Managing Documents in the Encounter Documents Tab

The Encounter Documents tab is designed to help you view and manage all documents related to a patient visit, including the ability to create and upload various documents. Follow these steps to utilize this feature effectively:

Accessing the Encounter Documents Tab

1. Open Encounter Window: Access the Encounter window from the schedule or patient detail page. If you see a saved encounter receipt, click Edit in the upper right corner to return to the Edit Encounter window.
2. Select Documents Tab: Click on the Documents tab to view all documents related to the encounter.

Viewing Documents

• The documents list displays all created documents for the encounter, including:
  • Encounter receipts
  • Chart notes
  • Treatment plans
• Each document title includes:
  • Patient’s initials
  • Abbreviated document type
  • Date of service
  • Creation date and time
  • Provider name
• Documents are organized from oldest at the top to newest at the bottom.
• If multiple versions of a document exist, the latest version can be identified by the timestamp in the document title (format: dMMDDYYYYtHHMMSSAM/PM).

Creating Additional Documents

You can create several visit-related documents directly from this tab:

• Create Superbill: Generates a printable list of the visit’s services, including CPT codes and charges (excludes products).
• Create Shipping Invoice: Includes charges for services and products, along with the patient’s mailing address.
• Create Day Sheet: Summarizes services, products, and charges across multiple visits scheduled for the same day.

Uploading Additional Documents

Upload Documents: You can upload documents related to the visit, such as signed releases or copies of the patient’s ID.

Upload Process:

1. Select a document type.
2. Assign the document to a provider.
3. Mark it for the provider’s review if needed.
4. Change the document date if necessary.
5. Optionally associate the document with the current or future visits and add notes.

Uploaded documents can be accessed through the Encounter window or the patient detail page. Any notes added will be visible in both locations.

Managing Uploaded Documents

• Once a document is uploaded, you can:
  • Open it to view or edit.
  • Print or download it.
  • Email it directly to the patient (if permissions are enabled).

Sending Documents via Email

• When viewing a document with email permissions, an Email button will appear in the upper right of the viewer.
• Verify the patient’s email address displayed in the lower right corner.
• Click the Email button to send the document.
• A confirmation window will appear if the sending is successful, indicating the email address and the password required for the patient to open the document.

Managing Document Types

• To manage document types and their attributes, navigate to Admin → General Settings → Documents.
• For more detailed information about setting up document types, refer to the Configuration video on Document Settings.