{"id":25,"date":"2025-12-18T09:06:45","date_gmt":"2025-12-18T09:06:45","guid":{"rendered":"http:\/\/192.168.1.159\/wp_plugins\/dev\/kivicare-revamp\/2025\/12\/18\/encounter-visit-flow\/"},"modified":"2026-02-05T05:28:20","modified_gmt":"2026-02-05T05:28:20","slug":"encounter-visit-flow","status":"publish","type":"post","link":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/kivicare-lite\/documentation\/core-concepts\/encounter-visit-flow\/","title":{"rendered":"Encounter &amp; Visit Flow"},"content":{"rendered":"<div class=\"nolwrap\">\n<h2 class=\"wp-block-heading\">Overview<\/h2>\n\n\n\n<p>Encounter &amp; 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.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Key Features<\/strong><\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Easy to use and intuitive interface<\/li>\n\n\n\n<li>Seamless integration with existing workflows<\/li>\n\n\n\n<li>Comprehensive data management capabilities<\/li>\n\n\n\n<li>Real-time updates and notifications<\/li>\n\n\n\n<li>Customizable settings and configurations<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Getting Started<\/strong><\/h2>\n\n\n\n<p>To begin using Encounter &amp; Visit Flow, follow these simple steps:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Navigate to the appropriate section in your KiviCare dashboard<\/li>\n\n\n\n<li>Configure the necessary settings according to your requirements<\/li>\n\n\n\n<li>Test the functionality to ensure everything works as expected<\/li>\n\n\n\n<li>Train your staff on how to use this feature effectively<\/li>\n<\/ol>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<h2 class=\"wp-block-heading\">1. <strong>Clinical Encounter Management<\/strong><\/h2>\n\n\n\n<p>An <strong>Encounter<\/strong> 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.<\/p>\n\n\n\n<p>An encounter may include:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Clinical notes and observations<\/li>\n\n\n\n<li>Diagnoses and medical problems<\/li>\n\n\n\n<li>Prescriptions<\/li>\n\n\n\n<li>Medical reports<\/li>\n\n\n\n<li>Body chart annotations<\/li>\n\n\n\n<li>Custom clinical forms<\/li>\n\n\n\n<li>Billing and invoices<\/li>\n<\/ul>\n\n\n\n<p>Each appointment can have <strong>one associated encounter<\/strong>, and a patient can have <strong>multiple encounters over time<\/strong>.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<h2 class=\"wp-block-heading\">2. Encounter Lifecycle<\/h2>\n\n\n\n<p>The typical lifecycle of an encounter follows these stages:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Appointment created<\/li>\n\n\n\n<li>Patient check\u2011in<\/li>\n\n\n\n<li>Encounter created<\/li>\n\n\n\n<li>Clinical consultation<\/li>\n\n\n\n<li>Billing (optional)<\/li>\n\n\n\n<li>Encounter closed<\/li>\n<\/ol>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<h2 class=\"wp-block-heading\">3. Starting an Encounter<\/h2>\n\n\n\n<p>Encounters can be initiated in two ways:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">3.1 Via Appointment Check\u2011In<\/h3>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Go to <strong>Appointments<\/strong> from the sidebar.<\/li>\n\n\n\n<li>When the patient arrives, change the appointment status to <strong>Check\u2011in<\/strong>.<\/li>\n\n\n\n<li>KiviCare automatically creates a new encounter linked to that appointment.<\/li>\n\n\n\n<li>You are redirected to the <strong>Encounter Dashboard<\/strong>.<\/li>\n<\/ol>\n\n\n\n<p>This is the most common and recommended workflow.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<h3 class=\"wp-block-heading\">3.2 Direct Encounter Creation<\/h3>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Go to <strong>Encounters &gt; Add Encounter<\/strong>.<\/li>\n\n\n\n<li>Select the patient, doctor, clinic, and visit date.<\/li>\n\n\n\n<li>Save the encounter.<\/li>\n<\/ol>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p><strong>Note:<\/strong> Direct encounters are useful for walk\u2011in patients or visits without prior appointments.<\/p>\n<\/blockquote>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<h2 class=\"wp-block-heading\">4. Encounter Dashboard<\/h2>\n\n\n\n<p>After an encounter is created, you are taken to the <strong>Encounter Dashboard<\/strong>, which serves as the central workspace for the visit.<\/p>\n\n\n\n<p>The dashboard is organized into multiple tabs for structured data entry.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<h2 class=\"wp-block-heading\">5. Clinical Details Tab<\/h2>\n\n\n\n<p>This is the primary working area for doctors.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">5.1 Medical History<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Record past illnesses, surgeries, allergies, and chronic conditions.<\/li>\n\n\n\n<li>Helps provide clinical context for the current visit.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">5.2 Medical Problems<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Document current symptoms, complaints, and diagnoses.