Print Document Barcode

1. Display the Print Document Barcode page: At the top of the patient Quickview, click the Clinicals menu on the Patient Actions Bar and then click Print Document Barcode.
2. Patient Name/ID — Enter the patient name or ID. A list of patients matching your search criteria appears. Select the patient.
   Note: If you access this page from the patient chart or Quickview, the Patient Name/ID and Provider fields default to the information for that patient.
3. Scroll down to the Predefined Barcodes heading.
4. To print, click Single Page or Multiple Pages.
   The form automatically prints, with some exceptions. If you did not define a Document Class or Document Label, you cannot print immediately.
5. Document Class — Select a document class that represents results that can be tied to orders: Lab Result, Imaging/Diagnostic Result, Clinical Document - Consult Note, Clinical Document - Mental Health Consult, and Clinical Document - Operative Note.
6. Date and Time — Enter the date and time associated with the document. For a clinical document, the date should correspond to the date of service. For a lab result, the date should correspond to the date of sample collection.
   Note: If available, enter the time of the observation in the Time field in 24-hour clock format (for example, 21:30 instead of 9:30).
7. Document Label — Click Select a document label to open the document label selector.
   Note: Unless you are a provider, you cannot close the document until the labeling is complete. Providers can close an underlabeled document, but athenaOne automatically sets the document to the PENDINGLABEL status and routes it to the provider or department staff row of the Clinical Inbox for labeling.
   
8. If the document you're printing a barcode for 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 result document.
9. If the document you're printing a barcode for 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 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.
10. 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 labels, and the full list of labels.
11. If you cannot find an appropriate label after searching the full list of 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.
12. Enter information in any other relevant fields.
13. Click Print.
    A print version of the document appears in a new window.
14. Select the printer and then click Print.

1. Display the Print Document Barcode page: At the top of the patient Quickview, click the Clinicals menu on the Patient Actions Bar and then click Print Document Barcode.
2. Patient Name/ID — Enter the patient name or ID. A list of patients matching your search criteria appears. Select the patient.
   Note: If you access this page from the patient Quickview, the Patient Name/ID and Provider fields default to the information for that patient.
3. Scroll down to the Predefined Barcodes heading.
4. To print a predefined barcode, click Single Page or Multiple Pages.
   The form automatically prints, with some exceptions. If you did not define a Document Class or Document Label, you cannot print immediately. You must select the Document Label or reclassify the document to have a Document Class with Subclass (for example, "Admin - Consent" instead of "Admin").
5. Document Class — Select the document class (for example, Admin, Medical Record, Physician Authorization).
6. Document Date — This field appears for Admin class documents only. The date that you enter in this field appears on the document in the patient chart. Using this field, you can record the date that the document was issued, instead of the date that the document was uploaded or created.
7. Document Label — Click Select a document label to open the document label selector.
   Note: Unless you are a provider, you cannot close the document until the labeling is complete. Providers can close an underlabeled document, but athenaOne automatically sets the document to the PENDINGLABEL status and routes it to the provider or department staff row of the Clinical Inbox for labeling.
8. 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 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.
9. 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.
10. If you cannot find an appropriate label after searching the full list of 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. Internal Note — Enter a description of the document in this field.
11. Enter information in the additional data fields as applicable.
12. Click Print.
    A print version of the document appears in a new window.
13. Select the printer and then click Print.

Note: You must have a DYMO LabelWriter printer to print barcode labels.

1. Display the Print Document Barcode page: At the top of the patient Quickview, click the Clinicals menu on the Patient Actions Bar and then click Print Document Barcode.
2. Patient Name/ID — Enter the patient name or ID. A list of patients matching your search criteria appears. Select the patient.
   Note: If you access this page from the patient Quickview, the Patient Name/ID and Provider fields default to the information for that patient.
3. Select the Document Class (for example, Lab Result, Imaging Diagnostic Result, Consult Note).
   
4. Date and Time — Enter the date and time associated with the document. For a clinical document, the date should correspond to the date of service. For a lab result, the date should correspond to the date of sample collection.
   Note: If available, enter the time of the observation in the Time field in 24-hour clock format (for example, 21:30 instead of 9:30).

Tie the document to an order

5. Document Label — Click Select a document label to open the document label selector.
   Note: Unless you are a provider, you cannot close the document until the labeling is complete. Providers can close an underlabeled document, but athenaOne automatically sets the document to the PENDINGLABEL status and routes it to the provider or department staff row of the Clinical Inbox for labeling.
6. If the document you're printing a barcode for 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 result document.
7. If the document you're printing a barcode for 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 types applies to your document. Select one of the result types, if it applies.
   Note: This list includes the result types selected most frequently over the past 3 months for documents in your department of the same class as the current document.
8. 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 result types 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 result types, and the full list of result types.
9. If you cannot find an appropriate label after searching the full list of result types:
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. Reroute the document, in a status other than Closed, to another staff member who can select a Document Label.
   Note: You are required to select a Document Label when you set the document status to Closed. You cannot reroute the document if the Status Upon Receipt field is set to Closed.

