User Guide — athenaOne Login

To help enforce HIPAA data security regulations, only one user at a time can access athenaOne on a single computer. For example, if John logs in to athenaOne using a computer where Mary is already logged in to athenaOne, Mary's athenaOne session locks automatically. This locking behavior ensures that user permissions are enforced and that the audit history remains accurate.

You can still share one computer among multiple users: To unlock your session, re-enter your password when prompted. After you re-enter your password, other athenaOne sessions are automatically locked so that only one athenaOne session is active at a time on a single computer. In this way, any number of users can safely share one computer and still comply with HIPAA data security regulations.

Time-of-Day Restrictions: User accounts can be configured for access only at certain times or on certain days (for more information, see the Users page).

Access is limited to the U.S.: Access to athenaOne is permitted only from and within the United States, and, as of March 1, 2013, all non-U.S. Internet Protocol (IP) addresses are blocked by the athenahealth firewall. Permitted access includes using athenaOne for the treatment of patients in the United States using a virtual private network (VPN) with a U.S. IP address through a U.S.-based server. Permitted access does not include the use of athenaOne functionality by users having a principal business address located outside the United States.

If you experience performance or service disruptions in athenaOne, check the public athenahealth status page (status.athenahealth.com) before you call the CSC. On the status page, you can see whether your database is experiencing a known issue and find out when the issue is resolved. The athenahealth status page is a public site, so you can access the page even if you cannot access athenaOne (you do not need to log in to view the status page). For more information, see Status Page on the Success Community.

Note: If you are experiencing a problem that is not reported on the status page, contact the CSC by selecting Support > Create Case or Call in the Main Menu.

See the athenaOne Technical Requirements article in the Success Community for current requirements.

See the athenaOne Technical Requirements article in the Success Community for current requirements.

See the athenaOne Technical Requirements article in the Success Community for current requirements.

You should disable your browser's autofill feature before using athenaOne because it introduces the potential to autofill information where it is not intended.

Disable autofill feature — Safari

1. Open your Safari browser.
2. Click "Safari" in the program menu and select "Preferences" from the drop-down menu.
3. Click the "Autofill" tab in the Preferences window.
4. Click the checkbox next to each autofill option to deselect these options, turning off autocomplete for each option.
5. Close the Autofill tab.

Disable autofill feature — Chrome

1. Open your Chrome browser.
2. Click the Chrome menu button in the browser toolbar.
3. Select "Settings."
4. Click "Show advanced settings" and locate the "Passwords and forms" section.
5. Deselect the "Enable Autofill to fill out Web forms in a single click" checkbox.
6. Close the Settings tab.

Disable autofill feature — Microsoft Edge

1. Open your Microsoft Edge browser.
2. Click the menu icon (three horizontal dots) located in the upper right corner of the browser window.
3. Click the Settings option in the menu.
   The Your profile view appears.
4. On the Your profile page, click Payment info.
5. On the Payment info page, turn the Save and fill payment info option off (toggle the switch so that it is not blue).
   
6. Close the Settings tab.

You can configure your browser for athenaOne by clicking the Configure browser link on the athenaOne login page.

Note: You can also configure your browser settings and clear the cache using the browser's built-in functionality. For instructions, see Configure Your Computer for athenaOne.

The athenaOne Device Manager (ADM) provides support for all integrated devices on your computer when you access athenaOne using the Chrome or Microsoft Edge browser. ADM also allows you to configure the browser for use with athenaOne on a PC and to clear your browser cache.

To install ADM from the login page

 

Before you can configure your browser settings for Chrome on a PC, the latest version of athenaOne Device Manager (ADM) must be installed and running on your computer. ADM is not required for Microsoft Edge, but we highly recommend that you install it (for more information about ADM, see Device Management).

 

You must have administrator privileges on a computer to install, update, or uninstall athenaOne Device Manager. If you are a system administrator, you can deploy ADM to multiple computers. On the Configure Browser page, click Show advanced ADM files (group deployment and uninstallation). Use the .msi file if your computer is running .NET Framework 4.8 or above; otherwise, use the .exe file.

 

When you click the Configure browser link on the athenaOne login page, you can also install ADM.

