User Guide — athenaOne Order Sharing

1. Generate an order in a patient encounter, or create a new order. You can select any order type other than Vaccine, Medication, or Durable Medical Equipment (DME).
   To create a new order, click the Menu icon and select New order.
2. Send To — Click Search. Enter the first three letters of the provider name.
3. Select the athenaClinicals receiving provider.
4. Complete the order as you normally would.
   Note: If you select an athenaCoordinator receiver that uses athenaClinicals, the Summary of Care Record field is available. Orders sent to other types of receivers do not include the option to send the summary of care record.
5. Summary of Care Record — Defaults to "Send with order." To send the summary, leave this setting as is.
   Note 1: In rare cases, you may not want to send a summary. For example, you may send a patient to the same specialist frequently, and you do not want to send a summary each time. If you do not want to send the summary, select "Do not send." If you do not send the summary, the receiver will not receive the health history information to reconcile with the patient's chart.
   Note 2: After you save the order, you can edit the information that is shared in the summary of care record.
   Note 3: athenaOne transfers the problems, medications, vaccines, and allergies contained in the patient's health history information in the summary of care record to the receiving provider electronically so the receiving provider can reconcile it with the patient's chart.
6. Sign and save the order as you normally would.
   athenaOne saves the order and generates the accompanying summary of care record.
7. You can edit the summary of care record by re-opening the order (click re-open) and clicking Summary of Care Record [ record # ] in the Summary of Care Record field.

In the order, two additional fields are available for referral order types: Schedule Within and Attachments.

8. STAT — Check the box if the order is urgent.
9. Schedule Within — Select a time frame to specify when the consult visit should be scheduled by the specialist. You can select: provider's discretion, 1 week, 2 weeks, 4 weeks, 6 weeks, or 8 weeks.
10. Attachments — Click Select to include chart attachments with the order. For example, you can include a recent lab result.
11. Scroll down and click view actions.
12. Select Submit by Athena Fax.
    When you submit the order by AthenaFax, the receiver—who is an athenaCoordinator receiver on athenaClinicals and whom you selected as the clinical provider—electronically receives the following:
    • An appointment request
    • Any attached documentation
    • The summary of care record to import into the patient's chart

    Note: If you do not submit by AthenaFax, the order is not sent electronically.
    

13. Click Save.

You can edit a summary of care record in PEND status only. After the summary status changes to SUBMIT (because it has been queued for submission in some manner), you can no longer edit the summary.

1. Access the order.
2. Click Summary of Care Record [ record #].
3. To delete an item, move your cursor over the item so that the X icon appears, and then click it.
   Note: If you delete information erroneously, click Reset to restore the document to its original state.
4. To refresh the summary to reflect information that you added to the chart after the summary was created, click Refresh.
5. Click Save.

After the receiver views your order, the receiver will likely schedule an appointment for your patient. When the receiver's staff schedules the appointment, you receive a notification that the patient has a scheduled appointment. To view this information:

1. Display the patient chart: On the Patient Actions Bar, click Clinicals, and then click Chart.
2. Locate the order, and click the linked document (for example, CARDIOLOGY REFERRAL Order) to view the details of the appointment.
3. Look at the History section.
• If the patient has a scheduled appointment, a note from the receiving provider's office appears, indicating the date and time of the patient's appointment.
• If the patient does not have a scheduled appointment, the note confirms that the order has been sent.

When an athenaClinicals practice sends an order or appointment request electronically to another athenaClinicals practice, the sending practice can share the patient's insurance information with the receiving practice. When a provider refers a new patient to a receiver, athenaOne transfers the patient's insurance information as part of the transaction and activates the primary/secondary insurance plans on the patient's Quickview.

The receiving practice may already have an insurance plan on file for an existing patient, so athenaOne does not transmit the insurance information for existing patients. athenaOne also does not transmit insurance information for a patient for whom an initial order has already been sent. The patient's insurance information is still visible as text on the Admin — Referral document if the sender supplied it.

When a provider sends a new patient to a receiver, athenaOne checks the patient's name, date of birth, chart group, provider group, and patient ID to determine whether the patient exists in the system or whether it should create a new patient entry. It then marks the patient as Prospective. After the appointment is scheduled, athenaOne marks the patient as Active. Alternatively, you can mark the patient as Active by changing the status on the patient's Quickview.

Note: On the Manage Prospective Patients page, you can view and manage all patients who are in Prospective status.

1. In the Clinical Inbox, click a cell in the Appointment Requests column.
2. Select the Appointment Request — Incoming Referral document.

About the inbound documents

• The department specified on the Appointment Request — Incoming Referral document is selected as follows:
• If the referred-to clinical provider is associated with a department, that department is selected on the document.
• If the referred-to clinical provider is not associated with a department, athenaOne selects the patient's primary department as the document department.
• If neither the patient nor the referred-to provider is associated with a department, the document has no department specified.
• The order for the referral is attached to the Appointment Request — Incoming Referral as an Admin — Referral document, and athenaOne automatically sets the Admin — Referral document to a CLOSED status.
• Any attached documentation that the sending provider sent with the Admin — Referral document is appended to the referral document.
• After you schedule the patient's appointment, the Admin — Referral document is linked to the patient chart.
• You can separate pages in the attached documentation by clicking Process Document at the bottom of the Admin — Referral document. You can assign the attachments to the correct location in the chart by reopening the document and following the standard Process Document workflow.

