Find a Patient

For more information, see Search options and tips.

1. In the text box at the top right of the Main Menu, enter the patient's name (lastname, firstname), date of birth, SSN, insurance number, guarantor name, or phone number.
• If you enter letters, athenaOne assumes that you are looking for the patient by name.
• If you enter a number, athenaOne assumes that you are looking for the patient by ID.
  Note: If you search by patient ID, athenaOne displays the Quickview or the patient chart.
• If you enter data with a slash (/) in it, athenaOne assumes that you are looking for the patient by date of birth.
2. To override the default search criteria, select the type of search from the menu.
   
   
3. Click the search icon.
   The Find a Patient page appears.
   
   Note: If your search produces more than 1000 matches, no search results appear on the Find a Patient page. athenaOne prompts you to add filter criteria to your search.
4. To filter the search results on criteria other than your original search criteria.
1. Click the menu below Find a Patient and select an additional search option.
   
2. Enter the search data in the field that appears and then click Find.
   
   
5. To further refine the search results:
1. Click Add filter and select another search filter.
   
2. Enter the search data in the field that appears and then click Find.
   Note: To remove a filter, click the X next to it.
6. If the patient you're looking for does not appear in the search results, you can register the patient by clicking Register a new patient at the bottom of the search results.
   The Patient Registration page appears.

When you click inside the Find patient tool, up to five recently viewed patient records appear in the RECENT PATIENTS section of the search tool.

Note: You do not see the RECENT PATIENTS list until you display at least one patient's appointment page, document, Quickview, chart, or encounter.

You can select any record from the list to display the patient's Quickview or chart.

Note: The patient chart is displayed if you enable the Go to chart by default on find patient by ID option on the User Preferences page.

The actions displayed on the Find a Patient page are based on the actions you use most frequently. However, you can click Customize at the top right of the table to select new actions. Depending on your permissions, you can select from the following actions:

• Add Document
• Billing Summary
• Chart Export
• Claim History
• Full Registration
• New Claim
• Patient Account View
• Patient Case
• Post Payment
• Print Forms
• Schedule
• View Appointments

To select different actions for the Find a Patient page:

1. In the text box at the top right of the Main Menu, enter the patient's name (lastname, firstname), date of birth, SSN, insurance number, guarantor name, or phone number. Click the search icon.
   The Find a Patient page appears.
2. Click Customize at the top right of the table.
   
   The Customize Your Actions window appears.
3. In the Customize Your Actions window, select up to three actions to replace the last three actions in the Find a Patient table (you cannot replace the Quickview or Chart actions).
   
4. Click OK.
   The Find a Patient page displays the new actions in the search results.

If a practice administrator with Superuser access granted you the "Emergency Access: Privacy: Access Blocked Patients" role or permission, you can access a blocked patient's records for a period of 1 hour up to one week during an emergency.

Note: Practice administrators with Superuser access can grant temporary access to blocked patients for specific providers using the Emergency Access page.

1. In the text box at the top right of the Main Menu, enter the patient's name (lastname, firstname), date of birth, SSN, insurance number, guarantor name, or phone number. Click the search icon.
   The Find a Patient page appears with information about patient records that are blocked or restricted.
   Note: If you do not have the "Emergency Access: Privacy: Access Blocked Patients" role or permission, you see this warning on the Find a Patient page:
   
   
2. Click Show Details.
   
3. Click Request Temporary Access.
   The search results are refreshed, showing the blocked patient records.
   
   
4. Click the appropriate action — such as Chart — to provide emergency care to the patient.
   You can access the patient's record for a period of 1 hour up to one week.

If your system is integrated with an enterprise master patient index (EMPI), you must search the EMPI before you register a new patient to help prevent the creation of duplicate patients.

1. You search for a patient in athenaOne and don't find a match.
2. You click None of the Above to search the enterprise master patient index.
3. If the EMPI results do not return the correct patient, click Register to register the patient.

Important: This procedure is available only to certain enterprise organizations that have an interface to an enterprise master patient index (EMPI).

1. In the text box at the top right of the Main Menu, enter the patient's name (lastname, firstname), date of birth, SSN, insurance number, guarantor name, or phone number.
2. Click the search icon.
   The Find a Patient page appears with preliminary results and additional required fields (if any).
   Note: If your search produces more than 1000 matches, no search results appear on the Find a Patient page. athenaOne prompts you to add filter criteria to your search.
3. You may be prompted to enter additional search criteria, for example, the patient's date of birth. Enter the search data in the field and then click Find.
   
   
4. If the patient does not appear in the search results, click None of the Above (at the bottom of the page) to search the enterprise master patient index.
   Note: The number of patients displayed by the search must be 50 or fewer to search the EMPI.
5. Review the search results from the EMPI.
   • If the patient appears in the EMPI search results, select the patient.
     Note: A patient in the EMPI search results may not yet be registered in athenaOne. Click the Register option in the table row.
   • If the patient does not appear in the search results, click Register at the bottom of the page.

You can search for a patient by first name alone or by the first name configured in the First name used field on the Quickview or Patient Registration page. To search by legal first name (or by first name used), enter a comma followed by the first name: for example: ",Susan" or ",Tom." You can also search by the first few letters of the last name or first name.

Tip: To limit the number of search results, we recommend that you search using the first three letters of the patient's last name and the first three letters of the first name (for example, SMI,JOH).

You can also search for a patient using the following criteria:

• Patient ID — The athenaOne patient ID number.
  Note: If you search by patient ID, athenaOne displays the Quickview or the patient chart instead of the Find a Patient page.
• Date of birth — The patient's date of birth (mm/dd/yyyy).
• Social Security number — The patient's Social Security number.
• Insurance number — The patient's insurance policy number, as shown in the ID/Cert# field on the Quickview page.
• Phone number — The patient's phone (xxx-xxx-xxxx or (xxx) xxx-xxxx). The search returns any matches on home, work, and mobile phone numbers.
• Custom ID — Certain custom fields used in your practice (see Custom Fields). To search for custom date fields, enter a date using the full MM/DD/YYYY format.
• Guarantor — The patient guarantor's name.

athenaEnterprise organizations: A patient search spans local and non-local provider groups, depending on your specific athenaEnterprise configuration.

To set a limit for the number of results when you search for a patient, contact the CSC to request the Patient Search Results Limit feature.