Athena Patient Service Overview

• Logging into the System

  • Default to the patient service screen upon logging in.

  • Set your hub screen (HOG - Hospital Organization Group) from the username dropdown at the top right.

  • Confirm your organization, typically set as Northwell Health for outpatient, which defaults to Group 3: Physician Partners.

  • Understand the organization groups:

  • Inpatient: Group 2

  • Management Services: Group 3

  • Hospital Services: Group 4

  • During training, default HMO is set to 99 NSLIJ Health System, but it's essential to check and update this when on-site.

• Navigating the Patient Service Window

  • Use the gray navigation bar to access different patient-related information.

  • The patient service screen provides detailed patient information including registration, financials, and scheduled appointments.

• Searching for Patients

  • Use the search bar to find patients by inputting their details (last name, first name).

  • Example search for patient David D. S. Train: input as d s t, d a v (partial last name, comma, and partial first name).

  • Verify patient identity by confirming date of birth, mailing address, and phone number.

  • Once confirmed, highlight the correct patient and click Okay to pull in their information.

• Patient Information Display

  • A patient banner at the top of the window will display key details such as name, age, date of birth, insurance information, and contact details.

  • Registration information is sourced from Sorian. Any incorrect information must be updated there.

• Appointments Information

  • View patient's last and upcoming appointments, highlighted in blue for interactive access to appointment details:

  • Date, time, status, visit type, provider, department, location.

  • The furthest appointment appears at the top of the list. Use the back button to return to the main patient service screen.

• Financial Information

  • Access financial details, including payment history.

  • The invoice list includes:

  • Invoice number, service date, patient name, provider, department, location, total charges, and outstanding balance.

  • Clicking on an invoice number provides more details: posted date, payment type, and amounts charged/refunded.

  • Any invoice marked in yellow indicates the payment was refunded.

  • Tabs available:

  • All Charges: displays total patient's charges

  • Adjustment Details: shows any changes made to payments

  • Visit Info: details specific to the appointment associated with the charge

  • Visit Inquiries: additional visit-related information

  • Users can sort invoices, for example, from oldest to newest.

• Patient Checkout Process

  • If a patient leaves without being seen, use the cancel appointment action.

  • Understand the difference between cancel encounter and cancel appointment:

  • Cancel encounter reverses a check-in, while cancel appointment indicates that the appointment has not occurred.

• Co-Payment Collection

  • Co-payment collection is managed through a separate application (HealthPay 24) and requires specific training.

  • Ensure you are registered for HealthPay 24 if required for your role.

  • Information regarding co-pay amounts is not accessible in this training; refer to the designated HealthPay training session for more details.

• Class Registration

  • If additional training classes are needed, make sure to check registration status through Cornerstone or with your manager.

  • Confirm participation for upcoming classes if necessary.

This information serves as a foundational guide for navigating the Athena system effectively and understanding patient interactions within the framework of Northwell Health services.