Department Numbers

The athenaOne System can validate the NPI number you enter in real-time to ensure that it matches active information in the National Plan and Provider Enumeration System (NPPES):

• Information such as names and department addresses are pulled in from the NPPES registry to save you time

• Real-time validation of entered data against the NPPES registry reduces delays in fixing inaccurate data that holds claims

The athenaOne System notifies you when an NPI number or associated information doesn't match what is in the NPPES registry.

Note: You can proceed without accepting the information that the NPPES registry provides.

If the athenaOne System cannot validate the NPI number, you can still complete your workflow and try again later.

1. Display the Department Numbers page: On the Main Menu, click Settings > Billing. In the left menu, under Practice Links — Departments, click Department Numbers.
2. Category — Select an insurance category, insurance package, registry, laboratory, or other entity from the menu.
3. Click the add Department Number link (below the Numbers for provider number categories table).
   Note: You can also click the add link next to the department name in the table.
   The Add Department Numbers view appears.
4. Department — Select the department.
5. Number — Enter the department number (supplied by the payer, registry, or credentialing entity).
6. Effective Date — Enter or select the effective date for this department number. Leave this field blank to make the number effective as of the indefinite past.
7. Expiration Date — Enter or select the expiration date for this department number. Leave this field blank if this number does not expire.
8. Notes — Enter any internal notes pertaining to this department number.
9. Click Save to save the new number and keep the Add Department Numbers view open. Click Save & Close to save the number and return to the initial view of the Department Numbers page.
10. If you clicked Save, you can now click Save & Next to display the Add Department Numbers view for the next department in the Department menu.
    Note: You can use the < prev and next > links to display department numbers for the same insurance package, registry, lab, or other entity.

1. Display the Department Numbers page: On the Main Menu, click Settings > Billing. In the left menu, under Practice Links — Departments, click Department Numbers.
2. Category — Select an insurance category, insurance package, registry, laboratory, or other entity from the menu.
   The Numbers for provider number category list appears.
3. Click the update link for the department number that you want to edit.
   The Update Department Number view appears.
4. Edit fields as needed.
5. Click Save to save your changes and return to the list, or click Save & Next to save your changes and continue to the next department in Department menu.

1. Display the Department Numbers page: On the Main Menu, click Settings > Billing. In the left menu, under Practice Links — Departments, click Department Numbers.
2. Category — Select an insurance category, insurance package, registry, laboratory, or other entity from the menu.
3. Click the delete link for the department number that you want to delete. A warning message appears.
4. Click OK to delete the number, or click Cancel to keep it.

Note: Use caution. There is no undelete option. You can only restore a number by adding it again.

1. Display the Department Numbers page: On the Main Menu, click Settings > Billing. In the left menu, under Practice Links — Departments, click Department Numbers.
2. Department — Select a department from the menu.
3. Click the add number for a provider number category link.
   The Add Department Number view appears.
4. Category — Select the insurance category, insurance package, registry, laboratory, or other entity from the menu.
5. Number — Enter the department number (supplied by the payer, registry, or credentialing entity).
6. Effective Date — Enter or select the effective date for this department number. Leave this field blank to make the number effective as of the indefinite past.
7. Expiration Date — Enter or select the expiration date for this department number. Leave this field blank if the number does not expire.
8. Notes — Enter any internal notes pertaining to this department number.
9. Click Save to save the new number and keep the Add Department Numbers view open. Click Save & Close to save the number and return to the initial view of the Department Numbers page.
10. If you clicked Save, you can now click Save & Next to display the Update Department Numbers view for the next number in the Numbers for Department list.
    Note: You can use the < prev and next > links to display configured department numbers for the selected department.

If your CLIA certification level has changed, you should create a new row for the certification level. Leave the existing row as it is, showing the true effective and expiration dates for that time period and that certification level.

