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.

All tabs and subtabs display a variety of columns to help you review encounter information. You can customize the grid by selecting or deselecting columns, apply filters and save them as favorites for quick access, and export the displayed data as a CSV or PDF. You can also switch the grid to Report Mode for an optimized reporting view.

The Encounters screen is organized into three primary tabs that reflect each stage of the billing workflow: Unbilled, Ready to Send, and Billed.

• Unbilled – Displays encounters that are still being reviewed, validated, or corrected before claim submission. 
• Ready to Send – Contains finalized encounters that are ready to be submitted as claims.
• Billed – Displays encounters that have been successfully submitted for billing.

The Unbilled tab is further divided into five subtabs to help organize encounters througout the pre-billing process:

• Review – Displays encounters awaiting initial review and verification.
• Parked – Displays encounters that have been temporarily placed on hold and are not yet ready for processing.
• Scrubbing for Errors – Displays encounters currently undergoing claim scrubbing. While scrubbing is in progress, "Scrubbing claim" appears in the Message column and the encounter cannot be opened. If no issue are identified, the claim is automatically submitted or saved successfully. If problems are detected, the encounter is moved to Corrections Required. 
• Corrections Required – Displays encounters that have failed validation and require updates before they can proceed through the billing workflow. 
• System Errors - Displays encounters that could not be scrubbed due to a system error. Review the instructions in the System Message column to resolve the issue before processing can continue. 

These tabs and subtabs provide a clear view of each encounter's status, helping staff efficiently review, validate, correct, and submit claims throughout the billing process.

For example, a newly created encounter typically begins in the Review subtab, where it can be verified for accuracy. If the encounter is temporarily placed on hold, it can be moved to Parked. Once the encounter is finalized, it undergoes claim scrubbing in Scrubbing for Errors. If validation issues are found, it moves to Corrections Required so the necessary updates can be made. If a system issue prevents scrubbing from completing, the encounter appears in System Errors until the issue is resolved. After successfully passing claim scrubbing, the encounter moves to Ready to Send for claim submission and, once submitted, appears in the Billed tab.

Unbilled tab options

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

Review

Available actions include 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 submit the claim immediately or Park Encounter(s) to temporarily hold it for later review..

Parked

Available actions include Settle Encounter(s), Save/Send Claim(s), and Update Groups.

Example: Once a parked encounter is ready for processing, select Save/Send Claim(s) to submit the claim or Update Groups to assign the encounter to a different billing group if needed.

Scrubbing for Errors

The Scrubbing for Errors subtab includes the Cancel Send option.

Example: If you need to stop a claim while it is being scrubbed, select Cancel Send. This prevents the claim from being submitted until any necessary changes have been made.

Corrections Required 

The Corrections Required subtab includes the Remove Checked option.

Example: After reviewing or resolving one or more encounters, select Remove Checked to remove the selected encounters from the list.

System Errors

The System Errors subtab includes the Save/Send Claim(s) option.

Example: After resolving the issue indicated in the System Message column, select Save/Send Claim(s) to resubmit the corrected claim for processing.

Understanding automatic date ranges

Unbilled / Ready to Send

The Unbilled and Ready to Send tabs automatically display encounters based on their current status. The Date From and Date To fields, located in the upper-left corner of the screen, are automatically populated based on your practice’s encounter activity to display the most relevant date range by default.

Because these tabs reflect real-time encounter activity, the date range updates automatically as encounters are created, updated, or moved through the billing workflow. The date fields cannot be manually edited.

Example: If your practice’s most recent encounter activity occurred between June 15th, 2025, and November 10, 2026, those dates will automatically populate in the date fields when you open the Unbilled or Ready to Send tab. As new encounters are added or existing encounters change status, the displayed date range automatically adjusts to reflect the latest activity.

Billed

The Billed tab displays encounters from the previous 31 days by default. Unlike the Unbilled and Ready to Send tabs, the date range in the Billed tab can be manually adjusted and locked to a specific timeframe within the available 31-day period.

You can also filter billed encounters based on different date types, including Service Date, Initial Billed Date, or Batch Date, allowing you to view billing activity based on the date most relevant to your workflow.

Example: If today’s date is July 31st, 2026, the Billed tab automatically displays encounters from June 30th, 2026, through July 31st, 2026. You can narrow the date range, such as viewing only encounters from July 1–10, 2026, and further filter the results to display encounters based on the Initial Billed Date.

