Good to know:
Order sets are created and managed in athenaOne only. CarePilot reads them; it doesn't create, edit, or write them back.
Order sets are available in the CarePilot web app only. They aren't in the mobile app or the Chrome extension yet.
You'll only see your own personal order sets and your practice-wide ones. You never see another provider's personal order sets.
Before you start: turn on Order Sets
There are two steps to turning on Order Sets.
Your admin turns it on for you. A CarePilot admin has to turn on Order Sets for your account first. Until they do, the setting won't show in your Preferences. If you can't find it, ask your practice admin or your CarePilot Customer Success rep.
You turn it on in Preferences. Once your admin has turned it on, follow these steps:
Open Preferences.
Find the OrderAssist section. OrderAssist must be on. If it's off, you'll see the Order Sets switch, but you won't be able to use it.
Under OrderAssist, turn on Enable OrderSets.
When you turn on Enable OrderSets, CarePilot automatically loads your order sets from athenaOne.
How to apply an order set while precharting
Step 1: Open the patient's chart
From your schedule, click the patient's name to open the chart for precharting. You can prechart as usual: pull forward prior content, add macros, dictate, and so on.
Step 2: Go to Diagnoses & Orders
Click the Diagnoses & Orders tab.
Step 3: Click the blue Order Sets button
You'll see a blue Order Sets button.
If the visit doesn't have any diagnoses or orders yet, the button sits in the starting area next to the diagnosis search.
If the visit already has content, the button stays on the page so you can add an order set at any time.
Step 4: Find your order set
A list of your order sets opens, sorted by name. It includes your personal order sets and your practice-wide ones in a single list.
Type part of a name in the search field at the top to narrow the list.
Clear the search field to see the full list again.
Step 5: Click the order set to apply it
Click an order set. Its diagnoses and orders drop straight into the Diagnoses & Orders tab as precharted content. There's no preview or confirmation step.
Orders appear under the diagnosis they belong to, just like orders you add by hand.
Items that athenaOne marks as "not included by default" are also added. Remove anything you don't need.
Step 6 (optional): Stack more order sets
You can apply more than one order set. Click Order Sets again and pick another one.
New items are added to what's already on the page. Nothing you've already added is removed.
If two order sets include the same diagnosis or order, it only appears once.
Step 7: Review and finish
Review everything before you close the note. You can edit or remove any diagnosis or order with the usual controls.
Prescriptions land as drafts. Complete each one (for example, dose and quantity) with the usual prescription controls before you send the note.
Orders with no diagnosis (common with lab bundles) are added to the visit as unassociated orders, just like any other order without a diagnosis. They won't be sent to athenaOne until you link them to a diagnosis.
When you close the note, orders follow the same send path as orders you add by hand.
What if something isn't added?
Sometimes CarePilot can't add every item in an order set. When that happens, CarePilot tells you right after you apply it exactly which items weren't added and why. Common reasons:
What you see | Why it happens | What to do |
A diagnosis and its orders weren't added | CarePilot couldn't match the diagnosis code from athenaOne | Add the diagnosis by hand with the diagnosis search, then add its orders |
An order was skipped because the order type isn't turned on | You've turned off that order type (for example, imaging) in your CarePilot settings | Turn on the order type in Preferences, or add the order by hand |
An item wasn't added because it isn't supported | CarePilot currently adds prescriptions, labs, imaging, and referrals only | Place other order types in athenaOne |
An order set is marked Unavailable | athenaOne reported a problem with the order set itself (for example, some of its orders are no longer valid) | Fix the order set in athenaOne, then click Refresh order sets |
Unavailable vs. skipped: Unavailable means the whole order set can't be applied, and you'll see it marked in the list before you click it. Skipped means the order set was applied, but one or more items in it weren't added.
Troubleshooting
I don't see the Order Sets button. Check that Enable OrderSets is on in Preferences. If you don't see that setting, your admin hasn't turned on Order Sets for your account yet. Also make sure you're using the CarePilot web app.
The Enable OrderSets switch is grayed out. Turn on OrderAssist first. Order Sets is part of OrderAssist.
The list says I have no order sets. You don't have any personal or practice-wide order sets in athenaOne yet. Create them in athenaOne, then click Refresh order sets in Preferences.
I changed an order set in athenaOne, but CarePilot still shows the old version. Click Refresh order sets in Preferences.
The list says it couldn't load. Click Retry. If it still won't load, contact CarePilot Support.
Can I search for an order set from the diagnosis or order search bar? Not right now. Order sets are only available from the blue Order Sets button.
Can I pick which items to include before I apply an order set? Not yet. Apply the order set, then remove anything you don't need.
Quick reference
Open the patient's chart and prechart as usual.
Click Diagnoses & Orders.
Click the blue Order Sets button.
Search for and click an order set. Repeat to stack more.
Review the added items, complete draft prescriptions, and link any unassociated orders to a diagnosis.
When something changes in athenaOne, go to Preferences → OrderAssist → Refresh order sets.
Need help? Contact your CarePilot Customer Success rep or CarePilot Support.