Type: Enter a unique code for the Encounter Type. This is a mandatory alphanumeric field which also supports special characters such as ! " # $ % & ' ( ) + , - . / : ; < = > ? @ [ \ ] _ ` { }. The code should consist of two characters. If the user enters a single character and clicks the Save button, the message Encounter Type cannot be a Single Character is displayed. If the user keeps this field blank and clicks the Save button, the message Encounter Type cannot be blank is displayed. If the user enters a code in this field that is already present in the record and clicks the Save button, then the message This Code is already Present: Record cannot be Added. is displayed.
Note:
Hardcoded Encounter Type codes such as SR, RR, DB, FS, DE, and FZ are not allowed in the Type field.
Name: Enter a suitable name for the Encounter Type. This is a mandatory alphanumeric field which also supports special characters such as ! " # $ % & ' ( ) + , - . / : ; < = > ? @ [ \ ] _ ` { }. The character limit of this field is 50. If the user keeps this field blank and clicks the Save button, the message Encounter Name cannot be blank is displayed.
Associated With: The user can select any option from the dropdown to associate with the Encounter Type and define the behavior while scheduling appointments. The following are the options in the dropdown to be selected:
- Single Provider/Resource: This is the default value for any new Encounter Type and is used for normal visits or appointments scheduled by the clinic.
- Multi Provider/Resource: This is used to select multiple providers or resources. For certain types of encounters involving procedures or surgeries, more than one provider may need to be scheduled.
- Multi-Visits in a Day: Select this option to schedule multiple appointments for a patient in a day with a single encounter.
Upon selecting this option, the button:
appears.
Clicking this button invokes the Visit Types popup.
The user can associate more than two and fewer than ten Visit Types from the popup and set the Minimum Wait Time Between Visits from the dropdown.
If the user selects one Visit Type and clicks the OK button, the message Please associate at least two visit types. is displayed.
If the user selects more than 10 Visit Types, the message Maximum select limit exceeded is displayed.
When the user does not select Visit Types from the popup, the message Selected option for 'Associated With' field is 'Multi-Visits in a Day'.
Please add the associated Visit types. is displayed.
Note:
- The Visit Types popup displays the list of all active, non-zero duration encounter types.
- An Encounter Type associated with Multi-Visits in a Day cannot be marked as inactive or deleted. In order to delete or make it inactive, the user has to remove the association.
Work Flow: Select the preferred workflow from the provided dropdown. Workflows defined in Settings → Configuration → Work Flow Definition Master screen are displayed in the dropdown. The default value in this dropdown for a newly added Encounter Type is ***NA***. Medics such as providers, medical assistants, clinical staff, and office staff can choose their own preferred workflow, if required, in the Medics master screens.
E & M: E & M stands for Evaluation and Management. Select the appropriate E&M code set for the Encounter Type. The default value in this dropdown for a newly added Encounter Type is ***NA***. E&M code sets are defined under Settings → Configuration → E and M Master screen and include the CPT codes for levels 1 to 5 as applicable for the type of patient being billed.
Follow Up: Select the value from the dropdown to determine the number of days/weeks/months/years after which a patient should follow-up. The values displayed in this dropdown are populated from Settings → Configuration → Group Types → System → Follow Up Days Period (FP). The default value in this dropdown for a newly added Encounter Type is Select. The selected follow-up value becomes the default follow-up value on the Assessment screen.
SNOMED code: On clicking the Add SNOMED Code button, the SNOMED Search popup is invoked. The SNOMED codes associated with the type of service are considered for NQF calculations. The SNOMED Search popup consists of the following information:
ICD tab:
- Code/Description - Select this radio button and enter either the code or the code description in the field.
- SNOMED US - Select this radio button and enter a US SNOMED code directly in the Search field to search for results.
- SNOMED Int'l - Select this option and enter an International SNOMED code directly in the Search field to search for results.
- Navigation arrows - Use the First Page
, Previous Page 
, Next Page 
,
and Last Page 
icons to navigate between results on the page.
- Select - Checkboxes for the selection of ICDs are provided in this column.
- ICD9 - This column displays ICD9 codes.
- Description (SNOMED US) - This column displays the code description.
- SNOMED Int'l - This column displays the International SNOMED code number.
- ICD 10 - This column displays the ICD 10 code number.
CPT/HCPCS tab:
- Code/Description - Select this radio button and enter either the code or the code description in the field.
- SNOMED US - Select this radio button and enter a US SNOMED code directly in the Search field to search for results.
