Encounters are Arrived & Planned (Scheduled) Visits and will be used to log appointment dates, times of the appointment, treating practitioners, and trigger workflows for those accounts that do not have an established connection from an EMR system.
If your clinic is participating in MIPS Reporting Submissions, Encounters are required to inform your patient outcomes data.
Click the links below to jump to a corresponding section:
Log an Arrived Encounter Visit
There are two ways Encounters are captured, logged, and associated with a patient:
-
- An account without an established EMR connection will enter an Encounter manually in Keet when a patient has been scheduled (Planned) for their Initial Evaluation. Then enter a subsequent Encounter for when the patient has Arrived for their Initial Evaluation visit.
- An account with an established EMR connection will see Encounters automatically logged when the patient has been marked as Arrived at the clinic within the EMR. If you have an established EMR connection, you can view the Encounters log for appointment data.
Log a Planned Encounter Visit
When the patient is being scheduled for their first Initial Eval appointment, you will be able to log the Planned (scheduled) visit with the date and time of their appointment. If you have enabled the "Welcome" workflow this appointment information will be sent to the patient via email.
1. Navigate to the patient who has been scheduled for a Planned Initial Evaluation Appointment.
2. Select the View Encounters button on the Episode of Care
3. Select "Add Encounter"
4. Fill in the necessary information:
- Supervising Provider: Treating Practitioner
- Location: Place of Service
- Start Date: Date of the Planned Appointment
- Status: Planned. This is the scheduled visit status.
- Time: Time the patient is scheduled at the clinic
- Visit Type: Initial Evaluation
5. Save
6. You now can view the Encounter Log for the patient's Planned visit appointment.
Log an Arrived Encounter Visit
When the patient arrives at the clinic for their first Initial Eval appointment, you will now log a subsequent encounter for the Arrived visit. If you have enabled the "NPS" feature workflow an NPS survey will be sent to the patient via email.
1. Navigate to the patient who has an Arrived visit Encounter for their Initial Evaluation appointment.
2. Select the View Encounters button on the Episode of Care
3. Select "Add Encounter"
4. Fill in the necessary information:
- Supervising Provider: Treating Practitioner
- Location: Place of Service
- Start Date: The Arrived date should always be the current date. You are unable to future date an Arrived Encounter as these are not scheduled visits but used to track when the patient arrived at the clinic for their previously Planned Encounter.
- Status: Arrived
- Time: Time the patient Arrived at the clinic
- Visit Type: Initial Evaluation
5. Save
6. You now can view the Encounter Log for the patient's Planned & Arrived visit appointment.
To view available Keet Global Workflows to enable, review this article: Keet Global Workflows
Custom Workflows
Non-EMR connected accounts can take advantage of Encounters to trigger various workflows. When creating a workflow from an Encounter use the trigger called “Encounter> Created”.
This will then trigger the specific custom content to be delivered to the patient's Care Plan upon adding an Encounter within the patient Episode of Care.
Patient Use Case
An example of a custom use case Encounter can be but is not limited to, the patient arriving at the clinic to which the front desk staff would then create an Arrived visit Encounter. The creation of this Encounter will trigger the delivery of your desired custom content.
The front desk staff can then inform the patient that your clinic has partnered with Keet to deliver their care plan, they will receive a "Welcome to our Clinic" Education for today's visit along with an invite to register for their new patient portal. The Welcome Education can include Covid Policy's or what to expect during their care journey. If you would like to create this scenario workflow review the Encounter Welcome Workflow below:
- Select Add Content to Care Plan
- Search for Welcome to Clinic Education
- No Schedule: Immediate delivery
- When Assigned: This does not work in this scenario
- Before: This does not work in this scenario
- After: Recommended if you would like to set x amount of days after the Arrived visit Encounter for the Initial Evaluation appointment was created.
