Encounters are at the core of all billing and clinical activity within RXNT. Each encounter represents the charges and services associated with a patient visit and serves as the foundation for the entire revenue cycle process.

Think of an encounter as the starting point for financial and claim-related activity:

Claims are generated from encounters once they’ve been reviewed and finalized.
Insurance and patient payments are applied directly to encounters to track outstanding balances and payment histories.
Patient statements are created based on encounter balances, ensuring accurate billing for both patients and payers.

In short, encounters link together the clinical documentation, billing workflow, and payment tracking, making them essential for maintaining accuracy, compliance, and efficiency across your practice’s operations.

Encounters tab overview

Click on Encounters in the top navigation bar.

The Encounters screen is organized into three main tabs—Unbilled, Ready to Send, and Billed—which represent the key stages of the billing workflow.

Unbilled – Contains encounters that are still being reviewed, corrected, or prepared before claim submission.
Ready to Send – Includes finalized encounters that are ready to be submitted as claims.
Billed – Displays encounters that have already been submitted and processed through billing.

The Unbilled tab contains four subtabs that help manage encounters before submission:

Review – Encounters that need initial review and verification
Parked – Encounters temporarily held and not yet ready for processing
Scrubbing for Errors – Encounters undergoing claim scrubbing. During this process, a “Scrubbing claim” message appears in the message column, and the encounter cannot be accessed. Once scrubbing is complete, the claim is automatically sent or saved successfully if no edits are required
Corrections Required – Encounters that require updates or fixes before they can move forward

Together, these stages help ensure encounters are properly reviewed, validated, and corrected before moving through the billing process.

For example, a new patient visit may first appear in the Review subtab for verification. If issues are identified, it might move to Scrubbing for Errors for corrections, or Parked if it needs to be held temporarily. Once finalized, the encounter progresses to Ready to Send for claim submission, and later to Billed after processing.

Unbilled tab options

The Unbilled tab includes several action options located in the top-right corner of the screen. The available options vary depending on the selected subtab.

Unbilled / Review – Includes options such as Settle Encounter(s), Save Claims, Save/Send Claim(s), and Park Encounter(s).

Example: After reviewing an encounter, you can select Save/Send Claim(s) to immediately submit the claim or Park Encounter(s) to hold it for later review.

Unbilled / Parked – Includes options such as Settle Encounter(s), Save/Send Claim(s), and Update Groups.

Example: If a previously parked encounter is ready for submission, you can select Save/Send Claim(s), or use Update Groups to ensure it is assigned to the correct group.

Unbilled / Scrubbing for Errors – Includes the option Cancel Send.

Example: If a claim fails validation or requires correction, you can click Cancel Send to stop it from being submitted until the issue is resolved.

Unbilled / Corrections Required – Includes the option Remove Checked.

Example: After correcting or dismissing encounters, you can select Remove Checked to clear them from the list.

Understanding automatic date ranges

The Unbilled and Ready to Send tabs automatically display all encounters that match their respective statuses. The Date From and Date To fields in the top-left corner are pre-populated based on your practice’s encounter data, ensuring the most relevant date range is shown by default. Because these tabs reflect real-time encounter activity, the date range updates automatically and cannot be manually locked.

For example, if your practice’s most recent encounter activity occurred between October 15, 2025, and November 10, 2025, those dates will automatically appear in the date fields when you open either the Unbilled or Ready to Send tab. As new encounters are created or updated, the displayed range adjusts automatically to include the latest data.

In the Billed tab, encounters from the last 31 days are displayed by default. You can lock the date range to any period within those 31 days and filter results by Service Date, Initial Billed Date, or Batch Date.

For example, if today’s date is November 12, 2025, the Billed tab will automatically display encounters from October 12, 2025, to November 12, 2025. You can also narrow the view to a shorter range, such as November 1–10, 2025, and filter results to show only encounters based on the Initial Billed Date.

View deleted encounters

To include deleted encounters in your results, select the Show Deleted checkbox. When enabled, the system displays both active and deleted encounters, with deleted records clearly marked with a Deleted status.

This feature is useful for auditing, troubleshooting missing records, and reviewing encounter history to understand when and why an encounter was removed.

View an encounter

To view Unbilled, Ready to Send, or Billed encounters, click the corresponding tab. Once the tab is open, select an encounter by clicking the Encounter Number in the Encounter# column to view its details.

