athenaCoordinator Requisitions

 

You should check the status of your submitted requisitions on a daily basis to ensure that scheduling and precertification proceed on schedule.

1. Display the athenaCoordinator Requisitions page: On the Main Menu, click Patients. Under Care Coordination, click Coordinator Inbox, or in the Clinical Inbox, click athenaCoordinator requisitions.
   Note: If athenaCoordinator Requisitions appears without the number of holds in parentheses, no requisitions are on hold. A requisition being on hold doesn't necessarily mean that you need to take an action. A hold may be placed for a variety of reasons, including hold for sender, hold for receiver, or hold for payer.
2. Enter the desired date range using the Start Date and End Date fields. The Start Date and End Date fields refer to the date of service. You can also search for requests by Name, Service Department, and Scheduling Department.
• A red date in the DOS column indicates that the procedure or test has not yet been scheduled.
• Requests with No in the Complete column are not yet complete.

 

 

You should view and respond to any yellow messages under the Hold Status column and to any alerts under the Alerts column. The Alerts column displays one of five alert icons if an alert has been added to a requisition.

 

 

 

 

 

1. Display the athenaCoordinator Requisitions page: On the Main Menu, click Patients. Under Care Coordination, click Coordinator Inbox, or in the Clinical Inbox, click athenaCoordinator requisitions.
2. Click the patient's name to open the requisition for which to submit a request.
3. Scroll down and click view actions.
4. Click more actions.
   Additional options appear.
5. Select the action and enter information in any additional fields that appear.
6. Action Note — Enter any additional notes.
7. Click Save.

 

In athenaClinicals, each clinical order is tracked separately. athenaCoordinator groups multiple orders together as a single requisition.

 

A requisition is a set of tests and procedures ordered by a single provider, to be performed by one receiver on the same patient and on the same date of service.

 

The athenaCoordinator service needs additional data to complete the precertification and pre-registration work that is not captured in the existing athenaClinicals workflow, such as date of service, procedure codes, scheduling, precertify field, etc.

 

The requisition document meets both needs: it groups orders for submission as a single unit and captures the additional data elements that are uniquely required for athenaCoordinator workflows.

 

To begin the process, you create your clinical orders for the patient as you normally would: during the encounter workflow or via the new order group workflow. After orders are signed, they are routed to the appropriate queue in the Clinical Inbox, in SUBMIT status, in accordance with any task assignment override.

 

When the orders appear in the Clinical Inbox, you can assign one or more orders of these types to an athenaCoordinator requisition:

• Lab
• Imaging
• Surgery
• Procedure
• Referral

1. Open the order in SUBMIT status from the Clinical Inbox.
   Note: If the consolidated documents tab opens, click the link for the individual order. A requisition is created from the document view of a single order.
2. Clinical Provider — Click Search.
   The athenaCoordinator Selector opens.
   Select a clinical provider marked with an olive leaf icon ( indicates an athenaCoordinator Core receiving facility).
   Note: The default search radius is 100 miles from your office or patient residence. To change the default radius, please contact the CSC.
   
3. Enter other data, as you normally would (for example, clinical questions or note to facility related to this specific order).
4. Scroll to the bottom of the order.
   Note: Click View actions at the bottom of the order if the actions are not visible.
5. Click the Proceed with athenaCoordinator option.
   Note: This action is available only when the selected clinical provider is an athenaCoordinator Core receiving facility.
6. Click Save.
   athenaOne creates and opens the athenaCoordinator requisition in SUBMIT status, assigned to the same Clinical Inbox queue as the original clinical order.
   Note: If there is already a requisition in SUBMIT status for the same patient, ordering provider, and receiving facility, this order is automatically added to the existing requisition.

