Encounters are at the core of everything you do in RXNT. Think of encounters as charges—claims are generated from them, payments are applied to them, and patient statements are based on their balances.
Follow the steps below to quickly create encounters in the RXNT system.
Encounters tab
Click on Encounters in the top navigation bar.
The Encounters tab consists of the following tabs:
- Unbilled
- Review
- Parked
- Scrubbing for Errors
- Corrections Required
- Ready to Send
- Billed
To include deleted encounters, click the Show Deleted checkbox.
The Unbilled and Ready to Send tabs will automatically include all encounters for each status, and the dates in the top left will automatically populate based on your practice’s data. When these two tabs are selected, the date range cannot be locked.
In the Billed tab, the last 31 days of encounters are displayed by default. The date range can be locked to less than or equal to 31 days and filtered based on the Service Date, Initial Billed Date, or Batch Date.
View an encounter
To view Unbilled, Ready to Send, or Billed encounters, simply click on the respective tab and then click the Encounter Number in the Encounter# column.
Encounters created or released from the Scheduler or EHR can be edited and saved prior to claim submission.
Create an encounter
Click New Encounter to create an encounter.
Search the patient by entering their first or last name, account/MRN number, chart number, or claim number, and then click Search.
If the patient has previous encounters, you can click the Copy last encounter checkbox to automatically populate the encounter details from their most recent visit.
If not, enter the Date of Service, and select the Place of Service and Providers from their respective dropdown menus. If the patient has multiple cases, choose the appropriate case from the Case dropdown menu. The payer will be listed in the Primary Insurance field.
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 billing for multiple dates of service for the patient, enter the last date of service in the Service To Date field. If applicable, enter a Batch Date and select the Prior Authorization number from the dropdown menu.
The Accept Assignment field will be prefilled based on the information selected in the Payer screen. If you've created a Procedure Macro or Fee Schedule, select them from their respective dropdown menus. The Encounter ICD Type will default to ICD-10, but can be changed to ICD-9 if needed.
If you're submitting additional information with the claim, select the appropriate Attached Report Type Code and Attached Transmission Code from their dropdown menus. Once the Attached Transmission Code is selected, the Identification Code (ACN) will populate automatically.
Diagnosis codes previously used for the patient will be displayed in the Diagnosis section. If you're submitting more than 4 diagnosis codes on the claim, select the Show all Diagnosis in Claim checkbox.
To add Line Items / Charges, click the Green (+) icon. Click the Default Expand checkbox to enter the date of service for each line item, and check the Units by Date checkbox to display units for each date on the claim form.
If you have selected the Default Expand option and are billing for multiple dates of service, enter the date of service for each line item in the Service Date and Service To Date fields.
Select the CPT code from the dropdown menu. Only Procedure Codes saved as favorites will appear in the dropdown list.
If the 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 column on line items, check the select all Checkbox to highlight each line item, then click the Arrow next to each applicable diagnosis code.
Enter the Units, and if the charges aren't linked to a fee schedule, manually enter the charge amount in the Charge column. The line item total will be displayed in the Total column.
If the Ordering Provider and/or Purchase Service Provider need to be linked to the claim, click the Edit folder on each line item and select the appropriate provider from the drop-down menus. To assign a different Rendering Provider, Referring Provider, or Supervising Physician than the one selected on the encounter screen, click the Edit folder on each line item and choose a different provider.
Click Save.
To add miscellaneous charges, click the green (+). Choose the Charge Transaction Code and Fee Schedule from the respective dropdown menus. Enter the Units, and if no fee is linked to the miscellaneous charge fee schedule, manually enter the Charge Amount. You can add comments by typing directly into the Comments fields.
The Payment Details section displays all payments associated with the encounter, including any unposted patient payments.
After the encounter or claim is saved or submitted, you'll see the option to add both insurance and patient payments. Click the green (+) next to either Insurance Payments or Patient Payments.
Click the Chevron to view payment details. The Payment Date column shows when the payment was created, while the Posted Date column indicates when it was posted. The From column lists the patient or payer responsible for the payment. The Amount column shows the payment amount, while the Ins Misc Pymt Amount column displays any miscellaneous payment applied. The Posted column uses a red checkmark for payments that haven't been posted yet and a green checkmark for those that have been. The Actions column will display a red reverse icon for payments that are eligible to be reversed.
To include additional Encounter Dates, click the green (+). For instance, if the payer requires the Admission Date to be included in the claim, select it as the Date Type and enter the date in the Start Date column. This date will be reflected in section 18 of the CMS 1500 HCFA claim form.
Click the Chevron next to the Summary section to expand and view the encounter details.
Send or save claims
Once all required information is entered, click the appropriate icon to Save Claim, Send Claim, or simply Save the encounter details.
Click here to learn more about saving or sending claims.
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