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

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