Encounters released from Scheduling or the EHR can be reviewed, edited, and saved before claim submission. This allows you to update information such as patient details, service information, or billing codes to ensure the claim is accurate prior to submission.

Create an encounter

Click New Encounter to create a new encounter. This opens the patient search screen, where you can locate a patient by entering their first or last name, account or MRN number, chart number, or claim number in the search field. After entering the required information, click Search to display matching patient records.

Depending on your encounter preference settings, some fields may be automatically populated. If they are not, and the patient has previous encounters, you can select the Copy Last Encounter checkbox to automatically populate the encounter details from the patient’s most recent visit.

The encounter details will automatically populate based on the patient’s previous encounter information, helping reduce manual entry and maintain consistency.

If the patient has no previous encounters and no encounter preferences are configured, the encounter fields must be entered manually. Begin by entering the Date of Service, then select the Place of Service and Providers from their respective dropdown menus. If the patient has multiple cases, choose the appropriate one from the Case dropdown list. The Primary Insurance field will automatically display the payer associated with the selected case

The location type is shown before the place of service name to help you select the correct location for the encounter. However, only the location name is sent in the Service Facility Location details (Box 32) of the HCFA claim form, while the location type is included in Box 24B of the HCFA claim form.

If you are billing for multiple dates of service for the same patient, enter the final (most recent) date of service in the Service To Date field to define the billing range. This ensures the claim accurately reflects the entire period of care provided.

If a prior authorization number is required by the payer for the services rendered, ensure that the authorization has first been added to the patient’s case. Once the prior authorization is linked to the case, it will appear in the Prior Auth Number dropdown menu. Select the appropriate authorization from the list to associate it with the encounter.

This step helps ensure the claim is billed correctly, reduces the risk of denials, and confirms that all charges are tied to the approved authorization.

The Accept Assignment field automatically populates based on the settings configured in the payer screen, indicating whether the provider agrees to accept the payer’s approved amount as full payment for the services rendered. You can review this field to confirm that it reflects the correct billing arrangement for the selected payer.

To add more detailed information to the encounter, click Show More to expand the available fields and options.

To assign an Attending Provider, Referring Provider, Supervising Physician, or Scheduling Provider to the encounter, select the appropriate provider from the corresponding dropdown menu.

If a batch date is required, typically used to group multiple encounters or claims processed together, click Show More and enter the appropriate date in the Batch Date field.

Use the EPSDT Condition Indicator to specify the status of Early and Periodic Screening, Diagnostic, and Treatment (EPSDT) services for the encounter, as required for applicable Medicaid claims. Select the appropriate option from the dropdown menu:

AV – Available: EPSDT services are available to the patient.
NU – Not Used: EPSDT services were not used during this encounter.
S2 – Under Treatment: The patient is currently receiving treatment for a condition identified through an EPSDT screening.
ST – New Services Requested: Additional services have been requested as a result of an EPSDT screening or evaluation.

Select an EPSDT Condition Indicator value from the dropdown menu:

N/A – EPSDT does not apply to this encounter or patient.
Yes – The encounter or services provided are related to an EPSDT service.
No – EPSDT applies, but the encounter or services provided are not related to an EPSDT service.

If additional documentation or supporting information must be submitted with the claim, complete the Attached Report Type Code and Attached Transmission Code fields.

The Attached Report Type Code identifies the type of supporting documentation being submitted, such as medical records, laboratory results, operative reports, or authorization letters. Selecting the appropriate code helps the payer understand the nature of the attached information and process the claim accordingly.
The Attached Transmission Code indicates how the supporting documentation will be delivered to the payer, such as electronically, by fax, by mail, or as an attachment included with the claim submission. Selecting the correct transmission method helps ensure the documentation is received and matched to the claim.
After an Attached Transmission Code is selected, the Identification Code (ACN) automatically populates. The ACN is a unique reference number that links the supporting documentation to the claim, allowing the payer to accurately track and associate the attachment with the corresponding submission.

The Encounter ICD Type field specifies the diagnostic coding standard being used. By default, it is set to ICD-10, which is the current standard for most billing and clinical documentation. However, you can change this to ICD-9 if required for legacy claims or specific payer requirements.

To hide the additional details fields and return to the condensed view, click Show Less.

To add line item charges, click + Line Item.

To include additional CPT codes, click + Line Item for each code you want to add to the encounter.

If the Service to Date differs from the Service Date, select the Default Expand checkbox to enter the specific date of service for each line item when billing multiple dates of service on a single claim.

