athenaOne Dental (for FQHCs) — Application Features

athenaOne Dental is only available for FQHCs on athenaOne.

 

athenaOne Dental application features allow users to manage patient information, patient charts, and appointment scheduling.

 

This section addresses the following modules:

• Patient Information

• Scheduling

• Clinical

• Administrative

• Dental Chart

 

Explore other athenaOne Dental related topics

• athenaOne Dental Overview
• User Access, Settings, and Application Features
• Application Features
• Relevant athenaOne Workflows
• Role-Based Workflows
• Appendixes

 

Dental Case Routing — Internal and External

 

 

Use these instructions to learn more about creating a case and how to route it to the appropriate team.

1. Log into athenaOne.

2. Click Support.

3. Click Create Case or Call.
   

4. Click Additional Services.

5. Click athenaOne Dental.
   

6. Click Create Online Case.

7. Complete the appropriate fields.
   Tip: Please keep in mind a detailed description with patient IDs and screenshots will help expedite troubleshooting).
   

8. Click Create Online Case.

 

Patient Information Module

New Patients

New patients should be created in athenaOne. See athenaOne documentation and consult your practice administrator for additional details.

Important: If the organization creates an account in athenaOne and an account in athenaOne Dental that becomes merged or deleted, users receive an error message containing a hyperlink taking them to the correct patient ID.

To verify that you need to create a new patient

1. Click Find patient.
2. Search for the patient. Refer to Patient Lookup for more details.
   

3. When the patient is not found,access athenaOne to create a new patient account.
   

Patient Lookup

To use the Find patient feature:

1. Click Find patient on the header page.
   

2. Search for patients using the search text box inside the Find a patient window. Search by:

   • Patient last name (at least three characters)
   • Patient first name (at least three characters preceded by a comma)
   • Patient-chosen name (at least three characters)
   • Patient ID number (preceded by a colon)
   • Patient DOB (mm/dd/yyyy or mmddyyyy formatting)

   

3. Select the patient from the drop-down menu list to open the patient’s profile.

   Tip: For recently accessed patients, click Find Patient, and select from the Recent Patients list.
   
   

4. Once a patient has been selected, the patient’s name will appear in the athenaOne Dental Header next to Find Patient.

   Important: The Patient Lookup is accessible anywhere in the Dental application.

   
   

Patient Preview

The Patient Preview provides a high-level summary of key patient demographic information.

To access the Patient Preview:

1. Click the patient’s name.
   

2. Click anywhere outside the demographic information window to close the Patient Preview.

To close the patient, click X next to the patient’s name.

Editing Patient Information

The Edit Patient feature allows users to edit a selected Patient Profile as desired.

1. Locate the patient using the Find Patient feature.

2. Click the patient’s name to view the Patient Preview.
   
   

3. Click Edit Patient to open the Patient Profile window.
   
   

4. The Patient Profile window opens. Edit the patient information if needed.

5. Click Save patient data or Close to exit.

Important:

• The Communication and Appointments tabs are only visible after creating a patient profile.

• If the patient has an Alert, the icon displays next to the patient’s information. Refer to Alerts for more details.
  

• If users click Close or X without saving the Patient Profile changes, users will receive a warning message prompting them.

• If two users attempt to update the same patient and one user clicks the Save Patient Data button, a message displays for the other use, prompting them to “refresh” their page to see the changes.
  

Patient Info Tab

In the Patient Info tab, the user can enter and edit basic details about the patient, including personal information, preferred phone numbers, demographics, and UDS reporting information.

Enter the patient demographics into the following fields:

1. Name – First and Last (Required)

2. Chosen Name (preferred name)

3. Date of Birth (Required)

4. Legal Sex (Required)

5. Residential Address (Required)
   

6. Phone Numbers (Required) - Click the phone icon to open the window and enter the phone numbers. A ten-digit home phone is required to complete this section.
   
   Note: A warning message displays if the home number is missing.
   
   

7. Basic Details — Select Yes, No, or Patient Declined radio buttons or use the drop-down menus when applicable.
   
8. Upload documents if desired (see Documents Section).

9. Click Save Patient Data to save or Close to discard.

Tip: By default, the Mailing Address is the same as the residential address is checked. If the mailing address is different, uncheck thebox to enter the mailing address.

Important: If needed, race and ethnicity MUSTbe entered into athenaOne Dental to crossover to athenaOne.

The School-based health center patient, Veteran Status, Agricultural Worker, and Homeless Status are not marked as required fields; however, they are required for the Check In process for UDS reporting purposes.

Non-United States addresses

athenaOne Dental does allow for addresses outside of the United States. Canadian residential and mailing addresses may be entered in the address fields.

Use the following Province or Territory Codes in the State field.

Enter the Zip code according to postal regulations.

Important: The Zip code field may contain letters and numbers. It may also contain spaces.

Documents Section

Upload documents to the patient’s profile relevant to their dental care.

Important: The accepted document file types are:

• TXT

• XML

• PDF

• PNG

• JPEG

To upload a document

1. Click Choose Files.

2. Navigate to the file's location (your computer or shared drive).

3. Select the file and click Open .

4. Enter a new file name if desired (by default, it will be the uploaded file’s name), Document Type, and Expiration Date.

5. Repeat the upload and editing process for any additional files.

6. Click Save Files to upload file(s).

Tip: Select the Remove icon to the left of uploaded documents to remove a file.

UploadedDocuments

Documents previously loaded will display under uploaded documents. Documents display in chronological date order with the most recent at the top.

To reverse the date order, click the Upload Date arrow and the display shows oldest date on top.

Contacts Tab

The Contacts tab allows a user to add and edit any contact information given by the patient.

Add Contacts

To add a contact:

1. Click the + icon next to Contact.

Tip: The guarantor is the person financially responsible for all patient balances due.

2. The Add Patient Contact window opens. Enter the First Name and Last Name (Required).

3. Enter any additional information regarding the patient’s contact.
4. Click Save or Cancel to discard it.

Edit or Deactivate Contacts

To Edit an existing patient contact:

1. Click the three dots located on the contact’s right side.

2. Click Edit, and the Edit Patient Contact window opens.

3. Edit the contact information as needed and click Save.

4. Click Save patient data or Close to exit.

To Deactivate or Activate an existing patient contact

1. Click the three dots located on the right side of the contact.

2. Click Deactivate.

   Important: Deactivated contacts appear gray and may be re-activated by selecting the three dots to the right of the contact.

Payers Tab

The Payers tab allows a user to indicate that a patient has been given information on privacy notices, the release of billing information, the assignment of benefits, and add/edit patient insurance information.

Notice of Privacy Practices and Signature on File

In this section, use the checkboxes to indicate whether the following notices were distributed and add dates where applicable. Select a signature source to indicate that the patient has been informed of the privacy notices.

Important Note: You must first check the box before entering the dates.

1. Privacy Notice

   • EntertheGivendateorusetheCalendaricontoselectadate.

2. Release of BillingInformation

   • Enter the Effective date or use the Calendar icon to select a date.

   • Enter the Expiration date or use the Calendar icon to select a date.

3. Assignment of Benefits

   • Enter the Effective date or use the Calendar icon to select a date.

   • Enter the Expiration date or use the Calendar icon to select a date.

4. Signature Source

   • Use the drop-down arrow and select the appropriate Signature Source.

Quick Tip: By default, when the user checks a checkbox, the corresponding expiration dates automatically populate 364 days from the current date. The user may modify the expiration date if needed.

