User Guide — Default Routing of Clinical Inbox Document Tasks

athenaClinicals

The athenaClinicals Document Processing Service uses the following default routing when your incoming documents are processed and sent to your Clinical Inbox.

By default, documents are assigned to the username of the provider who was data-entered for that document, in REVIEW status.

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

Default document routing rules

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.

The following table groups document types and tasks that share the same default routing. Default assignment may differ depending on whether your practice uses provider-centric or department-centric staff routing.

Documents or tasks with this default routing	Provider-centric practices	Department-centric practices
Admin Admin - Billing Document Admin - Insurance Approval/Denial Notification Admin - Legal Admin - Medical Records Request Admin - Signed Forms & Letters Admin - Vaccination Record Clinical Document Clinical Document - Admission/Discharge Summary Clinical Document - Consult Note Clinical Document - Mental Health Consult Clinical Document - Operative Note Imaging & Diagnostic Results Lab Result Patient Case - Administrative Patient Case - Clinical Question Patient Case - Medical Records Patient Case - Medication Patient Case - NewRx Patient Case - Referral Patient Case - Refill Phone Message Physician Authorization Physician Authorization - Care Plan Oversight Prescription Prescription - Change Prescription - Clarification Prescription - New Prescription - Prior Authorization Request Prescription - Renewal	Provider in REVIEW status	Provider in REVIEW status
Admin - Consent	Provider	Provider
Admin - HIPAA/Privacy Admin - Insurance Card Encounter Document Encounter Document - Image Documentation Encounter Document - Health History Questionnaire Encounter Document - Procedure Documentation Encounter Document - Progress Note Medical Record Document Medical Record Document - Chart for Abstraction Medical Record Document - Flowsheet Medical Record Document - Growth Chart Medical Record Document - Historical Medical Record Medical Record Document - Patient Diary Medical Record Document - Vaccination Record	Closed	Closed
Cover Sheet	Deleted	Deleted
Admin - Referral	Provider staff	Department staff
Order task created from an encounter or new order group	Provider staff in SUBMIT status	Department staff in SUBMIT status
Patient Case	Provider staff in REVIEW status	Department staff in REVIEW status
Unknown	Provider staff in HOLD status	Department staff in HOLD status
Vaccine task created from an encounter or new order group	Provider staff in ADMINISTER status	Department staff in ADMINISTER status
Chart Abstraction Task	If the provider re-queues the chart abstraction after review, the task is assigned to the user who completed the initial abstraction.	Same as provider-centric practices

Document task status descriptions

OPEN — Patient encounters awaiting closure by the clinical provider. After a provider closes an encounter, it is removed from the Encounter work queue.
HOLD — Documents awaiting reclassification, further research, or action by athenahealth or practice staff.
CLASSIFY — Unknown documents awaiting classification by athenahealth (document is assigned to ATHENA).
REVIEW — Documents that require review by the clinical provider (lab results, prescription renewals, clinical documents, imaging results).
NOTIFY — Tasks that require contact with the patient (lab results, prescriptions, imaging results).
SUBMIT — Any orders or prescriptions that need to be sent to a third-party provider.
FOLLOWUP — Orders that require time-sensitive follow-up (lab results, imaging studies, referrals).
PEND — Appointments, orders, and associated tasks that are designated for submission at a later date.
ADMINISTER — Tasks or orders awaiting administration by clinical staff (vaccines and other medications dispensed in-house).
PERFORM — Tasks or orders to be performed by clinical staff (labs/imaging performed in-house).
DISPENSE — Tasks or orders to be dispensed by clinical staff (medication samples).
SCHEDULE — Tasks or orders to be scheduled by practice staff, for example, return to office (RTO) visits.
DATAENTRY — Lab result tasks requiring data entry by clinical staff (for in-house labs) or document tasks in queue requiring data entry by athenahealth staff.
— Tasks marked urgent for immediate action.
— Tasks flagged for immediate action. These tasks are associated with a patient currently checked in and in the office.
CLOSED — When a task has been completed, it is removed from the work queue in the Clinical Inbox. An item with a CLOSED status does not appear in the Clinical Inbox.
DELETED — When a task has been deleted, it is removed from the work queue in the Clinical Inbox and is hidden from any records.