Note: You can install ADM from the Configure Browser page only if you access the page from the login page (not from the Settings menu).

1. Display the Configure Browser page: On the athenaOne login page, click the Configure browser link.
   The page opens in a new tab.
2. Check whether ADM is installed and running on your computer.
   The athenaOne Device Manager section of the Configure Browser page should display a green circle in the Status field and the version number in the Version field.
3. If the Status field displays a red circle and the Version field displays the Download vx.x.x.x link, install ADM from this page.
   1. Click the Download link.
   2. Open the downloaded file and follow the instructions in the installation wizard.

   ADM is now installed on your computer.

To configure the Chrome browser for athenaOne

 

To configure Chrome for use with athenaOne using the Configure Browser page, you cannot be logged in to Chrome with your Google account. To find out whether your Google account is connected:

1. In the Chrome address bar, enter chrome://settings/
2. If your account is connected, click Disconnect your Google account.

To configure the Chrome browser

1. Display the Configure Browser page: On the athenaOne login page, click the Configure browser link.
   The page opens in a new tab.
2. Verify that ADM is installed and running on your computer. The athenaOne Device Manager section of the Configure Browser page should display a green circle in the Status field and the version number in the Version field.
3. To configure your browser, click Update Settings.
   Note: Any athenaOne passwords saved in Chrome are automatically deleted.
   
4. When prompted to restart your browser, click OK.
   Your browser should now be configured for use with athenaOne.
5. Confirm that the settings were configured correctly by opening the Configure Browser page again: On the athenaOne login page, click Configure browser.
   A message confirms that your browser is configured for athenaOne. If this message does not appear, please see Configure Your Computer for athenaOne to manually configure your browser settings.

 

You can resolve some issues with athenaOne by clearing cached information from your Web browser. Follow these steps to clear your browser cache.

Clear browser cache — Chrome

1. Open Chrome.
2. Click the menu icon in the upper right corner to expand the menu.
3. Click Settings.
4. Scroll down to the bottom of the page and click Show advanced settings....
5. In the Privacy section, click Clear browsing data....
   The Clear browsing data window appears.
6. In the Obliterate the following items from: list, select the beginning of time.
7. Make sure that the boxes are checked next to Cookies and other site and plugin data and Cached images and files.
8. Click Clear browsing data.

Clear browser cache — Microsoft Edge

1. Open Edge.
2. Click the menu icon (three horizontal dots) located in the upper right corner of the browser window.
3. Click the Settings option in the menu.
4. In the list of settings on the left side of the window, click Privacy, search, and services.
5. Under Clear browsing data, click Choose what to clear.
   The Clear browsing data window opens.
6. Time range — Accept the default value (All time).
7. Make sure that the boxes are checked next to Cookies and other site data and Cached images and files.

8. Click Clear now.

Clear browser cache — Safari

1. Open Safari.
2. Enable the Develop menu.
   Note: If the Develop menu is already enabled, go to Step 3.
   1. Expand the gear menu in the upper right corner.
   2. Click Preferences.
      
   3. Click Advanced.
   4. Click "Show Develop menu in menu bar."

3. Click the Develop menu option.
4. Click Disable Caches.

Clear browser cache from the login page — PC using athenaOne Device Manager (ADM)

 

athenaOne Device Manager (ADM) works with the following browsers on a PC: Chrome and Microsoft Edge. If you installed ADM on your PC, you can clear the browser cache as follows.

1. Display the Configure Browser page: On the athenaOne login page, click the Configure browser link.
   The page opens in a new tab.
2. Check that ADM is installed and running on your computer. The athenaOne Device Manager section of the Configure Browser page should display a green circle in the Status field and the version number in the Version field.
3. Click Clear Cache.
4. When prompted to restart your browser, click OK.
   Your browser cache is now cleared.

Clear browser cache from athenaOne — PC using athenaOne Device Manager (ADM)

 

athenaOne Device Manager (ADM) works with the following browsers on a PC: Chrome and Microsoft Edge. If you installed ADM on your PC, you can clear the browser cache as follows.

