Task Assignment Overrides

athenaClinicals + athenaCommunicator

With athenaClinicals, this page allows the provider or provider staff to override the default task assignment for a document classification, orders, and patient cases in the Clinical Inbox.

 

For athenaClinicals: On the Main Menu, click Settings > Clinicals. In the left menu, under Practice Links — Other, click Task Assignment Overrides

 

For athenaCommunicator: On the Main Menu, click Settings > Communicator. In the left menu, under Practice Links — Communicator, click Task Assignment Overrides

 

 

 

Your practice must use the athenaClinicals service, the athenaCommunicator service, or both.

You must have the Clinicals Admin: Task Assignment Overrides/Document Types user permission, or you must have the Communicator and Communicator Admin user permissions.

 

 

 

 

For information about the default task assignments, see Default task assignments.

  1. Display the Task Assignment Overrides page: On the Main Menu, click Settings > Clinicals. In the left menu, under Practice Links — Other, click Task Assignment Overrides.
  2. Click add new. The Add Task Assignment Override view appears.
  3. At the top of the page, click the Inbound documents option.
  4. Class — Select the document class to which the override will apply.
    The Subclass and Status fields become available.
    By default, the TAO applies to All document subclasses.
    To select one or a subset of subclasses, click Selected, and then select the subclasses to which the override will apply. Selected items appear in the box on the right.
  5. Status — Select the status to trigger your document to be assigned to a particular role in the practice. REVIEW is the most frequently used status for inbound documents.
    The rest of the fields on the page become available.
  6. Action (optional) — If Status isn't specific enough, you can use the Action menu to select a more specific route, but the Action menu shouldn't be necessary for Inbound documents.
  7. Assignee — Select the role or person to whom the task should be routed.
  8. Department(s) — Select the departments in which this TAO will be applied.
    Note: If the department was recently created (within the hour, approximately), it may take more time for the department to appear for selection in the TAO admin page. If you are attempting to create a TAO for a newly created department and the department does not appear, attempt again after at least an hour and the department should be available for selection.
  9. Provider(s) — Select the providers to which this TAO will be applied.
  10. Ordering — Indicate the ordering for this TAO, relative to other TAOs for the selected document class. This ordering determines which TAO has priority in the event of a conflict.
    For example, if you create one TAO that applies to All Admin documents, and then you create another TAO with a different assignee that applies to one subclass of Admin documents, you want the second TAO to have a lower ordering number in the list, because athenaOne applies the rules from lowest to highest ordering in the list. As a general rule, the more specific the TAO, the lower the ordering should be (within a document class).
  11. Click Save. A confirmation message appears, indicating that your new TAO has been saved.
    Tip: Make a note of the TAO ID in case you need to find it in the list at the bottom of the page.

 

  1. Display the Task Assignment Overrides page: On the Main Menu, click Settings > Clinicals. In the left menu, under Practice Links — Other, click Task Assignment Overrides.
  2. Click add new. The Add Task Assignment Override view appears.
  3. At the top of the page, click the Outbound orders option.
  4. Orders — Select the order subclass to which the override will apply.
  5. Status — Select the status to trigger your outbound order to be assigned to a particular role in the practice. REVIEW, PRESCRIBE, ADMINISTER, and SUBMIT are the most frequently used statuses for Outbound orders.
    Note: SUBMIT TAOs select the submitter/notifier only when the order is first selected. If a user changes the submitter/notifier, the order is assigned in SUBMIT status to the new role/user.
  6. Action (optional) — If Status isn't specific enough, you can use the Action menu to select a more specific route.
  7. Assignee — Select the role or person to whom the task should be routed.
  8. Department(s) — Select the departments in which this TAO will be applied.
    Note: If the department was recently created (within the hour, approximately), it may take more time for the department to appear for selection in the TAO admin page. If you are attempting to create a TAO for a newly created department and the department does not appear, attempt again after at least an hour and the department should be available for selection.
  9. Provider(s) — Select the providers to which this TAO will be applied.
  10. Order Type — If appropriate, enter an order type. You can enter the first few characters and select from the matching list.
  11. Order Genus — If appropriate, specify the order genus.
  12. Ordering — Indicate the ordering for this TAO relative to other TAOs of the same order subclass. This ordering determines which TAO has priority in the event of a conflict.
    For example, if you create one TAO that applies to All Prescription orders, and then you create another TAO with a different assignee that applies to a Prescription order with a particular order type or order genus, you want the second TAO to have a lower ordering number in the list, because athenaOne applies the rules from lowest to highest ordering in the list. As a general rule, the more specific the TAO, the lower the ordering should be (within an order subclass).
  13. Click Save. A confirmation message appears, indicating that your new TAO has been saved.
    Tip: Make a note of the TAO ID in case you need to find it in the list at the bottom of the page.

