Track Encounters
Follow these steps to track the status of encounters:
1. On the Encounters menu, click Find Encounters. This opens the Find Encounter task (or browser) where you can view the status of all encounters.
2. Just below the Task Title Bar are tabbed sections showing how many items are in various stages of completion. By clicking the appropriate tab, you can view a list of encounters that are in the draft stage (not yet submitted); encounters that have been submitted and are ready to be reviewed; encounters that have been approved; encounters that have been rejected; and encounters that have been classified as unpayable. By clicking the "All" tab, you can view a list of all encounters in the system and their status.
3. Below is a definition of each of the tabbed sections.
All - List of all encounters.
Drafts - Encounters entered by either the medical office or business office but not yet completed. There may be a delay in submitting these encounters due to missing information, etc. Any items in the draft stage will need to be completed before they can be submitted for approval.
Review - Encounters that have been submitted and are ready for review by the business office.
Approved - Encounters that have been reviewed and approved by the business office.
Rejected - Encounters that need correction and/or clarification before the business office can approve the encounter. Once corrected, they can be resubmitted for further review. The reason for the rejection should be noted in the Notes area under the "General" tab of the encounter record.
Unpayable - Encounters that do not get billed to an insurance company or a patient. For more information on these types of encounters, see Unpayable Encounters.
4. While in the Find Encounter task (or browser), you can do any one of the following:
Some of the tasks listed below are the responsibility of the medical office, and some are the responsibility of the business office. However, if the medical office is strictly paper based, and the responsibility for entering encounters as well as approving encounters is that of the business office, then all of the below would apply to the business office.
Create and submit a new encounter; see New Encounter.
Find an existing encounter by using the search function, if necessary; see Find Encounter.
Edit and submit or approve an encounter that is in the "Draft" or "Rejected" stage; see Edit Encounter.
Review and approve an encounter that is in the "Review" stage; see Approve Encounter. (Business Office only).
Reject an encounter that is in the "Review" stage; see Reject Encounter. (This is a business office responsibility and pertains to encounters that have been submitted, but contain inaccurate or insufficient information that prohibits the encounter from being approved.)
Delete an encounter that’s in the "Draft", "Review" or "Rejected" stage; see Delete Encounter.
5. To close the Find Encounter browser, press the Esc key on your keyboard.
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