New Hospital Visit

athenaOne for Hospitals & Health Systems

You can use this page to create a new hospital visit, a new emergency department visit, or a new ambulance visit on the current date. (To schedule a hospital visit for a future date, see Schedule Hospital Visit.)

 

On the Main Menu, click Patients. Under Patient Registration, click New Hospital Visit

 

 

 

You must be logged in to a department that uses athenaOne for Hospitals & Health Systems.

 

 

 

  1. On the Main Menu, click Patients. Under Patient Registration, click New Hospital Visit.

Locate the patient record

  1. Use the search fields provided to search for the patient record.
    • If the patient record is found, click the patient name and then click New Hospital Visit.
    • If the patent record is not found, click Create visit for a new patient, and then click New Hospital Visit.

Enter patient demographic information

  1. Under Patient Information, record as much information as you can. (Yellow indicates a required field.)
  2. Verify information in any pre-populated fields. Edit as needed.
  3. Primary care provider — Click Add provider and select the primary care provider from the patient's care team.
    If the provider is not listed, click Add new provider to search for and add the provider name.
  4. Language — Select the patient's language.
  5. Race — You can click the plus icon to add options to the Race menu.

Enter check-in details

  1. Click Next at the bottom of the page, or click Check-in Details at the left.
  1. Level of care — Select the level of care for the visit. This value determines which departments are available in the Department menu, and whether the visit is an inpatient visit or an outpatient visit.
  2. Department — Select the department. (The department determines whether the visit is considered an inpatient visit or an outpatient visit.)
    If the department admits patients, the Room, Bed, and Accommodation fields appear.
    • Room — Select the room number.
    • Bed — Select the bed number.
    • Accommodation — Select the type of accommodation.
  3. Check-in date — Enter the check-in date.
    Tip: Enter "t" in any date field to enter today's date.
  4. Check-in time — The check-in time is populated automatically when the patient is checked in.
  5. Admission source — Select the admission source
  6. Admission type — Select the admission type.
  7. Referring provider — Search for and select the referring provider.
  8. Chief complaint — Enter a brief description of the chief complaint.
  9. Attending provider — Select the attending provider for this visit.
  10. Admitting provider — Select the admitting provider for this visit.
  11. Operating provider — Select the operating provider, if relevant.
  12. Other Operating provider — Select an additional operation provider, if relevant.

Enter insurance information

  1. Click Next at the bottom of the page, or click Insurance at the left to display the Insurance fields.
  1. Complete as much insurance and billing information as possible.
  2. Click Next at the bottom of the page, or click Guarantor at the left to display the Guarantor fields.

Enter the guarantor's information

  1. Patient's relationship to guarantor — If the patient has no guarantor, select Self. Otherwise, select the patient's relationship to the guarantor.
  2. If the patient has a guarantor, record as much guarantor information as possible.
  3. Click Next at the bottom of the page, or click Payment at the left to display the payment fields.

Collect payment

  1. Card on File — If the patient has no credit care on file, or wants to use a different card, you can click Save a new card.
    Note: Card on File is a feature that enables patients to authorize automatic charges that occur over the next year using a saved payment card. A default yearly limit is provided, but can be edited by the patient upon request. Patients will be notified 5 days prior to each individual charge. Patients can choose to cancel an individual charge upon notification, and can withdraw from the Card on File agreement upon request.
  2. Current Visit — Enter the charge amount for the current visit.
  3. Click Next.
  4. Payment type — Select the payment method used to make the payment.
    Additional fields and options may appear.
  5. Collect the payment and record all payment details in the fields provided.
  6. Click Collect Payment.
  7. Click Receipt to print a copy of the receipt and present it to the patient.
  8. Click Next at the bottom of the page, or click Forms & Privacy at the left to display the Forms & Privacy fields.

