Automation - athenahealth

Creating an automation rule will send examinations to your patient charts (assuming the patient ID and Order ID exist in Athena).  How this works (and what it looks like) is explained further below.

First, please refer to the following steps to get started:

Note: If conditions are not added, the automation will be applied to all examinations.

  • Step 3: Complete the following information:

  • Practice ID: This is a required field; refer to the ID number provided by Athena
    • Contact your Athena representative if you do not know your Practice ID
  • Integration Version: Unless you are using an older system, leave Athena API selected.
    • If you are using a legacy system, select HL7 from the drop-down menu and select an option under Default Provider
      • Default Provider will remain gray unless you have HL7 selected as your Integration Version. This is because the information is not needed when using their API
  • Department IDs: Enter the ID numbers for the departments in which you'll be importing data
    • These numbers are located in AthenaNet by selecting the Settings Cog and choosing Billing, followed by Departments from the menu located on the left side of the screen
  • Default Provider: This option is only available if you have imported Athena providers
    • Check Always Use Default Provider to always use the selected provider, otherwise the system will use a different set of logic to determine the provider
  • Check Verify Patient Encounters to only send links if the patient checked-in to their scheduled appointment
  • Check Send PDF Report to Patient's Chart to send a PDF document of each study
    • This PDF includes a cover page with the patient's name, thumbnails, and a link to the study
    • The remaining checkboxes on this screen (under PDF Destination) are only applicable if Send PDF Report to Patient's Chart is checked:

1) Choose an option from the drop-down menu:

  • Encounter Documents:  Selecting this option will send the PDF to the patient's chart (no review needed, auto-closed)
  • Imaging Results: Provider will get notified to review the exam

2) Send Imaging Results Link:

  • Checking this box will send a link to the patient's chart along with the PDF
  • Not checking this box will only send the PDF document

3) Attach Imaging Results to Ultrasound Order

  • Checking this box send a Tricefy link on the order within in Athena
  • Not checking this box will only send the link to the patient's chart

When all the required information is entered, it will read Automation rule status Valid at the bottom of your screen. Select Update Athena to save the information.  Your Athena Automation is now configured.

How it Works

An examination is uploaded to Tricefy (either by using your imaging system or the software itself). If the Patient ID, Encounter ID (Appointment Date and Time) and Order ID (Accession ID) exists in Athena, the study will be sent to the patient's chart.

You can confirm it was sent by selecting the study on your Study List and opening the side Info Panel. Scroll towards the bottom of the panel and select the Interface Status Details link.

Note: This link is only available for Athena users.

If the status is "success" (shown below in the red box), it means that the examination was successfully sent to the patient's chart:

  • Select Back to return to your Study List
  • Select Resend Study Link to Athena to send another link to your patient's chart

If the status is "failed," it means the examination was not sent to the patient's chart. A failed status will include an error message (shown below in the blue box):

Failures are usually because the Patient ID or Order ID was not found in Athena. You can correct any erroneous information in Athena and return to this screen to resend the examination.

Patient IDs can also be corrected using the Tricefy interface (resend the study after the ID is fixed).

 Correcting the Patient ID

Viewing the Exam in Athena

To view the exam using Athena:

1) Open your patient's chart:

2) Select the  icon on the left side of the screen to open Imaging Results

3) Select the link listed under Imaging Results:

4) Select View Report Header on the upper-right of your screen (next to Print)

5) Select the Custom Link titled Trice Preview:

6) If you are currently not logged into Tricefy, you will be prompted for your password. If you do not have a Tricefy account, you will be asked to create one.

Once you are logged in, the examination will display in the Tricefy viewer.