Insurance

The Insurance section allows users to add or edit patients’ insurance information.

Adding Insurance

To add insurance:

1. Click on the + icon next to Insurance.

2. Search for and select the insurance carrier.

3. Complete the following patient insurance information:
   • Member ID (Required)
   • Group Number (Optional)
   • Effective Date (Required)
   • Expiration Date (Optional)

4. Under the Policy Holder section, indicate whether the policyholder is a Patient or Other Contact.

5. If Other Contact, complete the required Policy Holder Information.

6. Click Save Insurance to save the details or Discard Insurance to delete.

Important: The information entered in this section must match the information on the patient’s

insurance card or the insurance carrier’s portal.

EditingInsurance

To edit Insurance(s):

1. Click the three dots on the right side of any existing insurance carrier. Three options are available in the drop-down menu.

   • Edit: This option allows the user to change insurance carrier details. Click Editto open the Edit Insurance window to make changes.

   • Activate/Deactivate: This option allows the user to activate or deactivate the insurance carrier.

   • Edit Eligibility: This option allows users to add and edit the patients’ insurance eligibility benefits.

2. Click Edit Eligibility to open the Edit Eligibility window.

EditEligibility

The Edit Eligibility window allows you to enter insurance benefits for the patient.

Important Note:

• Insurance eligibility must be verified before patient check-in, and make sure to validate the information in Edit Eligibility before every appointment. This must be done for the treatment plan and patient ledger to reflect the appropriate amounts for the insurance and patient payment responsibilities. This will ensure that all the required (*) fields have been completed.

• If the insurance effective date is missing, invalid, or expired, a warning message will appear in the Edit Eligibility and Appointment Checkout Payers section.
  

To use Edit Eligibility:

1. Fill out the following fields:
   • Required (*) fields containing a red asterisk must be completed for the correct insurance and patient balances to reflect in the Patient Ledger and Treatment Plan.

   • Additional information as provided by the insurance carrier.

2. Click Save Eligibility or Discard Eligibility to exit.

Documents

Upload any insurance-relevant documentation (i.e., insurance card, proof of insurance, eligibility verification), a notice of privacy, or signature on file in this section.

ImportantNote: The accepted document file types are .txt, .xml, .pdf, .png, or .jpeg.

Refer to the Documents Section for more information on uploading documents.

Household Income Tab

The Household Income tab allows the user to gather and document income information for the patient in compliance with government reporting standards.

Income Level Reference

The Income Level Reference contains a read-only view of the values captured in the ‘Financial’ section of the Patient Profile within athenaOne. This card displays the Family Size, Income, Income Percentage, and if the patient declines to provide this information.

Important:

• The values from this card are for UDS Table4reporting.
• If the data in the card needs updating, edit it in the patient’s athenaOne Profile.
• The Family Size, Income, and Percentage of poverty for the Dental Sliding Fee are separate and unrelated.

The Income Level Reference card also appears in the Appointment Check In window.

Entering Household Income

1. In the Designate one of the following , click the drop-down menu to select the appropriate option.

   • Patient Requests & provides proper documentation for sliding fee scale discount.
   • Patient declined to provide income information.
     Important: If the Patient declined to provide income information, there is nothing further to complete.

2. Click the Use Income Reference button to complete the Family Size, Income, and % of Poverty (Recommended).

   Important: The values automatically populate from the Income Level Reference Card.

3. Otherwise, complete the following fields:

   • Enter the Family size (Required).
   • Enter the Income and Pay Period (Required).

• % of Poverty - The % ofpoverty is calculated using the family size and annual income provided by the patient and applied to the sliding fee policy. (Read-only)

  Important: If the patient is Sliding Fee eligible, the Sliding Fee fields will be visible.

• Annual Income - The annual income calculates from the dollar amount entered in the Income field and the pay period’s frequency. (Read Only)

4. Review the following for the Sliding Fee:

   • Sliding Fee Program (Read-only)

   • Sliding Fee Plan (Read-only

5. Review or Edit the Sliding Fee Effective Date. The default is today’s date

6. Review or Edit the Sliding Fee Expiration Date. The default is 12months unless the sliding fee policy states otherwise.

Documents

Upload any patient financial documents in this section.

Important: The accepted document file types are .txt, .xml, .pdf, .png, or .jpeg.

Refer to the Documents Section for more information on uploading documents.

Saving the Patient Profile

Before exiting the Add Patient window, click Save patient data to save patient information.

Important: If you do not click Save Patient data before exiting, you will lose the patient data.

Appointments Tab

The Appointments tab lets users view the patient’s Upcoming Appointments, Unscheduled TX Plan Procedures, and Appointment History.

Upcoming Appointments

This section displays all upcoming appointment information in a sorted, categorized table.

• Users can view appointment details by clicking the DATE hyperlink.
  Tip: Hovering over the Date hyperlink displays the Procedures and the Reason for Encounter.

• Cancel an appointment by clicking the Cancel Appointment button next to the appointment.

• Users can view the cancellation reason, note, and when it was canceled by hovering over the ‘Canceled’ Disposition.

Refer to Appointment Overview for more details.

Unscheduled TX Plan Procedures

This section lets users view unscheduled procedures in the patient’s chart.

Important Note: Procedures will only appear here if they are part of a signed treatment plan and have Pending

status.

Appointment History

This section displays all the patient’s previous appointments on a sorted, categorized table.

Communication Tab

The Communication tab allows users to log any communication regarding patient demographics, insurance, finance, or other pertinent patient-related information.

Important Note: It is recommended that users enter a date and time with each communication logged. To add a communication record:

1. In the Patient Profile window, click Communication.

2. Click + Add Communication.

3. Add a Subject line (Required).

4. Enter the notes in the customizable text field.

5. Submit the record by selecting Add to Log.

Updating athenaOne Patient Registration

The following data must be entered into the patient’s athenaOne Registration. (It is not available for entry in athenaOne Dental.)

• Insurance
• Custom Fields
• Household Income Financial Section
• Preferred Pharmacy
  Refer to the athenaOne Functionalities section and consult your practice administrator for additional details regarding athenaOne Registration.

Scheduling Module

Scheduling in athenaOne Dental allows users to schedule appointments, view, edit, and change the status of existing appointments.

To access Scheduling:

1. Click the Calendar icon in the top right corner of the athenaOne Dental Header.

2. The Scheduling home page automatically opens.

Schedule

The main Schedule display shows in 15-minute time increments horizontally and lists the operatory columns vertically.

Important Notes about the Schedule:

1. Date: The top of the Schedule shows the viewing calendar date.
   • Only one date is viewable at a time.
2. Time Blocks: The separate rows represent 15-minute time increments spanning the day.
3. Location of Care: The Schedule only displays one location of care at a time.
   • The Location of Care displays with business hours set for that day.
   • The default location of care in the Schedule is based on alphabetical order.
   • Select a different location of care from the drop-down menu.
4. Operatories: Each separate column represents a different operatory for the location of care viewed— schedule appointments for specific operatories by clicking inside the columns.
5. Appointments: Existing appointments for the location of care being viewed appear in the given time slot it was scheduled.

The sidebar of the Scheduling window shows the Patient Tracker and the Schedule Quickview components, which display specific information regarding the viewed appointments.

Important Note about the sidebar window: This information is read-only and will change as the user schedules new appointments and existing appointments are updated.

