Practice Roles

athenaClinicals + athenaCommunicator + athenaCoordinator receiving facility

This page allows you to create, update, and delete practice roles. Practice roles allow your clinical staff members to receive alerts for tasks assigned to the roles they cover.

 

For example, if you have a team of X-ray technicians, you can create a practice role called "X-Ray" and associate one or more staff members with that role. When you do, those staff members receive alerts each time a task is assigned to the practice role "X-Ray."

 

You can use the Task Assignment Overrides page to route Clinical Inbox documents and tasks to a practice role you created.

 

On the Main Menu, click Settings > Clinicals. In the left menu, under Practice Links — Other, click Practice Roles

 

On the Main Menu, click Settings > Coordinator. In the left menu, under Practice Links — Facilities, click Practice Roles

 

On the Main Menu, click Settings > Communicator. In the left menu, under Practice Links — Communicator, click Practice Roles

 

 

 

You must have one of the following athenaOne roles to use this functionality. You must also be logged in to an athenaCoordinator facility.

  • 1500 — Clinicals Admin
  • 1513 — Clinicals Admin: Practice Roles
  • 1913 — Management — Clinicals
  • 1916 — Superuser — Clinicals

Note: If the Assign Encounters to Practice Roles setting is set to ALL, when an encounter is assigned to a practice role, the rendering provider field is automatically populated with the rendering provider's username when the provider begins the Exam stage of the encounter. The provider can edit the field at any time.

 

 

 

  1. Display the Practice Roles page: On the Main Menu, click Settings > Clinicals. In the left menu, under Practice Links — Other, click Practice Roles.
  2. Name — Enter a name for the practice role (for example, "xray" or "nursevisits"). Names must be in lowercase letters with no spaces or punctuation.
  3. Users — Select the users to assign to this practice role.
  4. Department — Click All to use this role in all departments, or click Selected and then select the departments that will use the role.
    Note: This option appears only if the Department Login Permissions feature is enabled for your practice.
  5. Click Save.

Note: New practice roles that you create require an overnight refresh to take effect. After that point, users can select the new practice role from the Assignee menu when creating a task assignment override.

 

  1. Display the Practice Roles page: On the Main Menu, click Settings > Coordinator. In the left menu, under Practice Links — Facilities, click Practice Roles.
  2. Name — Enter a name for the new scheduling department.
    Note: Use all lowercase letters without spaces or special characters. This name cannot be updated after you save it.
  3. Users — Select the users to associate with this role.
  4. Coordinator scheduling handler? — Select this option to indicate that this practice role is a scheduling department.

  5. Coordinator default scheduling department — Select this option to make this department the default scheduling department for this role. If this option is selected, athenahealth-entered orders assigned to this role are sent to this department by default.

  6. Coordinator label — Enter the name that will appear for sending practices in the Scheduling menu on the New Request page.
  7. Coordinator email — Enter any email addresses that you'd like to associate with the scheduling department, separated by commas.
    These addresses will receive email notifications for new orders.
  8. Click Save.

 

  1. Display the Practice Roles page: On the Main Menu, click Settings > Clinicals. In the left menu, under Practice Links — Other, click Practice Roles.
  2. Click the update link for the role that you want to update.
  3. Edit the fields as needed.
  4. Click Save.

Note: You can configure user-defined practice roles only by department. You cannot configure the system-defined, virtual roles (for example, Family Medicine STAFF, jsmith STAFF) by department.

 

 

  1. Display the Practice Roles page: On the Main Menu, click Settings > Clinicals. In the left menu, under Practice Links — Other, click Practice Roles.
  2. Click the delete link for the role that you want to delete.
    Note: Deleted roles appear disabled in the list of roles. To restore a deleted role, click the undelete link.

 

 

 

athenaCoordinator facility administrators use the Practice Roles page to define scheduling departments for their facilities, and associate users with each practice role. Every practice role that you create is listed in the Scheduling menu on the athenaCoordinator New Request page for a sending practice. (The option "Doctor's office already scheduled" is always available for selection.)

 

In the encounter workflow, if the encounter is assigned to a practice role, the rendering provider field is automatically populated with the rendering provider's username when the provider begins the Exam stage of the encounter. The provider can edit the field at any time.

 

 

As tasks are assigned to you or to any of your roles, a pop-up window appears automatically to alert you. The athenaOne system checks for new tasks every 2 minutes.

 

At the bottom right corner of any athenaOne page, the number of flagged tasks and the number of tasks assigned to you appear in the footer, to the right of your username and department of login.

You can pause your cursor over the text (n flagged n tasks) to display the pop-up window showing these tasks. You can drill into these tasks right from the pop-up.

 

 

 

Name Enter the name for the role (for example, "X-Ray").
Note: Use all lowercase letters without spaces or special characters. After a name is specified, it cannot be changed; however this name does not appear in the interface.
Users Select the users to associate with this role.
Department

Click All if this role should apply to all departments, or click Selected and select the departments that should use this role.

Note: This option appears only if the Department Login Permissions feature is enabled for your practice.

 

Name Enter a name for the new scheduling department.
Note: Use all lowercase letters without spaces or special characters. After a name has been specified it cannot be changed, however this is not the name that will display in the interface.
Users Select the users to associate with this role.
Coordinator scheduling handler?

athenaCoordinator

Select this option to indicate that this practice role is a scheduling department.

If you select this option, the Coordinator label field and the Coordinator email fields appear.
Coordinator default scheduling department

Select this option to make this department the default scheduling department for this role.

If this option is selected, athenahealth-entered orders (where athenahealth takes over the fax line and performs the data entry for all faxes received) assigned to this role are sent to this department by default.
Coordinator label

athenaCoordinator

Enter the name that will appear for sending practices in the Scheduling menu on the New Request page. You can modify this name, if necessary.
Coordinator email

athenaCoordinator

Enter any email addresses that you'd like to associate with the scheduling department. These addresses will receive email notifications for new orders.

 

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