Send Chart Export Documents Electronically via Direct

To select a delivery method

In the patient chart, (missing or bad snippet) and select Chart export

For more information refer to Chart Export section in O-help.

You must first select a recipient and delivery method in the he Record Release Information section to begin the chart export workflow.

Record Release Fields

1. Send to - Required — Enter the recipient's name. You can enter a few letters to search for and select a clinical provider, or you can enter free text. Click Clear if you selected a clinical provider in error. (Removing the clinical provider also clears the Fax Number.
2. Method — Select the method for sending the chart.
   Depending on your selection, additional fields may appear.
3. Direct Address — You can view the Direct Address of the clinical provider.
4. Fax Number — If you selected AthenaFax as the Method, enter the fax number.
5. Attention — Enter free text. If the provider in the Send to field is not an individual, you can specify the person who should receive the fax.
   Note: This field has a 200 character limit, including spaces and carriage returns. If you enter more than 200 characters, an error message appears when you try to save your chart export.
6. Note — Enter additional information to include on the fax cover sheet.
7. Scroll down and carefully review the chart information to be faxed.
   Important: It is your responsibility to review any release of protected health information (PHI) to ensure compliance with HIPAA, federal, and state regulations. Every document should be reviewed for PHI before printing and release.
8. If you need sign-off before completing this process, select the Leave In REVIEW option and select the username of the staff member who needs to review the task before printing or faxing. Click Save.
9. Click the Submit option.
10. Click Save.
    • If you selected the print method, a Print link appears at the top of the page. Click the Print link to send the document to your printer.
      Note: To delete the print task without printing, click the Delete option and then click Save.
    • If you selected the AthenaFax method, note that if a fax batch is greater than 40 pages, the task is assigned to the user who created it for manual printing and then faxing.

11.  

Send Chart Export documents via Direct Messaging

Important
You must first select the receiver to whom you want to send the document. Once the document receiver is selected in the search result, the Direct Address field is populated, which will help you to determine whether the receiver has a Direct Address or not.

Once the receiver is selected, the Direct option is auto-populated, meaning that Direct would be the preferred medium to send these documents as the Direct Address is available.

Also, the Direct Address is integrated at the end of the search result, and a non-editable field is displayed to view the Direct Address.

1. Send to - Required — Enter the recipient's name and the Direct Address of the recipient name populates in the field. Select the appropriate Direct Address.

2. Method — The default select option will be Direct.
   If the selected user has a Direct Address in the athenaOne directory, Direct will be set as the delivery method, and the chart export document will attempt to be sent via Direct Messaging. If the Direct Message attempt fails for any reason, Fax will automatically be considered as the fallback option. Users can choose to change the method to any other option from the drop-down if required.
3. Fax Number — The Fax number of the recipient will be auto populated in this field.
   You have the option to edit and change the fax number if you wish to send the document to a different fax number than the one listed in athenaOne for this provider. When the method is set as Direct, we utilize this fax number as a fallback attempt to send the document via Fax if Direct Messaging fails for any reason.
4. Direct Address — The selected Direct Address will be populated in this field.
5. Follow steps from 5 to 10 from Record Release Fields section to deliver documents or messages via Direct.

Send Chart Export documents via AthenaFax

1. Send to - Required — Enter the recipient's name. If you cannot find any appropriate Direct Address the AthenaFax option from the Method field will be auto selected.

2. Method — The default selected option will be AthenaFax.
3. Fax Number — The Fax number of the recipient will be auto populated in this field.
4. Follow steps from 5 to 10 from Record Release Fields section to deliver documents or messages via AthenaFax.

Send Chart Export documents within athenaOne providers (via AthenaFax)

Important
Even if the selected method is Direct, the documents will be internally routed to Fax. Though the selection is Direct both the sender and receiver are within athenaOne and also accept fax. Hence, this will be routed as an Athenafax instead of Direct.

1. Send to - Required — Enter the recipient's name and the Direct Address of the recipient name populates in the field. Select the appropriate Direct Address.
2. Method — The default select option will be Direct.
3. Direct Address — The selected Direct Address will be populated in this field.
4. Follow steps from 5 to 10 from Record Release Fields section to deliver documents or messages via Direct.
5. The message will be delivered via AthenaFax ignoring the Direct route and the following message will be displayed.

Send Chart Export documents within athenaOne providers (via Direct)

Important
This case is for providers who do not accept fax. Though the transfer is within athenaOne, it will be sent via DIRECT.

1. 
   
2. Send to -Required — Enter the recipient's name and the Direct Address of the recipient name populates in the field. Select the appropriate Direct Address.
3. Method — The default select option will be Direct.
4. Direct Address — The selected Direct Address will be populated in this field.
5. Follow steps from 5 to 10 from Record Release Fields section to deliver documents or messages via Direct.
6. The message will be delivered via Direct.
7. After clicking Save, we can see that the document is in the Submit to Interface status, and the document action note states This document submitted by direct mail.

Send Chart Export documents (via other available method)

Important
After clicking Submit and Save, we can see that the document is moved back to the Review status, and the document action note states:
"Document failed to be sent by both Direct and Fax. Choose another submission method".

1. The below error message is displayed stating that the provider does not accept Direct or AthenaFax methods for accepting documents or messages.

2. Click Edit and select either a paper printout or an encrypted PDF from the Method dropdown to send the document.

3. Follow steps from 5 to 10 from Record Release Fields section to deliver documents or messages.