Why Encounters Matter
Encounters capture the full story of a patient visit, including complaints, clinical assessments, orders, and treatment decisions. Using the encounter workflow ensures that:
All actions taken during the visit are documented in one place
Orders, procedures, prescriptions, and invoices are tracked for follow-up
Nothing is missed before the patient leaves, thanks to the Checkout process
Care teams can review past encounters for continuity and compliance
How to Start an Encounter
Step 1: Open the Patient Record
Click Patients in the top menu.
Search for and select the patient.
Step 2: Configure the Encounter
Click Start Encounter.
In the configuration window:
Type → Select encounter type from the dropdown.
Start time → Adjust if needed (default is current time).
Chief Complaint → Enter the patient’s main concern in free text.
Click Start.
Working During an Encounter
Once the encounter begins, you can:
View and update Patient Information
Document Assessments (ICD-10 codes, notes)
Record details in Intake sections (Vitals, Conditions, Medications, Labs, Allergies, etc.)
Manage Procedures, Appointments, Invoices, Treatment Plans
Place Orders (nutraceuticals, prescriptions, labs)
Communicate with patients via chat, email, or message
All of these actions may add items to the Checkout list.
Managing the Checkout
Step 1: Open Checkout
Click Checkout at the top right during or after the encounter.
The Checkout lists all pending items: prescriptions, labs, invoices, nutraceuticals, procedures, etc.
Step 2: Review Items
Each entry displays item name, type, frequency, provider, and cost.
Use the trash can icon to remove items if needed.
Important: All items must be processed or removed before finishing the encounter.
Step 3: Process or Assign Tasks
If items remain in checkout, you can:
Complete them yourself, or
Assign tasks to another staff practitioner.
Finishing an Encounter
Once the Checkout is empty, click Finish Encounter (bottom right).
If pending items exist, you’ll be prompted to resolve or assign them first.
Confirmation: A green Success message will appear once the encounter is completed.
Fields and Actions Reference
Field / Action | Description | Input Type |
Encounter Type | Type of encounter (e.g., consultation, follow-up) | Dropdown |
Start Time | When the encounter begins | Date/Time Picker |
Chief Complaint | Patient’s presenting issue | Free text |
Assessment | ICD-10 diagnosis codes + notes | Autocomplete + free text |
Plan | Care plan notes | Free text |
Checkout Items | All pending tasks/orders | Dynamic list |
Finish Encounter | Finalizes the visit (only available when checkout is clear) | Button |
Best Practices
Always document the chief complaint at the start of the encounter.
Update Intake and Assessments during the encounter for continuity.
Review Checkout before finishing to avoid missed tasks.
Assign tasks to staff if you cannot complete them yourself.
Close each encounter with a clear plan for follow-up care.