Print the wristband, labels, and Patient Information sheet

  1. Labels/wristband — Click Print wristband.
    Note: The Zebra HC100 wristband printer must be installed and configured. The wristband label includes a barcode with the patient's current visit ID. You can scan the barcode to quickly add item-related charges to a patient's bill at the point of care without manual entry.
  1. Labels/wristband — Click Print visit labels.
    Note: The DYMO label printer must be enabled. Hospital visit labels include a barcode with the patient's current visit ID, the admission date, and level of care. You can scan the barcode to quickly add item-related charges to a patient's bill at the point of care without manual entry.
  1. Documents — Select Patient Information Sheet.
    Note: The patient information sheet includes a barcode with the patient's current visit ID. You can scan the barcode to quickly add item-related charges to a patient's bill at the point of care without manual entry.
  2. Click Print selected documents. The document preview appears
  3. Place your cursor at the top of the preview document. The function icons will appear. Click the printer icon.
  1. Notices on file — Confirm whether the patient has received a Privacy Notice and a Release of Billing Information and Assignment of Benefits.
  2. Health data sharing — This field lists the entities with which athenaOne can share information about this patient — such as immunization registries — and shows whether the patient consented to share this information. If no option is selected for an entity, you can select Yes or No to indicate whether the patient consents to share their health information with the other entity. The status of these consents appears in the patient's visit history.

Complete the registration and check in the patient

  1. Click Done with Registration.
  2. Click Check in Patient and review the check-in details
  3. Click Done with Check-in.
    The patient appears in the Patient List with a status of Pre-Admission, and the visit number is added to the patient's Quickview, under Hospital Visits.

 

You can collect patient bad debt balances at the time of service.

Note: This feature improves the payment collection workflow at TOS. However, it does not change your existing workflows. You can continue to collect patient balances via cash, credit card, and check as you normally would.

 

Click Show details to expand more information

The patient bad debt balance appears in the Bad debts field of the Patient Balances section.

 

You can click Show details to display additional information about the patient bad debt balance.

Non-family patient view

  1. Bad debts — In Bad Debts field, enter the amount you intend to collect.
    Note: Click Collect All to collect the entire amount in the Total due field.
  2. Enter any other amounts for outstanding balances or copay per your usual workflow.
  3. Click Continue.
    The Total amount to be collected section appears
  4. Payment type — Select an option from the list.
  5. Payment method — Select an option from the list.
  6. Click Collect Payment.
    Note: There is no change to the patient receipt but it does additionally list the bad debt money collected at charge level as outstanding money collected.

Family billing patient view

  1. Bad debts — In Bad Debts field, you can:

    Note: Click Collect All to collect the entire amount in the Total due field.
    1. Enter the amount you intend to collect in the Bad Debts field.
    2. Family Outstanding balance — Enter an amount in the Family Outstanding balance field or click View individual balances to enter amounts for specific family members of the patient.
  2. Once you choose how to collect the patient bad debt balance, enter any other amounts for outstanding balances or copay per your usual workflow.
  3. Click Continue.

    The Total amount to be collected section appears.
  4. Payment type — Select an option from the list.
  5. Payment method — Select an option from the list.
  6. Click Collect Payment.
    Note: There is no change to the patient receipt but it does additionally list the bad debt money collected at charge level as outstanding money collected.

Collect a partial or zero dollar amount

If there is a partial amount or no amount collected against the bad debt, you can select a reason from the Reason for not collecting in full list. If you select 'Other', enter details in the note/comment field.

If you choose to collect zero (0.00) dollars at TOS, you’ll see a message informing you that no payment was collected from the patient.


Note: There is no change to the patient receipt but it does additionally list the bad debt money collected at charge level as outstanding money collected.