- SNOMED Int'l - Select this option and enter an International SNOMED code directly in the Search field to search for results.
- Navigation arrows - Use the First Page , Previous Page , Next Page ,
and Last Page icons to navigate between results on the page.
- Select - Checkboxes for the selection of ICDs are provided in this column.
- ICD9 - This column displays ICD9 codes.
- Type - This column displays the type of the code, i.e., CPT, HCPCS, or SNOMED.
- Description (SNOMED US) - This column displays the code description.
- SNOMED Int'l - This column displays the International SNOMED code number.
OK button: Click the OK button to add the selected code(s) and close the SNOMED Search popup.
Cancel button: Click the Cancel button to close the SNOMED Search popup without making any changes.
Medicare checkbox: This checkbox, when checked, ensures that the CPT/HCPCS (mandatory) codes associated with the specialty template and marked as Both and/or Government are added to the assessment. If this checkbox is unchecked, all codes that are marked as Both and/or Non-Government are added to the assessment.
Progress Note: On clicking the search icon, which has the tooltip Select Template, the Templates popup is invoked. Select a template from the popup and save the changes to associate a specific Progress Note template with the Encounter Type. The user can also choose to manually enter the Progress Note template in the field. Click the Clear hyperlink next to the search icon to remove the Progress Note templates entered or selected in the field.
Complaints: On clicking the search icon, which has the tooltip Select Complaints, the Complaints popup is invoked. Select one or multiple complaints from the popup, click the OK button, and save the changes on the screen to associate the complaint with the Encounter Type. The complaints selected from the list of complaints with ICD9 and ICD10 codes will be assigned as the default complaint for that Encounter Type.
All the complaint names are displayed in the tooltip when hovering the mouse over the Complaint field. On selecting more than 10 complaints in the popup, the alert message, Selected Max No Of Codes, is displayed. The user can choose to manually enter or remove complaints from the Complaints field. Click the Clear hyperlink next to the search icon to remove the complaints entered or selected in the field. Click the
Set Sequence icon to invoke the Set Sequence popup. Templates selected in the Complaints field are displayed in this popup. The sequence set in this popup is reflected in the Complaints field on the Assessment screen of a patient's encounter.
Procedures/ Specialty: On clicking the search icon, which has the tooltip Select Template, the Procedures popup is invoked. Select one or multiple procedures from the popup, click the OK button, and save the changes on the screen to associate a procedure template of the specialty with the Encounter Type. On selecting more than 20 templates in the popup, the alert message, Selected Max No Of Codes, is displayed. The user can choose to manually enter or remove templates from the Procedures/ Specialty field. Click the Clear hyperlink next to the search icon to remove the procedures entered or selected in the field. Click the
Set Sequence icon to invoke the Set Sequence popup.
Templates selected in the Procedures/ Specialty field are displayed in this popup.
The sequence set in this popup is reflected on the Specialty screen of a patient's encounter.
Patient Form: This option allows users to associate a Patient Form with the selected Encounter Type for ProCheckIn, Patient Portal Web, and App (My Health Records). Clicking the Search
icon opens the Patient Form search popup, which displays all active Patient Forms for the clinic.
Multiple Patient Forms can be selected and associated with the Encounter Type.
When Patient Forms are selected, their names are displayed in the field.
The Set Sequence icon can be used to rearrange the order in which Patient Forms appear for patients on ProCheckIn, Patient Portal Web, and App (My Health Records).
TOC Options: From this field, TOC options for Encounter and Review can be configured based on the Encounter Type.
- Encounter: This button is used to customize the Encounter TOC options present on the Patient Encounter screen. If the Default checkbox is selected, the values mentioned in the property toc.menu.options are displayed as selected by default on the TOC Encounter Options popup. The user also has the ability to set the sequence for those selected options by clicking the Move Up and Move Dn buttons. When the Default checkbox in the TOC Encounter Options is unchecked, upon saving the changes on the Enc Types Master screen, the Encounter button turns blue.
- Review: This button is used to customize the Review TOC options present on the Patient Encounter screen. If the Default checkbox is selected, the values mentioned in the property toc.review.options are displayed as selected by default on the TOC Review Options popup. The user also has the ability to set the sequence for those selected options by clicking the Move Up and Move Dn buttons. When the Default checkbox in the TOC Review Options is unchecked, upon saving the changes on the Enc Types Master screen, the Review button turns blue.