 

  1. Display the Task Assignment Overrides page: On the Main Menu, click Settings > Communicator. In the left menu, under Practice Links — Communicator, click Task Assignment Overrides.
  2. Click add new. The Add Task Assignment Override view appears.
  3. At the top of the page, click the Inbound documents option.
  4. Class — Select Patient Case.
  5. Subclass — By default, the TAO applies to all document subclasses for patient cases. To select a subset of subclasses, click Selected, and then select the subclasses to which the override will apply.
  6. Status — Select the status to trigger your case to be assigned to a particular role in the practice. REVIEW is the most frequently used status for patient cases.
  7. Action (optional) — If Status isn't specific enough, you can use the Action menu to select a more specific route, but the Action menu shouldn't be necessary for patient cases.
  8. Assignee — Select the role or person to whom the case should be routed.
  9. Department(s) — Select the departments in which this TAO will be applied.
    Note: If the department was recently created (within the hour, approximately), it may take more time for the department to appear for selection in the TAO admin page. If you are attempting to create a TAO for a newly created department and the department does not appear, attempt again after at least an hour and the department should be available for selection.
  10. Provider(s) — Select the providers to which this TAO will be applied.
  11. Ordering — Enter a digit to indicate the ordering for this TAO, relative to other TAOs for the selected case. This number determines which TAO has priority if a conflict arises.
    For example, if you create one TAO that applies to all patient cases, and then you create another TAO with a different assignee that applies to one subclass of patient cases, you want the second TAO to have a lower ordering number, because athenaOne applies the rules from lowest to highest ordering in the list. As a general rule, the more specific the TAO, the lower the ordering number should be (within a document class).
  12. Click Save. A confirmation message appears, indicating that your new TAO has been saved.
    Tip: Make a note of the TAO ID in case you need to find it in the list at the bottom of the page.

 

 

Note: Inbound clinical documents sent via Direct Messaging are received in the provider's Clinical Inbox. Inbound Direct messages are routed to the provider unless you create a task assignment override (TAO). For example, you can route all inbound Direct documents to a staff work queue in the Clinical Inbox instead of the provider work queue.

  1. Display the Task Assignment Overrides page: On the Main Menu, click Settings > Clinicals. In the left menu, under Practice Links — Other, click Task Assignment Overrides.
  2. Click add new.
    The Add Task Assignment Override view appears.
  3. Select type — Accept the default value, Inbound documents.
  4. Class — Select Clinical Document.
  5. Subclass — Click Selected and then select Clinical Document - Record of Care from the menu.
  6. Status — Select REVIEW.
  7. Assignee — Select the role or person to whom the Direct messages should be routed.
  8. Select the departments or providers to which this TAO will be applied.
    Note: If the department was recently created (within the hour, approximately), it may take more time for the department to appear for selection in the TAO admin page. If you are attempting to create a TAO for a newly created department and the department does not appear, attempt again after at least an hour and the department should be available for selection.
  9. Click Save.

For more information, see Task Assignment Overrides.

 

 

 

  1. Display the Task Assignment Overrides page: On the Main Menu, click Settings > Clinicals. In the left menu, under Practice Links — Other, click Task Assignment Overrides.
  2. Click add new. The Add Task Assignment Override view appears.
  3. At the top of the page, click the Inbound documents option.
  4. Class — Select one of the following document classes:
    • Letter
    • OB Episode Summary
    • Patient Record

    By default, the TAO applies to All document subclasses.
    To select one or a subset of subclasses, click Selected, and then select the subclasses to which the override will apply. Selected items appear in the box on the right.

    Note: Letter and Patient Record have different subclasses. OB Episode Summary does not have any subclasses.

  5. Status — Select the status to trigger your document to be assigned to a particular role in the practice. REVIEW is the most frequently used status for inbound documents.
    The rest of the fields on the page become available.
  6. Action (optional) — Click Selected and then select Fax failure: Fax could not be delivered.
  7. Assignee — Select the role or person to whom the task should be routed.
  8. Department(s) — Select the departments in which this TAO will be applied.
    Note: If the department was recently created (within the hour, approximately), it may take more time for the department to appear for selection in the TAO admin page. If you are attempting to create a TAO for a newly created department and the department does not appear, attempt again after at least an hour and the department should be available for selection.
  9. Provider(s) — Select the providers to which this TAO will be applied.
  10. Ordering — Indicate the ordering for this TAO, relative to other TAOs for the selected document class. This ordering determines which TAO has priority in the event of a conflict.
    For example, if you create one TAO that applies to All Admin documents, and then you create another TAO with a different assignee that applies to one subclass of Admin documents, you want the second TAO to have a lower ordering number in the list, because athenaOne applies the rules from lowest to highest ordering in the list. As a general rule, the more specific the TAO, the lower the ordering should be (within a document class).
  11. Click Save. A confirmation message appears, indicating that your new TAO has been saved.
    Tip: Make a note of the TAO ID in case you need to find it in the list at the bottom of the page.

