Encounter Maintenance

Field	Description
Billable Date	This is the date of the encounter. If the encounter is created from an appointment, the Billable Date defaults to the appointment date. Otherwise, the date defaults to the current system date and can be modified if needed.
Billable Time	This is the billable time for an encounter. The billable time is set to 12:00 AM by default. The billable time changes to the current system time if you select the Default Enc Billable Time to System Time check box in the Encounters preference on the Practice Preferences window. When you select the Default Enc Billable Time to System Time check box, the system time is set as encounter billable time for the encounters that you create from patient chart, charge entry, and for the group encounters that you have not created from the appointment book. Note: If an encounter is created from an appointment, the Billable Time defaults to the appointment time.
Occurrence Code	This is the reason for the encounter. The Occurrence Code defaults to Illness and can be modified if needed. Select one of the following: Accident non-auto Acute manifestation of a Chronic Condition Auto Accident First Visit/Consultation Illness Initial Treatment Last Menstrual Period Last X-ray Latest Visit of Consultation Prescription Report End Report Start Same/Similar Symptom Note: Last Menstrual Period cannot be selected on an encounter for a male patient. If selected, the following prompt displays: You cannot select Last Menstrual Period for a male!
State	This field is grayed-out and unavailable unless Auto Accident is selected as the Occurrence Code. For an auto accident, this field is required and indicates the state in which the accident occurred.
Onset Date	This field indicates the date of onset. The Onset Date is required for all Occurrence Codes except the following: Illness
Onset Time	This field indicates the time of onset. The Onset Time is required for all Occurrence Codes except the following: Illness Last Menstrual Period Same/Similar Symptom

Help Guide for NextGen® Enterprise PM 8

Encounter Maintenance

The Create Encounter and Encounter Maintenance windows include specific information related to an individual patient encounter. The window includes the following tabs: General Clinical Billing & Collections Encounter Specifics UB Claims Marketing Properties History The following fields are available at the top of the Create Encounter and Encounter Maintenance windows: Field Description Billable Date This is the date of the encounter. If the encounter is created from an appointment, the Billable Date defaults to the appointment date. Otherwise, the date defaults to the current system date and can be modified if needed. Billable Time This is the billable time for an encounter. The billable time is set to 12:00 AM by default. The billable time changes to the current system time if you select the Default Enc Billable Time to System Time check box in the Encounters preference on the Practice Preferences window. When you select the Default Enc Billable Time to System Time check box, the syst

Help Guide for NextGen® Enterprise PM 8

General Information about Patient Encounter

The General tab on the Encounter Maintenance window includes high-level information about the patient's encounter, which is used for general reporting purposes and, specifically, for billing and claim purposes. Field Name Description Patient Type Displays the types of patients available in the master list on the Master Lists window in File Maintenance. Condition Related to Employment Indicates that the encounter of the patient is related to the patient's employment. This option populates box 10a on the CMS 1500 paper claim form. Remarks Displays additional information related to the patient encounter. Same/Similar Date Displays the date when the patient first experienced the same or similar symptoms. This option populates box 15 on the CMS 1500 paper claim forms. Complaints Displays the text complaints for the patient encounter, up to 40 alpha-numeric characters. Date Last Seen Displays the date of encounter on which the patient was last seen for the same or similar symptoms or conditi

Help Guide for NextGen® Enterprise PM 8

Check In Individual Appointments Created from a Group Appointment

An individual appointment which is created from a group appointment can be checked-in either by linking it to the available group encounter or by creating a new encounter for the individual member. To select an appointment that was scheduled as part of a group appointment, do one of the following: Select ApptBook on the main toolbar. Select Appointments on the main toolbar. To start the check-in auto-flow process, right-click and select Checkin/Create Encounter > Appointment. The Available Encounters window opens. The patient's encounter that was created from a group encounter is listed. Other same day encounters may also be listed, if applicable. Note: The window opens regardless of the At check-in show same day encounters setting in Encounters tab of Practice Preferences. To link the group encounter to the patient's group appointment, double-click to select the encounter. The Encounter Maintenance window opens. The Billable Date, Billable Time, Patient Type, Rendering and Service Loc

Help Guide for NextGen® Enterprise PM 8

Check In Individual Appointments Created from a Group Appointment

An individual appointment which is created from a group appointment can be checked-in either by linking it to the available group encounter or by creating a new encounter for the individual member. To select an appointment that was scheduled as part of a group appointment, do one of the following: Select ApptBook on the main toolbar. Select ApptList on the main toolbar. To start the check-in auto-flow process, right-click and select Checkin/Create Encounter > Appointment. The Available Encounters window opens. The patient's encounter that was created from a group encounter is listed. Other same day encounters may also be listed, if applicable. Note: The window opens regardless of the At check-in show same day encounters setting in Encounters tab of Practice Preferences. To link the group encounter to the patient's group appointment, double-click to select the encounter. The Encounter Maintenance window opens. The Billable Date, Billable Time, Patient Type, Rendering and Service Locatio

Help Guide for NextGen® Enterprise PM 8

Encounter Dates

Encounter Date / Billable Date: The date captured when an encounter is created and reflects the date the patient was seen. If the encounter is created from the Appointment Book check-in process, the date defaults from the appointment date. If the encounter is created from the Patient Chart, the date defaults to the current system date. In either case, the date can be modified. Note: Encounter Date is the same as the Billable Date on the Encounter Maintenance window. First Bill Date: The date captured when the encounter status changes from Unbilled to Billed and reflects the date the encounter was first billed. This happens when the encounter successfully passes all claim edits during the billing process for the first time. The date is equal to the current system date and it cannot be modified. Last Bill Date: The date captured each time an encounter is billed and reflects the date the encounter was last billed. This happens when the encounter successfully passes all claim edits during

Help Guide for NextGen® Enterprise PM 8

Encounter Dates

Encounter Date / Billable Date: The date captured when an encounter is created and reflects the date the patient was seen. If the encounter is created from the Appointment Book check-in process, the date defaults from the appointment date. If the encounter is created from the Patient Chart, the date defaults to the current system date. In either case, the date can be modified. Note: Encounter Date is the same as the Billable Date on the Encounter Maintenance window. First Bill Date: The date captured when the encounter status changes from Unbilled to Billed and reflects the date the encounter was first billed. This happens when the encounter successfully passes all claim edits during the billing process for the first time. The date is equal to the current system date and it cannot be modified. Last Bill Date: The date captured each time an encounter is billed and reflects the date the encounter was last billed. This happens when the encounter successfully passes all claim edits during

Encounter Maintenance

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Encounter Dates

Encounter Dates