Create and Manage Patient Encounters

Create a patient encounter

Log into RXNT and click on ePrescribing or Electronic Health Records (EHR).

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Start an encounter from Today's Appointments

If your practice is using the Scheduler product, patients that have been checked-in from the scheduler will appear in Today's Appointments, accessed from the EHR dashboard. Click Today's Appointments or (TA) from the left side menu, or click Today's Appointments on the main header.

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Not using the Scheduler product but interested in learning more about it? Schedule a demo or contact our Sales Team by calling 800-943-7968, option 3 or emailing sales@rxnt.com.

To create a patient encounter from Today's Appointments, click the green plus sign. Depending on how many columns are included in your Today's Appointments table, you may need to hover over the table and scroll to the right to see the Add Encounter column.

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The patient dashboard will automatically launch, and the new encounter pop up will appear. Select the appropriate Encounter Form from the dropdown. If you don't see the encounter form you need, you can add additional forms to your favorites.

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Choose a Macro (if applicable), and select the appropriate Visit Type. The patient visit will automatically be linked to the encounter for reporting, tracking, and inclusion of check out notes.

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Click Go to begin the encounter.

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If you have enabled intake workflow, the intake plugins will first show for the encounter. Complete intake and Save the encounter.

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Once intake is completed, or if intake workflow is disabled, the full encounter template will populate.

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Start an encounter from the patient dashboard

Search for the appropriate patient and launch the Patient Dashboard.

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Click Encounters or (E) on the left side navigation.

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Click the blue + icon.

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Select the appropriate Encounter Form from the dropdown. If you don't see the encounter form you need, you can add additional forms to your favorites.

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Choose a Macro (if applicable), and select the appropriate Visit Type.

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Click Go to begin the encounter.

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If you have enabled intake workflow, the intake plugins will first show for the encounter. Complete intake and Save the encounter.

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Once intake is completed, or if intake workflow is disabled, the full encounter template will populate.

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You can link the encounter to a patient visit from the Scheduler using the Visits dropdown at the top of the encounter. This dropdown will only be visible if the patient has appointments that have been checked in from the Scheduler that no encounters are linked to.

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Create an encounter by copying a previous encounter

If you are using the same encounter form that was used in a previous patient visit, you can use the copy encounter feature to create a new encounter from the patient's previous one. This feature allows all encounter information to copy forward (not just plugin information).

Search for the appropriate patient and launch the Patient Dashboard.

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Click Encounters or (E) on the left side navigation.

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Click the copy icon to the right of the patient encounter that should be copied for the new encounter.

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Tip: The Encounter Name column of the table lists the form name for the previous patient encounters. Use this information to ensure you are copying the correct encounter.

A new encounter will populate with duplicated information. The encounter date will default to the current date. All other encounter details will be identical to the copied encounter. You can link the encounter to a patient visit from the Scheduler using the Visits dropdown at the top of the encounter. This dropdown will only be visible if the patient has appointments that have been checked in from the Scheduler that no encounters are linked to.

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Add visit details and patient information to the encounter

Fill out the encounter details as applicable to the patient.

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Encounter sections can be collapsed for easy scrolling using the Collapse All toggle at the top of the encounter.

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Individual sections can be collapsed or expanded by clicking on the section heading. Note: section headings are distinguished by the caret after the heading text.

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Some encounters contain multiple tabs of content. Navigate between tabs by clicking on the tab heading or by using the Next and Back buttons.

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Some encounters contain tables that allow you to add rows of content. Click the white + in the section heading to add additional rows.

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Click the red x to the right of a row to remove it from the encounter.

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Patient encounters can be saved and exited at any time. Click Save to save the encounter.

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Click the red x on the encounter tab to close the encounter.

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Use encounter plugins

Encounter plugins will be populated by any information entered by intake workflow (if enabled) as well as any information previously entered for the patient through the associated section of the patient dashboard or the Patient Health Records (PHR) portal.

Click Update on the right side of the plugin heading to update the information to the most current for the patient.

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Click the white + in the plugin heading to add additional information.

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Click the red x to the right of a row to remove it from the plugin. Note: this will also remove it from the associated sections for the patient.

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Some encounter plugins allow for free text information to be added. Click Free Text to add a row of text to the plugin.

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Any information added or removed from a plugin will also update in the associated section of the patient dashboard once the note is signed.

Immunizations plugin

The immunizations plugin is specialized for immunization registry reporting, and works differently from other RXNT smart form plugins.

Click the white + in the plugin heading to add a new immunization for the patient.

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Enter the relevant details for the vaccine. Required information is marked with an asterisk (*).

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If you are connected to your state's immunization registry, select the checkbox for Include in Registry to report this immunization.

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Enter additional patient and vaccine details if prompted, then click Add to Registry. Note: if all information is already entered, you will not be prompted.

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Click the red x on the right of a vaccine heading to remove it from the immunization list.

