Page Description

Use the Encounter page to uniquely identify a patient's encounter. For purposes of electronic record keeping, an encounter may denote a patient's specific illness or course of treatment. An encounter ID may be generated by a billing or ADT system and, if the billing system is interfaced to Copia, the encounter ID may be directly imported into this field. Alternatively, you may select an encounter ID on the Order Patient Samples page from the Encounter field drop-down list or by using the Add button to add or edit an encounter using the Encounter page. Copia also accepts encounter numbers from HL7 transmissions.

When assigning an encounter on the Order Patient Samples page, Copia fills the encounter's patient class and room number on the ordering page when the encounter is chosen or created.

When transmitting orders, Copia transfers all of the encounter information listed below via HL7 in the PV1 segment.

• Room (PV1-3.2)
• Bed (PV1-3.3)
• Patient class (PV1-2)
• Admission type (PV1-4)
• Patient type (PV1-18)
• Financial class (PV1-20)
• Attending Provider (PV1-7)
• Referring provider (PV1-8)

It also parses and sends the Admit Reason information in the PV2-3.2 field.

For more help, click one of the following links:

• Accessing this Page
• Adding an Encounter
• Editing an Encounter

• Click the Add button on the Order Patient Samples or Encounter Search pages.
• Select an Encounter and then click the Edit button on the Order Patient Samples page.
• Click the encounter ID link in the Encounter column on the Encounter Search page.

[Return to Top]

1. Define the information for the current encounter for the patient in the Encounter Information section.
   • Enter a unique identifier for the encounter in the Encounter ID field. This identifier may include letters, numbers, or symbols.
   • Copia automatically places the current date and time in the Date Opened fields. You may modify this value as needed. Click Now to enter the current date and time. Click Clear to clear the date and time fields.
   • Enter a date and time in the Date Closed fields, if desired. Click Now to enter the current date and time. Click Clear to clear the date and time fields.
   • Select an option from the Admission Type drop-down list to specify the type of admission that applies to this encounter for the patient. These options are defined in the Encounter Info administration page. See the Admin: Encounter Info topic.
   • Enter the reason the patient was admitted in the Admit Reason field, if appropriate. If Copia has received this information from a host system, it will add it here.
   • Enter the Room Number for the patient, if applicable. Depending on the administration settings for the signed in location, if you change the room number here, Copia may update the room number for all open orders associated with this encounter. See the Admin: Locations topic.
   • Enter an identifier for the patient's Bed, if applicable.
   • Select an option from the Patient Class drop-down list to specify the patient's class (e.g., inpatient or outpatient). These options are defined in the Patient Class administration page. See the Admin: Patient Class topic.
   • Select an option from the Patient Type drop-down list to specify the patient's type. These options are defined in the Encounter Info administration page. See the Admin: Encounter Info topic.
   • Click the Search button next to the Attending Provider field to select the attending provider from the User Search page. See the User Search topic. Click the Clear button to clear the selected provider.
   • Click the Search button next to the Referring Provider field to select the referring provider from the User Search page. See the User Search topic. Click the Clear button to clear the selected provider.
   • Select an option from the Financial Class drop-down list to specify the patient's financial class. These options are defined in the Encounter Info administration page. See the Admin: Encounter Info topic.
   • The Hospital Service field displays the values sent in the HL7 message or entered here. You may create an order entry rule condition based on this value. See the Admin: Order Entry Rules topic.
   • The Diagnosis Codes field displays the ICD-9 codes associated with the selected encounter that Copia received via order or demographic update HL7 messages. You cannot edit this information on this page.
2. Click the Add button in the Comments for this Encounter section to access the Add/Edit Encounter Comment page where you may enter the comments that should be included in the encounter. See the Add/Edit Encounter Comment topic. These comments are included in the final report for the order.
3. Once you have added the encounter comments, Copia displays them in the Comments field. If no comments exist, then Copia instead displays the text "No encounter comments found."
4. Click Cancel to return to the previous page without saving your changes.
5. Click Save to save the modifications to the list and return to the previous page.

[Return to Top]

1. Modify one or more of the fields in the Encounter Information section. See "Adding an Encounter" above.
2. Click the Add button or click the links in the Entered or Comment columns to access the Add/Edit Encounter Comment page where you may modify the comments that should be included in the encounter. See the Add/Edit Encounter Comment topic. These comments are included in the final report for the order.
3. Click Cancel to return to the Order Patient Samples page without saving your changes.
4. Click Save to save the modifications to the list and return to the Order Patient Samples page.

[Return to Top]

 © 2015 Orchard Software Corporation