<\/li>\n\n\n\n<li>Multiple problems can be added per encounter.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">5.3 Observations<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Add general notes and examination findings.<\/li>\n\n\n\n<li>Useful for capturing vitals, remarks, and clinical impressions.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">5.4 Prescription<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Add medicines with:\n<ul class=\"wp-block-list\">\n<li>Dosage<\/li>\n\n\n\n<li>Frequency<\/li>\n\n\n\n<li>Duration<\/li>\n\n\n\n<li>Instructions<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Prescriptions can be:\n<ul class=\"wp-block-list\">\n<li>Printed<\/li>\n\n\n\n<li>Downloaded as PDF<\/li>\n\n\n\n<li>Emailed to the patient<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">5.5 Medical Reports<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Upload lab reports, scans, and investigation documents.<\/li>\n\n\n\n<li>Supported for long\u2011term patient record keeping.<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<h2 class=\"wp-block-heading\">6. Body Chart Tab (Add\u2011on)<\/h2>\n\n\n\n<p>If the <strong>Body Chart Add\u2011on<\/strong> is enabled:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Use an interactive human body diagram.<\/li>\n\n\n\n<li>Mark pain points, injuries, or affected areas visually.<\/li>\n\n\n\n<li>Add notes to specific body parts.<\/li>\n<\/ul>\n\n\n\n<p>This is especially useful for orthopedics, physiotherapy, dermatology, and pain management clinics.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<h2 class=\"wp-block-heading\">7. Custom Forms Tab<\/h2>\n\n\n\n<p>If <strong>Custom Forms<\/strong> are configured:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Each form appears as a separate tab inside the encounter.<\/li>\n\n\n\n<li>Examples:\n<ul class=\"wp-block-list\">\n<li>Dental Assessment<\/li>\n\n\n\n<li>Dermatology Intake<\/li>\n\n\n\n<li>Physiotherapy Evaluation<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Forms allow structured data capture tailored to clinic specialties.<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<h2 class=\"wp-block-heading\">8. Managing an Active Encounter<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">8.1 Edit Encounter<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Click <strong>Edit Encounter<\/strong> to update:\n<ul class=\"wp-block-list\">\n<li>Encounter date<\/li>\n\n\n\n<li>Assigned doctor<\/li>\n\n\n\n<li>Clinic<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Available until the encounter is closed.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">8.2 Print Encounter Summary<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Generate a PDF summary containing:\n<ul class=\"wp-block-list\">\n<li>Clinical notes<\/li>\n\n\n\n<li>Prescriptions<\/li>\n\n\n\n<li>Reports<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Useful for patient records and referrals.<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<h2 class=\"wp-block-heading\">9. Closing the Encounter &amp; Billing<\/h2>\n\n\n\n<p>When the consultation is completed, the encounter must be closed.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">9.1 Close Encounter (Without Billing)<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Used when:\n<ul class=\"wp-block-list\">\n<li>Billing is disabled<\/li>\n\n\n\n<li>Consultation is free<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Clicking <strong>Close Encounter<\/strong>:\n<ul class=\"wp-block-list\">\n<li>Marks the encounter as completed<\/li>\n\n\n\n<li>Locks the encounter from further editing<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>Only admins can reopen a closed encounter.<\/p>\n<\/blockquote>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<h3 class=\"wp-block-heading\">9.2 Bill &amp; Close Encounter<\/h3>\n\n\n\n<p>If billing is enabled:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Click <strong>Close Encounter<\/strong>.<\/li>\n\n\n\n<li>The billing screen opens automatically.<\/li>\n\n\n\n<li>Add performed services.<\/li>\n\n\n\n<li>Apply discounts if applicable.<\/li>\n\n\n\n<li>Generate the invoice.<\/li>\n<\/ol>\n\n\n\n<p>Once billing starts:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>The encounter is automatically marked as closed.<\/li>\n\n\n\n<li>Payment status is linked to the bill.<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<h2 class=\"wp-block-heading\">10. Key Features<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Templates<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Save common prescriptions and notes as templates.<\/li>\n\n\n\n<li>Speeds up data entry for recurring visit types.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Patient Timeline<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>View all past encounters in chronological order.