Manage Prospective Patients

athenaCollector + athenaCommunicator

This page allows you to view all patients who are in Prospective status, making it easier to manage patients who first register with your practice on your Patient Portal.

 

On the Main Menu, click Patients. Under PATIENT REGISTRATION, click Manage Prospective Patients

 

On the Main Menu, click Settings > Communicator. In the left menu, under Practice Links — Communicator, click Manage Prospective Patients

 

 

 

To access this page, you must have the Communicator Admin permission.

 

 

 

 

When you display the Manage Prospective Patients page, all prospective patients are listed in the table. You can specify filter criteria to reduce the number of patients in your list.

  1. Display the Manage Prospective Patients page:
    • On the Main Menu, click Patients. Under PATIENT REGISTRATION, click Manage Prospective Patients.
    • On the Main Menu, click Settings > Communicator. In the left menu, under Practice Links — Communicator, click Manage Prospective Patients.
  2. Category — Click All, or click Selected and then select the category of patients to view: Possible Duplicate, Unreviewed, or Reviewed.
  3. Source — Click All, or click Selected and then select the source of the prospective patients to view: Athena or Patient Portal.
  4. Communicator Brand — Click All, or click Selected and then select the Communicator Brands to view.
    This field appears only if your practice uses the Communicator Brands feature.
  5. Department — Click All, or click Selected and then select the departments to view.
  6. Click Filter Patients.
    The filtered search results appear in the Patients table below the filter fields.
  7. To order the table results by any column (for example, date added), click the column heading.

 

  1. Display the Manage Prospective Patients page:
    • On the Main Menu, click Patients. Under PATIENT REGISTRATION, click Manage Prospective Patients.
    • On the Main Menu, click Settings > Communicator. In the left menu, under Practice Links — Communicator, click Manage Prospective Patients.
  2. Category — Click Selected and then select Unreviewed.
  3. Select any other filter options.
  4. Click Filter Patients.
    The filtered list of unreviewed prospective patients appears in the Patients table below the filter fields.
  5. In the Category column, click Unreviewed.
    The Review Prospective Patient window opens with the prospective patient's basic demographic information and any patient notes.
  6. You can use the information in the Review Prospective Patient window to contact the patient and inform her of any tasks to be completed before the first appointment.
  7. Patient Notes — You can enter patient notes in the Review Prospective Patient window. These notes are stored in the Patient notes field at the top of the Quickview.
  8. After you complete your review, you can:
    • Click Move to Reviewed to move the prospective patient to the Reviewed category. The patient's status remains Prospective.
    • Click Set as Inactive to change the patient's status from Prospective to Inactive.
    • Click the X in the upper right corner of the Review Prospective Patient window to close the window. The patient's status remains Prospective, in the Unreviewed category.

 

  1. Display the Manage Prospective Patients page:
    • On the Main Menu, click Patients. Under PATIENT REGISTRATION, click Manage Prospective Patients.
    • On the Main Menu, click Settings > Communicator. In the left menu, under Practice Links — Communicator, click Manage Prospective Patients.
  2. Category — Click Selected and then select Possible Duplicate.
    Note: athenaOne detects possible duplicate patients only within the same provider group.
  3. Select any other filter options.
  4. Click Filter Patients.
    The filtered list of prospective patients that may be duplicates appears in the Patients table below the filter fields.
  5. In the Category column, click Possible Duplicate.
    The Review Potential Duplicate Patient Record window opens. The prospective patient's basic demographic information is in the Prospective Patient column, the corresponding information for the existing athenaOne patient is in the Active Record column, and a preview of the merged patient demographic information is in the Merged Record Preview column.
  6. After you complete your review, you can:
    • Click Not a Duplicate to keep the prospective patient's record. The patient status remains Prospective, in the Reviewed category.
    • Click Create Merged Record to merge the prospective patient record into the existing athenaOne patient record. All appointments, claims, charges, payments, and ticklers for the existing patient are preserved.
    • Click the X in the upper right corner of the Review Potential Duplicate Patient Record window to close the window. The patient's status remains Prospective, in the Possible Duplicate category.