1. At the bottom of the Appointment Request page, click Save and Schedule. Your standard scheduling workflow begins.
2. Select an appointment date, appointment type, and provider to schedule the appointment. athenaOne selects the default provider on the scheduling page based on the provider that received the original order.
3. After you schedule the appointment, click return to appointment request at the bottom of the page.
   The appointment request document status is CLOSED, and it is moved out of the Clinical Inbox. You can view the closed appointment request by clicking return to appointment request.
   A document note about the scheduled appointment appears (for example, "Appointment Scheduled for 2/26/2021"). athenaOne sends this note to the sender.
   Note: athenaOne sends only the initial information about the scheduled appointment. athenaOne does not send any updates or cancellations to the sender.
4. Display the Clinical Inbox, and click the Admin/Phone Messages row, and locate the Admin — Referral document you need.
5. Click the link to see the referral document sent by the sending provider.

This workflow is similar to scheduling a patient's appointment.

1. At the bottom of the Appointment Request page, click Save and Schedule.
   Your standard scheduling workflow begins.
2. Click Create New Slot.
3. Select an appointment date, appointment type, and provider to schedule the appointment.
4. After you schedule the appointment, athenaOne closes the appointment request document and removes it from the Clinical Inbox.
   Note: You can click return to appointment request on the right side of the page to see that the appointment request document is closed.
   A document note about the scheduled appointment appears (for example, "Appointment Scheduled for 7/25/2021"). athenaOne sends this note to the sender.
   Note: athenaOne sends only the initial information about the scheduled appointment. athenaOne does not send any updates or cancellations to the sender.
   
   You can find the document using the Find tab in the patient chart.
   

The sending provider can choose to send a summary of care record with an athenaOne Order Sharing order. You can access this document from three locations:

• The appointment request
• The Clinical Documents row of the Clinical Inbox
• The Clinical Documents section of the patient's chart

Click the summary of care record to see items to reconcile. You can also open the items to reconcile by clicking [ # ] Document to Reconcile in the patient chart.

A Reconciliation tab also appears in the patient chart.

Note: The data reconciliation tool recognizes only the Allergies/Adverse Reactions, Medications, Problems, and Immunizations (CCD only) sections of an imported summary of care record. To view information in other sections, open the document itself.

1. Access the patient's chart and do either of the following:
   • Click the Reconciliation tab.
   • Click any [ # ] Document to Reconcile link that appears. This method also takes you to the Reconciliation tab, but it expands the specific item that corresponds to the link, so you can take action on that item immediately.
2. Expand the sections and review the items. Items are classified as follows:
   • Match — The item exists in the chart and the incoming document, and both have the same information. No action is required for this type of item.
   • Conflict — The item exists in both the chart and the incoming document, but they have different information.
   • Chart Only — The item exists in the chart but not in the incoming record.
   • Incoming Only — The item exists in the incoming record but not in the chart.
   • Related Items — The item exists in both the chart and the incoming document. They appear related, but they may not refer to the same event. For example, a vaccine "administered in 2009" and a vaccine "administered on January 1, 2009" may not refer to the same event.
3. Resolve the Conflict items:
   • To keep the chart's information, click the item on the left.
   • To update the chart to reflect the information in the incoming document, click the item on the right.
4. Resolve the Chart Only items:
   • To keep the item in the chart, click the item on the left.
   • To hide the item in the chart, click the item on the right.
5. Resolve the Incoming Only items:
   • To discard the item in the incoming document, click the item on the left.
   • To add the item to the chart, click the item on the right.
6. Resolve the Related Items:
   • To keep the item in the chart and discard the item in the incoming document, click the item on the left.
   • To hide the item in the chart and add the item in the incoming document, click the item on the right.
   • To keep the item in the chart and add the item in the incoming document to the chart, click both items.
7. As you work through the items that need reconciliation, periodically click Save Progress at the bottom of the page. This action saves the selections that you have made until that point, allowing you to leave the Reconciliation tab without losing your work.
   Note: Items that have a note field in athenaOne also have an editable note field on the Reconciliation tab. However, edit the note only on the side that you select to keep (the chart or the incoming document, not both). If you edit the note for the side that you discard, athenaOne discards the edited note as well.
8. (Optional) After you complete one section, you can update the chart to reflect your selections in that section only. To do this, click Update Chart for that section. In the Chart Confirmation box that appears, review the items that appear in that section and click Confirm to update the chart.
9. After you complete all sections, click Update Chart at the bottom of the page.
   Note: You can click this button only after you have made a selection for all items.
10. Review the items and click Confirm.
    
    athenaOne updates the patient's chart based on your selections.