Sign encounter
Once an encounter has been signed, it can no longer be edited; it can only be viewed and amended if needed.
Sign an encounter from three areas, depending on your preference:
- From the patient encounter dashboard
- Within an encounter
- From the provider dashboard
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!
Open the appropriate Draft or Review encounter and click the Sign button.
Encounters are automatically saved during signing, so you only need one click to save and sign.
You'll see a confirmation message that the encounter was signed successfully. Click Go to Encounters to close the encounter and return to the patient's encounter history. To hide this confirmation in the future, select the checkbox for "Don't show this message again."
Signed encounters are indicated in the Encounters section of the Patient Dashboard.
In the To-Do widget of the EHR dashboard, select Unsigned Encounters.
The Encounters dashboard will display.
Review unsigned encounters and click the file folder icon within the Edit column of the dashboard to open the encounter.
The page will redirect you to the encounter within the patient dashboard. Click the Sign button.
You'll see a confirmation message that the encounter was signed successfully.
Multi-signatures
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.
Coding
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.
The 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.
Release encounter
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.
Release an encounter from three areas, depending on your preference:
- From Today's Appointments
- Provider Encounter Dashboard
- Patient Encounter Dashboard
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!
Click Encounters from the main menu header of the Provider Dashboard, then Awaiting Billing.
Click the green arrow icon within the row corresponding with the intended encounter.
Navigate to the intended patient's dashboard. Click Encounters or (E) on the left side navigation.
Released encounters will be indicated within the Billing status column of the encounter dashboard. Locate an unreleased encounter, and click the three dot menu to the right of the encounter.
From the menu, click Release.
Click Release to confirm that you want to release the encounter. Select "Don't show this message again to hide this confirmation when releasing encounters.
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.
What information is released with an encounter?
- 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 sales@rxnt.com.
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