athenahealth integration guide
How to connect HealthArc to athenaOne
Your athenaOne administrator authorizes HealthArc on our athenaConnect authorization page, which takes a few minutes. athenahealth notifies us, and HealthArc’s team builds, maps, tests and supports the connection from there, including claim write-back.
At a glance
The athenahealth integration in six lines
| Connection type | athenahealth Marketplace partner integration, built on athenahealth’s published APIs |
|---|---|
| Where it runs | Cloud to cloud. Nothing to install on your servers or workstations |
| Who authorizes it | Your athenaOne administrator, on HealthArc’s athenaConnect authorization page |
| Who builds it | HealthArc’s implementation team. No IT team needed on your side |
| Direction | Two-way: patient data in, care-management documentation back to the chart |
| Security | HIPAA compliant, SOC 2 compliant, BAA signed before any data moves |
Data flow
What moves between athenaOne and HealthArc
From athenaOne into HealthArc
- Patient demographics and contact details
- Insurance and coverage information
- Problem list and diagnoses (ICD-10)
- Active medications and allergies
- Appointments and encounter history
- Rendering providers and departments
From HealthArc back to athenaOne
- Claims for each billable month: CPT/HCPCS codes, ICD-10 diagnoses, rendering provider and date of service
- Monthly care-management notes
- Time logs by program and CPT/HCPCS code
- Device-reading summaries and alerts reviewed
- Care plans and care-plan updates
- Patient consent records
Exact fields depend on your athenaOne configuration and the programs you run, and are confirmed in writing during scoping. HealthArc only requests the data those programs need.
Before you start
What you need in place
None of this needs an IT team. Most of it is a decision or a name, and the scoping call covers anything you haven’t settled yet.
- An active athenaOne subscription for the practice
- An athenaOne user with administrator permissions, and their athenahealth Account ID and password
- Your practice’s athenaOne Context ID and account legal name, for the consent form
- A signed HealthArc agreement and business associate agreement
- A list of the providers and departments that will bill care-management programs
- A decision on which programs to start with (most practices begin with CCM or RPM)
- A named clinical lead and a billing contact on your side
Your time investment4–8 hours
Total time from your team, across the whole setup. HealthArc does the build.
Where your time goes
- Scoping call
- Authorizing HealthArc in athenaOne
- Approving the mapping
- Reviewing the pilot
No IT team neededLive in about 30 days
Setup steps
6 steps from first call to go-live
Most practices are monitoring patients within about 30 days of signing.
- 1Practice + HealthArc
Scoping, agreements and BAA
We confirm your athenaOne setup, the programs you want to run, the providers and departments involved, and who owns clinical work and billing on your side. The HealthArc agreement and business associate agreement are signed before any patient data moves.
- 2Practice administrator
Confirm your athenahealth login
Make sure the administrator who will authorize HealthArc has their athenahealth Account ID and password ready. The authorization page asks for both, and the account needs administrator permissions.
The athenaConnect login. Use an athenahealth account with administrator permissions. - 3Practice administrator
Open the HealthArc authorization page
Open HealthArc’s authorization and consent page on athenahealth’s athenaConnect Marketplace and log in with your athenahealth credentials.
HealthArc on athenaConnect: authorization & consentHealthArc’s Authorization & Consent page in the athenaConnect Marketplace. Read the terms, then scroll down to the form. - 4Practice administrator
Complete and submit the authorization form
Scroll past the authorization terms to the Review & Consent form. Every field is required:
- Title or position, first name and last name
- Email and phone number
- Account legal name: your practice’s legal entity name
- athenaOne Context ID: your practice’s athenaOne identifier (your HealthArc Customer Success Manager can help you find it)
- Tick I Consent, then click Submit
The Review & Consent form. Every field is required, including your athenaOne Context ID. - 5HealthArc
HealthArc completes the integration
athenahealth notifies HealthArc once your authorization is submitted. Our team configures the connection, maps providers, departments and document types, and sets up claim write-back to match your athenaOne billing workflow, including rendering and supervising providers. Your Customer Success Manager sends a status update within 24 to 48 business hours.
- 6HealthArc + practice
Pilot, train and go live
A small group of patients runs through the full loop: data in, enrollment, a care-management note, the write-back to the chart and the claim in athenaOne. Your clinical lead checks each document and your billing contact checks each claim. Then we train your team and open enrollment to every eligible patient.
Who does what
Your team and ours
| Task | Your practice | HealthArc |
|---|---|---|
| Authorize the athenaOne connection | Yes | – |
| Sign the agreement and BAA | Yes | Yes |
| Technical build and API configuration | – | Yes |
| Provider, department and document mapping | Yes | Yes |
| Pilot testing and chart review | Yes | Yes |
| Claim write-back to athenaOne | – | Yes |
| Review and submit claims in athenaOne | Yes | – |
| Staff training | – | Yes |
| Ongoing monitoring and support | – | Yes |
Security
How patient data is protected
BAA first
A business associate agreement is signed before any patient data moves.
Encrypted
Databases are encrypted at rest, and data in transit uses TLS only.
SOC 2 and HIPAA
HealthArc’s security program follows the SOC 2 framework, and the platform is HIPAA compliant.
U.S. hosting
Data is stored on AWS in the United States.
Full details are on the HealthArc security page.
FAQ
athenahealth integration questions
How do I connect HealthArc to athenahealth?
After the scoping call and the agreement and BAA, your athenaOne administrator opens HealthArc’s authorization and consent page on athenaConnect, logs in with the athenahealth Account ID and password, reviews the authorization details, completes the required fields, gives consent and submits. athenahealth notifies HealthArc, and our team completes the setup.
Where do I authorize HealthArc in athenahealth?
On HealthArc’s authorization and consent page in the athenaConnect Marketplace: athenaconnect.athenahealth.com/marketplace/authorization-consent/healtharc. Log in with an administrator account, complete the form and submit it.
How long until we hear back after authorizing?
Your HealthArc Customer Success Manager sends a status update within 24 to 48 business hours of the authorization. If you have questions in the meantime, contact your Customer Success Manager or the HealthArc Support Team.
What data does HealthArc pull from athenaOne?
Typically patient demographics, insurance, problem list and diagnoses, medications, allergies, appointments, and provider and department details. HealthArc uses this to identify eligible patients and build care plans. The exact fields are confirmed during scoping.
What does HealthArc write back to athenaOne?
Claims for each billable month, monthly care-management notes, time logs by program and billing code, device-reading summaries, care plans and consent records. You choose where each document lands in the chart during configuration.
Does HealthArc write claims back to athenaOne?
Yes. For every billable month, HealthArc writes the claim back to athenaOne with the CPT or HCPCS codes, ICD-10 diagnoses, rendering provider and date of service. Your billing team reviews and submits it from athenaOne, so there is no re-keying from a separate report.
Does the athenahealth integration need on-site IT work?
No. The connection is cloud to cloud, and HealthArc’s implementation team handles the technical build. Your side authorizes access and approves the mapping.
Can we revoke HealthArc’s access to athenaOne?
Yes. Access is authorized per practice by your administrator and can be reviewed or revoked from your side.
What happens if a write-back to the chart fails?
HealthArc monitors the connection and flags failed write-backs to our support team, who retry or correct them. Documentation isn’t lost, because the complete record stays in HealthArc until it’s confirmed in athenaOne.
Ready to connect athenaOne?
Book a scoping call. You’ll leave with a written implementation plan for your practice, your programs and your go-live date.
athenahealth and athenaOne are trademarks of athenahealth, Inc. HealthArc is an independent company and a participant in the athenahealth Marketplace program.