Find One or More Recorded Encounters

Existing Encounters in the database are located by selecting the Encounter Find button in the main toolbar (image right). Selecting this Find button will open the Encounter List Dialog dialog.

Encounter List Dialog

The Encounter List dialog displayed in the following image is used to help you locate existing Encounters recorded in TFM. On the right side of the dialog you will find several filters used to select desired encounters to be listed in the table on the left side.

The List Filters are used to sort through all the encounters that exist in the database for a few select encounters that match the specified filters. A description of the filters follows:

• Status - filter for encounters with the selected status. Possible values are:
• Don't Use - means do not use as a filter
• No Claims - filter for encounters without claims
• Not Balanced - filter for encounters that are not balanced
• Claims & Not Balanced - filter for encounters that are not balanced and have a claim with the following
• Payer - select a payer to send the claim
• Provider - filter for encounters with the selected provider
• Patient - filter for encounters with the selected patient
• Set Button - select this button to pick a patient
• Clear Button - select this button to clear the patient filter
• Start Date - filter for encounters with this date. The (10) at the right indicates the field accepts a maximum of 10 characters.
• End Date - optional date filter that completes the end of a range of dates [Start, End] that can be specified. Only valid if a Start Date is specified.

Button

• Find With Filter when selected will apply the filter to the database of all encounters to select those that match the filters. Those that match are listed in the table of the dialog.
• Find All Encounters will locate and add all encounters to the table of the dialog.

The Listed Encounters table that appears in the upper left corner of the dialog lists all of the currently found encounters. The image at the left is a sample listing of encounters. There is enough encounter information to uniquely identify encounters in the list.

Columns

• Patient - name
• Date - encounter date
• Provider - name
• Bal - when all procedure charges are paid in full the encounter is BALANCED and and Y is indicated otherwise a N is indicated.
• CL - this is a count of the number a claims that have been made to payers for this encounter.

Features

• List Counter - the number of encounters listed in the table is displayed in the table title (15 in this example).
• Selected Encounter - one encounter in the table is selected and is highlighted in yellow (in this example it is the first row). This is the SELECTED encounter for further processing.

There is a special feature available with this dialog. An encounter contains all of the procedure detail (CPT code) plus the charge for the procedure (fee) as well as the diagnostic codes (ICD9). TFM provides several report options that can be generated. Each report will use all encounters listed in the table. So, the objective is to get the table sorted as desired then generated the report.

Report Details

The Encounter List Only PDF document lists all encounters in the dialog. An example is shown below. The report has a few possible uses. It can be used to put in your records or it can be used as checklist for some other purpose.

The Ea.Enc+CPT+fee PDF document contains a report of all the encounters listed in the table, illustrated one encounter at a time. Each encounter documents the date of the encounter, the patient name and the provider name. It also includes a table containing all the procedure code-descriptions and charges. This report could be used as a bill for cash paying patients or as a statement for patients that request summaries. A sample of this report is shown below.

The Ea.Enc+CPT+fee+ICD9 PDF document contains all of the information listed in the Ea.Enc+CPT+fee report plus a list of diagnostic codes. This report could also be used as a bill for cash paying patients or as a statement for patients that request summaries. A sample of this report is shown below.

The Ea.Enc+Full Summary PDF document is also a report of all the encounters listed individually from the table. Each encounter documents the date of the encounter, the patient name, and the provider name plus three different types of tables, Procedure, Claims, and Payments.

• The Procedure table contains all the procedure code-descriptions, charges, and a list of the diagnostic codes.
• The Claims table contains the date the claim was filed, the payer name, the level of coverage this payer is for the patient and the name of the person that filled the claim.
• The Payment table will contain payment information for every claim. There will be an entry for each claim payment. It contains the payer name, procedure code, the date of the encounter and all of the financial information.

This report can be used to provide an encounter statement for a patient.

The Enc.+Statement PDF document is also a report of all the encounters listed individually from the table. There are entries in this report for all providers with their patients and patient account balances. While not shown in the image, there are also some grand totals in this statement.