Encounters are at the core of all billing and clinical activity within RXNT. Each encounter represents the charges and services associated with a patient visit and serves as the foundation for the entire revenue cycle process.

Think of an encounter as the starting point for financial and claim-related activity:

Claims are generated from encounters once they’ve been reviewed and finalized.
Insurance and patient payments are applied directly to encounters to track outstanding balances and payment histories.
Patient statements are created based on encounter balances, ensuring accurate billing for both patients and payers.

In short, encounters link together the clinical documentation, billing workflow, and payment tracking, making them essential for maintaining accuracy, compliance, and efficiency across your practice’s operations.

Encounters tab overview

Click on Encounters in the top navigation bar.

The Encounters tab is divided into three main tabs, Unbilled, Ready to Send, and Billed, each representing a different stage of the billing workflow.

The Unbilled tab includes four subtabs: Review, Parked, Scrubbing for Errors, and Corrections Requried. These subtabs help you manage encounters before they are ready to be sent as claims.

For example, a new patient visit may first appear in the Review subtab for verifcation. If issues are identified, it might move to Scrubbing for Errors for corrections, or Parked if it needs to be held temporarily. Once finalized, the encounter orogresses to Ready to Send for claim submission, and later to Billed after processing.

Unbilled tab options

The Unbilled tab includes several action options located in the top-right corner of the screen. The available options vary depending on which subtab you’re viewing.

Unbilled / Review – Includes options to Settle Encounter(s), Save Claims, Save/Send Claim(s), and Park Encounter(s).

Example: After reviewing an encounter, you can select Save/Send Claim(s) to immediately submit the claim or Park Encounter(s) to hold it for later review.

Unbilled / Parked – Includes options to Settle Encounter(s), Save/Send Claim(s), and Update Groups.

Example: If a previously parked encounter is now ready for submission, you can select Save/Send Claim(s), or use Update Groups to ensure the encounter is assigned to the correct group.

Unbilled / Scrubbing for Errors – Includes an option to Cancel Send.

Example: If a claim fails validation or requires correction, you can click Cancel Send to stop it from being submitted until the issue is resolved.

Unbilled / Corrections Required – Includes an option to Remove Checked.

Example: After fixing or dismissing certain encounters, you can check the corrected items and select Remove Checked to clear them from the list.

Understanding automatic date ranges

The Unbilled and Ready to Send tabs automatically display all encounters that match their respective statuses. The Date From and Date To fields in the top-left corner are pre-populated based on your practice’s encounter data, ensuring that the most relevant date range is shown by default. Because these tabs always reflect real-time encounter activity, the date range cannot be locked.

For example, if your practice’s most recent encounter activity occurred between October 15, 2025, and November 10, 2025, those dates will automatically appear in the date fields when you open either the Unbilled or Ready to Send tab. As new encounters are created or updated, the displayed range will adjust automatically to include the latest data.

In the Billed tab, encounters from the last 31 days are shown by default. You can Lock the date range to any period up to 31 days and filter the results by Service Date, Initial Billed Date, or Batch Date. For instance, if today’s date is November 12, 2025, the Billed tab will automatically display encounters from October 12, 2025, to November 12, 2025. You can narrow the view to a shorter range, such as November 1–10, 2025, and filter the results to show only encounters based on the Initial Billed Date.

View deleted encounters

To include deleted encounters in your results, click the Show Deleted checkbox. When enabled, the system will display both active and deleted encounters, clearly marking deleted records with a Deleted status. This is especially useful for auditing, troubleshooting missing records, or reviewing encounter history to understand when and why an encounter was removed.

View an encounter

To view Unbilled, Ready to Send, or Billed encounters, click on the corresponding tab. Once the tab is open, select an encounter by clicking the Encounter Number in the Encounter# column to view its details.

Encounters that were released from the Scheduler or EHR can be reviewed, edited, and saved before submitting a claim. This allows you to make any necessary updates, such as correcting patient information, modifying service details, or adjusting billing codes, ensuring the claim is accurate prior to submission.

Create an encounter

Click New Encounter to create a new encounter. This opens the patient search screen, where you can locate a patient by entering their first or last name, account or MRN number, chart number, or claim number in the search field. After entering the desired information, click Search to display the matching patient records.

Depending on your encounter preference settings, some fields may be automatically populated. If they are not, and the patient has previous encounters, you can select the Copy Last Encounter checkbox to automatically fill in the encounter details from their most recent visit. For instance, if you are creating a new encounter for Lillian Taylor and she had a previous visit last month, selecting Copy Last Encounter will automatically populate details such as the providers, place of service, diagnosis codes, procedure codes, and the case details.

