Using the Patient Encounter Form in OfficePro

The Patient Encounter form allows front-desk users to manage various tasks related to patient visits, including adding services and products to create a patient receipt, applying payments and discounts, managing visit-related documents, scheduling follow-up appointments, and, if applicable, creating an insurance claim.

Accessing the Encounter Form

You can access the Encounter form in several ways:

• From the Schedule:
  • Chronological View: Click the letter “E” to the right of any visit.
  • Graph View: Mouse over any visit to display visit details, then click the letter “E” in the details box.
• From Patient’s Visit List: Go to a patient detail page, navigate to the Visits tab, and click the letter “E” next to any appointment.

Overview of the Encounter Window

The Encounter window displays the following:

• Patient's basic information
• Visit details, including visit type in a colored bar at the top
• Tabs for different encounter actions
• Financial totals for the visit, including:
  • Charges for products, services, and sales tax
  • Adjusted amounts due to discounts or payments
  • Amounts claimed and paid through insurance claims (if applicable)
  • Balance remaining for the encounter

Adding Services to the Encounter

1. Start Adding a Service: Begin typing the name or CPT code of the service in the Add Service field.
2. Select a Service: A list of matching services will appear. Click on the desired service or service group to add it to the encounter with its default price and quantity.
3. Edit Service Details:
   • Click on the service code or the Dx button to modify the price, quantity, and provider. You can also add notes specific to this encounter.
   • The first tab of the edit window allows changes to price, quantity, and provider, as well as adding notes.
   • The second tab lets you edit CPT and diagnosis codes.
4. Adding Diagnosis Codes:
   • Click in the diagnosis code fields to view previously used codes for the patient. You can also start typing to see a list of possible matches pulled from your diagnosis code pick list and the full ICD-10.
5. Save Changes: After editing, click Save Encounter Service to save changes and return to the Encounter form.

Adding Products to the Encounter

1. Start Adding a Product: Begin typing the product name or code in the Add Product field.
2. Select a Product: A list of matching products will appear. Click on the desired product to open the Add Encounter Product window.
3. Edit Product Details:
   • Adjust the product quantity or dosage and add any special dosing instructions in the Special Instructions field.
4. Save Changes: Click Save & Add Product to Encounter to save changes and return to the Encounter form.

Creating an Encounter Receipt

You can save the encounter at any time, creating a permanent PDF document of the visit, by clicking Create Encounter Receipt from any tab in the Encounter form.

Additional Resources

For more information about managing products and services, please refer to the Knowledge Base articles on Product Administration and Service Administration.