Patient Encounter Processing Procedure

You can process the patient encounter information quickly and easily by following the steps outlined below.  It is important to set up of the Providers, the template files, which provide the information for the drop-down list in the various windows used for entering patient encounter information.  If you set up the files and templates properly, you can complete an encounter with minimal typing and manual entry simply by pointing and clicking on the drop-down lists.

The Encounter Work Flow:

1. To begin an encounter, you must find the Patient record clicking Search to search for the record and the “Create Encounter” button is selected.

2. The Create Encounter button creates, dates and numbers a new encounter and starts the Intake Process. (See Intake Process below.)

3. The technician completes the Intake Process by:
Note:  The actual steps are determined by the practice.

a. Entering the Chief Complaint,

b. Entering the HPI,

c. Reviewing or entering the Medical History,

d. Reviewing or entering the Meds and Allergies,

e. Entering the Intake Test data,

f. Entering the Intake Refractive data,

g. Entering the Contact Lens data if applicable.

4. The doctor then takes over using the “Eye Health” Right Tab option.

a. Reviewing the Chief Complaint,

b. Reviewing the HPI,

c. Reviewing the Medical History,

d. Reviewing the Meds and Allergies,

e. Reviewing the Intake Test data,

f. Reviewing the Intake Refractive data,

g. Entering the Refractive data and the recommended vision correction,

i. If the doctor selects the “Order”, it will appear in the “Open Eye Wear Order” list for lab or technician ordering.

h. Entering the Contact Lens data and recommended vision correction, if applicable.

i. If the doctor selects the “Order” or “Trial Order” option, it will appear in the “Open Eye Wear Order” list for lab or technician ordering.

i. Entering the Assessment, Plan, Follow-up, and any relevant provider notes.

j. Marking the encounter ready for billing, entering the billing/EM code and fee,  and “signing” the encounter.

5. Once the encounter is signed and marked “Ready for Billing”, it will appear on the “Unbilled Encounter List” for the Billing Person to enter the charges in the billing system.