For example, a patient receives services or procedures on different days, and the provider submits all charges together on one claim. In this case, you can use Default Expand to assign the correct date of service to each line item.

Click Units by Date to display and enter the number of units associated with each service date on the claim form.

If you have created a Fee Schedule that determines the rates for services, select it from the Fee Schedule dropdown menu. This ensures the correct pricing is applied to the CPT codes.

If you have created a Procedure Macro, a predefined set of commonly used procedures, select it from the Procedure Macro dropdown menu. The associated line items will be automatically added to the encounter.

To manually add line items, select the appropriate CPT code from the Procedure/CPT Code dropdown menu. The dropdown displays only the procedure codes you have saved as favorites.

When durable medical equipment (DME) codes, also known as E-codes, are added, additional fields become available within the line item’s folder icon, including Line Item Note, Product Number/SKU, Unit of Measure, and Drug Quantity/Item Quantity.

If modifiers are required, select the appropriate modifiers from the M1, M2, M3, and M4 dropdown menus. Up to four modifiers can be assigned to each procedure line item.

To add diagnosis codes, enter the appropriate codes in the DxA, DxB, DxC, and DxD fields. Once you have entered the diagnosis codes on the line item they will appear in the diagnosis section.

When creating a new encounter, it is recommended to add the appropriate diagnosis codes directly to each line item. This ensures the selected diagnosis codes automatically populate in the Diagnosis section located at the top right of the screen.

If more than four diagnosis codes are needed, enter the additional codes in the Diagnosis section. Click the green + icon for each additional diagnosis code and enter the code in the Diagnosis field.

A maximum of 12 diagnosis codes can be added to a claim.

The system will automatically generate diagnosis codes that were previously used in the patient encounter. If those same diagnosis codes are used for a new encounter, first add the line item(s), then link the diagnosis codes from the Diagnosis section to the DxA, DxB, DxC, or DxD fields on the line items.

To do this, select the Select All checkbox to highlight all line items, or select the checkbox for each individual line item you want to apply diagnosis codes to. Then click the arrow next to each applicable diagnosis code to assign it to the selected line item(s).

Diagnosis codes appear in the Diagnosis section only when:

A previous encounter has been created for the patient
The encounter was released from the EHR but not linked to a procedure code, or
The encounter was released from Scheduling

If the current claim requires more than four diagnosis codes, select the Show All Diagnoses in Claim checkbox. Selecting this option ensures that every diagnosis associated with the current encounter is displayed and included on the claim, allowing for complete and accurate billing.

On the CMS-1500 claim form, this linkage appears as follows:

Box 24E – Diagnosis Pointer: This box shows the letters (A, B, C, D) corresponding to the first four diagnosis codes entered. Each letter in Box 24E links the specific procedure on that line to the appropriate diagnosis code(s).
Box 21 – Diagnosis Codes: This box displays all diagnosis codes entered for the claim, including the first four codes linked to each line item. A maximum of 12 diagnosis codes can be submitted per claim.

Enter the Units for each service provided. Units represent the quantity of a service delivered to the patient. This may include the number of times a procedure was performed, the duration of a time-based service (such as therapy minutes), or another billing measure defined by the CPT code or payer requirements.

If the procedure code is linked to a Fee Schedule, the charge amount will automatically populate in the Charge field. If the charges are not linked to a Fee Schedule, manually enter the charge amount in the Charge field. The system will then automatically calculate and display the line item total in the Total column based on the units entered.

If a different Rendering Provider, Referring Provider, or Supervising Physician is required for a specific service, or if E-codes have been added, open the Edit folder for the line item.

From there, select the appropriate provider from the dropdown menu, or enter the required E-code details such as the SKU, unit of measure (e.g., “each”), quantity, and a line item note describing the equipment. These details are transmitted on the claim using the appropriate loops and segments.

For example, when an E-code is added for a crutch, opening the folder icon allows you to enter the SKU, unit of measure (such as “each”), quantity, and a line item note describing the equipment. After entering the required information, click Save.

These details are transmitted on the claim as follows: the Line Item Note is sent in Loop 2400, the Product Number/SKU in Loop 2410 LIN03, the Unit of Measure (UOM) in Loop 2410 CTP04, and the Drug Quantity/Item Quantity in Loop 2410 CTP05.

If multiple line items are being submitted, a patient’s encounter lists Dr. Maryland as the Rendering Provider and Practice Billing as the Billing Provider.

