Finding and Selecting Patients in Athena
Attend needs the correct patient and Athena visit before it can add chart context or write note content back to an encounter.
You can select a patient from your schedule or search the Athena patient directory.
Select a patient from your schedule
Use the schedule when the patient has an appointment with you.
Open the patient selection window in Attend.
Review the patients and appointment times shown for the selected date.
Confirm the patient's name and date of birth.
Select the correct appointment.
Selecting the scheduled appointment gives Attend the visit information it needs to identify the corresponding Athena encounter.
Search for a patient
Use search when the patient is not visible on the schedule.
You can search using:
First name
Last name
Date of birth
Use the patient's legal name as it appears in Athena. If several patients have similar names, verify the date of birth before selecting a result.
Finding a patient through search does not guarantee that a writable encounter exists. To send a note, the patient still needs an appropriate Athena appointment and encounter.
Appointment and check-in requirements
Attend writes to an existing Athena encounter. An appointment without an encounter is not enough.
In most workflows, Athena creates or exposes the encounter after the patient is checked in. If you try to send before check-in, Attend may report:
Found an appointment, but the patient hasn't been checked in yet. Please check in the patient in Athena first.
Check the patient in within Athena, then refresh the schedule in Attend and select the patient again.
If there is no appointment for the patient, Attend may report:
No appointment found today. Please create an appointment in Athena and check the patient in before sending notes.
Create the appointment and complete check-in in Athena before retrying.
Refresh after schedule changes
Refresh the Attend schedule when:
An appointment was just created
The appointment time or provider changed
The patient was just checked in
A cancelled appointment still appears
The expected encounter is missing
After refreshing, select the patient and appointment again so Attend receives the latest Athena visit information.
Patient association in Attend
Once a patient is associated with an Attend encounter, Attend retains that association to help prevent sending the note to a different chart later.
If the selected chart does not match the patient already associated with the encounter, Attend blocks the send. Return to the correct Attend encounter or verify the original patient association rather than selecting a different patient.
If the encounter cannot be validated
If you see this message:
"The selected Athena encounter could not be validated. Refresh the schedule and select the patient again."
Follow these steps:
Confirm the appointment is assigned to you in Athena.
Confirm the patient is checked in and the appointment is not cancelled.
Refresh the schedule in Attend.
Select the patient and appointment again.
Retry the send.
If the error continues, contact [email protected] and include the time of the attempt, your organization, and the Attend encounter ID. Avoid including patient names, dates of birth, or other protected health information in ordinary email.