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Diagnosis plugin

The diagnosis plugin allows providers to quickly add patient diagnoses through our IMO tool.

Click the white + in the plugin heading to add a new diagnosis for the patient.

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Search for a diagnosis by code or keyword. Use the enter key on your keyboard or click the green arrow icon to search.

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In the IMO tool pop up, click the yellow + to the left of a diagnosis to apply it to the patient.

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Some diagnoses have a yellow > to the left of the description. This means that the diagnosis has additional qualifiers that determine the exact ICD-10 code. Click the yellow > to open the diagnosis details.

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Select the appropriate checkboxes for the qualifiers listed. This will narrow the diagnosis code options.

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When all qualifiers have been selected, click the yellow + to the left of the remaining diagnosis to apply it to the patient.

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Click the red x to the right of a diagnosis to remove it from the patient.

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Coding plugin

The coding plugin is tied to the full list of CPT codes, which is updated regularly to ensure that all current codes are available.

Click the Quick pick E/M Code dropdown and quickly add evaluation and management codes to the patient encounter.

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Click the white + in the plugin heading to add additional CPT codes for the encounter.

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Click in the CPT column of the new row and type the code number or code description.

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Choose the appropriate code from the search results list to add it to the encounter.

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Click the red x to the right of a code to remove it from the encounter.

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Edit an encounter

Unfinished encounters can be edited as much as needed until they are complete.

To edit an incomplete encounter from Today's Appointments, click on the Encounter # in the Today's Appointments list. The encounter will automatically launch and can be updated as needed. Note: Today's Appointments is only accessible to practices using the Scheduler product in addition to the EHR.

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To edit an incomplete encounter from the Provider Dashboard in the EHR, click on Encounters or (E) on the left side menu.

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The unsigned encounters list will automatically show. Click on the edit icon to the right of the encounter to launch the encounter and update it as needed.

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To edit an incomplete encounter from the patient dashboard, search for and navigate to the appropriate patient. Click Encounters or (E) on the left side navigation.

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Click on the edit icon to the right of the encounter to launch the encounter and update it as needed.

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Complete an encounter

Add checkout instructions

Checkout instructions can only be added to encounters that are linked to a patient visit and must be added before the encounter has been signed. Note: Checkout instructions are only accessible to practices using the Scheduler product in addition to the EHR.

Click Save & Preview or Preview PDF to save the encounter and view the PDF output.

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Click Checkout Instructions.

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Add patient and front desk checkout instructions and click Save. Once saved, checkout instructions will be shown in the Check Out section of the appointment in the Scheduler product. Be sure to only include information that is intended for the front desk staff to view.

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Save and sign an encounter

Click Save & Preview or Preview PDF to save the encounter and view the PDF output. Screenshot_2020-04-10_at_6.00.39_PM.png

On the PDF, any fields from the encounter that were left blank will not be shown. Some custom created forms have this field suppression disabled.

Tip: You can add a company logo to your account that will display in the upper left of all encounter PDFs.

Click Sign to sign and close the encounter. Signing an encounter will update all information from plugins to the associated sections of the patient dashboard. Once an encounter has been signed, it can no longer be edited, and only the encounter PDF can be viewed. Future updates to the patient dashboard will not be reflected in any plugins.

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Signed encounters are indicated in the Encounters section of the Patient Dashboard.

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Release an encounter

If your practice is using the Billing product in addition to the EHR, encounters can be released from the EHR to billing to seamlessly communicate diagnosis and coding information to medical billing staff. When an encounter is released, the following information is added to the billing product as an unsigned encounter for the patient: rendering provider (if the encounter provider is linked to a rendering provider in the billing product), date of visit (as service date), ICD-10 codes from the diagnosis plugin, CPT codes from the coding plugin.

Not using the Billing product but interested in learning more about it? Schedule a demo or contact our Sales Team by calling 800-943-7968, option 3 or emailing sales@rxnt.com.

Encounters can be released from three locations: Today's Appointments, the provider dashboard, and the patient dashboard. Encounters can only be released from Today's Appointments before being signed. Encounters can only be released from the EHR once, so make sure that all coding information is added to the encounter before it's released.

From Today's Appointments

To release an unsigned encounter from Today's Appointments, click on the Encounter # in the Today's Appointments list. The encounter will automatically launch. Note: Today's Appointments is only accessible to practices using the Scheduler product in addition to the EHR.

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Click Save & Preview or Preview PDF to view the PDF output.

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Click Release to send the encounter to the billing product.

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From the provider dashboard

To release an encounter from the Provider Dashboard in the EHR, click on Encounters or (E) on the left side menu.

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Click Unreleased Encounters.

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Click the green arrow icon to the right of an encounter to release it to the billing product. 

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From the patient dashboard

To release an encounter from the patient dashboard, search for and navigate to the appropriate patient. Click Encounters or (E) on the left side navigation.

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Click the green arrow icon to the right of an encounter to release it to the billing product.