To complete the athenaCoordinator requisition

7. Ordering provider — This field displays the name of the ordering provider on the clinical order that originated the requisition.
8. Clinical provider — This field displays the athenaCoordinator receiving facility where the test/procedure will be performed.
9. Scheduling — If your practice office schedules the admission or procedure (by faxing or calling the facility), select Doctor's office already scheduled. Otherwise, select the appropriate routing option. Each athenaCoordinator receiving facility has a customized list of scheduling departments from which to choose.
10. Date of service — If you are forwarding the request to a scheduling department (and therefore don't yet know the date of service), enter the date requested by the physician or patient. The scheduling department confirms or changes this date and notifies your practice office via the athenaCoordinator system.
11. Admission time — Enter the admission time, if known (optional).
12. Pre-admission testing (PAT) date — For patients who have pre-admission testing scheduled (optional).
13. Service length — Select the service length.
14. Pre-certify — Select the entity that completes the precertification: athenahealth, Doctor's office, Other. athenaCoordinator operations staff obtain precertifications only when this field is set to "athenahealth."
15. Primary insurance — The patient's default primary insurance with member number is auto-selected in the drop-down list. If the default should not be used as the primary insurance for this specific requisition, select another valid insurance in the drop-down list.
    Note: New insurances or case policies for a patient cannot be created directly on a requisition. Instead, you must enter them on the patient's Quickview first; they then appear in the drop-down list on the requisition.
16. Secondary insurance — Complete the secondary insurance provider information, if necessary.
17. Attachments — If you selected "athenahealth" in the Pre-certify field, attach any documents from the patient's chart required for precertification. The athenaCoordinator clinical staff uses this information to obtain authorization for the procedures. athenaCoordinator staff cannot edit clinical attachments, and the attachments do not appear as part of the printed athenaCoordinator order.
18. Note to facility — Enter any notes to further clarify the instructions to the receiver about performing the procedure/test (in addition to the clinical questions answered on each of the attached clinical orders). Notes entered in this field are included in the electronic order and are visible to all athenaCoordinator users.
    
19. Diagnoses — A requisition must have at least one diagnosis. The diagnosis from the clinical order that was used to create the requisition is automatically selected. Select any additional diagnoses required to support the ordered procedures. The list of diagnoses for a requisition in SUBMIT status includes:
    • The diagnosis tied to the originating order (auto-selected).
    • Any diagnosis, with or without orders tied to it, that was part of the same encounter or new order group as the originating order.
    • Any diagnosis tied to an order that qualifies for display in the Orders and Procedure Codes section below.
20. Orders and Procedure Codes — A requisition must have at least one order and at least one procedure code for each order. These orders are checked automatically:
    
    • The order used to create the requisition.
    • Any order in SUBMIT status with the same patient and ordering provider.
    • Any order in SUBMIT status with the same patient, ordering provider, and a blank clinical provider.

    You can uncheck orders to include in the requisition, as desired.

    Procedure Codes — Each selected order must have at least one procedure code. Click Select to launch the procedure code selector.
    
    In the selector, click the Search tab and enter the first few numbers of the procedure code to select it in the matching list. You can also search by text string against the full procedure code description or a common description in abbreviated form (for example, "arthro hip," "ct abdo contr," "mri brain").
    
    If you already configured procedure code quickpicks or procedure groups, or if the patient has previously had the same procedure, you can also check to see if the procedure code is listed on those tabs. You can add any procedure code to your quickpicks by clicking Add to Quickpicks.
    
    Select one or more procedure codes for each order selected on the requisition.

21. History — This section records all the actions and action notes on a requisition over time, including alerts. Any action note added after the first time a requisition is submitted is treated as an alert, which is visible to the athenaCoordinator Operations team, the facility schedulers, and the facility registration staff.

Submitting the requisition to the receiving facility

22. When you have completed all the required fields on the athenaCoordinator requisition, double-check your data entry.
    You can save the requisition at any time with partial information.
23. When you are confident that the requisition is complete, accurate, and ready to transmit to the receiver, select the Submit by athenaCoordinator option, and click Save to submit the requisition.
    
    The system examines the requisition for errors, including missing required fields, invalid dates of service validations, and unconfirmed medical necessity (if the patient has Medicare or another insurance that requires medical necessity validation). Any errors are displayed to the user for review/correction before attempting to submit again.
    
    When all validations have passed, the requisition is sent electronically to the athenaCoordinator Operations team. athenaCoordinator staff handle insurance verification, precertification (if the Pre-certify field is set to "athenahealth"), and preregistration (if applicable for the selected athenaCoordinator receiver).
    
    The requisition page refreshes and shows that the requisition is in SUBMITTED status.
    
    A new Pre-certifications section appears below the Orders and Procedure Codes section, listing each precertification record created for each unique combination of procedure code and insurance. This section is updated in real time as the athenaCoordinator Operations team works the precertification documents.
    
    The orders included in this requisition are automatically tied to the requisition.
    
    In the History section, an action note is added to the order itself, indicating when the order was linked to the requisition.
    
    Note: Orders tied to a requisition have the same status as the requisition. The orders follow the status path of the requisition through the submission step. Requisitions are automatically CLOSED when the requisition is completed. The status of each individual order within a requisition changes to CLOSED only when the test results are received and tied to the original order, or when the order is closed directly by a practice user.

 

Important: Under HIPAA, it is your responsibility to comply with all PHI security measures. This includes athenaCoordinator printed documents as well as online data.

1. Display the requisition you need.
2. On the requisition, click Print in the upper left-hand corner to print the requisition with the provider's signature that athenaOne sends electronically to the athenaCoordinator receiver.
3. Click Record to view the record. You can also right-click to print the full record.