If the patient has no previous encounters and no encounter preferences are configured, the encounter fields must be entered manually. Begin by entering the Date of Service, then select the Place of Service and Providers from their respective dropdown menus. If the patient has multiple cases, choose the correct one from the Case dropdown list. The Primary Insurance field will automatically display the payer associated with the selected case.

The location type is shown before the place of service name to help choose the correct location for the encounter. However, the location name will be sent without the location type prefix in the Service Facility Location details (Box 32) of the HCFA claim form. The location type will be in box 24B of the HCFA claim form

If you are billing for multiple dates of service for the same patient, enter the final (most recent) date of service in the Service To Date field to define the billing range. This ensures the claim accurately reflects the entire period of care provided.

If a Batch Date is required, typically used to group multiple encounters or claims processed together, enter the appropriate date in the Batch Date field.

If a Prior Authorization Number is required by the payer for the services rendered, ensure that the authorization has first been added to the patient’s case. Once the prior authorization is linked to the case, it will appear in the Prior Auth Number dropdown menu. Select the appropriate authorization from this list to associate it with the encounter. This step helps ensure the claim is billed correctly, reduces the risk of denials, and confirms that all charges are tied to the approved authorization.

The Accept Assignment field automatically populates based on the settings configured in the Payer screen, indicating whether the provider agrees to accept the payer’s approved amount as full payment for the services rendered. You can review this field to confirm that it reflects the correct billing arrangement for the selected payer.

If you have created a Procedure Macro, a predefined set of commonly used procedures, or a Fee Schedule that determines the service rates, select them from their respective dropdown menus. This helps streamline data entry, ensures consistency in coding, and applies the correct pricing to the encounter.

The Encounter ICD Type field specifies the diagnostic coding standard being used. By default, it is set to ICD-10, which is the current standard for most billing and clinical documentation. However, you can change this to ICD-9 if required for legacy claims or specific payer requirements.

If you are submitting additional documentation or supporting information with the claim, you must complete the Attached Report Type Code and Attached Transmission Code fields to specify the nature and method of the attachment.

The Attached Report Type Code identifies the type of document being submitted, such as an operative report, lab results, medical records, or an authorization letter. Selecting the correct code ensures the payer understands what type of supporting documentation is included with the claim.
The Attached Transmission Code indicates how the additional information is being sent to the payer, for example, electronically, by fax, mail, or as an attachment within the claim submission. Choosing the correct transmission code is important to ensure the payer receives and processes the documentation appropriately.
Once the Attached Transmission Code is selected, the Identification Code (ACN), a unique reference number used to track and match the attachment to the claim, will automatically populate. This code links the supporting documentation to the specific claim being billed.

The Diagnosis section displays a list of diagnosis codes that have previously been used for the patient, allowing you to quickly select from existing codes without re-entering them. This helps maintain consistency and reduces the risk of errors when coding encounters. If the current claim requires more than four diagnosis codes, select the Show All Diagnoses in Claim checkbox. Selecting this option ensures that every diagnosis associated with the current encounter is displayed and included on the claim, allowing for complete and accurate billing.

On the CMS-1500 claim form, this linkage appears as follows:

Box 24E – Diagnosis Pointer: This box shows the letters (A, B, C, D) corresponding to the first four diagnosis codes entered. Each letter in Box 24E links the specific procedure on that line to the appropriate diagnosis code(s).
Box 21 – Diagnosis Codes: This box displays all diagnosis codes entered for the claim, including the first four codes linked to each line item. A maximum of 12 diagnosis codes can be submitted per claim..

To add line item charges, click the green (+) icon. Select the Default Expand checkbox to enter the date of service for each line item if you are billing for multiple dates of service. For example, when a patient receives multiple services or procedures on different days but the provider submits them together on a single claim. Then, check Units by Date to display the units for each date on the claim form.

Choose the appropriate CPT code from the Procedure/CPT Code dropdown menu. The dropdown will show only your saved favorite procedure codes.

When durable medical equipment (DME) codes, also known as E-codes, are added, additional fields become available within the line item’s folder icon, including Line Item Note, Product Number/SKU, Unit of Measure, and Drug Quantity/Item Quantity.

If modifiers are required, select them from the M1, M2, M3, and M4 dropdown menus. To link diagnosis codes from the Diagnosis section to the Dx A, Dx B, Dx C, or Dx D fields on the line items, check the Select All checkbox to highlight each line item, then click the Arrow next to each applicable diagnosis code. Diagnosis codes appear in the Diagnosis section only when:

A previous encounter has been created for the patient
The encounter was released from the EHR but not linked to a procedure code, or
The encounter was released from Scheduling.

When creating a new encounter, it is recommended to add the appropriate diagnosis codes directly to each line item. Doing so ensures that the selected diagnosis codes automatically populate in the Diagnosis section located at the top right of the screen.

Enter the Units for each service provided. If the charges are not linked to a fee schedule, manually enter the charge amount in the Charge column. The system will automatically calculate and display the line item total in the Total column.