 

 

To send ePA payer determinations to a person or role other than the ordering provider, you can create a task assignment override (TAO). You can set up a TAO to send all determinations to one person or role, or you can choose to send only some determinations, such as "Prior authorization approved" or "Prior authorization denied," to a person or role.

Note: To create and edit TAOs, you must have the Clinicals Admin: Task Assignment Overrides/Document Types permission, or you must have the Communicator and Communicator Admin permissions.

  1. Display the Task Assignment Overrides page: On the Main Menu, click Settings > Clinicals. In the left menu, under Practice Links — Other, click Task Assignment Overrides.
  2. Click add new.
    The Add Task Assignment Override view appears.
  3. Select type — Click the Inbound documents option.
  4. Class — Select Prescription.
  5. Subclass — Click Selected and then select Prescription - Prior Authorization Request.
  6. Status — Select REVIEW or NOTIFY as the status that triggers athenaOne to assign prescription prior authorization documents to a person or role in your practice.
  7. Action (optional) — Click Selected and then select one or more of these options:
    • Send to REVIEW: No determination made for prior authorization
    • Send to REVIEW: Prior authorization denied
    • Send to REVIEW: Prior authorization needs additional information
    • Send to NOTIFY: Prior authorization approved
    • Send to NOTIFY: Prior authorization not required
  8. Assignee — Select the person or role to whom the task should be routed.
  9. Department(s) — Select the departments to which this TAO applies.
    Note: If the department was recently created (within the hour, approximately), it may take more time for the department to appear for selection in the TAO admin page. If you are attempting to create a TAO for a newly created department and the department does not appear, attempt again after at least an hour and the department should be available for selection.
  10. Provider(s) — Select the providers to whom this TAO applies.
  11. Order Type — Enter the first few letters of the order type and then select the type from the matching list. (This field is optional.)
  12. Ordering — Enter a digit to indicate the order for this TAO, relative to other TAOs for the selected document class. This number determines which TAO has priority if a conflict arises.
    Note: athenaOne applies the rules from lowest to highest order number. As a general rule, the more specific the TAO, the lower the ordering number should be within the document class.
  13. Click Save.
    athenaOne routes all relevant ePA determinations to the person or role when the payer sends a determination.
    Tip: Make a note of the TAO ID in case you need to find it in the list at the bottom of the page.

 

 

Note: If you created task assignment overrides for a department that you later renamed on the Departments page, you must edit each task assignment override applied to the department and department staff.

  1. Display the Task Assignment Overrides page: On the Main Menu, click Settings > Clinicals. In the left menu, under Practice Links — Other, click Task Assignment Overrides.
  2. Locate the TAO that you want to edit in the list.
    Tip: You can use the filter fields to refine your search and then sort the results by clicking a column heading.
  3. Click the edit link in the leftmost column.
    The Edit Task Assignment Override view appears.

TAOs applied to more than one department

  1. If you filtered the list by department and then select a TAO to edit that applies to multiple departments, a "choose department" dialog box appears.
    • To modify the TAO only for the department that you selected in the menu, click selected department. A copy of the existing TAO is created, and your changes will be applied to that department only.
    • To modify the TAO for all the departments to which that TAO applies, click multiple departments.

    Note: If the department was recently created (within the hour, approximately), it may take more time for the department to appear for selection in the TAO admin page. If you are attempting to create a TAO for a newly created department and the department does not appear, attempt again after at least an hour and the department should be available for selection.

Edit the task assignment override

  1. Modify fields as appropriate.
  2. Click Save.
    A confirmation message indicates that your TAO has been updated.

 

  1. Display the Task Assignment Overrides page: On the Main Menu, click Settings > Clinicals. In the left menu, under Practice Links — Other, click Task Assignment Overrides.
  2. Click the edit link for the task assignment override that you need to update. (The TAO must be for inbound documents in REVIEW status.)
    Additional fields appear.
  3. Action — Check the box for "Send barcoded documents to REVIEW."
  4. Click Save. The task assignment override will now work with printed barcode labels and documents.

