Document Classification: Prescription — Clarification

• Product not available, back ordered, out of stock
• High cost
• Drug dosing
• Sig codes
• Quantity related questions
• Prescription requesting physician signature and diagnosis code
• Request for an alternative drug or generic substitute

If your organization prints or calls in a prescription and that prescription does not require any further action, follow these steps to close the associated document task.

1. Open the prescription document task.
2. Review the document task to ensure all drug information and required fields are completed.
3. At the bottom of the document, click view actions.
4. Click Approve or Deny. If you do not see these options, click more actions.
   Note: This action updates the medication list in the patient chart.
5. If you deny a prescription request, you must select a denial reason.
6. Click Save or Save and Next.
7. In the same document task, click view actions again.
8. Click Submission Completed and select the method by which you submitted the prescription task (By Paper Print-out, By Manual Fax, By Phone).
9. Click Save. The document closes to the patient chart, and does not submit via faxing or Surescripts.

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.

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.

Do not exceed the character limit for electronic delivery of a prescription. If you reach any of the following character limits, a warning message appears:

• Sig — 1000 characters
• Note to Pharmacy — 210 characters
• Drug Description — 105 characters

If you choose to exceed the character limit, the prescription drops to fax or paper. If you edit the content and do not exceed the character limit, athenaOne sends the prescription electronically.

Note: Review the improved warnings and messages that explain why an order cannot be sent electronically. We added more detail to make the messages clearer.

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).