Patient Tracker

The Patient Tracker gives a count of patients scheduled for the day marked as (at least) arrived for their appointments for the selected location. The goal of the Patient Tracker is to give the PSR a sense of where patients are physically in the clinic and in the workflow.

Important Note: The Patient Tracker only keeps track of the statuses for appointments on the day listed; the calculation shown will change when you change the date.

Refer to Patient Tracker for more information on Patient Tracker status.

Schedule Quickview

The Schedule Quickview displays for the PSR the providers working at the location and their business hours, giving them a quick idea of which providers are available for appointments on the day viewed.

Schedule Settings

The Schedule Settings provides the user with additional settings, like the location of care, the date, and disable/enable viewing patient information.

Changing the Location of Care

The Schedule will only display one location of care at a time.

To change the Schedule view:

1. Click the Location of Care drop-down menu arrow.
2. Click the desired location to view.

Changing the Operatory

The Schedule can display different Operatory views based on the Tags associated with the Operatory. The Operatory dropdown will only show operatories relevant to the Location of Care and the appointment day. See Create Operatory for additional Tags information.

1. Click the Operatory drop-down menu.
2. Click the checkbox of the desired Operatory or specific view.

Changing the Date

There are two ways the user can change the date inside the Schedule.

1. Use the scheduling calendar.

2. Use the buttons on the toolbar at the top of the Schedule.

The following selection options are also available:

• Right and Left Arrows: Skip one day forward or backward.
• Today: Change the day to today’s date.
• 3M: Skip to the day three months from today’s date.
• 6M: Skip to the day six months from today’s date.

Disable/Enable HIPAA View

The Disable/Enable HIPAA feature allows users and management to ensure patient privacy by hiding patient information from the schedule when necessary.

To turn on or off the visibility of patient information, click Disable/Enable HIPAA View at the top right corner of the Scheduling window.

For perspective on what the HIPAA view does, please see the two comparisons below:

Patient Alerts

The Scheduling Module displays Patient Alert icons. The alert icon appears after the patient’s name within the appointment time slot. Users create alerts for patient problems or patient pre-medication requirements. This provides quick identification of patients needing assistance or having specific requirements.

Refer to Alerts for more information.

Click the alert icon to display the premedication details (Read Only).

Creating a New Appointment

When creating an appointment for patients, there are several steps to complete before scheduling appointments.

Before you attempt to make a new appointment in Scheduling:

• Select the location of care.

• Select the intended date for the appointment.
• Find the patient.

Refer to Patient Lookup for more information.

To create a new appointment:

1. Click on an available time slot inside the Schedule. Time slots allow for both 10 and 15-minute increments.

   Quick tip: To auto-populate the Start and End Time fields, use the left mouse button to drag the pointer from the start time to the end time on the available operatory.

2. The Schedule Appointment Window opens. Fill out the necessary appointment information.

Important: Users can create one appointment per day for each patient in the Scheduling Module. Refer to Appendix A-7 for details on how to enter a patient’s multiple provider encounters on the same day.

In the Schedule Appointment window:

1. Confirm the Start Date as well as the Start and End Times (Required).

2. Use the drop-down menu arrow to select the Treating Provider (Required) and change the Operatory.
   (if needed).
   
   Important Note: If the hygienist associated with the appointment can attest, the Treating Provider selected can be the hygienist.

3. Use the drop-down menu arrow to select Hygienist (if needed).
   Important Note: If the Treating Provider is a Hygienist, the Hygienist field will be grey and unusable.

4. Use the drop-down arrow to select the Reason for Encounter (Required).

5. Review and select Treatment Plan Phases (If available).

   • Select the radio button next to the treatment plan phase(s) to associate with an appointment.
   • Deselect to unassociate.

6. Enter any appointment Notes into the textbox.

7. Click Save or Discard Changes to discard.

Blocking Operatory Times

The Scheduling module allows users to block a time and date for a specific operatory location due to closings, educational block times, or other related events.

To create an Operatory block:

1. If applicable, close the patient you currently have open. (Refer to Close selected Patient.)

2. Select the time slot inside the Schedule that represents the beginning of the block.

3. The Block Operatory window opens. Verify that the Date is correct for the blocked appointment.

4. Confirm or update Start and End times (Required).

5. Use the drop-down menu arrow to select the Block Type, the reason for blocking the operatory. (ex., Lunch or Continuing Education)

6. Use the drop-down menu arrow to select a Provider, RDA, or Hygienist to associate (Optional).

7. Enter a brief reason for the block time in the Notes field.

8. Click Save or Discard Changes to exit.

To remove an Operatory block:

1. Click the block Operatory time slot.

2. Click the Cancel Block button.

3. Click OK to confirm the Block removal.

Editing Appointments

There are two ways users can edit an appointment:

1. Right-click on the patient appointment and select Edit Appointment from the Quick Actions menu. The Appointment Overview window opens.

2. On the Schedule, click the patient appointment, and the Appointment Overview window appears.

Important Notes regarding appointment changes/edits:

• Changes to the Date or Start Time will result in a cancellation and rescheduling in athenaOne.

• Appointment edits that will update athenaOne include the Location of Care, the End Time, and the

  Treating Provider (athenaOne Rendering Provider).

• Changes not sent to athenaOne include Operatory (unless associated with a different Location of Care),

  Confirmation Status, and the Reason For Encounter.

• The appointment date cannot be edited once the encounter starts.

• The Billing Provider field and Attesting Provider field in the Appointment Overview Panel become read-only once the “Start Encounter” button selection is made.

Appointment Overview

The Appointment Overview window contains three tabs: the Appointment Tab, the Contact Tab, and the Payer Tab.

Important Notes:

• Only the Appointment tab will have information that the user can edit.

• The Patient Alert icon displays after the patient’s name. Users can create alerts for patient problems or patient pre-medication requirements, providing quick identification of patients needing assistance or having specific requirements. Refer to Alerts for more information.

Print

The Appointment Overview Print button lets users print a Route Slip for the patient. Refer to Patient Route Slip for additional information.

1. From the Appointment Tab, click Print.

2. Click Route Slip from the menu list.

3. The selected report opens in the Preview window. Refer to Report Preview Features for additional information.

4. Click the File tab and select Print.

5. Click X to close the Preview window.

The Appointment Tab

The Appointment tab allows the user to edit all appointment information originally recorded when scheduling the appointment.

The Contact Info Tab

The Contact Info tab allows the user to view the patient’s contact information, including contact name, phone number(s), and email address.

The Payer Tab

In the Payer tab of the Appointment Overview window, the user can view Notice of Privacy and Signature on File, Insurance benefits, and Sliding Fee information.

Save or Cancel Appointment

To save an appointment, click Save in the appointment window or Discard Changes to exit without saving.

To cancel the appointment, click Cancel Appointment to open the Cancel Appointment window.

In the Cancel Appointment window:

1. Use the drop-down arrow menu to select the Reason for Cancellation.
2. Add any notes for the cancellation in the Note field.
3. Click Cancel Appointment.

Important Notes:

• athenaOne Dental canceled appointments will update in athenaOne.

• The cancel appointment reason and note will display in the Patient Profile when hovering over ‘Canceled.’
  Refer to Edit Patient Information for more details.

• A canceled appointment displays in the Clinical Huddle when the Active Only toggle is off. Users can hover over the canceled appointment to see the Cancellation Reason and Note. Refer to Clinical Huddle for more information.