However, some line items may involve services ordered, performed, or supervised by different providers. For example, durable medical equipment may have a different Ordering Provider, Rendering Provider, Referring Provider, Supervising Physician, or Purchased Service Provider.

These providers are selected at the line-item level to ensure the claim accurately reflects who performed, ordered, or supervised each service, even when they differ from the encounter-level providers. After entering the required information, click Save.

To add miscellaneous charges, click + Miscellaneous Charge. Select the appropriate Charge Transaction Code and Fee Schedule from the dropdown menus. Enter the number of Units, and if the miscellaneous charge is not linked to a fee schedule, manually enter the amount in the Charge Amount field. You may also add notes or additional details in the Comments field.

Miscellaneous charges are fees billed directly to the patient for items or services that are not associated with a standard CPT or procedure code. These may include supplies, administrative fees, or other non-coded services that still need to be recorded and billed as part of the patient’s visit.

To include additional encounter dates, click + Encounter Date. For example, if a payer requires an Admission Date to be included on the claim, such as when billing for services related to a hospital stay or when the procedure is tied to an inpatient episode you must add this date manually.

To do this, select Admission Date as the Date Type from the dropdown menu, then enter the correct date in the Start Date column. Once added, the Admission Date will appear in Box 18 of the CMS-1500 (HCFA) claim form, helping ensure payer requirements are met and reducing the risk of claim denials.

The Payment Details section displays all payments associated with the encounter, including any patient payments that have been recorded but not yet posted.

Once the encounter or claim has been saved or submitted, you can add insurance and patient payments directly within the encounter. To do this, click + Insurance Payment or + Patient Payment.

For more information on managing payments, refer to the Create and Post Insurance Payments or Patient Payments articles.

The Encounter Summary section provides a financial overview of the encounter, including the Insurance Balance, Patient Balance, and the overall Encounter Balance.

The following activity totals are also displayed:

Insurance Activity – Displays amounts for Payments, Adjustments, Write-offs, Miscellaneous Payments, and Overpayments.
Patient Activity – Displays amounts for Payments, Adjustments, Write-offs, Approved Patient Funds, and Unposted Patient Funds.
Charge Activity – Displays the Procedure Charges, Miscellaneous Charges, and Total Charges associated with the encounter.

Send or save claims

Once all required information has been entered and reviewed for accuracy, select the appropriate action based on your next step:

Save Claim – Saves the claim for later review or submission.
Send Claim – Submits the claim for processing.
Save – Saves the encounter details without creating or submitting a claim.

For step-by-step instructions on saving or submitting claims, click here to view the detailed guidance.

Delete or settle encounters

Encounters can only be deleted if no claim is linked to them. Once a claim has been created or associated with an encounter, it becomes a permanent part of the billing record and cannot be deleted. In these cases, the encounter must be resolved through the appropriate claims workflow rather than deleted.

Delete an unbilled encounter

Access the unbilled encounter from either the Patient Dashboard or the Unbilled Encounter tab. On the Professional Encounter screen, click the three dots (...) menu and select Delete to permanently remove the encounter.

Resolve an encounter

If the Delete option is not visible, the encounter cannot be deleted because a claim is attached to it. If both the encounter and claim were created in error, the encounter must be settled instead.

To locate the claim, navigate to Unbilled Encounters > Ready to Send or Claims > To Send Electronic or To Print. From there, select the appropriate encounter and follow the applicable workflow to settle the encounter and its associated claim.

From there, click the appropriate encounter number. On the Professional Encounter screen, remove the charge amounts from the line items, then click Save.

On the Professional Encounter screen, remove the charge amounts from the line items Charge field, then click Save.

A pop-up will appear notifying you that the charge entered for some procedures is $0. Click Yes to proceed.

Click View Claims to either Resolve or Cancel the claim.

On the View Claims pop-up screen, click the Cancel or Resolve icon.

If the claim is resolved, it will no longer be included in the AR calculation.

A confirmation pop-up will appear. If you choose to resolve the claim, it will state: “Once resolved, claim won’t be considered in AR calculation.” Click, Yes to proceed.

If you choose to cancel the claim, a Claim Action pop-up will appear asking you to confirm whether you are sure you want to cancel the claim. Click, Yes to proceed.

Once you have resolved or canceled the claim you will no longer have the options and the icons will be removed. Click X to exit the View Claims screen.

Click Settle Encounter. A confirmation pop-up will appear asking if you want to settle the encounter; click Yes to proceed.

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Encounters Overview – New Encounter Screen