Additional field for lab, imaging, and clinical document classes

10. Clinical Provider — Enter the medical group or physician who sent the document, or the physician who performed the service for the patient. When you enter the name, a list of providers appears. Select the matching name of the provider or medical group from the list to populate the Clinical Provider field.

Additional fields for encounter documents

11. Tie To Patient Encounter — Select the encounter number to append this document to an existing patient encounter. This menu contains only appointments that have an encounter tied to them.
12. Or Appointment — If the encounter number is not available in the Tie To Patient Encounter menu, you can use this field to assign a progress note to an appointment, in the rare case that a progress note refers to a future appointment.
    Note: Appointments are available in this menu only if they are tied to an encounter. In most cases, a future appointment will not be available unless it was scheduled to complete a future order.
13. Encounter Date — If the encounter number is not available in the Tie To Patient Encounter menu, you can enter an encounter date in the Encounter Date field.

Additional fields for Rx documents

14. Pharmacy — Enter the name of the originating pharmacy in the field and select the matching pharmacy from the pop-up list.
15. Drug — Enter the name of the drug exactly as it appears on the document and select the matching drug from the pop-up list.
    Note: Major chain pharmacies (e.g., CVS, Walgreens, Wal-Mart, Target) have many listings, so be sure to match the store number, address, or telephone number to ensure accuracy.

Fields for all document classes

16. Provider — Enter the provider.
17. Internal Note — Enter an internal note (optional).
18. Status Upon Receipt — Select a status from the menu:
• Closed — Select this option to complete any additional data entry for the document (date of service, provider, document label, clinical provider) and then close the document after it is sent in and processed by the barcode.
• Review — Select this option to complete any additional data entry and then send the document to REVIEW status to the user in the Assignee field.
• Data entry — Select this option to quickly print a barcode containing the patient and classification only, leaving any additional data entry for later. After the document barcode is read, the document moves to DATAENTRY status, assigned to the username entered when the barcode was created.

19. Assignee — The assignee defaults to "Practice Default." When you select "Practice Default," the document is routed based on the task assignment override created by your practice.
    You can click the Assignee field to override the practice default routing and send the document to another user in the office.
20. Document Length — Select Single Page or Multiple Pages.
• Single Page — Prints one barcode label.
• Multiple Pages — Prints two barcode labels. For multiple-page documents, a barcode label must be placed on the first page and the last page of the document before sending it to athenaOne.

21. Print — Click the option for Barcode label(s) or Fax cover sheets (with barcodes).
• Barcode label(s) — Prints barcodes on labels, using the DYMO LabelWriter printer.
  Note: If you do not have the DYMO LabelWriter software installed on your computer, this option is not available.
• Fax cover sheets (with barcodes) — Prints two fax cover sheets with barcodes. When sending the document to athenaOne, one cover sheet must be placed before the first page of the document, and one cover sheet must be placed after the last page of the document.
22. Click Print.
    A print version of the barcoded document appears in a new window.
23. Select the printer and then click Print.

Note: You must have a DYMO LabelWriter printer to print barcode labels.

1. Display the Print Document Barcode page: At the top of the patient Quickview, click the Clinicals menu on the Patient Actions Bar and then click Print Document Barcode.
2. Patient Name/ID — Enter the patient name or ID. A list of patients matching your search criteria appears. Select the patient.
   Note: If you access this page from the patient Quickview, the Patient Name/ID and Provider fields default to the information for that patient.
3. Select the Document Class (for example, Admin or Physician Authorization).
4. Document Date — This field appears for Admin class documents only. The date that you enter in this field appears on the document. Using this field, you can record the date that the document was issued, instead of the date that the document was uploaded or created.
5. Document Label — Click Select a document label to open the document label selector.
   Note: Unless you are a provider, you cannot close the document until the labeling is complete. Providers can close an underlabeled document, but athenaOne automatically sets the document to the PENDINGLABEL status and routes it to the provider or department staff row of the Clinical Inbox for labeling.
6. 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 labels, if it applies.
   Note: This list includes the document 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.
8. If you cannot find an appropriate label after searching the full list of 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. Internal Note — Enter a description of the document in this field.
3. Reroute the document, in a status other than Closed, to another staff member who can select a Document Label.
   Note: You are required to select a Document Label when you set the document status to Closed. You cannot reroute the document if the Status Upon Receipt field is set to Closed.