For example:

Scenario 1: The provider bills a CPT code 99215 (Office Visit) for 1 unit. Since this procedure is linked to the fee schedule, the Charge field automatically populates with $238.00, and the Total column displays $238.00.
Scenario 2: The provider bills CPT code 96372 (Therapeutic Injection) for 2 units, but this code is not linked to a fee schedule. In this case, you must manually enter the charge amount in the Charge column. The Total column will then display the charge amount multiplied by the number of units, for example, entering $25.00 as the charge will display $50.00 in the Total column.

If a different Rendering Provider, Referring Provider, or Supervising Physician is needed for a particular service, or if E-codes have been added and you need to enter details such as the SKU, unit of measure (for example, “each”), quantity, and a line item note describing the equipment (which are transmitted on the claim using the appropriate loops and segments), open the Edit folder for that line item and select the correct provider from the dropdown menu or enter the required E-code details.

For example, when an E-code is added for crutches, opening the folder icon allows entry of the SKU, unit of measure (such as “each”), quantity, and a line item note describing the equipment. Once the claim is saved with the following details, the information is sent in the loops listed below, and the Product Number is also printed in the shaded box 24A region of the claim form.

Please note the following:

When a Product Number is present on a line item along with NDC and ABA values, only the Product Number and its associated fields will be sent on the claim. This behavior is indicated by a pop-up message displayed in the line item folder.
When a Product Number is added, the remaining fields - Line Item Note, Unit of Measure (UMO), and Drug Quantity / Item Quantity become required. A validation message will be displayed if any of these fields are left blank.

These values are sent on the claim as follows: the Line Item Note is sent in Loop 2400, the Product Number/SKU in Loop 2410 LIN03, the Unit of Measure (UOM) in Loop 2410 CTP04, and the Drug Quantity/Item Quantity in Loop 2410 CTP05.

In another scenario, a patient’s encounter lists Dr. Maryland as the Rendering Provider and Practice Billing as the Billing Provider. However, certain line items on the claim may involve services ordered, performed, or supervised by other providers. For example, a lab test or durable medical equipment may have a different Ordering Provider, Rendering Provider, Referring Provider, Supervising Physician, or Purchased Service Provider. These providers are selected at the line-item level to ensure the claim accurately reflects who performed, ordered, or supervised each service, even if it differs from the encounter-level providers.

Click Save.

To add miscellaneous charges, click the green (+) icon. Select the appropriate Charge Transaction Code and Fee Schedule from their dropdown menus. Enter the number of Units, and if the miscellaneous charge is not linked to a fee schedule, manually enter the amount in the Charge Amount field. You may also add notes or additional details by typing directly into the Comments field.

Miscellaneous charges are fees that are billed directly to the patient for items or services that are not associated with a standard CPT or procedure code. These may include supplies, administrative fees, or other non-coded services that still need to be recorded and billed as part of the patient’s visit.

The Payment Details section displays all payments associated with the encounter, including any unposted patient payments. Once the encounter or claim is saved or submitted, you will have the option to add both insurance and patient payments. To do this, click the green (+) icon next to either Insurance Payments or Patient Payments. You can expand and view additional payment information by clicking the Chevron.

Click the Chevron to expand and view Payment Details. In the payment table:

The Payment Date column shows the date the payment was created.
The Posted Date column shows when the payment was officially posted.
The From column identifies the patient or payer responsible for the payment.
The Amount column displays the total payment received.
The Ins, Misc, Pymt, Amount column shows any miscellaneous payment applied.
The Posted column uses a red checkmark to indicate unposted payments and a green checkmark to indicate posted payments.
The Actions column displays a red reverse icon for payments that are eligible to be reversed.

To include additional Encounter Dates, click the green (+) icon. For example, if a payer requires the Admission Date to be included on the claim, for instance, when billing for services related to a hospital stay or when the procedure is tied to an inpatient episode, you will need to add this date manually. To do this, select Admission Date as the Date Type from the dropdown menu, then enter the correct date in the Start Date column. Once added, the Admission Date will appear in Box 18 of the CMS-1500 (HCFA) claim form, ensuring the claim meets payer requirements and avoids potential denials.

Click the Chevron next to the Summary section to expand it and view the encounter details, including charges, adjustments, payments, patient fund information, and the remaining balance.

If no claim has been attached to the encounter, you will see the option to Delete the encounter. However, once a claim has been attached, the option to delete is no longer available. If the encounter and claim were created in error, you can remove the charge amounts from the line items and save the encounter. This action will automatically settle the encounter.

Send or save claims

Once all required information has been entered, click the appropriate icon to Save Claim, Send Claim, or simply Save the encounter details.

Click here to view detailed instructions on how to save or submit claims.

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Encounters Overview