Edit Encounter

Follow these steps to make changes to an encounter record:

1. On the Encounters menu, click Find Encounters. This opens the Find Encounter task (or browser).

2. To locate a specific encounter, refer to the relevant steps in Find Encounter.

3. Once you find the encounter record, double-click on the record to open it for editing; or click once on the record and then click the Open button.

4. Make changes to the record, as needed. Note: An encounter can only be edited if it’s in the "Draft," "Submitted," or "Rejected" stage; you should not attempt to edit an encounter once it’s been approved. There are, however, two exceptions to this rule:

If an encounter is in the “Approved” stage but the claims generated from the approved encounter have not yet been billed, a business office user can unapprove an encounter by clicking the Unapprove button on the Task Button Bar. This deletes all claims associated with the encounter and sends the encounter back to the “Submitted” stage; from there, the user can edit the encounter as necessary.
If an encounter has already been billed and the business office has received a rejection from the clearinghouse, the payer, or from Kareo, the user can open the encounter record from the clearinghouse report and make the necessary edits and then re-bill the claims associated with the encounter. For more information about editing and rebilling claims, see Edit Claims.

5. If the encounter is ready to be submitted, click the Submit button. This places the encounter in the "Submitted" section of the Find Encounter task (or browser).

Business Office only: If the encounter is ready to be approved, click the Approve button. This places the encounter in the "Approved" section of the Find Encounter browser and in the "Assigned to Insurance" section of the Claims browser.

6. To close the Find Encounter browser, press the Esc key on your keyboard.