Document Search

 

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.

 

If your organization uses the athenaCommunicator Patient Portal, you can use the Document Search page to search for documents that were sent to the Patient Portal for a specific patient. Use the filter fields on the Document Search page to help you locate the documents that you need.

1. From the patient Quickview, display the Document Search page: On the Patient Actions Bar, click Communicator, and then click Portal Message History.
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 — Defaults to the current patient.
   Note: To search for documents for a different patient, you can enter the patient ID or enter the first few characters of the patient 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.

 

Orders and documents created in an open encounter do not appear in the Clinical Inbox if they are assigned to the same user who is assigned to the encounter. Such orders and documents can usually be accessed by an existing task in the Clinical Inbox for that user.

 

For example, if a document with a class of PRESCRIPTION, ORDER, PATIENTINFO, VACCINE, DME, or SURGERY is attached to an open encounter, and both the encounter and the document are assigned to the same user, only the encounter appears in the Clinical Inbox.

 

 

You can search for documents created by a specific athenaOne user on the Document Search page. athenaOne locates documents created by users with active user accounts, but does not locate documents created by athenaOne users whose accounts have expired.

 

Use the Created By field to search for documents created by a specific athenaOne user. Enter the first few letters of the first name, last name, or username of the user who created the documents you are searching for.

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.

 

Your search results look similar to this:

The first line of the search results contains the following information:

• First name
• Last name — in bold text
• Credential (for provider results) or position (for non-provider results) — in italic text
• Specialty (for provider results)
  Note: If you see only "Provider" instead of a credential and specialty, the provider is not configured on the Providers page.

The second line of the search results contains the following information:

• Username
• Provider group (for practices with multiple provider groups configured)