 

 

  1. On the Main Menu, click Patients. Under Patient Registration, click New Hospital Visit.
  2. Use the search fields to search for the patient record.
    • If the patient record is found, click the patient name and then click New ER Visit.
    • If the patent record is not found, click Create visit for a new patient, and then click New ER Visit.
    • To register an unidentified patient, select the Patient identity cannot be determined option (at the top of the New ER Visit window) and complete the estimated information fields. You can update the patient's demographic information on the Visit - Patient Access page on the Registration tab, or on the Quickview, or Patient Registration page when the information becomes available.
      When you enter an estimated age, athenaOne populates the Estimated DOB field.
      The Race and Ethnicity fields are not required.
      A notification appears at the top of the Quickview page, the full Registration page, and on the Visit - Patient Access page on the Registration tab to indicate that the patient is registered as an unidentified patient.
  3. Enter any available patient demographic information in the fields provided.
  4. Enter the visit details in the fields provided.
    Note: The chief complaint you select will appear on the Tracking Board and in the patient chart briefing.
  5. Check any notices on file.
  6. Click Check in Patient.

 

  1. Create a hospital or ER visit, and complete the check-in process.
  2. Display the patient's Quickview.
  3. On the Patient Actions Bar at the top of the page, click Visits, and select New Hospital Visit.
  4. On the Registration tab, Check-in Details.
  5. Level of care — Select Outpatient.
  6. Department — Select the ambulance department.
  7. Complete the remaining check-in fields as needed.
  8. Click Done with Registration.
  9. Click Check in Patient.

 

 

Note: The patient information sheet includes a barcode with the patient's current visit ID. You can scan the barcode to quickly add item-related charges to a patient's bill at the point of care without manual entry. This feature works with the Jump Stock inventory management system.

  1. Display the patient Quickview.
  2. Scroll down to the Hospital Visits heading, and click view for the visit you need.
  3. On the Registration tab, click Forms & Privacy.
  1. Documents — Select Patient Information Sheet.
    Note: The patient information sheet includes a barcode with the patient's current visit ID. You can scan the barcode to quickly add item-related charges to a patient's bill at the point of care without manual entry.
  2. Click Print selected documents. The document preview appears
  3. Place your cursor at the top of the preview document. The function icons will appear. Click the printer icon.

 

 

Note: The Zebra HC100 wristband printer must be installed and configured. The wristband label includes a barcode with the patient's current visit ID. You can scan the barcode to quickly add item-related charges to a patient's bill at the point of care without manual entry.

  1. Display the patient's Quickview.
  2. Scroll down to the Hospital Visits heading, and click view to display the or the visit you need.
  3. On the Registration tab checklist, click Forms & Privacy.
  4. Labels/wristband — Click Print wristband.

 

 

Note: The DYMO label printer must be enabled. Hospital visit labels include a barcode with the patient's current visit ID, the admission date, and level of care. You can scan the barcode to quickly add item-related charges to a patient's bill at the point of care without manual entry.

  1. Display the patient's Quickview.
  2. Scroll down to the Hospital Visits heading, and click view for the visit you need.
  3. On the Registration tab, click Forms & Privacy.
  4. Labels/wristband — Click Print visit labels.

 

 

Identification
Legal last name

The patient's legal last name.
Legal first name

The legal first name (given name) of the patient.

Note: Do not enter only a punctuation mark (, . ; ? !) or symbol (@, #, %, ^, &, *, (, ), _, etc.) with no letters in this field.
First name used

The patient's preferred first name or nickname. The name in the First name used field is the name that the patient goes by instead of the legal first name. This name appears in the patient banner (along with the legal first name); on the patient schedule; in athenaCommunicator messages (email, SMS, and phone); and on the Patient Portal.

Note: Do not enter only a punctuation mark (, . ; ? !) or symbol (@, #, %, ^, &, *, (, ), _, etc.) with no letters in this field.

 

The name in the First name used field can reflect the patient's gender identity (for example, if a patient has the legal name "Nicholas" but goes by the name "Nicole"). For more information about the patient banner for transgender and nonbinary patients, see Transgender and Nonbinary Patient Care.

Note: The patient's First name used is not transmitted on electronic forms.

 

You can use the Find patient tool to search for a name in the First name used field the same way you search for a legal first name.
Middle name, suffix The patient's middle name and name suffix (for example, Jr.), if any.
Previous name (last, first)

Enter the patient's previous first and last names (if applicable): last name in the left-most field and first name in the right-most field.
Legal sex

The patient's legal sex (male or female) on legal documents such as the insurance card or driver's license. Read here to understand how this data impacts measure enrollment in Quality Reporting programs.