When you print the barcode

  1. On the Print Document Barcode page, select Practice Default in the Assignee menu to route the document according to the task assignment override.

 

 

 

With athenaCommunicator, this page allows you to override the default assignments for patient cases in the Communicator Inbox.

 

TAOs do not route documents based on whether a document is inbound or outbound because many document types can be both (for example, prescriptions can come in and go back out within the same document). If you configure both an "inbound" and an "outbound" TAO, athenaOne uses the one with the lower ordering number. This rule applies for all document classes and TAOs.

 

Note: With the exception of letters, patient records, and OB episode summaries, task assignment overrides do not function on documents sent back to REVIEW with the action of "Fax could not be delivered." Instead, documents that cannot be faxed are sent back to the submitter (if available) or to the user who created the document.

 

 

Following is a list of best practices for using task assignment overrides.

  • When you create a task assignment override (TAO), using Status instead of Action may reduce your effort.
  • When you create a task assignment override for a prescription or durable medical equipment (DME) order, select REVIEW, NOTIFY, or HOLD as the status. If you select SUBMIT as the status, a message appears to warn you that:
    • athenaOne cannot submit the order electronically via the Surescripts interface.
    • You must submit the order by fax or paper.
  • Use the Document Subclass menu to create one override that applies to several different subclasses. For example, you can create the following rule: "For all Admin documents with Subclass 'Billing,' 'Insurance approval notification,' or 'Insurance Denial Notification,' in REVIEW status, assign to BILLER role."
  • You cannot route documents to the PORTAL row of the Clinical Inbox using a task assignment override (TAO). (The only exception to this rule is for TAOs that route patient information orders. athenaOne removes patient information orders from the PORTAL row of the Clinical Inbox after 90 days or if no further action is required by the practice.) athenahealth recommends that you reconfigure any TAOs that route non-patient information orders to the PORTAL row and assign these documents to another Clinical Inbox row.

Tip: You can print barcodes (from the Print Document Barcode page) that will route documents according to your TAO for the selected document class and provider.

 

 

 

When documents are classified by athenahealth and when providers create orders, athenaOne automatically assigns responsibility for the task in the Clinical Inbox to a default user (for example, the provider, provider staff member, or athenahealth), based on the option selected in the Action menu on the document task. The Task Assignment Overrides page allows you to override the default user assignment for a document class or order type, by department and provider.

 

You can also view the list of TAOs (task assignment overrides) that are already in use at your practice and filter the list by department and by document class.

 

 

 

When you create task assignment overrides for in-house orders, consider whether the in-house order is configured for the result or the order document to appear in the Clinical Inbox. If you are routing the result documents, please note that all in-house results are classified as "lab results" regardless of the order type.

 

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.

 

 

 

After athenahealth processes documents, by default the documents are assigned to the username of the provider who was data-entered for that document, in REVIEW status.

 

If athenahealth cannot determine the document's provider, athenaOne uses your practice's default document routing configuration to route the document to either the Usual provider selected on the patient's Quickview page, or the STAFF queue of the practice or department to which the document was faxed.

 

If your practice uses the Provider-Centric Staff feature, athenahealth routes unknown documents to practice staff; otherwise, athenahealth routes unknown documents to department staff.

 

Document Type or Task Default Task Assignment
Admin PROVIDER in REVIEW status
Admin — Billing Document PROVIDER in REVIEW status
Admin — Consent PROVIDER
Admin — HIPAA/Privacy CLOSED
Admin — Insurance Approval/Denial Notification PROVIDER in REVIEW status
Admin — Insurance Card CLOSED
Admin — Legal PROVIDER in REVIEW status
Admin — Medical Records Request PROVIDER in REVIEW status
Admin — Referral

PROVIDER STAFF (if Provider-centric)