1. Display the Department Numbers page: On the Main Menu, click Settings > Billing. In the left menu, under Practice Links — Departments, click Department Numbers.
2. Select a value for one of the filters, depending on whether you need to update the CLIA number for one department or for more than one department.
• Department — To update the CLIA number for a specific department, select the department from the menu.
  The Numbers for Department table displays all numbers for this department.
• Category — To update the CLIA number category for more than one department, select the CLIA number category from the menu.
  The Numbers for provider number category CLIA table displays the CLIA numbers for all departments.
3. Click update next to the CLIA category that you need to update.
   The Update Department Number view appears.
4. Locate the Link to Task heading and click task.
   The Department Number Task page appears.
5. Scroll to the bottom of the page, and click Go to the related Department Number.
   The Department Numbers page appears again.
6. Number — Enter the certificate number.
7. Effective Date — Enter or select the effective date for this department number or leave this field blank to make the number effective as of the indefinite past.
   Note: If the CLIA number has been renewed, keep the original effective date and update only the expiration date to the new expiration date on the CLIA certificate.
8. Expiration Date — Enter or select the expiration date for this department number. Leave this field blank if the number does not expire.
9. Add a note to document that you have created a new row because there is a gap in your CLIA certificate coverage.
10. Click Save.
11. Create a fax cover sheet that includes the department and Department Task.
12. Please fax the new CLIA certificate to athenahealth using the fax number 1-888-864-4428, so we can keep it on file.
13. Return to the department task and click the appropriate task action in the menu.
14. Enter notes to document your actions.
15. Click Save.
    Note: All claims for this department will go into ATHENAHOLD status while we verify the changes you made.

After you add your 340B ID number to a department, your orders automatically include the 340B ID in electronic prescription messages. You can use magic words to include the 340B ID on prescription paper forms.

Note: If Walgreens is your contract pharmacy, please consult your Walgreens representative before making any changes on this page.

1. Display the Department Numbers page: On the Main Menu, click Settings > Billing. In the left menu, under Practice Links — Departments, click Department Numbers.
2. Department — Select a department from the menu.
3. Click the add number for a provider number category link.
   The Add Department Number view appears.
4. Category — Select 340B ID or Walgreens Vendor 340B ID from the menu.
5. Number — Enter the 340B ID number.
6. Effective Date — Enter or select the effective date for this 340B ID number. Leave this field blank to make the number effective as of the indefinite past.
7. Expiration Date — Enter or select the expiration date for this 340B ID number. Leave this field blank if the number does not expire.
8. Notes — Enter any internal notes pertaining to this 340B ID number.
9. Click Save to save the new number and keep the Add Department Numbers view open. Click Save & Close to save the number and return to the initial view of the Department Numbers page.

All departments that are attesting for the Primary Care First (PCF) quality program must have a practice site ID. You assign a PCF practice site ID to a department on the Department Numbers page.

Important: After you assign PCF practice site IDs to the appropriate departments, you must associate the IDs to providers or medical groups on the NPIs and Other Numbers page (see To enter a PCF practice site ID for a provider or medical group).

You can report on PCF program performance at the provider or practice-site level for all three PCF quality measures on the Quality Management Reporting page or on the eCQM Data page.

1. Display the Department Numbers page: On the Main Menu, click Settings > Billing. In the left menu, under Practice Links — Departments, click Department Numbers.
2. Category — Select PCF Practice Site ID from the menu. A table listing all departments appears.
   Tip: You can type PCF in the field to display PCF Practice Site ID.
3. Locate the department in the list that should have a PCF practice site ID and click the add link next to the department name.
   The Add Department Number view appears.
4. Number — Enter the PCF practice site ID number that you received from CMS. The format is [state abbreviation][four digits], for example, NY1234.
   Note: Multiple departments can be associated with the same practice site ID, but you must assign that number to each department individually on the Department Numbers page.
5. Effective Date (optional) — Enter or select the effective date for this practice site ID number.
6. Expiration Date (optional) — Enter or select the expiration date for this practice site ID number.
7. Notes — Enter any internal notes pertaining to this department number.
8. Save your work.
   • Click Save to save the PCF site ID number and keep the Add Department Number view open.
   • Click Save & Close to save the PCF site ID number and return to the initial view of the Department Numbers page.
   • Click Save & Next to display the Add Department Number view for the next department in the Department list.
9. Repeat as needed for all providers (NPI/TIN) that had or will have encounters at the departments associated with the PCF Practice Site ID during the performance year.

