View, Create, and Edit Patient Encounters

Start a new patient encounter

There are two ways begin a new encounter; from the Today's Appointments tab and the Patient Dashboard. 

Today's Appointments Patient Dashboard

Patients that have been checked-in from the Scheduler will appear in Today's Appointments. Click Today's Appointments or (TA) from the left side menu, or click Today's Appointments on the main header.


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Click the green plus sign. Depending on how many columns are included in your Today's Appointments table, you should hover over the table and scroll to the right to see the Add Encounter column.


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.


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


By enabling the preventing harm information blocking exception and psychotherapy note exclusion, providers can hide EHI from a patient's portal. Turn this setting On, in Company preferences to enable the ability to hide EHI from the patient portal.

When creating a new encounter, check the box labeled Psychotherapy Note


After the encounter is signed, it will automatically be blocked in the chart summary. 


For past psychotherapy notes, the encounter will need to be blocked using the icon on the chart summary screen.Chart_Summary__Encounters.png

Select Psychotherapy Note as the information blocking type and click Approve.

The eye icon will display with a diagonal line indicating it has been blocked. 


Click Go to begin the encounter.


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


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


Once a new psychotherapy note has been signed, a pop-up will appear asking if you want to block newly added EHI from the patient portal.

New Popup.png

Link an encounter to an appointment

When creating an encounter from Today's Appointments, the encounter will automatically be linked to the patient's appointment.

When creating the encounter

When creating an encounter from the Patient Dashboard, use the Visits dropdown to link the encounter to an open appointment. This dropdown will include all of a patient's appointments that have been checked in from the Scheduler and have not already been linked to an encounter.

The timestamp indicates when the patient was checked in for the appointment, not the appointment time itself.


Within the encounter

Link an existing 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 and no encounters have been linked to an appointment.

The timestamp indicates when the patient was checked in for the appointment, not the appointment time itself.


Link an intake form to an encounter

Create a patient encounter from Today's Appointments or the Patient Dashboard. If your patient has a completed intake form available, you'll see the Intake Form option in the new encounter pop up.


If you create a patient encounter by duplicating a previous one, or if you need to change the linked form, use the dropdown in the Encounter Information section to choose a new intake form.


Intake Form details are shown at the top of the encounter tab when editing. The linked intake form will display at the end of the encounter PDF.

Duplicate a patient's 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.


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


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


Select Duplicate from the action menu.


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. 

If the encounter has been blocked from the patient portal under the preventing harm information blocking exception or psychotherapy note exclusion, a popup will display when duplicating the encounter to confirm whether the duplicated note should be blocked.


Once a psychotherapy note has been duplicated and signed, a pop-up will appear asking if you want to block newly added EHI from the patient portal.

New Popup.png

Add details to the encounter

Fill out the encounter details as applicable to the patient.


Click the expand icon to work on the encounter in full screen view.


Click the collapse icon to return to the patient dashboard view.


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


Individual sections can be collapsed or expanded by clicking on the section heading.


Some encounters contain multiple tabs of content. Navigate between tabs by clicking on the tab heading.


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


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


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


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


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.

Learn more about encounter plugins.

Preview an encounter

Existing patient encounters can be viewed in preview mode, preventing inadvertent changes to an unsigned encounter.

Search for the appropriate patient and launch the Patient Dashboard.


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


Click the three dots icon to the right encounter to open the action menu.


Select View PDF to see the encounter in preview mode.


Edit an encounter

Unfinished encounters can be edited until they are complete.

Only one person can edit an encounter at a time. If you attempt to open and edit an encounter that someone else is already editing, you'll see an alert showing you who else is working in the patient's encounter.


Today's Appointments Main Dashboard Patient Dashboard

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.


Regardless of whether the encounter is opened from Today's Appointments, the Unsigned Encounter table, or the Patient Dashboard, you will automatically be redirected to the patient dashboard and the encounter will open in edit mode.


Change an Encounter Date

The encounter date can be changed while the encounter is still in draft mode. Within the encounter, click Encounter Date.


Select the date from the calendar.


Click Save.


Remove an encounter

Encounters can only be deleted from the patient dashboard before they are signed and can only be deleted by the user who created them or a clinical administrator.

Search for the appropriate patient and launch the Patient Dashboard. Click Encounters or (E) on the left side navigation. 


Remove a single encounter

Click the three dots icon to the right of the patient encounter that should be removed.


Select Delete from the action menu.


Remove multiple encounters

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

Use the checkbox below the Encounters heading to select all encounters. Use the chevron menu next to the select all checkbox to select only Draft encounters.


Click the trash can icon above the table.

 If the trash can icon is not visible, then at least one of the selected encounters is not eligible to be removed. Make sure that you select only Draft encounters that are in your name.


You can type 'Delete' in the pop-up message to confirm that you want to remove the encounters. Click Delete in the lower right to remove the selected encounters.



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