DEPARTMENT STAFF (if Department-centric)
Admin — Signed Forms & Letters PROVIDER in REVIEW status
Admin — Vaccination Record PROVIDER in REVIEW status
Chart Abstraction Task If, after reviewing the chart abstraction, the provider chooses "Error found. Re-queue for abstraction," a task is assigned to the user who did the initial abstraction in their encounter bucket.
Clinical Document PROVIDER in REVIEW status
Clinical Document — Admission/Discharge Summary PROVIDER in REVIEW status
Clinical Document — Consult Note PROVIDER in REVIEW status
Clinical Document — Mental Health Consult PROVIDER in REVIEW status
Clinical Document — Operative Note PROVIDER in REVIEW status
Cover Sheet DELETED
Encounter Document CLOSED
Encounter Document — Image Documentation CLOSED
Encounter Document — Health History Questionnaire CLOSED
Encounter Document — Procedure Documentation CLOSED
Encounter Document — Progress Note CLOSED
Imaging & Diagnostic Results PROVIDER in REVIEW status
Lab Result PROVIDER in REVIEW status
Medical Record Document CLOSED
Medical Record Document — Chart for Abstraction CLOSED
Medical Record Document — Flowsheet CLOSED
Medical Record Document — Growth Chart CLOSED
Medical Record Document — Historical Medical Record CLOSED
Medical Record Document — Patient Diary CLOSED
Medical Record Document — Vaccination Record CLOSED

Order *

(task created from an encounter or new order group)

PROVIDER STAFF in SUBMIT status (If Provider-centric)

DEPARTMENT STAFF in SUBMIT status (If Department-centric)
Patient Case

PROVIDER STAFF in REVIEW status (If Provider-centric)

DEPARTMENT STAFF in REVIEW status (If Department-centric)
Patient Case — Administrative PROVIDER in REVIEW status
Patient Case — Clinical Question PROVIDER in REVIEW status
Patient Case — Medical Records PROVIDER in REVIEW status
Patient Case — Medication PROVIDER in REVIEW status
Patient Case — NewRx PROVIDER in REVIEW status
Patient Case — Referral PROVIDER in REVIEW status
Patient Case — Refill PROVIDER in REVIEW status
Phone Message PROVIDER in REVIEW status
Physician Authorization PROVIDER in REVIEW status
Physician Authorization — Care Plan Oversight PROVIDER in REVIEW status
Prescription PROVIDER in REVIEW status
Prescription — Change PROVIDER in REVIEW status
Prescription — Clarification PROVIDER in REVIEW status
Prescription — New PROVIDER in REVIEW status
Prescription — Prior Authorization Request PROVIDER in REVIEW status
Prescription — Renewal PROVIDER in REVIEW status
Unknown

PROVIDER STAFF in HOLD status (If Provider-centric)

DEPARTMENT STAFF in HOLD status (If Department-centric)

Vaccine *

task created from an encounter or new order group

PROVIDER STAFF in ADMINISTER status (If Provider-centric)

DEPARTMENT STAFF in ADMINISTER status (If Department-centric)

 

 

View by
Department Filter the list of task assignment overrides by department.
Document Class Filter the list of task assignment overrides by document class.
Add Task Assignment Override
Select type
  • Inbound documents — Select this option to display the Class menu, then select the document class. The Sub-Class menu appears. You can also specify a document sub-class.
  • Outbound orders — Select this option to display the Orders menu, then select the order type.
Class/Orders
  • For inbound documents — By default, the TAO applies to All document subclasses. To select one or a subset of subclasses, click Selected, and then select the subclasses to which the override will apply. Selected items appear in the box on the right.
  • For outbound orders — Select the order subclass to which the override will apply.
Subclass To select one or a subset of subclasses, click Selected, and then select the subclasses to which the override will apply. Selected items appear in the box on the right.
Status
  • For inbound documents and cases — Select the status to trigger your document to be assigned to a particular role in the practice. REVIEW is the most frequently used status for inbound documents. The rest of the fields on the page become available.
  • For outbound orders — Select the status to trigger your outbound order to be assigned to a particular role in the practice. REVIEW, PRESCRIBE, ADMINISTER, and SUBMIT are the most frequently used statuses for Outbound orders.
    Note: SUBMIT TAOs select the submitter/notifier only when the order is first selected. If a user changes the submitter/notifier, the order is assigned in SUBMIT status to the new role/user.
Action (optional)

If Status isn't specific enough, you can use the Action menu to select a more specific route.

 

The action you select is the action taken on the document that caused the document to go into the selected status. Using Status and Action together creates a very specific TAO that fires only when the selected action is taken on a document.
Assignee

Select the practice role or username of the persons to whom the TAO should be routed.
Department(s)

Select the departments in which this TAO will be applied.
Provider(s)

Select the providers to which this TAO will be applied.
Ordering

Indicate the ordering for this TAO, relative to other TAOs for the selected document class. This determines which TAO gets priority in the event of a conflict.


For example, if you create one TAO that applies to All Admin documents, and then you create another TAO with a different assignee that applies to one subclass of Admin documents, you want the second TAO to have a lower ordering number in the list because athenaOne applies the rules from lowest to highest ordering in the list. As a general rule, the more specific the TAO, the lower the ordering should be (within a document class).

 

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