> For the complete documentation index, see [llms.txt](https://docs.welkinhealth.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.welkinhealth.com/care/encounters/encounters-create-modify-complete.md).

# Create, Modify, Complete Encounters

## Overview

This guide walks through the full lifecycle of an encounter in the Care Portal – from creation to completion.

## Creating an Encounter

### From the Calendar

1. Navigate to **Calendar** and click a time slot or click **+ New Encounter**
2. Select the **Patient**
3. Select the **Encounter Type** (e.g., Initial Intake, Follow-up, Telehealth)
4. Set the **Date and Time** and **Duration**
5. Assign a **Care Team Member**
6. Click **Save**

### From the Patient Profile

1. Open the patient profile
2. Go to the **Encounters** tab
3. Click **+ New Encounter**
4. Complete the encounter details and save

## Conducting an Encounter

When the encounter time arrives:

1. Open the encounter from your calendar or the patient profile
2. Click **Start Encounter** to change the status to In Progress
3. Complete any **assessments or forms** embedded in the encounter template
4. Add clinical **notes** in the notes panel
5. Record any relevant data in associated CDTs

## Tabbing Through Placeholders in Notes

If a note or text field contains `***` placeholder tokens (used in message templates and clinical note templates), you can navigate between them using the keyboard:

* **Tab** — moves the cursor to the next `***` placeholder and selects it, so you can type to replace it immediately. Once you have passed the last placeholder, Tab moves focus out of the field as normal.
* **Shift+Tab** — moves to the previous `***` placeholder.
* **F2** — moves to the next `***` placeholder and cycles back to the first one when the end is reached.
* **Shift+F2** — moves to the previous `***` placeholder and cycles to the last one when the beginning is reached.

This works in all multi-line text fields across the Care Portal, including encounter notes, task comments, and assessment text fields.

## Modifying an Encounter

To edit encounter details before completion:

1. Open the encounter
2. Click **Edit**
3. Modify the date, time, type, or assigned clinician as needed
4. Save changes

You can edit encounter notes at any time while the encounter is in Draft or In Progress status.

## Completing an Encounter

1. Review all notes, assessments, and data entered
2. Click **Complete Encounter** or **Finalize**
3. If draft mode is enabled, the encounter enters a draft state for final review before locking
4. Once finalized, the encounter is locked and cannot be edited without admin intervention

## Cancelling an Encounter

1. Open the encounter
2. Click **Cancel Encounter**
3. Select a cancellation reason (if configured)
4. The encounter status changes to Cancelled


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