Overview
Encounter & Visit Flow is an essential component of the KiviCare EHR system, designed to streamline healthcare management processes. This feature integrates seamlessly with other modules to provide a comprehensive solution for medical practices.
Key Features
- Easy to use and intuitive interface
- Seamless integration with existing workflows
- Comprehensive data management capabilities
- Real-time updates and notifications
- Customizable settings and configurations
Getting Started
To begin using Encounter & Visit Flow, follow these simple steps:
- Navigate to the appropriate section in your KiviCare dashboard
- Configure the necessary settings according to your requirements
- Test the functionality to ensure everything works as expected
- Train your staff on how to use this feature effectively
1. Clinical Encounter Management
An Encounter represents a single visit of a patient to the clinic. Each encounter acts as a digital medical folder that stores all clinical and administrative data related to that visit.
An encounter may include:
- Clinical notes and observations
- Diagnoses and medical problems
- Prescriptions
- Medical reports
- Body chart annotations
- Custom clinical forms
- Billing and invoices
Each appointment can have one associated encounter, and a patient can have multiple encounters over time.
2. Encounter Lifecycle
The typical lifecycle of an encounter follows these stages:
- Appointment created
- Patient check‑in
- Encounter created
- Clinical consultation
- Billing (optional)
- Encounter closed
3. Starting an Encounter
Encounters can be initiated in two ways:
3.1 Via Appointment Check‑In
- Go to Appointments from the sidebar.
- When the patient arrives, change the appointment status to Check‑in.
- KiviCare automatically creates a new encounter linked to that appointment.
- You are redirected to the Encounter Dashboard.
This is the most common and recommended workflow.
3.2 Direct Encounter Creation
- Go to Encounters > Add Encounter.
- Select the patient, doctor, clinic, and visit date.
- Save the encounter.
Note: Direct encounters are useful for walk‑in patients or visits without prior appointments.
4. Encounter Dashboard
After an encounter is created, you are taken to the Encounter Dashboard, which serves as the central workspace for the visit.
The dashboard is organized into multiple tabs for structured data entry.
5. Clinical Details Tab
This is the primary working area for doctors.
5.1 Medical History
- Record past illnesses, surgeries, allergies, and chronic conditions.
- Helps provide clinical context for the current visit.
5.2 Medical Problems
- Document current symptoms, complaints, and diagnoses.
- Multiple problems can be added per encounter.
5.3 Observations
- Add general notes and examination findings.
- Useful for capturing vitals, remarks, and clinical impressions.
5.4 Prescription
- Add medicines with:
- Dosage
- Frequency
- Duration
- Instructions
- Prescriptions can be:
- Printed
- Downloaded as PDF
- Emailed to the patient
5.5 Medical Reports
- Upload lab reports, scans, and investigation documents.
- Supported for long‑term patient record keeping.
6. Body Chart Tab (Add‑on)
If the Body Chart Add‑on is enabled:
- Use an interactive human body diagram.
- Mark pain points, injuries, or affected areas visually.
- Add notes to specific body parts.
This is especially useful for orthopedics, physiotherapy, dermatology, and pain management clinics.
7. Custom Forms Tab
If Custom Forms are configured:
- Each form appears as a separate tab inside the encounter.
- Examples:
- Dental Assessment
- Dermatology Intake
- Physiotherapy Evaluation
- Forms allow structured data capture tailored to clinic specialties.
8. Managing an Active Encounter
8.1 Edit Encounter
- Click Edit Encounter to update:
- Encounter date
- Assigned doctor
- Clinic
- Available until the encounter is closed.
8.2 Print Encounter Summary
- Generate a PDF summary containing:
- Clinical notes
- Prescriptions
- Reports
- Useful for patient records and referrals.
9. Closing the Encounter & Billing
When the consultation is completed, the encounter must be closed.
9.1 Close Encounter (Without Billing)
- Used when:
- Billing is disabled
- Consultation is free
- Clicking Close Encounter:
- Marks the encounter as completed
- Locks the encounter from further editing
Only admins can reopen a closed encounter.
9.2 Bill & Close Encounter
If billing is enabled:
- Click Close Encounter.
- The billing screen opens automatically.
- Add performed services.
- Apply discounts if applicable.
- Generate the invoice.
Once billing starts:
- The encounter is automatically marked as closed.
- Payment status is linked to the bill.
10. Key Features
Templates
- Save common prescriptions and notes as templates.
- Speeds up data entry for recurring visit types.
Patient Timeline
- View all past encounters in chronological order.
- Helps doctors track patient progress over time.
Role‑Based Access Control
Access varies by user role:
- Doctors
- Full access to clinical details
- Can add prescriptions, notes, and reports
- Receptionists
- Can manage check‑ins and billing
- May have restricted access to sensitive clinical data
- Admins
- Full system access
- Can reopen closed encounters
11. Operational Recommendations
- Always use Appointment Check‑in to create encounters when possible.
- Complete clinical documentation before closing the encounter.
- Verify billing details before generating invoices.
- Use templates to maintain consistency and save time.
This completes the Encounter & Visit Flow documentation for KiviCare.
Best Practices
To get the most out of Encounter & Visit Flow, consider implementing these best practices:
- Regular Updates: Keep your system updated to access the latest features and security patches
- Staff Training: Ensure all users are properly trained on the functionality
- Data Backup: Regularly backup your data to prevent loss
- Documentation: Maintain internal documentation of your specific configurations
Troubleshooting
If you encounter any issues with Encounter & Visit Flow, try the following troubleshooting steps:
- Clear your browser cache and cookies
- Verify that you have the necessary permissions
- Check for any plugin conflicts
- Review the system logs for error messages
- Contact support if the issue persists
Related Resources
For more information about Encounter & Visit Flow and related features, check out these additional resources:
- KiviCare Video Tutorials
- Community Forum Discussions
- Official Documentation Portal
- Support Ticket System
Conclusion
Encounter & Visit Flow is a powerful feature that enhances your KiviCare EHR experience. By following this guide and implementing the best practices outlined above, you’ll be able to leverage this functionality to its full potential. If you need further assistance, don’t hesitate to reach out to our support team.