Document Classification: Physician Authorization — Care Plan Oversight

• Nursing Home
• Visiting Nurses Association (VNA)
• Physical Therapy
• Occupational Therapy
• Home care
• Hospice
• Rehabilitation center
• Manor Community
• Assisted Senior Living

athenaOne automatically ties CPO documents to recent orders for you, when required, before they arrive in your practice Inbox, to help you close the loop on physical therapy, home health, and rehabilitation referrals. However, you can change or remove the tie to the order after the care plan oversight arrives in your Inbox in REVIEW status.

1. Open a Physician Authorization – Care Plan Oversight in one of these locations:
   • From the Clinical Inbox
     1. View the Orders/Rx/Auths tasks.
     2. Select a Physician Authorization – Care Plan Oversight task.
   • From the Patient Chart
     1. Select Find tab, then the Type view.
     2. Click Physician authorization, then Physician authorization.
2. Document Label — To see a list of recent orders, click Select a Document label.
3. Recent Orders — Review the list of recent orders. If a recent order pertains to the Physician Authorization – Care Plan Oversight, select the order to tie it to the document.
4. Click Save.
   The clinical order type you selected, which is PHYSICAL THERAPY in this example, now appears before CARE PLAN OVERSIGHT.

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.

If a document has blank or incorrect fields (such as the wrong patient name, classification, or provider) and you can see the correct information in the document image, you can return the document to athenaError so that athenahealth can correct the issue and reprocess the document for you.

1. Display the document.
2. Scroll down to the very bottom of the screen, just above the Save and Cancel buttons, and click view actions.
3. If the athenaError option is not visible, click more actions.
   
   
4. Select the athenaError option.
   
   The Action note field turns yellow.
5. Action note — Enter an action note to indicate why the document is being returned (for example, incorrect patient name, classification, etc.). This note is required so that athenahealth knows what corrective action to take.
6. Click Save.

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.

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.

To prevent a null Fax Number field, you can use the Suggest a Clinical Provider page to add a facility to the Global or Local Provider table for future selection during document processing.

1. The physical/occupational therapist creates a care plan document.
2. The physician should take these actions:
   1. Approve the letter in the patient encounter
      Note: See Letters Section for more information.
   2. Select Print > Save as PDF to a desktop folder.
      Note: Make sure to delete the saved PDF after the process is complete.
   3. Mark the letter as Order Submitted by paper Print Out.
   4. In the patient chart, click the Menu icon and select Add document.
   5. Upload the PDF version of the care plan that the therapist previously saved.
   6. Class — Select Physician Authorization.
   7. Sub Class — Select Physical Therapy or Occupational Therapy.
   8. Click Leave in REVIEW to and select the name of the provider.
   9. In the Clinical Inbox, open the order from the Orders/Rxs/Auths column.
   10. In the open care plan order, use the annotate with tool or annotate with pen feature to apply the physician signature.
   11. Click Save.
   12. Click Leave in REVIEW to and select the name of the provider.
   13. Click Save.
3. In the Clinical Inbox, the physical/occupational therapist reviews and acknowledges the care plan document.

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).