Additional Fields for all document classes

9. Clinical Provider — Enter the provider.
10. Internal Note — Enter an internal note (optional).
11. Status Upon Receipt — Select a status from the menu:
• Closed — Select this option to complete any additional data entry for the document (date of service, provider, document label, clinical provider) and then close the document after it is sent in and processed by the barcode.
• Review — Select this option to complete any additional data entry and then send the document to REVIEW status to the user in the Assignee field.
• Data Entry — Select this option to quickly print a barcode containing the patient and classification only, leaving any additional data entry for later. After the document barcode is read, the document moves to DATAENTRY status, assigned to the username entered when the barcode was created.

12. Assignee — The assignee defaults to "Practice Default." When you select "Practice Default," the document is routed based on the task assignment override created by your practice.
    You can click the Assignee field to override the practice default routing and send the document to another user in the office.
13. Document Length — Select Single page or Multiple pages.
• Single page — Prints one barcode label.
• Multiple pages — Prints two barcode labels. For multiple-page documents, a barcode label must be placed on the first page and the last page of the document before sending it to athenaOne.

14. Print — Click Barcode label(s) or Fax cover sheets (with barcodes).
• Barcode label(s) — Prints barcodes on labels, using the DYMO LabelWriter printer.
  Note: If you do not have the DYMO LabelWriter software installed on your computer, this option is not available.
• Fax cover sheets (with barcodes) — Prints two fax cover sheets with barcodes. When sending the document to athenaOne, one cover sheet must be placed before the first page of the document, and one cover sheet must be placed after the last page of the document.

15. Click Print.
    A print version of the barcoded document appears in a new window.
16. Select the printer and then click Print.

1. In an encounter, from the Assessment/Plan section, click Print Signed Orders. The Print Orders dialog box appears.
2. Print Barcode Labels — Select an option:
• Single Page, CLOSED — Print a single barcode label, which is set to auto-close upon receipt by athenaOne.
• Single Page, REVIEW — Print a single barcode label, which is set to send to Review upon receipt by athenaOne.
• Multiple Pages, REVIEW — Print two barcode labels, which must be placed on the first and last pages of the paper result and are set to send to Review upon receipt by athenaOne.
• Multiple Pages, CLOSED — Print two barcode labels, which must be placed on the first and last pages of the paper result and are set to auto-close upon receipt by athenaOne.

Tip: If a provider always reviews the paper printout in the office (prior to sending the document to athenaOne), staff users should select CLOSED for in-office order result barcode labels.

 

If a provider prefers to review results in athenaOne, staff users should print barcode labels set to REVIEW status.

3. The barcode labels print from the DYMO LabelWriter printer. Affix the labels to the upper right hand corner of the documents prior to sending them to athenaOne.
   
   Note: For in-house orders, you can also print barcode labels directly from the Order page. Select the desired option from the Print barcode labels for order results menu.
   
   You can also print barcode labels for in-house order results from the orders section of the Checkout page. Select the desired option from the Print barcode labels for order results menu.

1. Display the Print Document Barcode page.
   • For one patient: At the top of the patient Quickview, click the Clinicals menu on the Patient Actions Bar and then click Print Document Barcode.
   • For multiple patients: On the Main Menu, click Patients. Under DOCUMENTS, click Print Document Barcode.
2. Patient Name/ID — Enter the patient name or ID, or verify that the patient name is correct.
3. Document Class — Select a document class that represents results that can be tied to orders: Lab Result, Imaging/Diagnostic Result, Clinical Document - Consult Note, Clinical Document - Mental Health Consult, and Clinical Document - Operative Note.
   
4. Date and Time — Enter the date and time associated with the document. For a clinical document, the date should correspond to the date of service. For a lab result, the date should correspond to the date of sample collection.
   Note: If available, enter the time of the observation in the Time field in 24-hour clock format (for example, 21:30 instead of 9:30).
5. Document Label — Click Select a document label to open the document label selector.
   Note: Unless you are a provider, you cannot close the document until the labeling is complete. Providers can close an underlabeled document, but athenaOne automatically sets the document to the PENDINGLABEL status and routes it to the provider or department staff row of the Clinical Inbox for labeling.
   
6. If the document you're printing a barcode for 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 result document.
7. If the document you're printing a barcode for 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 types applies to your document. Select one of the result types, if it applies.
   Note: This list includes the result types selected most frequently over the past 3 months for documents in your department of the same class as the current document.
8. 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 result types 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 result types, and the full list of result types.
9. If you cannot find an appropriate label after searching the full list of result types:
   
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. Reroute the document, in a status other than Closed, to another staff member who can select a Document Label.
   Note: You are required to select a Document Label when you set the document status to Closed. You cannot reroute the document if the Status Upon Receipt field is set to Closed.
   
