Document Classification: Order (Already Signed)

• Lab orders
• Consultations
• Imaging orders
• Prescription orders
• Surgery orders

From the Process Document page

1. From the document task, scroll down to the bottom of the document image.
2. Click Process Document below the document image to display the Process Document page.
   Thumbnails of all the pages that were uploaded with this document are displayed horizontally across the top of the screen.
   Note: The Process Document link only appears for faxed documents or uploaded documents that have a file type of .pdf or .tiff.
3. Class — Select a document classification.
4. Click Save.

From the Actions section of a document task

Note: You can reclassify any document in REVIEW, SUBMITTED, or CLOSED status, assigned to PRACTICE or to any practice user.

1. In the patient chart, click the Find tab at the top of the list of chart tabs to search for and select the document you need.
2. At the bottom of the document, click view actions.
3. Click the Reclassify document option and select the new classification from the menu.
   Note: If you do not see this action, click more actions. Additional options appear.
4. Click Save. The document task is reclassified according to your selection.

Document labels are used for clinical and administrative documents in athenaClinicals.

Chart readability starts with good document labeling. A document label tells the user what a document contains without requiring the user to open it. Patient charts that lack clear, structured labels make it difficult for providers to quickly understand details of the patient's history and efficiently locate the documents that they care most about. For these reasons, athenahealth requires all incoming documents to have a quality label.

Note: The majority of documents received by interface and more than half of documents processed by athenahealth already have a quality label before you receive them and do not require further labeling.

1. Display the Process Document page: In the Clinical Inbox, select Type from the View by: menu at the top of the Inbox. Click the Unknown Documents row, and then click the faxed document to process.
2. Document Label — Click Select a document label to open the document label selector.
   
3. 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.
4. 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.

Note: You must have the Clinicals: Order/Prescription Sign-Off user permission to approve or deny prescription requests.

Important: The Clinicals: Order/Prescription Sign-off permission allows users to sign and submit medication prescriptions to pharmacies. The person at your practice who grants this permission is responsible for verifying that the users assigned this permission are authorized to prescribe medications in your state.

1. Make sure that the sig and all drug fields are completed.
2. Scroll down and click View Actions.
3. To approve the request, select Approve.
4. To deny the request, select Deny and then select a reason for the denial from the menu.
   Note: You must select a denial reason to close the document. Denial reasons vary based on the prescription classification.
   
5. Select Duplicate if the request was previously satisfied.
   
   

6. Click Save, or click Save & Add Drug if multiple prescriptions are required, or click Save & Add Orders if additional orders are required.

Annotate the prescription (optional)

After you approve or deny the prescription request, the annotate with pen and annotate with tools links appear at the top and bottom of the document.

7. To annotate the document, click the annotate with pen or annotate with tools link to access the tool you need.

Note: If the pharmacy is not requesting edits to a previously prescribed medication, you can change the document classification to Physician Authorization; however, this action does not update the patient's medication list.

Submit the request
You can submit the request electronically, or by paper printout, manual fax, or by a call to the pharmacy.

8. To submit the prescription electronically, select Submit by Athena Fax.
9. To submit the request using an alternate manual method, select Submission Completed and select a reason for not using Athena Fax to submit the request (for example, scheduled drugs, phoned-in Rx, or paper printout).
   
   
10. Click Save.
    

athenaOne^® Authorization Management is an optional add-on service for organizations that use both the athenaCollector and athenaClinicals services (the service is included in athenaOne for Hospitals & Health Systems).

With athenaOne Authorization Management, athenahealth completes authorization work for you, including:

• Obtaining precertification to perform future services
• Logging referrals with payers, based on payer requirements
• Following up with payers to continually check on the status of the authorization

The Authorization Tracker displays the progress of your authorization tasks and each interaction with payers. athenahealth manages requests for additional documentation and assigns tasks to you only when absolutely necessary or when a conversation is needed.

Orders that require authorization include an embedded authorization status window at the top of the order document.

You can click View details to open the detailed authorization or referral status window. athenaOne guides you through the steps you need to take to resolve any issues with authorization tasks (see Guided workflow for authorization and referral management).

Note: athenaOne does not create authorizations for orders that were created before the go-live date for athenaOne Authorization Management.

If authorization is required for an order, the task is routed to athenahealth. athenahealth handles all authorization-related interactions with payers, including submitting necessary documentation and following up on authorization status.

To successfully complete documentation for an order or prescription in a way that ties the document to a result in the patient chart, you must select one of these actions in the document:

• Order Submitted — Select the action you took to submit the document by other means (By paper Print-out, By Manual Fax, By Phone). When you submit orders this way, the order is moved to Submitted status.
  Note: Prescriptions submitted in this way are not queued for faxing or electronic submission.

• Failed Submission Attempt — Select a reason the submission attempt failed (Incorrect contact phone number or Other). The order remains in Submit status and cannot be tied to a result until it's resolved.
  Note: Prescriptions submitted in this way are not queued for faxing or electronic submission.
  

• Submit by Athena Fax — Click Submit by Athena Fax to automatically submit the order or prescription to the default clinical provider or to the manually entered fax number. The order moves to Submitted status. 
  Note: If you create a task assignment override, the order is routed to a staff member's queue for further action (for example, to check prior authorization requirements). The order remains in Submit status until the action is completed.

• Save — Click Save to close the order and move the order to the patient chart. The order moves to Submitted status and ties the order to the results when the results are received.

If the order is in the patient chart in Submitted status but is not tied to a result, you may need to reclassify the result or edit the Date of Service on the order.

If an order result is in Submit status but not tied to the order, it may mean that the order is waiting for additional actions to be taken by practice staff.

The athenaClinicals Document Processing Service uses default task assignments when your incoming documents are processed and sent to your Clinical Inbox.

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.

You can use the Task Assignment Overrides page to create alternate routing rules specific to your practice.

As your co-sourcing partner, athenahealth is responsible for processing all documents received from external providers (pharmacies, labs, hospitals, etc.), all documents transferred between departments in the same organization, and all documents sent via athenaFax to other practices that also use athenaClinicals.

Inbound documents processed by athenahealth appear in the documents section of the associated Patient Chart and in your Clinical Inbox for review. Lab and imaging results are matched to their associated orders.

Your practice is responsible for processing all documents sent from your practice to athenahealth (including documents received via mail/courier, documents brought in by the patient, as well as any documents generated within the practice as part of or ancillary to the patient encounter).