Appointment Quick Actions

The user accesses the Appointment Quick Actions by right-clicking on the appointment in the Schedule.

Confirmation Status

The Confirmation Status allows the user to indicate if the appointment is confirmed and how it is confirmed with the patient. Users will update before the patient arrives in the office.

To update the Confirmation Status of the appointment:

1. Right-click on the appointment.
2. Select Confirmation Status and use the menu to select the appropriate confirmation status.

Important Note: The Confirmation Status in dental will not update within athenaOne.

Patient Tracker

The Patient Tracker allows the user to indicate the patient’s location throughout their appointment.

Important Note: For dental appointments, users are required to update the Patient Tracker within athenaOne Dental. Do not use the athenaOne Patient Tracker to track dental appointments, i.e., Arrived, Checked In, etc.

Patient Tracker Statuses

To update the Patient Tracker in Scheduling:

1. Right-click the patient’s appointment time.

2. Click Patient Tracker from Appointment Quick Actions.
3. Use the menu list and click the location option to indicate where the patient is in the workflow.

Important Notes about the Patient Tracker Feature:

1. This feature is only available for the current day of the appointment. The user can only change the Patient Tracker status once that appointment day starts.
2. It is required that the user changes the statuses in order of the continuing phases of the appointment.
3. Arrived - You must change the Patient Tracker status to Arrived before changing to Check In.
4. Check In and Ready for checkout will open a different window in scheduling.
   Refer to Appointment Check In and Appointment Check Out for more details.

5. Ready In Lobby automatically assigns once the Check In process completes.

6. Checked Out status automatically assigns when the patient is checked out.

Edit Appointment

Right-click on the appointment and select the Edit Appointment option. This opens the Appointment Overview window, where the user can edit the appointment information.

Refer to Appointment Overview for more details on editing appointments inside the Appointment Overview window.

Edit Patient Profile

Right-click on the appointment and select Edit Patient Profile. The patient’s profile associated with the appointment opens, and the user can now edit the patient’s information.

Refer to Editing Patient Information for more details on this process.

Print

The Quick Actions Print option allows users to print a Patient Route Slip and a Walkout Statement.

Route Slip

The Patient Route Slip allows users to print a high-level overview of the patient for the provider.

Important Note: Users can print the Patient Route Slip from the Quick Actions Print menu or the Appointment Overview Print button.

To print:

1. Right-click on the appointment to access the Quick Actions menu.

2. Click Print and then select Route Slip.

3. See the Route Slip open in the Preview window.
   Refer to Report Preview Features for additional information.

4. Click the File tab and select Print.

5. Click the X to close the Preview window.

Walkout Statement

The Walkout Statement allows users to provide the patient with a copy of all services completed today, any

payments made for today’s visit, and their next scheduled appointment.

Important Note: Users can print the Walkout Statement from two areas in the system:

• The Quick Actions Print option
• The Appointment Checkout Panel

To print Walkout Statement:

1. Right-click the appointment and access the Quick Actions menu.
2. Click Print
3. Click to select the Walkout Statement.

4. The Walkout Statement opens in the Preview window.
   Refer to Report Preview Features for additional information.

5. Click the File tab and select Print.

6. Click the X to close the Preview window.

Cancel Appointment

Right-click on the appointment and select Cancel Appointment. This opens the Cancel Appointment window. Complete the required fields and click Save. Refer to Save or Cancel Appointment for more details.

Appointment Check In

The Appointment Check in status for the Patient Tracker feature allows users to check in patients for appointments as well as review and update profile information.

Important Note: Before attempting to Check In a patient, the status MUST be first set to Arrived.

To check a patient in:

1. Right-click on the appointment.
2. Click Patient Tracker from the Appointment Quick Actions menu.
3. In Patient Tracker, click Check In.

4. The Appointment Check In window opens.
   Note: If the patient has an Alert, the alert icon appears after the patient’s name. Users can create alerts for patient problems or patient pre-medication requirements. This provides quick identification of patients needing assistance or having specific requirements.

Refer to Alerts for more information.

5. Verify and update all required information with the patient before checking them in, i.e., Basic details, Insurance eligibility, etc.

Important Note - All information with an exclamation point in this window must be updated. Hover over the exclamation point to display the warning message.

6. Review the Income Level Reference card information.

7. Click the drop-down arrow menu to Designate one of the following:

   • Patient Requests & provides proper documentation for sliding fee scale discount.

   • Patient declined to provide income information.
     Important: If the Patient declined to provide income information, there is nothing further to complete.

8. Click the Use Income Reference button (Recommended). Otherwise, complete the Household Income fields.
   Refer to Household Income Tab for more details.
9. Click Finish Check In to save or Return to Schedule to exit without checking in the patient.

Important Notes regarding the completion of the Check In process:

• The status of the appointment automatically changes to Ready-In Lobby. This also updates in the Clinical Huddle indicating to clinical that they can start the encounter.

• The appointment turns green, indicating that the patient has been Checked In.

• Clinical staff can begin the encounter once the appointment tracker status is Ready-In Lobby.

Appointment Check Out

The Appointment Check Out feature allows users to check out patients, post payments for procedures completed during the appointment, post pre-payments for upcoming procedures, and verify patient profile information.

Important Note: Before a patient can be Checked Out, change the encounter status to Ready for Checkout

inside the Dental Chart. Refer to Encounter Tracker for more details.

To check a patient out:

1. Locate the patient’s appointment in the Schedule.
2. Select the Ready for Checkout status hyperlink.

Important Notes: This link is accessible by hovering over the appointment block.

3. The Appointment Check Out window opens. Complete the following processes in the Appointment Check Out panel.

Note: If the patient has a Patient Alert or Pre-medication Alert, the alert icon appears after the patient’s name, providing quick identification of patients needing assistance or having specific requirements.

Refer to Alerts for more information.

Procedures Completed Today

The Procedures Completed Today displays all procedures completed during the appointment. The user also has the option to post payments for any procedures completed during their appointment.

Important Note: For the system to display procedures as ‘completed,’ they must be recorded in the associated encounter and their status set to Complete inside Charting before check-out.

Enter Payment

To post a payment for the procedure(s):

1. Select the radio button next to the procedure(s) to enter a payment.
2. Click the Enter Payment button.

Refer to Enter Payments for more details on the Enter Payment window.

Print Receipt

The Appointment Check Out window allows users to print a patient receipt as a part of the check-out process.

The receipt lists today’s payments and prepayments.

To print:

1. Click the Print Receipt button.

2. The Receipt opens in the Preview window.
   Refer to Report Preview Features for additional information.

3. Click the File tab and select Print.

4. Click the X to close the Preview window.

Patient Total

The Patient Total hyperlink allows users to view and revert any pre-payments posted if necessary.

To access pre-payments:

1. Click the Patient Total hyperlink.
2. See the Patient Totals window opens.

Treatment Plan Phases

The Treatment Plan Phases section allows users to view and post pre-payments for procedures/treatments and schedule new appointments based on upcoming procedures.

Important Note: Treatment plan phases will only appear here if they are inside a signed treatment plan.

Enter PrePayment

To enter a pre-payment for a scheduled procedure:

1. Click the radio button(s) next to the phase(s).
2. Click Enter PrePayment.

3. Complete the prepayment process inside the Enter Payments window. Refer to Enter Payments for more details.

Schedule Next Appointment

The Schedule Next Appointment button automatically redirects the user to Scheduling to make the appointment.

