Summit Vault Document Management System provides customers with an easy-to-use document management solution for managing both clinical and non-clinical document flows electronically.  Users can scan and index clinical documents, forms, insurance cards, driver’s licenses, EOBs, and other documents for easy access either within athenaPractice or through the Summit Vault application.


Summit Vault Document Management System consists of three components:

  • Summit Vault Admin Module
  • Summit Vault Application
  • Summit Vault UI within athenaPractice


Summit Vault Admin Module

document management
  1. Security groups from athenaPractice are utilized to assign security to each folder within Summit Vault
  2. Create and manage parent and child Folder groupings for indexing of stored documents
  3. Location of scanned / imported documents into Summit Vault


Summit Vault Application

The Summit Vault Application can be installed (or distributed via Terminal Services and/or Citrix) as a standalone application.  The Summit Vault Application allows users to view, scan, and import documents into patient / customer / vendor records.

  1. Search for a patient, customer, and/or vendor. All patient information is pulled from athenaPractice.
  2. View of Folders / sub-folders and documents contained within each folder.
  3. View of selected document
  4. Controls for selected document (advance pages, zooming)
  5. Scan – click to scan an image from a TWAIN compatible device
  6. Upload – select file(s) from a Windows directory
  7. Properties of selected file to view


Uploading a document or group of documents from a directory, the user will click the Upload button and will be taken to a screen to select the directory where the documents reside.  Each document will be showin the Files listing and users can select each file (or files) and index them.

document management
  1. Open directory where documents reside
  2. Listing of documents in the directory
  3. Preview document selected from directory
  4. Name the file, select document date, patient name, document type to be indexed
  5. If applicable, Route document to provider desktop for signature.

Scanning a document from within athenaPractice, the user clicks the Scan (or Scan In) button to launch the integration to the scanner (TWAIN drivers).

  1. Select the Scanning Device
  2. Name the file to be scanned
  3. Select the format (TIFF must be used for a multi-scan image)
  4. Save the file
  5. Preview of scanned images

Once the image is scanned and Save to file is clicked, the user will be taken to the indexing page, click Save This Document to index the document into the proper folder for the patient.

Scanning a document from Summit Vault App

Users working within the Summit Vault application can click on the Scan button to scan and index documents into Summit Vault.

  1. Click the Scan button to acquire and scan in the image(s).
  2. Preview images scanned in
  3. Name the image(s) to be attached to the patient
  4. Select Document Date
  5. Select Patient
  6. Select Document Grouping (folder)

Summit Vault UI Within athenaPractice

Summit Vault can be accessed from Patient Registration, Billing, and Collections.

Patient Registration Screen

Billing Screen

When the Summit Vault button is launched, the system passes through the patient information from Registration and/or Billing to retrieve the documents for the selected patient.

Within the Summit Vault UI, the users can Scan documents or Upload documents, and view existing documents in the system for the patient.

Chart External Documents

Documents within Summit Vault which are indexed to a Document Type which matches a Document Type in athenaPractice will be viewable within the patient chart.  Document Types created in Summit Vault which are not setup in athenaPractice will not display in the patient chart.

EOB Searching and View

EOBs can be search from within the Summit Vault Application or within the Summit Vault links within athenaPractice

EOB Search and View within Summit Vault Application

Click the EOB Filter

Select criteria combination of Check Number, From and Through Batch Date, and Batch Name

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Click the Filter button to view EOB Results

  1. Check Number
  2. EOB View
  3. Tickets associated to EOB posting

EOB Search and View within Summit Vault Links

Search within Patient Registration:

Click on the magifying glass to search for EOBs related to a patient by any combination of Check Number, Batch Date, or Batch Name.

  1. Search criteria
  2. Results of EOBs from search criteria
  3. When you click on an EOB you can view the document

Search within Billing:

When clicking on a ticket, the user can click the Summit Vault link to display EOBs associated with the ticket.