• Visit Logging is primarily used by Urgent Care Centers.
• The Visit panel is added to the Home Dashboard.
• The logging of Visits takes place during the Registration process.
• When Add Visit is selected, an Incomplete Charge is created.
• All visits can be viewed for the day on the Home Dashboard along with the Payments collected.
• The visits are logged in a Reference Batch which is available in the Visits area on the Home Dashboard.
• The Charge Entry User can link themselves to the Visit Reference Batch to use as worklist for processing the Charges.

Activate the Visit Logging Function

1. From Admin on Left Side Menu, select the System Settings button.
2. Select Patient from the Category menu.
3. Change PATREGIST to YES.

Visit Logging Workflow

1. Select the Add Visit button In the Visits Panel on the Home Dashboard.

2. Select or Register the Patient.
3. In the Visit Panel, select a Visit Code.

• Select Manage to add new Visit Codes.

4. When the Registration is completed, select Save [F2].

• This creates an entry on the Home Dashboard and an Incomplete Charge on the Encounter.

5. On the Patient Dashboard, make Demographic and Insurance changes and check Eligibility if necessary.

Visit Logging/Collect Copay

1. Go to the Visit panel on the Home Dashboard.
2. In the Receipt column choose the link, Missing.

3. Enter the Receipt information.
4. Select Save [F2].

5. Print the Receipt.

Complete the Charges for Billing

1. Using the Reference Batch link in the Visit panel, open a new Reference Batch.
2. Using the Linked Batch field, enter the original Batch number to link this Batch to the original Batch.
3. Complete the Charges from the Home Dashboard Visit Panel or from the Incomplete Charge screen on the Charge Dashboard.

Additional Reference Batch Functions

The Visits Reference Batch has additional functions.

• Select the Visits radio button to display the list of Visits.
• Select the Encounter number to Complete it.
• Change the visit code/add notes by selecting the Date/Time link.
• Add a Receipt by selecting the link, Missing, in the Receipt column.
• Delete a Visit by highlighting the line, and select the Delete button.
• Run the Patient Visit Report by selecting the Report button.

Add Visit Codes

1. From the Visit Codes panel on the Modify Patient screen, select Manage from the Visit Codes dropdown.
2. Select the Add button.
3. Enter a short Code.
4. Enter a Description.
5. Select Save [F2].

Modify a Visit Code

1. Use the Visit Code dropdown on the Modify Patient screen to select Manage.
2. Select the Modify icon.
3. Make the change.
4. Select Save [F2].

Patient Visits Report

The Patient Visits Report lists Patient Visits logged in a Reference Batch, along with any payment and Charge information tied to each Visit. You can run the report two ways:

• From the Home dashboard: Runs the report right away for your current Reference Batch, with no filters
• From the Reports menu: Opens the report with filters, so you can report on more than one Reference Batch, a date range, or Incomplete Charges only

Run the Report from the Home Dashboard

The Visits panel on the Home dashboard shows a summary of the Reference Batch currently assigned to you.

• On the Home Dashboard, select Print Report to run the report.

• The report opens in a new window. It includes only the Visits in your current Reference Batch, and you cannot change the filters.

• You can also run the same unfiltered report from a Reference Batch. To do so, open the Reference Batch and select Report.

Run the Report from the Reports Dashboard.

Running the report from the Reports menu lets you choose which Visits to include.

1. On the left side menu, select Reports.
2. Select Patient Visits.
3. Filter by the desired criteria.
4. Select Run [F2].

Report Filters

The following filters are available:

• Batch ID: Enter one or more Reference Batches. Select whether to include or exclude the Batches you enter. Leave this blank to include all Reference Batches.
• Date Span: Choose a preset date range (for example, a reporting period). The Visit Date From and Visit Date To fields fill in automatically.
• Visit Date From: The earliest Visit date to include
• Visit Date To: The latest Visit date to include
• Incomplete Charges Only: Select this to show only Visits linked to an incomplete Charge.

Report Output

Report Columns

The report shows one row per Visit, with these columns:

• Patient: Patient ID
• Name: Patient name (last, first, middle)
• Visit: Visit code
• Date: Visit date
• Time: Visit time
• Insurance: Insurance abbreviation for the linked Charge. Shows SELF PAY if there is no Insurance.
• Receipt: Receipt number for any payment taken at the Visit
• Total: Total Receipt amount
• Check: Amount paid by check
• Cash: Amount paid by cash
• Credit: Amount paid by credit card
• Method: Payment method
• Encounter: Encounter number for the linked Charge. Shows INC next to it if the Charge is incomplete.
• User: The User who logged the Visit

Report Totals

The report ends with these totals:

• Cash, Check, and Credit Card: Total collected broken down by method
• Total: Total of all payments collected
• Patients: Number of Visits logged

Additional Details

• If you run the report for one Reference Batch, the subtitle shows the Batch date and the Facility for that Batch.
• The report includes only Patients at Facilities you have permission to access.
• Rows are sorted by Patient name.

Learn More

Add/Modify Visit Instructions