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Amend an encounter

Once an encounter has been signed, it is considered part of the patient's medical record and can't be edited directly. Any additions or corrections to a signed encounter are added as an amendment. Amendments are attached to the end of the encounter PDF as additional pages. Multiple amendments can be added as needed. Encounters containing an amendment are indicated in the Encounters section of the Patient Dashboard.

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Note: Encounter amendments can't be released to the billing product. If an amendment contains changes to the encounter coding, the changes will need to be communicated to billing staff directly.

Encounters can be amended from three locations: Today's Appointments, the provider dashboard, and the patient dashboard.

From Today's Appointments

To amend an encounter from Today's Appointments, click on the Encounter # in the Today's Appointments list. The encounter PDF will automatically launch. Note: Today's Appointments is only accessible to practices using the Scheduler product in addition to the EHR.

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Click Amend Encounter in the upper right.

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Choose the Reasons from the dropdown list.

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Enter all other relevant amendment information, then click Save & Sign.

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From the provider dashboard

Encounters can only be amended from the provider dashboard before they are released to billing. Once an encounter is released, it can only be amended from Today's Appointments or the patient dashboard. To release an encounter from the Provider Dashboard in the EHR, click on Encounters or (E) on the left side menu.

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Click Unreleased Encounters.

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Click the blue view icon to the left of an encounter to view the PDF.

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Click Amend Encounter in the upper right. Note: if the Amend Encounter is not shown, the encounter has not been signed and can be edited as normal. 

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Choose the Reasons from the dropdown list.

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Enter all other relevant amendment information, then click Save & Sign.

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From the patient dashboard

To release an encounter from the patient dashboard, search for and navigate to the appropriate patient. Click Encounters or (E) on the left side navigation.

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Click the blue view icon to the left of an encounter to view the PDF.

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Click Amend Encounter in the upper right. Note: if the Amend Encounter is not shown, the encounter has not been signed and can be edited as normal. 

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Choose the Reasons from the dropdown list.

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Enter all other relevant amendment information, then click Save & Sign.

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Remove an encounter

Encounters can only be deleted from the patient dashboard before they are signed and they can only be deleted by the physician that they were created under. If a staff member creates the encounter, or if a provider who has a supervising physician creates the encounter, the supervising physician will need to delete the encounter.

Log into RXNT and click on ePrescribing or Electronic Health Records.

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Search for the appropriate patient and launch the Patient Dashboard.

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Click Encounters or (E) on the left side navigation.

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Click the red x to the right of the encounter that needs to be deleted. The red x will only be visible to users who have the ability to delete encounters, and only for encounters that have not yet been signed.

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Print and send encounters

Encounters and clinical summaries can be sent and printed from the Patient Dashboard. Log into RXNT and click on ePrescribing or Electronic Health Records.

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Search for the appropriate patient and launch the Patient Dashboard.

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Click Encounters or (E) on the left side navigation.

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Print an encounter

Click on the checkbox to the left of the encounter or encounters to be printed.

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Click Send in the upper right.

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Click Print in the dropdown menu.

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Click Print in the pop-up window.

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Click Next to print subsequent encounters.

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Click Return to close the window.

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Print a clinical summary

The clinical summary feature for patient encounters allows providers to supply patients, billers, or other providers with a limited amount of information from the patient encounter. For example, patients can be supplied with a document including only their medication list, treatment plan, and follow up information; or a biller can be provided with a document including only basic patient demographics, diagnosis, and CPT information. This feature allows providers to supply necessary information, while limiting privileged visit notes and/or PHI.

Clinical summaries can only be created for signed encounters. Click on the yellow summary icon to the right of the encounter.Screenshot_2020-04-10_at_6.37.52_PM__1_.png

Limit the summary details using the checkboxes at the top of the screen. Only selected sections will be displayed in the summary. Use the Select All checkbox to easily check or uncheck all sections.

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Click Save & Preview PDF to generate the clinical summary.

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The clinical summary will not be saved to the patient's chart. Click the print icon in the PDF preview to print a hard copy of the summary or to save a PDF file of the summary.

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Send an encounter by direct email

If your RXNT account is set up with direct email, you can easily use this feature to send patient encounters securely to other physicians. Don't have direct email but interested in learning more? Contact our Sales Team by calling 800-943-7968, option 3 or emailing sales@rxnt.com.

Click on the envelope icon to the right of the encounter.

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Enter the direct mail recipient and any additional message information that should accompany the encounter.

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Scroll down and click Send Message.

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Send an encounter by eFax

If your RXNT account is set up with eFax, you can fax patient encounters from RXNT seamlessly. Don't have eFax but interested in learning more? Contact our Sales Team by calling 800-943-7968, option 3 or emailing sales@rxnt.com.

Click on the checkbox to the left of the encounter or encounters to be printed.

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Click Send in the upper right.

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Click FAX in the dropdown menu.

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Enter the To and Attention To information.

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Click Send.

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