To schedule the next appointment:

1. From the Treatment Plan Phases section, click Schedule Next Appointment.
2. Follow the Scheduling steps. Refer to Schedule Appointment for more information.

Important Note: The Schedule Next Appointment only appears if a selected phase has a return date scheduled at least one day after the current date. Refer to Choosing a Return Date for more information.

Patient Total

The Patient Total hyperlink opens a new window that allows users to view any pre-payments posted for procedures and treatments. The user can revert pre-payments made within the Patient Total window if necessary.

Missing Information

Users should verify and update all profile information in the Check Out window before completing the checkout process. All information with an exclamation point must be updated inside the Appointment Checkout window.

Important Notes: A warning message appears when hovering over the exclamation point.

Print Walkout Statement

The Appointment Checkout process allows users to print a Walkout Statement for the patient.

To print:

1. Click the Print Walkout Statement from the bottom of the Appointment Checkout window.

2. The Walkout Statement opens in the Preview window. Refer to Report Preview Features for additional information.

3. Click the File tab and select Print.

4. Click the X to close the Preview window.

Note: The following image is an example of a Walkout Statement.

Finish Check-Out

The Finish Checkout button completes the checkout process and finishes the patient’s appointment process.

On the schedule, the patient’s appointment slot color becomes grey and indicates the status of Checked Out.

Clinical Module

The Clinical module provides a space where the user views and creates the necessary clinical information for the visit encounters.

The following sections describe how users access the Clinical Dashboard, create encounters, and attest clinical documentation inside Clinical.

Clinical Dashboard

To access the Clinical Dashboard:

1. In the top-right of the athenaOne Dental page, click Home.
2. Select Clinical from the menu list.

Important Note: Both admin and clinical role users experience a drop-down menu instead of being automatically directed to the clinical dashboard.

Clinical Huddle

When an appointment is scheduled, an associated appointment automatically appears in the Clinical Huddle.

• All appointments within the viewing date appear by appointment location and then time.
• By default, the current date displays when entering the Clinical Dashboard.
• Users can filter appointments based on the scheduled date, associated providers, and locations.
• Each appointment displays the following: Patient Information, Appointment Information (Patient Tracker Status), Clinical Note/Encounter Status, Patient Alerts, Procedures (Associated with the Encounter), and Notes (Notes taken during the appointment scheduling process).

• A canceled appointment displays in the Clinical Huddle when the Active Only toggle is off. Users can hover over the canceled appointment to see the Cancellation Reason and Note.

Note: If the patient has an Alert, the alert icon appears after the patient’s name, providing quick identification of patients needing assistance or having specific requirements.

Refer to Alerts for more information.

Click the alert icon to display the alert details (Read Only).

Encounter/Clinical Note Status

Once an encounter/clinical note creates for an appointment, the Clinical Huddle appointment appears with one of the following encounter statuses:

1. Start Encounter

   • After the Check-In process, the Patient Tracker status automatically updates to Ready In Lobby; the clinical user can start the encounter.
   • Click this status to create the encounter. Refer to Creating an Encounter for more details.

2. In Progress

   • The user creates the encounter for the appointment, but the clinical note is incomplete.

3. Ready for Attestation

   • The user enters all encounter data and adds it to the clinical note.
   • The clinical support staff (RDH, RDA, DDS/Resident) signed the note.
   • Click this status, and it redirects you to Charting to attest the clinical documentation.

4. Attested

   • The Treating or Attending Provider attested the clinical note.

5. Amend Required

   • The billing staff returned the attested note to the Treating or Attending Provider for an amendment.

6. Completed

   • The clinical note is attested/re-attested.
   • The appointment tracker status is Checked Out.
   • Billing has marked the encounter as Ready to Bill.
   • Users cannot modify/amend completed encounters.

7. Conversion Imported

   • The encounter imported during the conversion process.

Appointment Filters

The Appointment Filters determine what encounters display in the Clinical Huddle based on a specific date, location, and/or provider.

Active Appointments

The Active Only toggle allows users to switch between active patient appointments vs. ALL appointments. The All-appointments view includes canceled appointments. Note: The “Active Only” view is the default view.

Changing the Date

To change the appointment date:

1. Click one of the following buttons.

   • Date Selection: Button takes you to that specific date.

• Skip to the Current Date: The icon filters to the current (today’s) date.

• Date by Calendar: The icon allows calendar date selection.

• Back or forward one week: Arrows change back or forward one week.

Filter by Provider or Location of Care

To filter by Provider or Location of Care:

1. Click the drop-down menu for All Providers or All Locations.

2. Click the checkbox(es) for desired provider(s) or location(s).

Search patient

The Search Patient filter lets users quickly locate a patient on an appointment day.

To use the search text box, enter one of the options below and hit the Enter key.

• Patient last name, first name

• Patient date of birth (DOB)

• Patient ID number (preceded by a colon)

Creating An Encounter

Once an appointment has the Ready In Lobby status, the user will navigate to the Clinical Dashboard to create the encounter.

Important:

• Users can only select Start Encounter once the Check In process completes. When Check In completes, the Patient Tracker status automatically updates to Ready In Lobby. Refer to Patient Tracker for more details.

• The Billing Provider field and Attesting Provider field in the Appointment Overview Panel become read-only once the “Start Encounter” button selection is made.

• Users cannot change the appointment date once the encounter starts.

To create an encounter from Clinical Huddle:

1. Locate the appointment.

2. Click Start Encounter to open the encounter inside the Dental Chart.

Completing An Encounter

The process to complete an encounter requires that the encounter is attested by the treating provider, reviewed in the Administrative dashboard, and sent to billing.

Refer to Attesting Clinical Notes for more information on attestation and Ready to Review for additional details.

Clinical Beacon

The Clinical Beacon contains encounters that are Ready to Attest and encounters with Amendments. The boxes in the upper left-hand corner of the Clinical Dashboard show the number of encounters that require action by a treating provider or attesting hygienist to support timely clinical documentation and billing processes.

Important: The indicators in the Clinical Beacon will only display for users logged in as Treating Providers and attesting Hygienists.

Ready to Attest

The Ready to Attest indicator displays the number of encounters the provider has Signed.
Refer to Sign Clinical Notes for more details.

To access and attest Clinical Notes from the attestation:

1. Click Ready to Attest from the Clinical Dashboard.

2. The Attestation window opens, showing the encounters to attest. Click the Patient name hyperlink.

3. The user re-directs to Charting. Review and attest all clinical documentation in the Clinical Note. Refer to Clinical Attestation for more details.

Amendments

The Amendments indicator displays the number of encounters requiring amendments.

ImportantNote: Amendments only appear here if noted for amendment inside Ready to Review on the Administrative dashboard.

To make Amendments to encounters:

1. Click the Amendments button.

2. The Amendments window opens. Click the Patient name hyperlink to amend the encounter.

3. The Charting window opens with the selected patient encounter.

4. Hover over the Encounter Status, Amend Required, and view the amendment Reason and Note.

5. Access the individual areas of the encounter from Charting, and make the appropriate changes/amendments.

Important Note: You can create one appointment per day for each patient in the Scheduling Module; likewise, you can create only one Encounter per patient per day. Refer to Appendix A-7 for details on how to enter a patient’s multiple provider encounters on the same day.

Dental Chart

When a user creates a new patient profile in athenaOne Dental, an associated Dental Chart is made for the patient. Located on the top left side of the page, users can view, and record information gathered during patient appointments (encounters) inside the Dental Chart.