(See also To enroll in the Primary Care First (PCF) program.)

1. Display the Department Numbers page: On the Main Menu, click Settings > Billing. In the left menu, under Practice Links — Departments, click Department Numbers.
2. Department — Select a department from the menu.
   The Numbers for Department list appears.
3. Click the update link for the department number that you want to edit.
   The Update Department Number view appears.
4. Edit fields as needed.
5. Click Save to save the new number and keep the Update Department Numbers view open. Click Save & Close to save the number and return to the initial view of the Department Numbers page.
6. If you clicked Save, you can now click Save & Next to display the Update Department Numbers view for the next number in the Numbers for Department list.
   Note: You can use the < prev and next > links to display configured departments numbers for the selected department.

1. Display the Department Numbers page: On the Main Menu, click Settings > Billing. In the left menu, under Practice Links — Departments, click Department Numbers.
2. Department — Select a department from the menu.
   The Numbers for Department list appears.
3. Click the delete link for the department number that you want to delete. A warning message appears.
4. Click OK to delete the number, or click Cancel to keep it.

Note: Use caution. There is no undelete option. You can restore a department number only by adding it again.

CLIA stands for Clinical Laboratory Improvement Amendments. The department's CLIA number is required when billing Medicare for some labs. For Medicare claims, the CLIA number appears in CMS-1500 block 23 or the equivalent electronic claim field.

You add a CLIA number the same way that you add a department number by selecting the appropriate CLIA option from the Category menu. See the CLIA FAQ for more information about CLIA numbers.

If the department number category is CLIA, Expiration Date is required. If you are updating CLIA numbers and your certification level has not changed, update the existing relevant department number, and change the expiration date to the new date, leaving the existing effective date in place. In this way, the system recognizes the full span of time that this CLIA number has been in place for your practice.

If your CLIA certification level has changed, you should create a new row for the certification level. Leave the existing row as it is, showing the true effective and expiration dates for that time period and that certification level.

See also: CLIA FAQ.

The 340B Drug Pricing Program is a U.S. federal government program that requires drug manufacturers to provide outpatient drugs to eligible healthcare organizations and covered entities at significantly reduced prices. The 340B program is administered by the Health Resources and Services Administration (HRSA).

To participate in the 340B program, eligible organizations and covered entities must register and enroll with the 340B program and comply with all 340B program requirements. Once enrolled, covered entities are assigned a 340B ID number that vendors verify before allowing an organization to purchase 340B discounted drugs.

You can use the Department Numbers page to assign your HRSA-issued 340B ID or your Walgreens 340B ID to departments at your practice. After you add your 340B ID number to a department, orders from that department automatically include the 340B ID in electronic prescription messages.

Note: If Walgreens is your contract pharmacy, please consult your Walgreens representative before making any changes on the Department Numbers page.

Magic words for 340B IDs

 

You can use the following magic words to include your 340B ID on prescription paper forms. (The 340B ID must be entered for a department on the Department Numbers page.)

 

{{340B_ID}} — Populates the Walgreens vendor ID or your HRSA-issued 340B ID, depending on which pharmacy you select.

{{WALGREENS_340B_BARCODE}} — Retrieves information from the Walgreens vendor ID and populates it as a 2D barcode for prescriptions sent to Walgreens pharmacies.

 

For information about adding magic words to your prescription paper forms, see the Clinical Paper Forms page.