Note: athenaOne also displays the Possible Duplicate indicator on the prospective patient's Quickview. Click Review to display the Review Potential Duplicate Patient Record window.

 

 

 

 

athenaOne assigns the "Prospective" status to a patient who meets one of these criteria:

  • The patient account was first created on the Patient Portal and the patient has not yet checked in for an appointment.
  • The patient was referred to your practice by another athenaOne practice via athenaCoordinator.
  • The patient was manually set to Prospective status by a user at your practice.

On the Manage Prospective Patients page, you can view all patients who are in Prospective status. Because this page makes it easier for you to manage patients who first register with your practice on your Patient Portal, the Patient Portal becomes an even better location for your practice to welcome brand new patients and encourage them to register with your practice.

 

 

Using the Manage Prospective Patients page, you can act on prospective patient records as follows.

 

 

You can use the filter fields on the Manage Prospective Patients page to view subsets of prospective patients. You can filter patients by

  • Category — Possible Duplicate, Unreviewed, or Reviewed.
  • Source — Patient Portal or Athena.
    "Athena" indicates patients referred to your practice by another athenaOne practice using athenaCoordinator.
  • Communicator Brand (if your practice uses the Communicator Brands feature).
  • Department.

 

 

A new patient's status changes from Prospective to Active when the patient checks in for the first visit. Before the patient checks in the first time, you can view the patient's basic demographic and contact information on the Manage Prospective Patients page.

 

With this information, you can contact the patient and inform her of any tasks to be completed before the first appointment. You can then mark the patient as Reviewed. You can also enter notes that will be stored in the Patient notes field at the top of the Quickview.

 

 

 

Some prospective patients may be duplicates of active patients at your practice. For example, if a patient enters his first name as "Mike" on the Patient Portal when his patient record in athenaOne has "Michael" as the first name, a duplicate patient record may be created.

 

On the Manage Prospective Patients page, you can compare basic demographic information for possible duplicate patients, preview a merge, and decide whether to keep both patient records, merge the records, or decide later. This activity helps your practice avoid duplicate patients and maintain high data integrity in your patient records.

Note: athenaOne detects possible duplicate patients only within the same provider group.

 

 

 

When a prospective patient has scheduled her first appointment on the Patient Portal, the appointment ID appears as a link in the Appointment column on the Manage Prospective Patients page. When you click this link, you are prompted to enter insurance information for the prospective patient.

 

 

 

 

Filter fields
Category Click All, or click Selected and then select the category of patients to view: Possible Duplicate, Unreviewed, or Reviewed.
Source

Click All, or click Selected and then select the source of the prospective patients to view: Athena or Patient Portal.

"Athena" indicates patients referred to your practice by another athenaOne practice using athenaCoordinator.
Communicator Brand

Click All, or click Selected and then select the Communicator Brands to view.

This field appears only if your practice uses the Communicator Brands feature.
Department Click All, or click Selected and then select the departments to view.
Patients table (column headings)
Date Added

Date that the prospective patient was added to athenaOne.
Patient Source

How the prospective patient was added to athenaOne: Patient Portal or Athena (that is, this patient was referred to your practice by another athenaOne practice via athenaCoordinator).
Brand

Communicator Brand that the prospective patient was added to.
Department

The department that the prospective patient was added to.
Appointment

If the prospective patient scheduled his first appointment on the Patient Portal, the appointment ID appears as a link in this column. When you click this link, you are prompted to enter insurance information for the prospective patient.
Patient Name

Name of the prospective patient.
Patient ID

Patient ID of the prospective patient. Click this link to display the patient's Quickview.
Home Phone

Home phone number of the prospective patient.
Mobile Phone

Mobile phone number of the prospective patient.
Category

Category of the prospective patient: Possible Duplicate, Unreviewed, or Reviewed.

 

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