Note: Exam templates — such as the History of Present Illness Templates, Review of Systems Templates, and Physical Exam Templates — can be configured for male or female patients only. If your practice does not require the patient's gender/sex to be specified as part of patient registration or the check-in process, some of your exam templates may not be available when you see patients in an expedited encounter.
DOB The patient's date of birth.
SSN

The patient's Social Security number.

Note: You can enter SSNs when you first register a patient or when you add the SSN to an existing patient registration. To see the full 9 digits of already-entered SSNs, you must have the "Display Full SSN" role.
Mother's maiden name

The maiden name of the patient's mother. This information is used only as an additional means of determining identity, especially if information is received from non-athenahealth systems.
Preferred name (discontinued)

The Preferred name field has been replaced by the First name used field.

  • If you used the Preferred name field to store a patient's nickname or alternate name, move this information to the First name used field.
  • If you used this field to store other types of information, consider moving it to the Patient notes field or to a chart alert (if you use athenaClinicals).
Contact
Address

The first line of the patient's address. For apartments, use this format: 1199 Whitney Ave #310.

Note: You can click the Check address option (to the right of the ZIP code field) to validate the address that you entered (you must first enter the address and either the ZIP code or the city and state).

 

See also: Address Management
Address (ctd)

The second line of the patient's address (use only if needed).

Note: You can click the Check address option (to the right of the ZIP code field) to validate the address that you entered (you must first enter the address and either the ZIP code or the city and state).
ZIP code

The patient's 5-digit ZIP code. The ZIP code autopopulates the City and State fields from the athenahealth ZIP code database. (If you find an error, please contact the CSC by selecting Support > Create Case or Call in the Main Menu.)

Note: You can click the Check address option (to the right of the ZIP code field) to validate the address that you entered (you must first enter the address and either the ZIP code or the city and state).
City

The patient's city. This field is autopopulated based on the ZIP code, but you can override it.

Note: You can click the Check address option (to the right of the ZIP code field) to validate the address that you entered (you must first enter the address and either the ZIP code or the city and state).
State

The patient's state. This field is autopopulated based on the ZIP code, but you can override it.

Note: You can click the Check address option (to the right of the ZIP code field) to validate the address that you entered (you must first enter the address and either the ZIP code or the city and state).
Country

The patient's country. This field is displayed only if the "Foreign Patient Addresses" feature is enabled for your practice. If you need the Country field, contact the CSC by selecting Support > Create Case or Call in the Main Menu to request it.

Some countries have an address format that differs from the U.S. default of address, city, state, and ZIP code. athenaOne automatically formats foreign mailing addresses according to the country's specifications for all claims, bills, statements, and other correspondence.

Note: If the Country field is enabled for your practice and the country is not the United States, select the country from the menu, and then enter the two-letter postal abbreviation for the country in the State field.
ID Number Override If your practice generates its own numeric patient IDs (rather than using athenaOne auto-generated patient IDs), enter the number. If you leave this field blank, athenaOne automatically assigns the patient an ID number. This field appears only at the time of initial patient registration.
Home phone

The patient's home phone number.
Mobile phone

The patient's mobile phone number; format: (999) 999-9999. If the mobile phone is the same as the patient's home phone, click the Copy from home link.

On the Check-in and Patient Registration pages, you must fill in this field. If the patient does not have a mobile phone or declines to provide the number, select the None option.

Consent to text

This field indicates whether you obtained "express consent" from the patient to send automated text messages from your practice to the patient's mobile phone. Automated text messages are used by the ReminderCall, GroupCall, ResultsCall, and Self-Pay services.

If the patient consents to receive text messages, athenaOne automatically enables the Text Message options in the Communicator Automated Messaging Preferences section of the Privacy Information page for that patient. Patients are charged standard message and data rates for text messages from your practice.