Note:
- In case a Hook is defined in the hook property, the label of the defined Hook will also be displayed in the TOC Options list.
- A new property, toc.menu.specialty.subtype has been added to consider Specialty Subtypes defined in the property toc.menu.options. The values set in the property toc.menu.specialty.subtypes will also be displayed in the TOC Options list on the Enc Types Master screen.
- The Duration field under the General section of the Enc Types Master screen should be non-zero to view the customized TOC on the Patient Encounter screen.
Auto Assign Top 4 ICDs checkbox: Checking this checkbox and saving the changes automatically assigns the top four ICDs to the CPTs selected on the Assessment screen of a patient encounter. There are no validations that prevent users from unchecking the box once it has been checked.
PACS Enc Type: This checkbox, when enabled, designates the Encounter Type as a PACS Encounter Type. Only Encounter Types with this checkbox enabled will be available for selection during the scheduling of PACS-related appointments.
There are three options in this section, namely, Office Visit, Seen By Eligible Provider, and Exempt from QPP/PI(MU) Reporting. Consider the following conditions:
- When a user selects the Office Visit and/or Seen by Eligible Provider option, encounters of the selected Encounter Type are considered for the Promoting Interoperability (previously MU) calculation.
- When a user selects either the Office Visit or Seen by Eligible Provider option, or both, along with the third option of Exempt from QPP/PI(MU) Reporting, the Exempt from Reporting option overrides the other options, and encounters of the selected Encounter Type are not considered in the Promoting Interoperability (previously MU) calculation.
- When a user selects the Exempt from QPP/PI(MU) Reporting option, encounters of the selected Encounter Type are not considered in the Promoting Interoperability (previously MU) calculation.
This section is displayed only when the Billing service is turned On.
Don't Bill No Show: Selecting this checkbox will not automatically create penalty invoices for patients with a visit status of No Show.
Claim Type: Select the type of claim associated with an Encounter Type from the drop-down list. If the clinic supports both the EMR and Billing modules, the Normal - Professional option is displayed as the default selection. However, if the clinic supports only the EMR module, the Claim Type field is not displayed.
Types Of Service: Select the respective type of service from the dropdown associated with an Encounter Type. The options in the dropdown list are populated from Settings → Configuration → Group Types → Type of Service (B4).
Available for appointment from Patient/Ref Doc/Attorney Portal(s): Check the checkbox to make the Encounter Type available on the Appointment screen of the portals when scheduling an appointment.
Display Enc Name as: Enter the name of the Encounter Type that should be displayed on the portals in this field. This is an alphanumeric field that also supports special characters such as ! " # $ % & ' ( ) + , - . / : ; < = > ? @ [ \ ] _ ` { }. The character limit of this field is 35. If the Available for appointment from Patient/Ref Doc/Attorney Portal(s) checkbox is checked and the Display Enc Name has been defined, the Display Name is shown on the respective portals instead of the parent Encounter Type name. This functionality is also applicable to the Book Appointment Page.
Consider Appt time duration as __ Mins for Patient Portal, BAP & App: This checkbox determines appointment slots based on the selected Encounter Type's duration for the Patient Portal, Book Appointment Page, and My Health Records app. It is enabled only if the Available for appointment from Patient/BAP/Ref Doc Portals checkbox is checked.
- If selected, appointment slots on the Patient Portal, Book Appointment Page, and the My Health Records app are displayed based on the time duration specified within the checkbox field.
- If not selected, appointment slots are displayed based on the Duration field on the Encounter Types Master screen.
Auto Share Progress Notes on Employer Portal at Encounter Close: Check this checkbox to share the Progress Notes automatically on the Employer Portal after closing the encounter. This checkbox is enabled only when the Employer Portal is ON. If the Employer Portal is OFF, the checkbox is displayed. However, it is disabled and displays a tooltip when hovering the mouse over it that says, Disabled because Employer Portal is OFF. By default, this checkbox is unchecked for all users with the Employer Portal ON. For encounters that are automatically closed based on the property enc.close.afterdays which determines that the encounter will close automatically after x days, the Progress Notes are automatically shared on the Employer Portal upon closing such encounters. In case a closed encounter is reopened and closed again, the Progress Notes are not automatically shared on the Employer Portal when this checkbox is checked. Additionally, zero-duration encounters are not considered for this functionality. Upon closing the encounter, once the Progress Notes for a patient are automatically shared on the Employer Portal, they cannot be manually shared again from the TOC Document List screen. On selecting and clicking the Share button, the toggle button in front of the Employer Portal is displayed as On. The shared Progress Notes can be viewed on the Employer Portal in the Clinic Shared Documents section of the Employer Portal.