To view and update the Dental Chart information:

1. From the Dental Chart menu, click the desired section to view/edit.
2. The sections available to navigate are:
   • Audit Log
   • Overview
   • Charting
   • Perio
   • Treatment Plans
   • Ledger

To expand/hide the Dental Chart Menu, click the arrows at the top of the menu.

Important Notes about the Dental Chart:

1. In the Dental Chart, users document the patient appointment information inside an encounter.
   • The user can open/close In-Progress (incomplete) encounters inside the Dental Chart. Refer to Creating an Encounter, Opening In-Progress Encounters, and Closing In-Progress Encounters for more details.
   • The user cannot update specific fields unless the encounter status is In-Progress.

2. Role permissions determine access to the areas of the Dental Chart.

Dental Chart Information

The Patient Banner and Encounter Tracker are at the top of the Dental Chart window.

Patient Banner

Visible in every section of the Dental Chart, the Patient Banner contains basic details about the patient.

Note: If the patient has an Alert, the icon displays next to the patient’s information. Refer to Patient Alerts for more details.

Click the alert icon to display the premedication requirements details (Read Only).

Encounter Tracker

The Encounter Tracker will appear at the top of the Dental Chart window if the patient has one or more In- Progress encounters.

The user can perform the following in the Encounter Tracker:

• Open and exit In-Progress Encounters,
• Change the Reason for Encounter(s),
• View the Encounter status,
• Change the Patient Tracker Status.

Important Note: To display all the tools in the Encounter Tracker, users must be inside an In-Progress encounter.

Opening In-Progress Encounters

1. From the Encounter Tracker, click the Go to encounter drop-down menu.

2. Select from a list of In-Progress (incomplete) encounters for the patient.

Exiting In-Progress Encounters

To exit an In-Progress encounter, click Close Encounter.

Important Note: The Go to Encounter drop-down menu displays once an encounter closes and can open In- Progress encounters.

Resuming Encounters

The Dental Chart allows users to resume working inside the encounter upon return. To continue working on an In-Progress encounter, click Resume Encounter.

Important Note: The Resume Encounter appears when the patient has only one In Progress encounter.

Encounter Status

The Encounter Status displays the status of the encounter’s clinical note.

Quick Tip: If the encounter status is Amend Required, the user can view the reason for the amendment by hovering over the encounter status.

Reason For Encounter

The Reason For Encounter is a chart note requirement. Users can attach or change the Reason for Encounter by selecting from a menu list.

To change the encounter reason:

1. Click the Reason For Encounter drop-down arrow to display the menu list.
2. Choose and click the applicable encounter reason to update the entry.

Patient Tracker

As a patient goes through their appointment, users must update the Patient Tracker status to reflect what stage of the encounter the patient is in.

Important Notes about the Patient Tracker statuses:

• Once the Check In process is complete, the Patient Tracker Status automatically changes to Ready In Lobby. Then, the clinical user can click Start Encounter from the Clinical Huddle.
• In different areas of the Dental application, users can update the status manually, i.e., In Treatment or Ready for Checkout.

Refer to Patient Tracker Statuses for a defined list.

To change the Patient Tracker status:

1. Click the Status drop-down menu arrow.

2. Use the menu list to select the appropriate status.

3. Change the Patient Tracker status to reflect the different stages of the appointment.

Important Note: Only change the Patient Tracker statuses in the order that the appointment progresses.

Audit Log

The Audit Log section allows users to review field changes made to the patient’s records by tracking the actions. All tracked patient profile changes display in the log in descending order and organized by date, time, and user.

[Patient] Overview

The Patient Overview section allows for the entry of the intake documentation. The clinical user enters and reviews the patient’s Alerts, Problems, Allergies, Medications, Vitals, Dental Encounter History, Questionnaires, Vaccines, and Clinical Documents.

To access [Patient] Overview:

1. Click the Overview button from the Dental Chart Menu.

2. The Overview page opens.

Important Notes about Overview:

1. Except for the Problems and Medications sections, users can only update the Overview sections in an In-Progress encounter.

2. Some sections require users to indicate that they were reviewed by placing a check in the appropriate ‘list reviewed’ checkboxes.

3. Edits in the following Overview sections push to the patient’s athenaOne chart in real-time:

   • Problems,

   • Allergies, Medications, and

   • Vitals.

Overview Navigation Menu

The Overview Navigation Menu allows for quick access to the different sections. Located on the left side of the page, users can click the desired section name to access it.

Note: The user can also navigate by manually scrolling down the window to each section.

Alerts

The Alert section allows clinical users to create Patient Alerts and Pre-medication Alerts for patients with problems requiring premedication before dental treatments. Completing this section for a patient will automatically trigger an Alert icon to display.

Important Notes:

1. Certain patient problems will automatically trigger the creation of a Pre-medication Alert.
   Patient Problems are associated with medical diagnosis codes. Refer to the below table for diagnosis codes that automatically create a Pre-medication Alert.

*=The X represents the series of applicable number/letter values for the diagnoses codes within that

“category.”

2. Patient Problems that do not automatically trigger the creation of a Pre-medication Alert can be added manually.

3. Users can add multiple patient problems that will be a part of a single Alert.

Alert Icon

The Alert icon displays when a patient has a Patient Alert or a Pre-medication Alert. The icon is visible on all clinical and scheduling pages providing quick identification of patient problems or medication requirements.

The Alert icon displays in the following areas:

• the Patient Banner on all Clinical pages

• the Schedule View

• the Schedule Appointment Overview Panel

• the Check In/Check Out panels

• the Clinical Huddle

• Ready to Review in the Visit Summary

Click the alert icon to display the Patient or Pre-medication requirement details (Read Only).

Add Patient Alerts

Use Patient Alerts to notify office staff of any patient problems or pertinent information to consider as they treat the patient, like needing an interpreter, allergies, or dental treatment anxiety.

To add a Patient alert:

1. Click the + next to Alerts and click Patient.

2. Enter a brief Description.

3. Enter Notes regarding the problem or issue.

   Important Note: Users must enter a Note if the Description field is left blank.

4. Click Save or Cancel to close.

Add Pre-medication Alerts

Use to indicate any patient problems requiring premedication before a dental treatment(s).

To add a Pre-medication Alert:

1. Click the + next to Alerts and click Pre-medication.
2. Use the drop-down arrow to select the Associated Problem (Optional).

3. Enter the premedication instructions in the Notes.

   Important Note: Users must enter a Note if the Associated Problem is left blank.

4. Click Save or Cancel to close.

Edit Alerts

To edit an Alert:

1. Navigate to the patient’s Dental Chart and click Overview.

2. In the Alerts section, click the entry Date hyperlink for the alert.

3. The edit Alert window opens.

   • Patient Alert: Edit the Description or update the Notes text.

   • Pre-medication Alert: Edit the Associated Problem or update the Notes text.

4. Click Save to save the changes or Cancel to exit.

Delete Alerts

To remove an Alert:

1. Navigate to the patient’s Dental Chart and click Overview.
2. In the Alerts section, click the entry Date hyperlink for the alert.

3. The Edit Patient Alert or Edit Pre-Medication Alert window opens. Click the Delete checkbox.

4. Click Save to remove the alert or Cancel to exit.

Problems

The Problems section allows users to review existing problems and add new problems to the patient’s chart.