Note: If a phone number is provided in the Mobile phone field, you must set the Consent to text option to Yes or No to save changes on the Check-in, Patient Registration, or Quickview page.
Work phone The patient's business phone number; format: (999) 999-9999
Patient email

The patient's email address. This field is required on the Patient Registration and Check-in pages for practices using athenaCollector and athenaCommunicator.

Selecting the No email option clears any email address or other notation present in the Patient email field. If the No email option is already selected, the patient has already informed another staff member at your practice that he or she does not have an email address or does not wish to provide one.

 

Note: athenaCommunicator identifies email addresses that result in a hard bounce and prevents subsequent attempts to send emails to those addresses. Email delivery is attempted to these emails after a one-month time interval to help re-validate if the email address has been updated or is still invalid.
Direct email The patient's direct email (if available).
Portal access

The Portal access section displays the Patient Portal status of the patient and the patient's family members. From this section, you can:

The Portal access section displays the names of all Patient Portal users who have access to this patient record.

 

For more information, see "Portal access section."
Contact preference

Select the contact method preferred by the patient.

Note: The contact preference that you select on this page has no effect on the athenaCommunicator messaging preferences configured on the Privacy Information page.
Demographics
Language

Select the patient's preferred language from the menu. If the patient does not provide a language, check the Patient Declined box. By default, a short list of the values that you most commonly select appears. To select a different value, enter the first few letters of the desired language and select it from the list.

Note: athenaOne uses the Library of Congress ISO 639 standard with codes in the ISO 639‑1 column to populate the language list.

 

Patient Declined checkbox — This checkbox is used to populate the value "61^Patient Declined" for language in outbound interfaces.
Race

The patient's racial affiliation. To select more than one race, click the plus icon . If the patient does not provide a race, check the Patient Declined box. By default, a short list of the values that you most commonly select appears. To select a different value, enter the first few letters of the desired option and select it from the list.

Note: athenaOne uses the CDC Race and Ethnicity Code Set Version 1.0 for races and ethnicities.

 

Patient Declined checkbox — This checkbox is used to populate the value "61^Patient Declined" for race in outbound interfaces.
Ethnicity

The patient's ethnic affiliation. To select more than one ethnicity, click the plus icon . By default, a short list of the values that you most commonly select appears. To select a different value, enter the first few letters of the desired option and select it from the list.

Note: athenaOne uses the CDC Race and Ethnicity Code Set Version 1.0 for races and ethnicities.

 

Patient Declined checkbox — This checkbox is used to populate the value "61^Patient Declined" for ethnicity in outbound interfaces.
Marital status The patient's marital status.
Sexual orientation

The patient's sexual or romantic preference:

  • Lesbian, gay or homosexual
  • Straight or heterosexual
  • Bisexual
  • Something else, please describe (this selection opens a free-text field where you can enter the information)
  • Don't know
  • Choose not to disclose

The options in the Sexual orientation field are based on 2015 edition certification requirements. If you see patients with additional sexual orientations, you can capture this information by selecting the Something else, please describe option and then entering the patient information in the free-text field.

 

Note: To protect patient privacy, the data in the Sexual orientation, Gender identity, and Assigned sex at birth fields is masked on the Quickview, Patient Registration, and Check-In pages. To edit these fields, click Edit.
Gender identity

The patient's internal sense of self as male, female, both male and female, or neither gender. A patient may identify as transgender or nonbinary if their gender identity is different than their assigned sex at birth.

  • Identifies as Male
  • Identifies as Female
  • Transgender Male/Female-to-Male (FTM)
  • Transgender Female/Male-to-Female (MTF)
  • Gender non-conforming (neither exclusively male nor female)
  • Additional gender category / other, please specify (this selection opens a free-text field where you can enter the information)
  • Choose not to disclose

The options in the Gender identity field are based on 2015 edition certification requirements. If you see patients with additional gender identities, you can capture this information by selecting the Additional gender category / other, please specify option and then entering the patient information in the free-text field.

 

Note: To protect patient privacy, the data in the Sexual orientation, Gender identity, and Assigned sex at birth fields is masked on the Quickview, Patient Registration, and Check-In pages. To edit these fields, click Edit.
Assigned sex at birth

The patient's sex assigned at birth is generally determined by their physical anatomy at birth. This may be the same or different than the patient's gender identity and legal sex.

  • Male
  • Female
  • Choose not to disclose
  • Unknown

Read here to understand how this data impacts measure enrollment in Quality Reporting programs.

Note: To protect patient privacy, the data in the Sexual orientation, Gender identity, and Assigned sex at birth fields is masked on the Quickview, Patient Registration, and Check-In pages. To edit these fields, click Edit.
Pronouns

The personal pronouns that reflect the patient's gender identity (the pronouns may not be tied to the patient's gender identity).

  • he/him
  • she/her
  • they/them
Homebound? Indicates whether the patient is homebound.
Additional Information
How did you hear about us? This field is a list of ways that patients heard about your practice. The contents of this menu are administered on the Referral Sources page.
Specify (if Other, above) If you select Other in the How did you hear about us? field, you can enter a free-text source here.
Patient care summary and letter delivery preference

Indicates whether a patient prefers to receive provider-signed letters and the Patient Care Summary on the Patient Portal or on paper. This preference persists from appointment to appointment. You can set it on the Quickview, Check-in, Checkout, or Patient Registration page.

Note: For ambulatory departments that use athenaClinicals without athenaCommunicator, your patients can access their electronic Patient Care Summary online using the Patient Information Center, a slimmed-down version of the athenaCommunicator Patient Portal.
Provider/Registration Dates
Usual provider

The patient's primary provider at this practice.

By default, the name of the rendering provider is printed at the top of patient statements. If you prefer to print the name of the usual provider at the top of patient statements, please contact the CSC by selecting Support > Create Case or Call in the Main Menu.
Registration department The department in which the patient was initially registered in the system.
Primary department

The patient's current active department. This is typically the department at which the chart is kept. It may differ from the department of registration if the patient has been transferred from one department to another.
Chart home

The department where the patient's chart is normally kept.
Registration date The date that the patient was registered in the athenaOne system. For new patients, the default is the current date.
Deceased date

Used to record the patient's date of death if the patient dies. When a date is entered in this field, the field is displayed on the patient Quickview page with the date in red.

Note: If a patient dies, you can also mark the account as inactive using the Status menu on the patient Quickview page.
Privacy
Notices on file

The number of checkboxes that appear for this field depends on your practice settings and other athenahealth service options. Checked boxes indicate that the patient has received/signed the privacy form or notice.

Note: If you select the Privacy Notice option in the Notices on file field, athenaOne automatically sets the Medication History Authority field to Yes (if you have not yet selected Yes or No for this field).

 

If the patient has any privacy notes and requests, they appear below the checkboxes. These items are administered using the Privacy Information page (click the Manage Privacy link to display this page).

Note: If a patient turned 18 since her last visit, a message appears at the top of the Quickview and Check-in pages to inform you that the patient has turned 18 and may need to re-sign your HIPAA consent forms.
Consent to call

The Consent to call field helps you comply with the Telephone Consumer Protection Act. This field indicates whether you obtained "express consent" from the patient to receive automated calls from your practice to the patient's mobile phone. Automated calls include ReminderCall, GroupCall, ResultsCall, and Self-Pay calls.
CIIS Consent

Appears if your practice uses an immunization registry interface with athenaClinicals.

 

If your immunization registry requires patient consent (an opt-in requirement), athenaClinicals will send immunization information only for those patients for whom you have selected Yes for CIIS Consent (CAIR for California).

 

If your immunization registry does not require consent (an opt-out requirement), athenaClinicals will send immunization information for all patients, except for those for whom you have selected No for CIIS Consent. In this situation, no selection is the same as a Yes selection.

 

Some registries have different consent requirements for children than adults, so you may see different options after a patient turns 19. Please consult your local registry to make sure that you understand the local requirements.

 

Note: This field appears only after the initial patient registration information has been saved.

Medication History Authority

Select Yes or No to indicate whether the patient has signed a consent form allowing your practice to download his or her medication history from Surescripts.

Note: If you select the Privacy Notice option in the Notices on file field, athenaOne automatically sets the Medication History Authority field to Yes (if you have not yet selected Yes or No for this field).

See Medication History Download for more information.
Patient notes The notes you enter here also appear in the Patient notes field on the Quickview and Check-in pages. The notes are not printed on any form.
Emergency Contact
Name The name of the emergency contact for the patient. This information is for reference only and is not used anywhere else.
Relationship The relationship of the contact to the patient.
Home phone The emergency contact's phone number.
Mobile phone Enter the emergency contact's mobile phone number.
Next of Kin
Name

The patient's next of kin, which may be different from the patient's guardian, guarantor, or emergency contact.

Note: All three Next of Kin fields are available for use in Report Builder and as magic words for Billing Slips and Forms and Documents.
Relationship How the next of kin is related to the patient. Select an option from the list, or leave this field blank.
Phone The phone number for the patient's next of kin.
Employment
Employer name

The name of the patient's employer. If the patient's relationship to insured is SELF when adding a policy, the Employer name field on the patient's Add Policy page will default to the value in this field. Click the choose link to populate this field.

This information appears in field 11B on the CMS-1500 form.

The list of available employers is administered via the Employers page.
Employer phone The employer's phone number. This field is for reference only.
Usual occupation (current or most recent)

The patient's usual or most recent occupation. Enter the first few characters of the occupation and select from the matching list. If the occupation is not found, enter it as free text.

 

Note: If your (ambulatory) practice reports patient industry and occupation data to cancer registries, you must select an occupation and industry from the lists on the Patient Registration page to comply with ONC reporting requirements. The lists are provided by the Office of the National Coordinator for Health Information Technology (ONC) and contain 272 industry and 540 occupation concept codes and descriptors. If your (ambulatory) practice does not report patient industry and occupation data to cancer registries, the ONC does not require that you use the ONC list to report occupation and industry.
Usual industry

The patient's usual or most recent occupational industry. Enter the first few characters of the industry and select from the matching list. If the industry is not found, enter it as free text.

Note: If your (ambulatory) practice reports patient industry and occupation data to cancer registries, you must select an occupation and industry from the lists on the Patient Registration page to comply with ONC reporting requirements. The lists are provided by the Office of the National Coordinator for Health Information Technology (ONC) and contain 272 industry and 540 occupation concept codes and descriptors. If your (ambulatory) practice does not report patient industry and occupation data to cancer registries, the ONC does not require that you use the ONC list to report occupation and industry.
Guardian
Last name The patient's legal guardian, in case it is not the same person as the guarantor (e.g., in the case of separated parents). This information is for reference only and is not used anywhere else in the system.
First name The patient's legal guardian's first name.
Middle name, suffix The patient's legal guardian's middle name and name suffix.
Guarantor
Patient's relationship to guarantor

Select who the patient is, in relation to the guarantor. The guarantor is the person who appears as the addressee on patient statements.

 

Patients who are minors

If a new patient is a minor, you must select a guarantor relationship. However, if the Specialty type field on the Departments page is set to "Pediatric Medicine," this field defaults to "Child." This field also defaults to "Child" at the provider group level if the Group specialty field on the Provider Groups page is set to "Pediatric Medicine."

 

Note: When you remove a patient from a family billing relationship, athenaOne does not delete the guarantor data in the patient's account. You can update or delete this data manually on the Patient Registration page. If the patient is billed under a guarantor in multiple departments, you must remove the patient from the guarantor in each department before you can update the Patient's relationship to guarantor field to Self.
Guarantor (name to whom statements are sent)
Last name Last name of guarantor.
First name

First name of guarantor. The guarantor is the person who appears as the addressee on patient statements.

Note: Guarantor is used for the Family Billing feature. After one family member is registered, additional family members can be linked to the same guarantor.
Middle name, suffix Middle initial and suffix (for example, Sr., Jr., etc.) of guarantor.
DOB Enter the guarantor's date of birth.
Mailing Address
Same as patient's address Select this option if the guarantor's address is the same as the patient's address.
Address

The guarantor address (if different from patient's). Used as the send-to address for patient statements.

If this field is blank, the patient's address is used as the address for patient statements. For apartments, use the format [Street] #[Apt. Number]: for example, 1199 Whitney Ave #310.

Note: You can click the Check address option (to the right of the ZIP code field) to validate the address that you entered (you must first enter the address and either the ZIP code or the city and state).
Address (ctd)

The optional second line of the guarantor address (if different from patient's). Used as the send-to address for patient statements.

If this field is blank, the patient's address is used as the address for patient statements.

Note: You can click the Check address option (to the right of the ZIP code field) to validate the address that you entered (you must first enter the address and either the ZIP code or the city and state).
ZIP code

The guarantor's ZIP code. The ZIP code autopopulates the City and State fields from the athenahealth ZIP code database. (If you find an error, please contact the CSC by selecting Support > Create Case or Call in the Main Menu.)

Note: You can click the Check address option (to the right of the ZIP code field) to validate the address that you entered (you must first enter the address and either the ZIP code or the city and state).
City

The guarantor's city.

Note: You can click the Check address option (to the right of the ZIP code field) to validate the address that you entered (you must first enter the address and either the ZIP code or the city and state).
State

The guarantor's state.

Note: You can click the Check address option (to the right of the ZIP code field) to validate the address that you entered (you must first enter the address and either the ZIP code or the city and state).
Country

Select the guarantor's country.

This menu appears if your practice uses the country of address feature.
Optional Information
SSN

The guarantor's Social Security number (optional).

 

This field synchronizes with the patient's own information if the Patient's relationship to guarantor field is set to Self. For new patients, this synchronization takes place as you register the new patient on the Patient Registration page. For existing patients, this synchronization takes place when you open the Patient Registration page.

Note: Practice staff registering patients for the first time or editing registration information can enter SSNs, and can re-enter SSNs, but cannot see the full nine digits of SSNs that have already been entered without the "Display Full SSN" role.
Phone

The guarantor's phone number (optional).

 

This field synchronizes with the patient's own information, if the Patient's Patient's relationship to guarantor field is set to Self. For new patients, this synchronization takes place as you register the new patient on the Patient Registration page. For existing patients, this synchronization takes place when you open the Patient Registration page.
Email

The guarantor's email address. Select the No Guarantor Email option if the guarantor has no email address or declines to provide it.
Employer

The guarantor's employer.

 

This field synchronizes with the patient's own information, if the Patient's relationship to guarantor field is set to Self. For new patients, this synchronization takes place as you register the new patient on the Patient Registration page. For existing patients, this synchronization takes place when you open the Patient Registration page.
Family Members (share the same guarantor)

You can click:

  • show family structure to display a pop-up window that shows the family structure as currently registered in athenaOne
  • add patient to this family to display the Family Lookup tool and select a patient to add to this family structure as currently registered in athenaOne
  • register new family member to display the Patient Registration page with pre-filled Last Name, contact information, and guarantor information fields
Billing
Hold statements To hold patient statements, select a reason from this menu. You can clear hold reasons using this menu by selecting the (do not hold statements) option.
Apply hold statement to all copies of this patient's record If your practice uses provider groups, this option appears below the Hold statements menu. To apply the same hold status to statements from all provider groups where this patient is registered, select this option.
Clear all family members with the same current status When you select (do not hold statements) from the Hold statements menu, this option appears. Select this option to clear the hold statement status from all family members.
Statements delivered online only

Select this option if the patient wants to have statements delivered online only via the Patient Portal.

 

This option appears if your practice has the Allow Online Statements feature enabled and the patient uses the athenaCommunicator Patient Portal.
Statement note Any note entered here will print on statements sent to this patient (75 characters max). The note appears on the patient statement above the dunning message.
Statement note effective date By default, the effective date for the statement note you enter is from today's date until one year later, but you can edit these dates.

 

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