Show deleted encounters

The Show Deleted option is available only in the Unbilled and Billed tabs. To include deleted encounters in your search results, select the Show Deleted checkbox.

When enabled, the system displays both active and deleted encounters. Deleted encounters are clearly identified with a Deleted status, allowing you to easily distinguish them from active records.

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

View an encounter

To view encounters from the Professional Encounter screen, select the appropriate tab and locate the encounter you want to review. Click the Encounter Number in the Encounter# column to open and view the encounter details.

Create an encounter

Click New Encounter to create a new encounter. 

The Patient Search screen opens, allowing you to locate an existing patient by entering their first name, last name, account number, MRN number, chart number, or claim number in the search field.

After entering the search criteria, click Search to display matching patient records. If the search returns a single matching patient, you will be taken directly to the Professional Encounter screen. If multiple patients match the search criteria, select the appropriate patient from the search results to continue creating the encounter.

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, a message will appear indicating that "No previous encounter to copy" and/or if no encounter preferences have been configured, the encounter fields must be entered manually. 

• The Primary Insurance section will automatically populates with the payer associated with the selected case. 
• The Responsible Party section displays the party responsible for the balance, such as the patient's insurance payer or the patient.  
• The Last Claim Status section displays the current status of the most recent claim submitted for the encounter. 
• The Accept Assignment section automatically populates based on the settings configured for the selected payer. This field indicates whether the provider agress to accept the payer’s approved amount as payment in full for covered services. Review this section to confirm that it reflects the appropriate billing arrangement for the selected payer.

Encounter details

In the Encounter Details section, enter the following required information:

• Case - Select the patient's case associated with the encounter. 
  • If the patient has multiple cases, choose the appropriate one. 
  • If the patient has no case created click the (+) icon to create a case. 
• Service Date - Enter the date the service was provided to the patient. 
• Rendering Provider - Select the provider who performed the services.
• Billing Provider - Select the provider or organization responisble for billing the services.

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.

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.

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

Additonal details

To add additonal detailed information to the encounter, click the Additonal Details chevron to expand the available fields and options. 

To assign an Attending Provider to the encounter, select the appropriate provider from the corresponding dropdown menu.

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.

After you have finished entering the additional details, click the Additional Details chevron to collapse the section and return to the condensed view.. 

Line items

To add line item charges, click + Line Item.

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. 

If line item tags have been created for your practice, select the appropriate tag from the Line Item Status drop-down list to assign it to the line item. For more information about creating and managing line item tags, click here.  

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.  

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. 

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. 

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. 

Miscellaneous charges

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.

Encounter dates

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.

Payment details

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.

Encounter summary

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.

Additional options

Additional encounter information and actions are available within the Professional Encounter screen. These options include. Encounter Notes, Switch to UB04, View Encounter Events and History along with Custom Fields. 

Click the Notes icon to view existing encounter notes or add new notes to the encounter.  

For newly created encounters, click the three-dot menu to access additional encounter functions. From this menu, you can:

• Switch to UB-04 View to display the encounter in the UB-04 billing format.
• View Encounter Events to review activity, status changes, and actions associated with the encounter.
• Access Custom Fields to view any organization-specific fields that have been configured for the encounter.

After the encounter or claim has been saved, additional options become available. Clicking the three-dot menu will now include History, allowing you to review changes and updates made to the encounter. Additionally, the Switch to UB-04 View option changes to Convert to UB-04, enabling the encounter to be converted to the UB-04 billing format for processing and review. 

These options provide quick access to detailed encounter information and billing-related views without leaving the encounter record.

To view the Patient Ledger, click the three-line (menu) icon. The Patient Ledger provides access to the patient’s account and transaction information.  

To navigate to the Patient Dashboard, click the Dashboard icon. The Patient Dashboard provides a comprehensive view of patient information, including encounters, claims, statements, payments, and case details, allowing you to review and manage patient-related activity from a single location. 

To attach supporting documentation to the encounter, click the Attachment icon. This allows you to upload and manage documents associated with the encounter or claim. 

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. 

Settle an encounter

If the Delete button is not visible, the encounter cannot be deleted because it has an associated claim. 

To settle the encounter, navigate to Encounters, then select the Unbilled, Ready to Send, or Billed tab, as applicable.

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. 

A Confirmation popup  confirmation will appear indicating there is a new version of data that exists. To reload the page click Yes. 

Click View Claims to either Resolve or Cancel the claim. 

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

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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