Important Notes:

• All problems submitted inside athenaOne Dental send to athenaOne as a Problems Note.
• Problems can be associated with a Pre-medication Alert. Refer to Pre-medication Alerts for more details.

Add a Problem

To add or remove problems:

1. Click + next to Patient Reported Problems.

2. The Patient Reported Problems window opens, containing a collection of known patient ailments or problems to review with the patient.

3. Use the toggles to add or remove problems.

4. Enter any relevant notes into the Notes textbox.

5. Click Complete to save or Close to exit.

Problems List Reviewed

Click the Problems List Reviewed checkbox after reviewing the problems list with the patient.

Allergies

The Allergies section allows users to review existing allergies and add new allergies to the patient’s chart.

Add an Allergy

To add an allergy to the patient’s chart:

1. Click + next to Allergies.

2. The Add Allergies window opens. Enter the allergen to search for in the textbox.

3. From the drop-down search list, click to select the patient’s allergen.

4. If available, enter the Onset Date as a two-digit month, two-digit day, and four-digit year.

5. Use the drop-down menu to select Criticality of allergy.

6. Use the drop-down menu or type to enter the patient’s allergic reaction. If needed, click the Add Reaction button to add multiple reactions.

7. Use the drop-down menu to select the appropriate Severity level.

Quick Tip: To clear the chosen allergy, click Remove Allergy, and to delete a reaction, use the trash can icon.

8. Click Save to add or Cancel to exit.

Allergy History

Allergies removed from athenaOne will display in athenaOne Dental as historical. To view allergy history, click the Show History toggle.

Review Allergies and NKDA

During an In-Progress encounter and after reviewing with the patient, click the checkbox(es) for the Allergy list reviewed and, if applicable, NKDA (No Known Drug Allergy).

Medications

The Medications section allows users to review the patient’s prescribed medication history and add any medications they take to their chart. Users can add medications outside of an encounter if needed.

Note: Prescriptions added in athenaOne or Dental display in the Medications list.

Add Medications

To add a medication:

1. Click + next to Medications.

2. The Add reported medication window opens. Type the name of the desired medication into the search text box.

3. From the Search list, select the desired medication.

4. Enter any notes regarding medication dosage into the Sig text box.

5. Enter the medication’s Start Date or use the calendar icon to select the dates.
   Note: The Stop Date is for ending medication usage and is not required for adding one.

Quick Tip: Click the Remove Medication button to clear the chosen medication and start over. Important Note: Users can add multiple medications at one time. Once users enter a medication’s Sig and Start Date, return to the Search textbox (step 2), and add the next medication (steps 3 – 5).

6. Click Save to add or Cancel to discard.

Review Medications

After reviewing with the patient, click the checkbox for Medication list reviewed. If the patient takes no medications, click the No medications reported.

To view Medication history, click the Show history toggle.

Vitals

The Vitals section allows the user to record the patient’s vital signs. Any vitals recorded within the patient’s

previous athenaOne visit will also display in this section.

Important Note: Depending on your organization’s policies, users may disregard or complete the different sections in the Vitals window.

To skip a section:

1. Click the checkbox for Not Performed.
2. If needed, use the drop-down search menu to select a reason.

Add Vitals

To add vitals to the patient’s chart:

1. Click + next to Vitals.

2. Complete the Blood Pressure, Height, Weight, Pulse, Temperature, Respiratory Rate, and O2 Saturation sections (see below) as directed.

3. Click Save to add the new Vitals or Close to discard.

Blood Pressure

1. Click + to add a blood pressure reading.
   Note: You can input multiple blood pressure readings.

2. Enter the numeric values for Systolic and Diastolic.

3. Use the drop-down menu arrows to select the BP Position, BP Site, and Cuff size.

4. Click the trash icon to delete any blood pressure readings.

Height and Weight

1. Enter the patient’s Height numeric values in the Feet and Inches boxes.

2. Use the drop-down arrow to select the appropriate Height Option.

3. Enter the Weight numeric value in the pounds box.

4. Use the down arrow menu to select the correct Weight Option.

Pulse and Temperature

To add Pulse results:

1. Enter the Pulse results in the beats-per-minute (bpm) box.
2. Use the drop-down arrow to open the pulse findings list and select the appropriate result:
   • Regular
   • Irregular
   • regularly irregular
   • irregularly irregular
   • None

To add Temperature results:

1. Type the Temperature numeric results in the Fahrenheit (F) box.
2. Use the drop-down arrow to open the temperature locations list and select the appropriate result:
   • Oral
   • Ear
   • Axillary
   • Rectal
   • Temporal artery
   • None

Respiratory Rate and O2 Saturation

1. Enter the Respiratory Rate numeric value and O2 Saturation percentage in the result boxes.
2. Use the drop-down arrow to open the menu list and select the appropriate item:
   • Room Air at Rest
   • Oxygen
   • Breathing Treatment
   • Room air with Oxygen
   • RoomAirwithExercise
   • AmbulatingwithOxygen
   • AmbulatingonRoom Air
   • CPAP

Editing Vitals

In an In Progress encounter, users can edit the vitals already recorded for that encounter by clicking the Date hyperlink.

Dental Encounter History

The Dental Encounter History displays the Encounter Date, Treating Provider, Hygienist, Reason for Encounter, and Status for each patient’s past encounters.

Once a procedure code is set to Complete, the treating provider's or hygienist's name displays in Dental Encounter History.

The Questionnaires section stores the various assessment information relating to the patient, including their dental history. In this section, clinical users complete and view previous questionnaires.

Note: If an assessment is due, a red warning icon appears next to Questionnaires. Hover over the icon to see which assessment is due.

To add a questionnaire:

1. Click + next to Questionnaires.

2. Select the desired questionnaire to complete.

   • Caries Risk Assessment
   • Dental History

3. The questionnaire opens in a new window. Complete the necessary form content and click Complete.
4. The completed form adds to the Questionnaires list. Users can access it by selecting the Form name hyperlink.

Caries Risk Assessment

The Caries Risk Assessment is a questionnaire typically completed with the patient or patient’s caretaker during the prophy portion of the appointment. The form has two versions based on the patient’s age: < six years old, ≥ six years old.

The caries risk score calculates automatically as the questions are answered on the form, and it automatically adds the correct procedure code to the patient’s tooth ledger.

To complete:

1. Select the Caries Risk Assessment from the Questionnaire menu to open it.
2. Click the radio buttons to complete the applicable patient information.

3. Enter any Patient Instructions as applicable.

4. Click Complete to save or Close to discard it.

Dental History

The Dental History Questionnaire allows the user to record the patient’s answers about their dental history. To complete:

1. Select Dental History from the Questionnaire menu list to open it.
2. Click the radio buttons, use the text boxes, and enter the date fields to complete the applicable patient information.

3. Click Complete to save or Close to discard it.

Vaccines

The Vaccines section allows clinical staff to view and review the immunizations in athenaOne.

Review Vaccines

Click the Mark as Reviewed checkbox after reviewing vaccines with the patient.

Important Note: Each time a user checks the Mark as Reviewed checkbox, the associated time, date, and user displays in the Vaccines section indicating the last date vaccines were reviewed.

Documents

The Documents section allows users to upload and review clinical documents relevant to the patient’s dental care.

Important Note: The accepted document file types are .txt, .xml, .pdf, .png, or .jpeg.

Refer to the Documents Section for more information on uploading documents.

Charting

The Charting section lets users document existing issues, completed procedures, and procedure Treatment plans for a patient. Charting also allows users to review past procedures.

