Complete, Sign, and Release Encounters

Add checkout instructions

 Checkout instructions are only accessible to practices using the Scheduler product in addition to the EHR.

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. 

Click the Checkout button.


Add patient and front desk checkout instructions and click Save. Once saved, checkout instructions will be shown in the Checkout section of the appointment in the Scheduler.

Be sure to only include information that is intended for the front desk staff to view.


Signing encounter

Click Sign. Once an encounter has been signed, it can no longer be edited; only the encounter PDF can be viewed.

Patient Dashboard Edit Encounter

Patient Dashboard

Navigate to the appropriate patient's Encounter list. Click the three dots icon for a Draft or Review encounter.


Select Sign.


Click Sign to confirm that you want to sign the encounter. To hide this confirmation in the future, select the checkbox for "Don't show this message again."


Starting May 17th, 2023, Signed Encounters will now be visible in the patient portal. Click here to learn more!



Some encounter templates require multiple signatures. Select Sign from within the encounter.


Choose the appropriate role in the pop-up and click Sign.


Roles that have already been signed will have a checkmark next to them.


Signatures on the encounter PDF will show the provider role in parenthesis.


Multi-signature encounters have an additional status - Review. Encounters marked as Review have been signed by at least one provider but have not been fully signed yet. Review encounters are included in the Unsigned Encounters list on the provider dashboard.



Suppose your practice uses the Billing product in addition to the EHR. In that case, encounters can be released from the EHR to billing to communicate diagnosis and coding information to medical billing staff seamlessly.

Starting February 14th, 2023, the 'Coding' tab will now have a 'Place of Service option to assign a place of service for the entire Encounter. This will be collected in the Billing system when the Encounter is released.



What information is released with an encounter?

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 procedure plugin
  • Diagnosis codes liked to a procedure
  • Units for each procedure code 

 Not using the Billing product but are interested in learning more about it?

Schedule a demo or contact our Sales Team by calling 800-943-7968, option 3, or emailing

Today's Appointments Main Dashboard Patient Dashboard

  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.

Click on the Encounter # in the Today's Appointments list. The encounter will automatically launch.

Click Release to send the encounter to the billing product.

 Encounters are automatically saved during release, so you only need one click to save and release!


If you are releasing an encounter that has more than 12 diagnosis codes, you'll be prompted to choose which diagnosis codes should go to the Billing product. Insurance claims are limited to 12 diagnosis codes or fewer.


Diagnosis codes linked to a procedure are automatically selected for release. Click the checkbox next to additional diagnosis codes that should be released.


Click release to send the encounter to the Billing product.



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