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Kareo Help Center

Create a Custom Encounter Form

Encounter forms are similar to the pre-printed superbills or fee tickets used by providers; they are templates for the diagnoses and procedure codes typically used during encounters with patients. You can create multiple custom encounter forms for use within the medical practice (Complete and Max plans only). This is helpful when you have multiple providers in a practice who use different forms, and it can significantly cut down on the data entry time for staff members who enter encounters into the system.

Once set up, the encounter forms can be printed directly from the Daily Calendar view or Encounter Forms menu with the practice name, provider's name, patient's demographic information, and date of the encounter.

To create a new encounter form

  1. Click Settings > Encounter Forms.
  2. In the Look For search bar, enter all or part of a keyword and click Find Now.
  3. Note: To avoid duplication, a best practice is to first search the encounter forms database to see if the encounter form already exists in the system.
  4. If the encounter form is not in the system, click New at the bottom.
  5. Enter information. See below.
  6. When finished, click Save.
  7. Once one or more encounter forms have been set up, be sure to return to each of the provider records and select the default encounter form to be used by each provider.

New Encounter Form - Filled Out.jpg

  1. Name: Enter the name for the new encounter form.
  2. Description: Enter a short description that best describes the encounter form.
  3. Print Format: Select the format you want to use for printing. These formats are built into Kareo; view samples in the Encounter Forms Library. Once you determine which format you wish to use, select that format from the drop-down menu.
  4. User your provider's paper encounter form as a guide. Enter the following:
  • Procedure codes section: Enter a category and code, then click Add.  Procedure codes will populate the left column.
    • Category: Enter the name for the first procedure category shown on the paper encounter form.
    • Code: Enter the code number, then click Add. This creates the first category and displays the procedure code that you entered for that category. To add a second procedure to the same category group, enter the procedure code number in the Code box and click Add again.
    • If you need to add procedure codes not shown on your paper encounter form and don't know the number, you can search the master list of procedure codes: Select the category under which the procedure code should be listed. Leave the Code box blank and click Add. This opens the Select Procedure window. Once you locate the procedure, double-click on it to add it.
    • To delete a procedure from the encounter form, select the item with your right mouse button and click Delete from the pop-up menu.
    • Repeat these steps to add additional categories and procedures.
  • Diagnosis codes section: Enter a category and code, then click Add.  Diagnosis codes will populate the right column.
    • Category: Enter the name for the first diagnosis category shown on the paper encounter form.
    • Code: Enter the code number, then click Add. This creates the first category and displays the diagnosis code that you entered for that category. To add a second diagnosis to the same category group, enter the diagnosis code number in the Code box and click Add again.
    • If you need to add diagnosis codes not shown on your paper encounter form and don't know the number, you can search the master list of diagnosis codes: Select the category under which the diagnosis code should be listed. Leave the Code box blank and click Add. This opens the Select Diagnosis window. Once you locate the diagnosis, double-click on it to add it.
    • To delete a diagnosis from the encounter form, select the item with your right mouse button and click Delete from the pop-up menu.
    • Repeat these steps to add additional categories and diagnoses.