Complete, Sign, and Release Encounters

Signing encounter

Click Sign. Once an encounter has been signed, it can no longer be edited; it can only be viewed and amended if needed.

Encounters can be signed from the patient dashboard or within the encounter itself.

Sign from Patient Dashboard Sign within Encounter

Navigate to the appropriate patient's Encounter list. Click the three dot 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."


Signed Encounters are 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 of 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.


Checkout instructions

 Checkout instructions are only accessible to practices using the Scheduling 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.



If your practice uses our Billing application, encounters can be released from the EHR to Billing to communicate diagnosis and coding information.

Click Place of Service to assign a place of service for the entire Encounter. This will be collected in the Billing system when the Encounter is released.



The Top Dx button next to the 'Procedure Macro' dropdown will replace the Diagnosis codes for every CPT code listed with the top 4 diagnosis codes listed for the patient. However, ensure your Dx codes are listed in order before selecting the button. 

DXDXDXThe Link Top Dx button on the Add New Code pop-up will attach the patient's top 4 diagnosis codes to the CPT code selected. 



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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