Reset Health Status for Next Encounter: Select the checkbox to reset or not carry forward the Health Status selected on the Assessment screen and Encounter Close screen to the next encounter. Additionally, Not Applicable is displayed as the default Health Status in the next encounter.
Note:
- If the Health Status, Not Applicable, is inactive, it is made active from the backend and set as the default status in the Health Status dropdown list.
- If all previous encounters are open or there are any zero-duration encounters, the Health Status is set to Not Applicable by default.
to make the encounter applicable for Telemedicine visits. This checkbox is available only if the property
prognocis.telemed.enable is turned ON. This checkbox is disabled if the Associated With field is set to Multi Provider/Resource or Multi-Visits in a Day, but is enabled for Single Provider/Resource. If the property prognocis.telemed.enable is turned 'Off', the Telemedicine Appointment checkbox is not displayed.Appointment Charge $: The Appointment Charge $ field is enabled after checking the Telemedicine Appointment checkbox. Enter the charge to be paid by a patient for the selected Telemedicine Appointment. When a value less than 1, or more than three digits in the integer and two digits in the fraction, is entered in this field, clicking the Save button displays the error message: 'Please enter a numeric value for Appointment Charge between 1 to 999.99'.
Pay After Visit: This checkbox is available only when the value in the property prognocis.telemed.videoconf.mode is set to '2-Promeet'. Upon checking the Pay After Visit checkbox and saving the changes on the Enc Types Master screen, a patient with this Encounter Type associated while scheduling an appointment is able to pay the charge for a Telemedicine Appointment after the visit from the Promeet interface.
Appointment Color: Click the color picker icon:
to select the required color from the Color popup and set it for the appointments of that Encounter Type. The selected color is displayed before the color picker icon. Do not create AI generated Past Visit Summary: This checkbox, when enabled, excludes the Encounter Type from the automated schedule process that generates the Past Progress Note Summary (Past Visit Summary). If this checkbox is checked for an Encounter Type, that Encounter Type will not be considered for the AI-generated Past Visit Summary creation.
From this section, custom text reminders for appointments specific to the respective Encounter Type can be configured.
Default: This option sends out the default text reminder message. This is the default selection when a new Encounter Type is defined. When the Associated With field has Single Provider/Resource or Multi Provider/Resource selected and the value in the Duration field is 0, clicking the Save button displays the message: 'Cell Phone Text Reminder for Appointments will be set to 'Exclude' as Duration is 0 mins.' After this, the radio button for Exclude is selected and the Encounter Type is saved. This message is not displayed when the Associated With field has Multi-Visits in a Day selected, where the Duration field displays 0 and is disabled.
Custom: This option is used to send a custom text reminder message, which is set in the text field. The character limit for this text field is 130. Click the [+] button to add related tags to the message. The [+] button is enabled only when the Custom radio button is selected.
Exclude: This option will not send any text reminders for appointments with the respective Encounter Type.
Note:
Active: An Encounter Type can be marked as inactive so that it is no longer available for selection.
#@!&%'.,
Save button: Click the button to save the record in PrognoCIS.
Delete button: Click the button to delete the patient's record from PrognoCIS; a prompt confirming your delete action is displayed.
Reset button:
Click the button to reset the recently entered changes in the record before it was saved.
History button: Clicking this button invokes the Enc. Type History popup to check the last modifications made on the Encounter Types Master screen.
Save As... button: Click the
Save As... button to create a new Encounter Type by copying an existing record. Clicking this button displays the Create New Encounter Type popup, which requires mandatory inputs for New Type (maximum of 2 characters), New Name (maximum of 50 characters), and Duration (numeric, maximum of 3 characters). The OK button remains enabled only after all validations are met, while CANCEL closes the popup without changes. Upon confirmation, the system creates a new Encounter Type by copying all configurations, including General, Defaults, QPP/PI (MU), Billing, Portal Settings, Appointment Settings, and Text Reminder preferences, along with template sequences. The Type, Name, and Duration fields are populated from user input, Display Enc Name as is set to blank, and the new record is marked as Active by default. The system prevents duplicate Type values with an error message and enforces all field validations. Audit details of the copy action, including source and new record information, user, and timestamp, are recorded and reflected in the Enc. Type History popup.