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.

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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.
   • Enter a linked location in the Linked Location field to link a location to the selected encounter.
   • 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.
   • Click inside the Consulting Provider search field to allow for multiple consulting providers to be selected. This field is currently only used for HL7 2.5.1. The consulting providers will be sent in PV1-9.
   • Click inside the Admitting Provider search field to allow for a single provider to be selected as the admitting provider. This field is currently only used for HL7 2.5.1. The admitting provider will sent in PV1-17.
   • 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 ICD-9 Codes and ICD-10 Codes fields display the ICD-9/10 codes that are present for the encounter.
   • Click the Edit Entity IDs button to open the Edit Entity IDs pop-up to edit entity IDs for the encounter. Select an option from the HL7 2.5.1 Entity ID Type drop-down to specify the entity ID type for the encounter. Select either "Encounter assigning authority" or "Encounter assigning facility" from the list. Enter an ID into the Universal ID field. Enter an ID type into the Universal ID Type field. Enter the name of the ID into the Namespace ID field. Click the Clear Entity IDs button to clear all of the fields, removing the entered information. Click the Save button to save the changes made on the pop-up, or click the Cancel button to close the pop-up without saving any changes.
     • Click the Search Existing Entity IDs button to display the Select Existing Entity ID pop-up to search for ID information. Click inside the Universal ID, Universal ID Type, and Namespace ID search-as-you-type fields to search and select information for the fields. Click the Cancel button to return to the Edit Entity IDs pop-up.
   • Click the Edit Diagnoses button to display the Encounter Diagnosis History pop-up. The pop-up has two available tabs, the ICD-9 and ICD-10 tabs. The user can add and remove ICD-9 and ICD-10 codes to the encounter. If the user adds a code, then it will appear with * next to it, and if the user deletes a code that had been previously saved, then it will appear with a line through it. If the user clicks the Remove All Selected Items button, then the items will be removed as if the delete X button was clicked on each row. If the user clicks the Save button, then the updated diagnosis codes will be stored in the encounter, but is not stored in the database until the encounter is saved. Click the Add button to search for and add codes on the Diagnosis Search pop-up. Click the Cancel button to close the pop-up without making any changes.
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.

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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.

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