functionality (interfaces) enabled to access the Interface Message Queue Manager page. You must have these permissions to access this page.

• Interface Admin: View Message Queue
• Interface Admin: Map Messages (except Insurances)
• Interface Admin: Map Insurance Messages

To view the raw message version of a clinical document

1. Open an interface-generated document via the patient chart, Clinical Inbox, or other location.
2. Click Inbound Message.
   The raw message sent via the interface for this clinical document appears in a new window.
3. To close the window, click the X at the top right of the window.
   

You can use the Report Builder to build reports about clinical documents and save them in the Report Library. From the Choose Report Type tab, under the Type column, select the Clinicals — Document Actions report type and then follow the steps to build a report.

On the Choose Display Columns tab for the Clinicals — Document Actions report type, you can select display columns for your reports from the following column categories:

• Clinical Document — Columns in this category include Document Class, Document Creation Date, and Document ID.
• Clinical Document Action — Columns in this category include Document Action, Document Action Assigned To, Document Action Creation Date, and Document Action Priority (1 = STAT).
• Document Provider — Columns in this category include Approving Provider, Approving Provider Type, Clinical Provider ID, Clinical Provider Tax ID, and Clinical Provider Type.
• Location — Columns in this category include Service Department, Service Department - Type of Bill, and Service Department Place of Service Type.
• Patient — Columns in this category include Patient Deceased Date, Patient ID, and Patient Name.
• Measures — Columns in this category include Document Action Count, Document Count, Provider Document Action Count, and Staff Document Action Count.

User access and permissions

To access the Clinicals — Document Actions report type in the Report Builder, you need the Clinicals user permission and at least one of the following:

• Practice Superuser role
• Report Reader role
• Report: Report Builder: Clinicals permission