Encounter creation

When clicking on the encounter creation icon, a pop-up would appear where you can create a new encounter for the patient, and the current encounter can also be edited or used.

Encounter creation

For New Encounters:

Please select any of the options for Encounter type, Patient type & Billing type, as they are the mandatory fields.

If the Billing type is selected ‘CREDIT’

  • A coverage type with three options will come up, which is mandatory to be selected.

a. If Insurance is selected:

The mapped insurance details will come up, which the patient has given in the registration form.

Select the particular Insurance card.

Suppose there is no insurance provider mapped in the registration form. Then a message would come up saying, ‘Please map an Insurance provider by editing the patient details to proceed with Credit type Insurance here.’

b. If ‘Corporate’ is selected:

Select the corporate name from the drop-down.

If the specific corporate name is not there in the drop-down, it can be added after going to the Billing settings-> Insurance and Corporates tab

c. If ‘Guarantor’ is selected:

Select the guarantor’s name from the drop-down.

If the specific guarantor’s name is not there in the drop-down, it can be added after going to the Billing settings-> Insurance and Corporates tab.

After the Billing type, select department (mandatory), and the doctor has to be selected for which the encounter type is being created.

 We can also add referrals by selecting a referral type from the drop-down and filling in the rest of the details.

These referral details would be seen in the list of patient referrals in Billing settings -> Patient referral settings.

How do Patient Referral settings work?

  • Add the Referral Type (Mandatory).
  • Add Organization code, Name & Mobile Number.
  • Enter the Referral Commission that person who referred the patient would get from the Pharmacy and Diagnostics of the hospital/other healthcare organization.

Click on the ‘add referral button’ to add the referral and its details to the list.

In the encounter screen, the suggestions for the referral fields will come from this list in the settings. If there is a new referral that can’t be seen in the dropdown, you can add the new referral in the referral settings, and it will be visible next time on the encounter screen.

For every visit, you can also capture the anthropometry and vitals of the patient.

Click on the ‘CONFIRM’ button after filling all the necessary fields.

For Current Encounter:

This option will appear when there is already an encounter with the patient.


Two tabs will appear:

a. Use Current Encounter:

  • If the same encounter has to be used, you might need to change the billing type.

b. Edit Current Encounter:

  • Here you can change the encounter type.
  • You can only change the encounter type from OP, Emergency, Pre-admission, Daycare to IP and not vice-versa.
  • Change the Patient type and the Billing type if required.
  • The Anthropometry and the Vitals can also be changed.
  • After making the changes, click on the ‘UPDATE’ button.
  • A message showing ‘Data saved successfully’ will appear.

Referral section:

Encounter creation


Under the Referrals section. Select a referral type from the drop-down and enter all the other necessary details. The organization name and the name drop-down list will come from the settings.

If a new referral details is being added, the new detail would also be added in the settings. 

For every OP patient, whenever consultation services are offered to the patient, you will give a token number to the patient in the OP case sheet. (This is irrespective of the fact that whether the doctor is having any follow-up visits present in settings).

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