Encounter — Operating system for ambulatory care

Clinical-to-cash automation on one US cloud EHR — from patient registration through a signed note and a superbill that creates the billable visit.

Primary fit. Independent and physician-led practices with about 3–20 providers and one to three locations. Billing companies and hospital outpatient departments are supported as the same ambulatory jobs scale.

Why Encounter

• One product for the clinic day — Front desk, chart, sign, and superbill share the same patient record. Documentation alone is not cash — the superbill creates the visit.
• Built to switch — CCD and CSV conversion with reviewable job counts. Practices move clinical data onto Encounter without a silent overwrite of the chart.
• Honest revenue path — We ship the clinical-to-billing handoff today. Taking over claim filing and payment posting is a later chapter — not sold as if it already runs in every plan.
• AI on the chart, later — Draft assistance and completeness checks are planned on published templates. Clinicians still review and sign. Assistance does not auto-file a visit.

Clinical-to-cash pipeline: Patient, Clinical, and Coding (superbill creates the visit) ship today. Claims, Payment, and Insights are later chapters — not sold as if they already run in every seat.

From registration to the superbill

Hours, appointment types, and note templates are configured once in Setup. The same clinic-day sequence runs at every location: register, eligibility, schedule, chart, sign, then superbill. A signed note becomes a billable visit only when a superbill is submitted. Documentation alone is not cash.

Clinical, front-office, and billing workflows

• Dashboard & tasks — See which patients still need check-in and which are already roomed. Task cards follow the appointment so outstanding work is visible on the board.
• Patients — Search by name, medical record number, or date of birth. Results are paged from the server. Advanced filters use the same fields as registration, including lookups and stored statuses.
• Eligibility — Run eligibility from the patient chart against the primary plan. Training environments use a synthetic check. A live connection can be enabled in administration. A missing member ID blocks the request.
• Scheduler — Book appointments for a rendering provider, location, and optional room or appointment type. Booking respects hours, holidays, and blocks. Check-in rooms the patient and notifies the provider. Cancel and no-show are separate statuses.
• Chart — Maintain allergies, medications, problems, vitals, coverage, documents, and prior encounters. Export a C-CDA (CCD) from Documents or import a C-CDA or CSV pack to reconcile lists. Updating the chart does not create a billable visit.
• Encounter — Document the visit on a published template such as office visit, progress note, behavioral health session, or psychiatric evaluation. Save a draft, then sign. Co-sign, addendum, and print follow. Documentation alone does not create a visit.
• Super bill — Select signed encounters, review date of service and suggested codes, and submit the superbill. Submission creates the visit. A signed note without a superbill is not a billable visit.
• Visits & claim prep — Work visits created from superbills. Claim scrub applies NCCI procedure-to-procedure edits and records modifier issues without deleting the visit. Your billing team keeps working that visit so revenue cycle stays attached to the clinic day.
• Inbox — Receive staff messages and inbound fax. Matching items can create a task so work is assigned. This inbox is not a patient portal.
• C-CDA and CSV conversion — Import a patient book from CSV packs or a C-CDA (CCD), and export a CCD from the chart. Administration runs the bulk job. Documents on the chart imports one continuity document. Conversion never creates a visit.
• Setup — Configure users, roles, locations, rooms, appointment types, hours, holidays, macros, review of systems, physical exam, and published templates. New practices can start from a catalog pack. Role overlays can restrict access; they cannot add rights beyond the assigned role.
• Notifications — Check-in notifies the linked rendering provider with the patient name, medical record number, and a link to the encounter. Only that provider acknowledges the alert. Application logs do not store note text.

Built for every role in the practice

• Front desk — Find the patient, verify coverage, book the appointment, and check the patient in. Superbills are handled by the clinician or biller.
• Clinician — Open the roomed encounter, document on the published template, sign the note, and submit a superbill so billing has a visit.
• Biller — Work visits created from superbills, run NCCI scrub, and keep revenue cycle on the same record the clinician signed.
• Practice admin — Add users, set roles and hours, publish templates, and complete the go-live checklist so a new location is configuration rather than a new build.

Security and data

Charts are isolated by organization and reached over TLS. You can export a C-CDA from Documents and import a C-CDA or CSV pack from Administration. We execute a business associate agreement before production use.

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