From the Encounter folder;

• click new

• select the appropriate template from the pop up window

This will open the encounter window, with the billable items associated with the template detailed in the billable items section.

Encounter ID, start date, time site, will autocomplete

Place of Service and Method of Payment will complete from the template information

The below areas will be autocompleted from the Progress Notes folder;

• Diagnosis codes from the PN folder PN - Diagnosis tab

• Insurance information - DD - Financial tab

• Referring physician - DD - Physicians/staff tab

Clicking on this button will fill the selected diagnosis code in the diagnosis column for every item in the Billable items section.

You may also select any of the diagnoses listed on the right hand side of the window in the diagnosis dropdown for an individual billing code.

Use Shift+down to copy the selected diagnosis to all remaining billing codes.

Select the diagnosis on a billing code. Ensure your cursor is in the populated diagnosis code.

Hold down the Shift key and press the down arrow on your keyboard. The diagnosis will be copied to all remaining rows. 

Use the tickbox to select applicable billing codes for the encounter. 

You may add additional billing codes not included in the encounter template by pressing the Add button at the bottom of the screen.

This will create an empty record in the Billable Items where you can select an additional billing code. 

• Enter Provider as mandatory and End Date/Time if applicable.

• Remarks related to billing may also be entered.

The […] button will open the clinic medical staff list from the System configuration.

For information on clinical medical staff user accounts click here

Open

The Provider drop down list is populated by names set in Configuration>Clinical users, who have a provider number completed in their account How-to create new user accounts, including outside specialists & GPs

Open

By default, all active Insurance Companies associated with that patient file will be selected - You can unselect any insurance companies if you wish.

Multiple companies may be selected by pressing Ctrl key and selecting the option. 

In this section all the items regarding this plan will show up here - these will mostly be drugs, blood draws and ultrasound scans

You can select particular diagnosis here by checking/unchecking the boxes

Multiple diagnoses may be selected by pressing Ctrl key and selecting the option.

• Select Add Diagnosis if the applicable diagnosis is not displayed Config. - Diagnosis code

If the selected diagnoses apply to all billing codes for the encounter then you may select Apply to all items.

Once no further changes are required the encounter may be signed off.

Signing off will make the record read only. 

Select Signoff. You will then be asked to enter your username and password to sign off the record. 

The signoff status is displayed on the list of encounters. 

(For information on signing off IDEAS records click here Signing off records )

An HL7 message will be send the encounter to your billing program once the record is signed off.

• Select the encounter record you wish the delete.

• Press the Delete icon in the toolbar.

If the encounter has been signed off, the delete button will be greyed out.

• Reopen the signed off encounter you want to reverse.

• Press the Counter Booking button in the toolbar. You will need to enter your user name and password.

When clicked on this button this warning will appear:

• When you want to cancel the encounter click on Yes and sign off with your password.

• A message will be sent to billing to reverse the original charges and you are free to make adjustments and have the new charges sent to billing upon signoff.

• An HL7 message will be generated.

• You can choose to re-enter the encounter or cancel it.