10. When you select an order, you may see a message to update the Clinical Provider (lab) and Provider (ordering provider) fields to match the information on the selected order. Click OK to update these fields to match the order.
    
    
11. Clinical Provider — If the clinical provider doesn't appear, enter the name of the medical group or physician who sent the document, or the physician who performed the service for the patient. When you enter the name, a list of possible provider matches appears. Select the provider or medical group from the list.
12. Continue to enter information in the remaining fields.
13. Print the barcode as a label or as cover sheets.
14. Apply the barcode (label or cover sheets) to the document, and then fax it into athenaOne.

When using fax cover sheets with forms, make sure that both the first and last barcode pages are present. Also, make sure that your printer or fax machine is cleaned. If the image quality of the barcode is poor, the athenahealth barcode scanner cannot match the item to the correct patient chart or document class.

When you create a barcode fax cover sheet using the Print Document Barcode page, the cover sheet Fax to: field shows your athenaFax number automatically.

• If the provider has a fax number configured, the Fax to: field displays the provider's fax number. If the provider does not have a fax number configured, the Fax to: field displays the department's athenaFax number.
• If your practice has multiple athenaFax numbers, the Fax to: field displays the athenaFax number for the current department of login.
• If your department does not have an athenaFax number, the Fax to: field remains blank. In this case, you can write in your fax number before faxing.

After you create and print the barcode labels you need, affix them to the documents as follows.

Important: Do not place barcodes too close to the edge of the document. Allow for some space around all margins because fax transmission may truncate the image.

• For single-page documents — Place the barcode label perpendicular to any margin on any available space.
• For multi-page documents — Place the first barcode label on the first page of the document and the second barcode label on the last page of the document. Place both labels perpendicular to any margin on any available space.
• For fax cover sheets — When using the fax cover sheet option, place the first barcoded page on top of the document (as a cover sheet) and the second barcoded page after the last page of the document. Do not include other barcoded documents between the first and second barcode cover sheets.

You can affix barcode labels to documents horizontally or vertically. Make sure to leave some space near the margin of the document itself because fax transmission occasionally adds white space to the edge of an image, truncating the barcode. Truncated barcodes cannot be read by athenaOne and will necessitate further review by your practice for document identification.

Unfortunately, even perfect barcodes fail from time to time. However, improving the quality of the printed barcodes and faxes should greatly reduce the number of barcodes that fail to be read successfully.

You may encounter the following problems with barcoded documents:

• A barcoded document is not processed and the action note indicates that a barcode could not be located on the first or last page (despite the fact that a barcode is present).
• A barcoded document is erroneously sent to the UNPROCESSED queue.

These problems most likely result from one of these issues:

• The barcode was placed too close to the edge of the document.
  See "Affixing the barcode labels to documents" for instructions about the proper placement of barcodes.
• The barcode is of poor image quality. If you look closely, you see that the barcode is:
  • Cut off, compressed, or has a line through it.
  • Has blurred or jagged edges. If you click the "Large view" link on the document, you will see that the edges of the barcode are jagged or not straight.

Remedying poor quality barcodes

The athenaOne barcode reader processes barcodes at high speed; when the barcode edges are not sharp and straight, it is more likely that the barcode processor will fail to read them. To remedy poor quality barcodes, try the following procedures.

1. Clean your printer or fax machine.
2. Increase the resolution on the fax machine or printer.
3. Upgrade or service the fax machine or printer, if necessary.
4. Make sure that barcodes are straight (horizontal barcodes yield the best results).

Predefined barcodes can be defined during your practice's implementation or by your practice administrators using the Clinical Paper Forms page. These barcodes are predefined with specific document classification and status upon receipt. You can use magic words to print different information above the barcode image on the barcode labels configured by your practice.

Your current predefined barcodes are listed at the bottom of this page, with identifying column headers.

Barcodes contain the following information printed above the barcode image:

• Patient Last Name
• Patient First Name
• Patient DOB
• #Patient ID
• Order Name (only for barcode labels printed from Signed Orders)

Barcodes contain the following information printed below the barcode image:

• Barcode ID — A unique value for the barcode, created at the time the barcode is generated.
• Practice ID — The unique number that identifies your practice in athenaOne.
• Page — An identifier, based on input when the barcode was created, that indicates whether the document is a single- or multi-page document.
• Document Classification — An abbreviated Document Classification, as shown here: