Faxes/Scans Dashboard

athenaClinicals

athenaOne for Hospitals & Health Systems

This page allows you to view and access all documents that are awaiting action by practice staff or by athenahealth staff members. Click a linked number in the row for a status to display a list of documents in this status.

 

On the Main Menu, click Patients. Under RESOURCES, click Faxes/Scans Dashboard

 

 

 

  1. Display the Faxes/Scans Dashboard page: On the Main Menu, click Patients. Under RESOURCES, click Faxes/Scans Dashboard.
  2. Enter the fax batch ID in the Go directly to fax/scan # box.
  3. Click Go.
    The fax details appear, displaying the document ID and pages associated with the fax batch.

 

  1. Display the Faxes/Scans Dashboard page: On the Main Menu, click Patients. Under RESOURCES, click Faxes/Scans Dashboard.
  2. Enter the document ID in the or document # box.
  3. Click Go.
    The document view page appears, displaying the document image.

 

  1. Display the Faxes/Scans Dashboard page: On the Main Menu, click Patients. Under RESOURCES, click Faxes/Scans Dashboard.
  1. Double-click a faxed Historical Medical Record in REVIEW status. The faxed document appears.
  2. Use the linked page numbers to display the last page of the medical record.
  3. Scroll to the bottom of the page and click the Manage Fax Batch link. The Split Fax Batch page appears. The left side of the page shows a thumbnail of each page in the batch. The page number links at the upper left are for 5-page sections, for faster download.

To split a single batch into multiple documents

  1. Hover over the thumbnails on the left to display the full image in the Workspace, so that you can determine where to split the batch.
  2. Click the split pages link under the last page that you wish to separate. For example, if pages 1 through 4 in a batch should be split out as a lab result, click the split pages link under the thumbnail image for page 4. The image for that page appears (in this example, page 4).

Classify the split section of pages

  1. Use the document class menus at the top of the page to classify each section of pages. The page numbers for a section that you split off appear to the left of the menus. For example, select Lab Result for pages 1-4, and select Medical Record Document - Historical Medical Record for the remaining pages.

To change the way a document is split or to correct splitting errors

  1. Click the rejoin pages link at the unwanted split. This action merges the two documents into a single document, which can then be reclassified or re-split as necessary.
  2. Continue in this way for any additional splitting of the medical record for this patient.
  3. When the entire medical record has been split, click Save and Close to move documents into their appropriate sections in the chart. Documents close upon submission.

Note: You cannot combine documents that were submitted in separate fax batches in athenaOne. To join separate documents into one batch, you can contact the sender and ask them to resend a complete batch or you can print each batch and fax or re-upload them to athenaOne as one batch.

 

 

  1. For a document task in REVIEW, NOTIFY, or CLOSED status, select the Delete Cover Sheet? option.
  2. Click Save.
    The cover sheet is removed from the fax and assigned to DELETED status. No changes are made to any data or notes in the remaining document.

 

  1. For a document task in REVIEW, NOTIFY, or CLOSED status, scroll to the bottom of the document task.
  2. Click the link for the fax Batch #, located below the image viewer.
    The list of pages in the fax is displayed.
  3. Click the link for the cover sheet to view it again.

 

 

 

As part of the athenaClinicals document service, athenahealth classifies all incoming faxes and assigns them to the appropriate user in the Clinical Inbox. Using the Faxes/Scans Dashboard, you can see incoming faxes before they appear in the Clinical Inbox.

 

The Faxes/Scans Dashboard is a tool for providers and practice staff to monitor document management and gain quick access to documents awaiting action by athenahealth or by the practice.

  • Documents in ATHENAERROR and QUEUE status are assigned to the athenahealth document management services team, but practice staff can access and work these documents at any time.
  • Documents in all other statuses are the responsibility of the practice and should be worked by providers and practice staff.

 

 

The Faxes/Scans Dashboard page allows practice managers and authorized users to monitor document management and gain emergency access to documents awaiting document management services. You can also use the Go directly to fax/scan # text entry field to access a particular document directly. Enter the document number in the text entry field and click the Go button. You can then follow up on the document task.

 

 

 

The Faxes Received page allows staff members to view and access documents faxed to your practice. You can filter the display by the sender's fax number, the destination department, and other items. Each task listed is linked to the associated document task. You can use the next and prev links at the top of the list to page through the list of faxes.

 

 

 

Some documents fail submission and remain in Hold or Submit status on the Faxes/Scans Dashboard.

 

Common reasons documents fail submissions:

  • The receiving organization's fax system is experiencing issues
  • The receiving organization is not available to validate information
  • The receiving organization's fax number is disconnected or invalid
  • Interface or Surescripts is experiencing issues
  • Invalid clinical provider entered in the document
  • Incorrect fax number entered in the document

 

  1. Display the Faxes/Scans Dashboard: On the Main Menu, click Patients. Under RESOURCES, click Faxes/Scans Dashboard.
  2. In the Submit row, click a number in any of the columns to view pending outbound faxes.
  3. A table appears below the dashboard that displays the status, patient, provider, and description associated with each document.

 

 

Selecting a Clinical Provider from the clinical provider table (instead entering a fax number in the Fax Number field) reduces the chance of failed fax submissions.

  • If a document is missing both a clinical provider and a fax number, athenaOne will not send the outbound document.
  • If a document has both a clinical provider and a fax number, athenaOne send the document to the fax number entered.
    Note: You should only enter a fax number onto documents that do not have a Clinical Provider selected. The Fax Number field should be used for temporary fax numbers or a non-covered entity. The field should not be used for medical facilities. Typos and phone number entry errors in the Fax Number field are the most common issues that delay outbound faxing.

 

 

Patient demographics, clinical provider, and some other fields are not immediately visible from review status, but can be viewed and edited by following these steps:

  1. Scroll to the bottom of the document image.
  2. Click Edit Document.
  3. Click Show additional information.
    Clinical Provider and Fax Number appear to the right of Pharmacy field
    • If a Clinical Provider is selected, verify that the entry is correct and clear, or edit as needed
    • If a Clinical Provider is not available in Clinical Provider table, Suggest a New Clinical Provider or manually enter a verified Fax Number

 

 

 

fax/scan #

The unique identifier associated with the fax when received by athenaOne, also referred to as the fax batch ID.
document # The unique identifier associated with the document in athenaOne, also referred to as the document ID.
Column Headings
Status

The Status column indicates what kind of work is required for the document. athenaOne assigns a status to a document based on document classification, assignment, content of data entry fields, and actions taken on the document.

  • DATAENTRY — Documents awaiting data entry by practice staff.
  • HOLD — Documents awaiting action by practice staff, including identification of the correct patient chart ID or resolution of transmission errors.
  • REVIEW — Documents awaiting review by the provider, such as lab results, prescription renewals, clinical documents, and imaging results.
  • FOLLOWUP — Submitted orders for which no result has been received are assigned FOLLOWUP status after a set number of "alarm" days. The number of days before a follow-up alarm is triggered is calculated based on the order type, provider, and expected turnaround time.
  • SUBMIT — Documents awaiting transmission via interface or athenaFax.
  • NOTIFY — Documents that require contact with the patient or with the requesting provider.
  • ATHENAERROR — Documents with identified transmission or processing errors, awaiting correction by athenahealth staff members.
  • ADMINISTER — Prescriptions or vaccines awaiting administration by providers or practice staff.
  • DISPENSE — Durable medical equipment awaiting dispensation by providers or practice staff.
  • SCHEDULE — Orders awaiting scheduling by practice staff or patients.
  • PERFORM — In-house orders still requiring action by practice staff or providers.
  • UNPROCESSED — Documents that bypassed the inbound fax processing queue and require classification, data entry, or other actions by practice staff.
  • QUEUE — Documents awaiting classification and processing by athenahealth staff members.
  • PENDINGLABEL — Documents that require labels (labels are added by practice staff or providers).
ATHENA

The number of documents assigned to athenahealth document management services in this status.
UNASSIGNED

Documents without a user assigned in this status.
(your username)

Documents assigned to you in this status.
Others

Documents assigned to other athenaOne users in this status.
Total

The total number of documents assigned to this user or group.

 

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