<\/li>\n\n\n\n<li>Helps doctors track patient progress over time.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Role\u2011Based Access Control<\/h3>\n\n\n\n<p>Access varies by user role:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Doctors<\/strong>\n<ul class=\"wp-block-list\">\n<li>Full access to clinical details<\/li>\n\n\n\n<li>Can add prescriptions, notes, and reports<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Receptionists<\/strong>\n<ul class=\"wp-block-list\">\n<li>Can manage check\u2011ins and billing<\/li>\n\n\n\n<li>May have restricted access to sensitive clinical data<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Admins<\/strong>\n<ul class=\"wp-block-list\">\n<li>Full system access<\/li>\n\n\n\n<li>Can reopen closed encounters<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<h2 class=\"wp-block-heading\">11. <strong>Operational Recommendations<\/strong><\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Always use <strong>Appointment Check\u2011in<\/strong> to create encounters when possible.<\/li>\n\n\n\n<li>Complete clinical documentation before closing the encounter.<\/li>\n\n\n\n<li>Verify billing details before generating invoices.<\/li>\n\n\n\n<li>Use templates to maintain consistency and save time.<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<p>This completes the Encounter &amp; Visit Flow documentation for KiviCare.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Best Practices<\/strong><\/h2>\n\n\n\n<p>To get the most out of Encounter &amp; Visit Flow, consider implementing these best practices:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Regular Updates:<\/strong> Keep your system updated to access the latest features and security patches<\/li>\n\n\n\n<li><strong>Staff Training:<\/strong> Ensure all users are properly trained on the functionality<\/li>\n\n\n\n<li><strong>Data Backup:<\/strong> Regularly backup your data to prevent loss<\/li>\n\n\n\n<li><strong>Documentation:<\/strong> Maintain internal documentation of your specific configurations<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Troubleshooting<\/strong><\/h2>\n\n\n\n<p>If you encounter any issues with Encounter &amp; Visit Flow, try the following troubleshooting steps:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Clear your browser cache and cookies<\/li>\n\n\n\n<li>Verify that you have the necessary permissions<\/li>\n\n\n\n<li>Check for any plugin conflicts<\/li>\n\n\n\n<li>Review the system logs for error messages<\/li>\n\n\n\n<li>Contact support if the issue persists<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Related Resources<\/strong><\/h2>\n\n\n\n<p>For more information about Encounter &amp; Visit Flow and related features, check out these additional resources:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>KiviCare Video Tutorials<\/li>\n\n\n\n<li>Community Forum Discussions<\/li>\n\n\n\n<li>Official Documentation Portal<\/li>\n\n\n\n<li>Support Ticket System<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Conclusion<\/strong><\/h2>\n\n\n\n<p>Encounter &amp; Visit Flow is a powerful feature that enhances your KiviCare EHR experience. By following this guide and implementing the best practices outlined above, you&#8217;ll be able to leverage this functionality to its full potential. If you need further assistance, don&#8217;t hesitate to reach out to our support team.<\/p>\n\n\n\n<p><\/p>\n<\/div>","protected":false},"excerpt":{"rendered":"<p>Complete guide to Encounter &amp; Visit Flow in KiviCare Lite. Learn how to effectively use this feature with step-by-step instructions and best practices.<\/p>\n","protected":false},"author":12,"featured_media":0,"parent":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[23],"tags":[],"class_list":["post-25","post","type-post","status-publish","format-standard","hentry","category-core-concepts"],"featured_image_src":null,"author_info":{"display_name":"wordpressadminiq","author_link":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/author\/wordpressadminiq\/"},"_links":{"self":[{"href":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/wp-json\/wp\/v2\/posts\/25","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/wp-json\/wp\/v2\/users\/12"}],"replies":[{"embeddable":true,"href":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/wp-json\/wp\/v2\/comments?post=25"}],"version-history":[{"count":5,"href":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/wp-json\/wp\/v2\/posts\/25\/revisions"}],"predecessor-version":[{"id":2649,"href":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/wp-json\/wp\/v2\/posts\/25\/revisions\/2649"}],"wp:attachment":[{"href":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/wp-json\/wp\/v2\/media?parent=25"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/wp-json\/wp\/v2\/categories?post=25"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/wp-json\/wp\/v2\/tags?post=25"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}