When will The Villages Health launch a new electronic medical records software and patient portal?
The Go-Live data for the new electronic medical records software, called Athena Health, will launch on Tuesday, November 27th, 2018.
Why is The Villages Health changing their electronic medical records software and patient portal?
The Villages Health recently celebrated five years. This milestone was an opportunity for us to evaluate many areas of our operations, including our technology, to continue to ensure we are doing our very best for our patients and our community. Electronic medical record technology is a key function of the organization. It gives us critical tools to provide seamless care so that we can keep people healthy and heal people quickly. During our evaluation, we recognized that our existing technology provider would no longer be able to support our growing organization, nor meet the needs of our patients. Therefore, we underwent an extensive search for a new technology provider and selected Athena Health.
Will there be any delay in service as a result of this transition?
The transition to a new software can be bumpy, but we are doing our very best to ensure a smooth transition. Our entire staff has been trained on the new software and prepared for go-live on Tuesday, November 27th, 2018.
During the first two weeks of the new software, we will have a reduced number of patient appointments to allow our staff extra time to adjust and serve our patients. We will also have between 2-4 software experts at each care center offering additional help and a central command center to provide support.
Will any information be lost during this transition?
No. Your entire medical record will be archived and we are confident it will not be lost during the transition.
Will my doctor still have any access to my medical records?
Yes. Your existing record is available to your provider in the form of an archive accessible within the new electronic health record.
Why do I have to bring my medication to my next appointment?
Your prescription medications will be transferred to the new electronic health record automatically, while over the counter medications and supplements will not. Furthermore, recent medical studies show that most patients start taking new medications or have stopped using old ones. Therefore, medication list records are often out of date.
While we do our best to keep medication records up to date during your visits, we believe it is in all of our patients’ best interest to review your medication one more time to doubly ensure we have the most up-to-date and accurate record for you.
This new software gives us the opportunity to complete a comprehensive medication check to ensure quality of care. This is how we can continue to provide the best care possible.
We apologize for the one-time inconvenience, but hope you will understand.
Will I still have access to my medical records on the old patient portal?
Yes. You will have limited access to your existing records using the old patient portal for the next six months, accessible at TheVillagesHealth.com/old-portal. However, starting November 27, 2018, there will be no new entries available through the old portal. All new entries will be in the new patient portal. You will only be able to review entries in the old portal for 6 months.
How do I access the new patient portal?
Since the portal is brand new, you will need to register a new account. We apologize for this one-time inconvenience.
If you have access to a desktop computer, you can register yourself online. If not, you can contact your care center and someone will gladly help you create your account.
Below are step-by-step details on how to register for the new patient portal using a desktop computer.
STEP 1: GO ONLINE TO CREATE AN ACCOUNT WITH A DESKTOP COMPUTER
On or after November 27, 2018, visit TheVillagesHealth.com/portal-login. Enter your patient information into the required fields. Be sure to use the same information that we have on record for you. When you are finished, click “Continue.”
STEP 2: VERIFY
Request a temporary passcode to be sent to either your email address or phone number. Choose your preferred method and click “Send Code.”
STEP 3: RETRIEVE AND ENTER CODE
Check your email or cell phone for the 6-digit code. Enter the temporary passcode and select “Continue.”
STEP 4: CREATE NEW PASSWORD
Enter a new password. Check the box to accept the terms and conditions. Then click “Continue.”
You will now have access to your new online health record. You can also login to the portal at any time by visiting TheVillagesHealth.com/portal.
Who do I call if I need help registering for my patient portal?
If you have attempted to register for the portal using the directions above and are unsuccessful in creating a new account, please contact your local care center.
Brownwood Care Center
Colony Care Center
Creekside Care Center
Mulberry Grove Care Center
Pinellas Care Center
Santa Barbara Care Center
Specialty Care Center