To access, click Charting from the Dental Chart menu.

There are two main sections in Charting:

• Odontogram: The Odontogram visually represents the teeth and their charted issues, procedures and conditions.

• Charting Panel: The user views and updates procedures and conditions as well as prepares patient and clinical notes.

Odontogram

The Odontogram displays the teeth dentition view based on the patient’s age when it is first accessed. The numbers and letters in the center identify the specific teeth. athenaOne Dental uses the following logic to determine the view for each patient:

Users make selections to identify conditions in teeth and specify teeth that need treatment using the Odontogram.

Note: Charted Conditions will be removed from the Odontogram when the status is updated to “Resolved.”

athenaOne Dental’s Charting Odontogram uses different colors for the different teeth pending procedures and conditions.

• Treatment Plan procedures display in red.
• Completed procedures display in blue.
• Existing/Existing Other procedures display in green.
• Referred procedures display in orange.
• Conditions display in black.

Click on the teeth to manually select and deselect.

Important Notes:

• If you select multiple teeth and add a condition or a procedure, it will be added to all the selected teeth.

• The image for all crown procedures reflects all portions of the teeth surfaces down to the root on the Odontogram.

  The Primary teeth or baby teeth in the Odontogram display proportional to size. Primary teeth show with alphabet letter representation. (See below)

Procedure Types

Procedure Types determine the procedure category on the tooth ledger and how images render on the Odontogram. athenaOne Dental has four Procedure Types:

• Existing: This option allows users to identify the treatments the patient had completed before becoming a patient at your clinic. For example, when a patient comes in for a new patient visit, the provider will chart all the treatments they see existing in the patient's mouth--such as crowns, composites, etc.--as Existing procedures.

• Existing Other: This option identifies other existing treatments - completed by an outside provider. It has two uses:

  1. Use for the same purpose as Existing (Optional).

  2. Use for treatments previously referred to a different provider and completed by an outside provider (Preferred Use). For example, a procedure (CDT), like wisdom teeth extraction, that your provider refers to an oral surgeon. The patient returns to your office with the referred procedure completed, and your provider uses Existing Other to document completion.

• Treatment Plan: This option identifies any treatment that needs to be completed or a treatment that was already completed at your practice.

• Treatment > Pending (Treatment Plan).

• Treatment > Completed Treatment Procedures.

  • Referred: This option identifies treatments that will be referred out to another provider for completion by a provider not at your practice.

• Referred > Pending referred out.

• Referred > Completed procedures referred to an outside provider to be completed by that provider.

Important Note: By updating the procedure record in the Tooth Ledger, users can change the type of the procedure. Refer to the Tooth Ledger for more details.

To use Procedure Types:

1. Click the desired procedure type from the Odontogram vertical menu:

2. Click to select the applicable tooth or teeth affected.

3. The image of the selected tooth updates to the corresponding procedure or treatment color.

Important Note: Any procedures added to the Odontogram are also added to the tooth ledger with the selected procedure type.

Quick Navigation Pane

The Quick Navigation Pane is a vertical list of shortcut buttons that lets a user chart in the Odontogram quickly. The shortcuts appear gray until the user selects one or more teeth in the Odontogram.

Add Conditions

The Add Condition shortcut button allows the user to add conditions to teeth.

To add a Condition:

1. Select a tooth or teeth from the Odontogram.
2. Click the Add Condition button.

3. Select the condition name from the drop-down arrow menu.

4. Select the teeth surfaces for the condition, if applicable.

5. The condition, tooth #, and surfaces (if selected) will display under Results.

6. Click Save to add the condition or Cancel to exit.

Surface-Specific Conditions

Use the surface selector to identify conditions where one or more surfaces have an issue.

To add Surface Conditions:

1. Click one of the following:
   • LⅤ: Select individual class Ⅴ surfaces.
   • FⅤ: Select individual class Ⅴ surfaces (only displays for anterior teeth).
   • BⅤ: Select individual class Ⅴ surfaces (only displays for posterior teeth).
   • Select All: Select all surfaces.
   • Deselect All: Deselect all selected surfaces.
2. Click the surfaces to select individually:
   • B/F: Buccal/Facial
   • D: Distal
   • O/I: Occlusal/Incisal
   • M: Mesial
   • L: Lingual

Drifted Conditions

Drifted Conditions cause teeth to move inside the mouth. Use the diagram to indicate the direction the teeth drifted.

• Up arrow: Tooth moved forward 1 mm.
• Right arrow: Tooth moved to the right 1 mm.
• Left arrow: Tooth moved to the left 1 mm.
• Down arrow: Tooth moved backward 1 mm.

Partially Erupted Conditions

Partially Erupted tooth/teeth conditions can be charted, and the Odontogram will display a visual representation.

To add a Partially Erupted Condition:

1. Navigate to the Add condition window. Refer to Add Conditions for more details.
2. Use the drop-down arrow menu to select Partially Erupted.

3. Complete the Select Teeth and remaining fields.
4. Click Save.
5. The Odontogram shows the Partially Erupted Condition with the letters PE underneath the selected tooth/teeth.

Rotational Conditions

Rotational Conditions cause teeth to turn and rotate.

Use the diagram to indicate the direction that the teeth rotated. The current functionality may change.

1. Rotate the Occlusal counterclockwise by 1 degree.
2. Rotate the Occlusal clockwise by 1 degree.
3. Rotate the Mesial tip by 1 degree.
4. Rotate the Facial Tip by 1 degree.

Refer to Edit Conditions for information on reviewing and editing.

Change Tooth Dentition

The Change Tooth Dentition buttons allow users to change the view of the Odontogram from primary to permanent teeth when needed.

Note: These buttons enable based on the tooth/teeth selection. For example, if a permanent tooth is selected,

only the ‘Switch to Primary’ button is enabled.

Switch to Permanent: Click the up arrow to change the dentition of the chosen teeth to permanent.

Switch to Primary: Click the down arrow to change the dentition of the chosen teeth to primary.

Remove Tooth

The Remove Tooth (x) button allows users to indicate that a tooth is missing.

To Remove a tooth:

1. Select the tooth from the Odontogram.
2. Click the Remove Tooth button to remove the tooth from the Odontogram.
3. The Odontogram displays the tooth and root missing.

Adding Sealants

The Add Sealant (S) button allows users to add sealants to selected teeth.

To add a Sealant:

1. Select the tooth from the Odontogram.
2. Click the Add Sealant button to add the sealant to the chosen tooth.
3. The Odontogram displays the tooth with the letter S.

Add a Watch

The Add Watch (W) shortcut button allows users to add a watch to specific teeth.

To add a Watch:

1. Select the tooth from the Odontogram.
2. Click the Add Watch button located on the toolbar.
3. The Add condition window opens. Enter a condition Note in the textbox.

4. Click Save.

5. The Odontogram displays the tooth with a W below it.

Quick Actions

The Quick Actions tab is the first tab on the Charting page. Quick Actions allow users to complete the following tasks quickly:

• Chart Posterior/Anterior Composites –

• Complete a Soft Tissue Exam

• Queue up Prescriptions

Important Note: The quick actions are not customizable.

Adding a Posterior Composite

The Posterior Composite section inside Quick Actions allows users to add composites to posterior teeth. The procedure automatically logs as treatment pending.

Important Note: You MUST select a posterior tooth for this quick action to work.

To add a posterior composite: