Auto-Close Documents from the Clinical Inbox Report

To report on documents that have been automatically closed due to inactivity, follow this procedure.

1. Display the Report Library: On the Main Menu, click Reports. Under General, click Report Library.
2. Click the Clinicals tab.
3. Click run next to Auto-Close Documents from the Clinical Inbox in the Standard Reports section of the tab.
   The Run Report: Auto-Close Documents from the Clinical Inbox page appears.
4. Date Range — Enter the start and end dates for the documents that you want to include in the report, or select a date range from the menu. Documents that were automatically closed in this date range appear in the report.
   Note: This field appears only when the Report type field is set to the default value, Documents Previously Auto-Closed.
5. Report type — To report on documents that were automatically closed due to inactivity, accept the default value, Documents Previously Auto-Closed.
   Note: To report on documents that are eligible to be automatically closed, see "To run the Auto-Close Documents from the Clinical Inbox report for documents eligible to be closed."
6. Document class — To report on documents with specific document classes only, click Selected and then select the document classes from the list.
7. Department — To report on documents associated with specific departments only, click Selected and then select the departments from the list.
8. Document status prior to autoclose — To report on auto-closed documents with specific document statuses only, click Selected and then select the document statuses from the list.
   Note: This field specifies the last status applied to the document before it was automatically closed.
9. Assigned to prior to autoclose — To report on auto-closed documents assigned to specific people only, click Selected and then select the usernames from the list.
   Note: This field specifies the username of the person to whom the document was last assigned before it was automatically closed.
10. Report Format — Select the format for your report results.
• HTML table — Display the report results on your screen.
• Text (tab-delimited) — Export the report results to a .csv file in tab-delimited format.
• Text (comma-delimited) — Export the report results to a .csv file in comma-delimited format.
11. Report Options — Select report options.
• Suppress Column Headings — Select this option to remove column headings from the report results.
• Suppress Report Name — Select this option to remove the report name from the report results.
• Show Filter Criteria — Select this option to include your selected filter criteria in the report results.
• Run Offline (will appear in your Report Inbox tomorrow morning) — Select this option for very long reports. Reports that are run offline appear in your Report Inbox the morning after the request.
12. Click Run Report.
    In the report results, you can click any column heading to sort the table by that column.

To report on documents that are eligible to be automatically closed, follow this procedure.

Note: For information about the criteria used to automatically close documents, see "Thresholds for automatically closing inactive documents."

1. Display the Report Library: On the Main Menu, click Reports. Under General, click Report Library.
2. Click the Clinicals tab.
3. Click run next to Auto-Close Documents from the Clinical Inbox in the Standard Reports section of the tab.
   The Run Report: Auto-Close Documents from the Clinical Inbox page appears.
4. Date Range — This field is not used to report on documents that are not yet closed.
   Note: When you select Documents Currently Eligible to be Auto-Closed in the Report type field, the Date Range field is hidden.
5. Report type — To report on documents that are eligible to be automatically closed, select Documents Currently Eligible to be Auto-Closed.
6. Document class — To report on documents with specific document classes only, click Selected and then select the document classes from the list.
7. Department — To report on documents associated with specific departments only, click Selected and then select the departments from the list.
8. Document status — To report on documents with specific document statuses only, click Selected and then select the document statuses from the list.
   Note: This field specifies the current status applied to the document that is eligible to be closed automatically.
9. Assigned to — To report on documents assigned to specific people only, click Selected and then select the usernames from the list.
   Note: This field specifies the username of the person to whom the document is currently assigned.
10. Report Format — Select the format for your report results.
• HTML table — Display the report results on your screen.
• Text (tab-delimited) — Export the report results to a .csv file in tab-delimited format.
• Text (comma-delimited) — Export the report results to a .csv file in comma-delimited format.
11. Report Options — Select report options.
• Suppress Column Headings — Select this option to remove column headings from the report results.
• Suppress Report Name — Select this option to remove the report name from the report results.
• Show Filter Criteria — Select this option to include your selected filter criteria in the report results.
• Run Offline (will appear in your Report Inbox tomorrow morning) — Select this option for very long reports. Reports that are run offline appear in your Report Inbox the morning after the request.
12. Click Run Report.

To help keep your Clinical Inbox more manageable, athenaOne closes certain document types after a period of inactivity. The document types subject to the auto-close feature include:

• Patient Info orders in NOTIFY status without action for at least 30 days
• Patient Care Summaries in NOTIFY status without action for at least 30 days
• Patient record documents in REVIEW or SUBMIT status without action for at least 60 days
• Documents for patients deceased for more than 90 days, without action for at least 60 days
• Orders in FOLLOWUP or PERFORM status without action for at least 180 days
• Orders in SUBMIT status without action for at least one year

You can use the Document class field on the Run Report: Auto-Close Documents from the Clinical Inbox page to display a subset of documents that were closed automatically or are soon to be closed.

• To run the report for Patient Care Summaries, select LETTER and PATIENTINFO using the Document class field.
• To run the report for patient record documents, select PATIENTRECORD using the Document class field.
• To run the report for orders, select ORDER using the Document class field.

Note: To search for documents for deceased patients, accept the default value for the Document class field (All).