1. Display the Configure Browser page: On the Main Menu, click Settings > Under MY CONFIGURATIONS, click Configure Your Browser.
2. Make sure that ADM is connected.
3. Under Browser Cache, click the Clear Cache button.

Chrome users only

4. When prompted to restart your browser, click OK.
5. Log back in to athenaOne.
   

1. Open the Chrome or Microsoft Edge browser. If athenaOne has been set as your home page, the athenaOne login page appears automatically.
   The athenaOne URL is: https://athenaOne.athenahealth.com/login.esp.
2. Enter your username, using lowercase letters, in the Username field.
   In most cases, your username is the first letter of your first name plus your last name (for example, jsmith). If you do not know your username, contact your supervisor.
3. Enter your athenaOne password in the Password field.
   If you do not know your password, contact your supervisor.
4. Click the Log In button.
   For security purposes, athenaOne displays a security message below the login box (for example, "Last login: Wednesday, October 20, 2021 at 11:35 AM ET. If you feel this is incorrect, contact your administrator.") Read this message each time you log in. If you do not remember logging in at the time and day specified, it may indicate that someone has gained unauthorized access to your account.
5. If you have access to one practice only, the Department list appears.
6. If you have access to multiple practices, the Practice list appears. Select the practice that you want to log in to, then click Go. The Department list appears.
   Note: If you have access to more than 10 practices, a search field appears. Use the search tool to locate and select the practice that you want to log in to, then click Go. The Department list appears.
7. Select a department from the list, then click Go.

If your password has expired or if you have not yet changed your initial password, you are prompted to do so.

Your password must meet the following criteria:

• Change at least every 90 days.

• Consists of 8 to 72 characters.

• Contains lowercase letters and numbers.

• Cannot be a weak or commonly used password.

• Cannot match any of the last 30 passwords for that account.

• Cannot contain parts of username.

• Cannot contain first name, or last name.

• Accounts lock out after 5 failed login attempts.

For security purposes, all users should select a unique password.

To change your password:

1. Enter your old password in the Old Password field.
2. Enter your new password in the New Password field.
3. Enter your new password again.
4. Click Submit Query. A confirmation message appears.

All passwords expire in 90 days. You can change your password before the 90-day limit using the Password tab on the Update User Profile page. You may want to change your password when you receive the message informing you that your password will expire in 15 days.

After your password expires, athenaOne prompts you to change your password when you log in to athenaOne. Practice administrators can manually force a password to expire sooner than the normal 90-day period.

Resetting your password and changing your password are different:

• If you forget your password, you can reset it by answering security questions on the Reset Your Password page. You set up your security questions on the Security Questions tab of the Update User Profile page.
• When you know your password and you want to change it before it expires (all athenaOne passwords expire after 90 days), you can use the Password tab on the Update User Profile page to change it.

For security purposes, athenaOne displays a security message below the login box, for example:

"Last login: Wednesday, October 20, 2021 at 11:35 AM ET. If you feel this is incorrect, contact your administrator."

Read this message each time you log in. If you do not remember logging in at the time and day specified, it may indicate that someone has gained unauthorized access to your account.

The license agreement appears when a user logs in for the first time and is asked to read and agree to the athenaOne usage agreement.

Practice administrators can block user accounts. If your account has been blocked and you need to gain access, contact your administrator. Following is a list of reasons why an account may be blocked:

• Failed login attempts: If a user tries and fails to log in more than five times in a row, athenaOne blocks the account automatically. Your practice administrator must then manually unblock the account to reactivate it.
• Manual blocking: A practice administrator can manually block an account via the Users page.
• Expired login: The user attempted to log in after 395 days (13 months) of inactivity.
• Account expiration: An account may have an expiration date, after which athenaOne automatically blocks the account. A practice administrator can restore access after the account has expired.

Every user is automatically logged out of athenaOne after a set period of inactivity. The default timeout period is 30 minutes. Each user can have a personalized timeout threshold from 1 to 120 minutes. This option is set on the Users page.

When an account times out, the session timeout screen appears, blocking all PHI data from view, so that passersby cannot view patient data when you step away from your computer. After you re-enter your password, the session timeout screen disappears, and you can resume your work. No data is lost in the auto-logoff process unless you fail to log in correctly or you choose to log out.