Medical Visits (previously called Clinical Encounters)

Of note, this feature was previously called Clinical Encounters. It was renamed to Medical Visits in December 2025

Medical Visits is a feature that helps you track your clients’ past and upcoming doctors’ appointments, hospitalizations, and ER visits. Medical visits are great opportunities for supporting your clients. Knowing when these appointments happen helps you and your clients get the most out of them together.

Orientation to Medical Visits

Here's how to get started with Medical Visits

1. To find the Medical Visits section go to the client chart

   • On the left side, beneath the Health Tracker, you'll see a section called Medical Visits.

   • If your client has some information in their Medical Visits you’ll see up to the 3 most recent or upcoming visits. If there aren’t any visits yet, you’ll see a message that says “No visits.”

2. Expand to view all visits

   • Click on the Expand button to open a pop up that will show you all the visits for that client. These are sorted by default from most recent to least recent.

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3. Here's what all the different components of the Medical Visits are:

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   • 1. Download: Use this to download all the visits for this client. Make sure to store this information in a secure way as it contains personal health information (PHI)
   • 2. Add: Use this to add a new visit to the Medical Visits list
   • 3. Filters: Use filters to narrow down the list of visits to find what you need
   • 4. Column headers: These are the different data fields. You can sort the visits in the list by hitting the up or down arrow icons.
     • We'll cover what the different columns mean in the next section
     • Please note that the "Source" column is automatically filled in by the app. You'll see one of the following values; here's what they mean:
       • Manual: The visit was entered by a user (by using the "+" button)
       • Data feed: The visit came into the app from a data feed from an organization like a health system or health insurance company
       • Updated: The visit came into the app from a data feed and was later edited or updated by a person

How to add a new medical visit

1. To add a new visit click the Add (+) icon. You'll see a new section at the top of the pop up with the following fields:

   • Date and Time: Pick or type a date and time.

   • Type: Choose the type of visit. Here's when to use each of the options:

     • Behavioral health visit: Mental health or substance use visits.
     • ED admission: When the client first goes to the ED (emergency department).
     • ED discharge: When the client leaves the ED, in the event that their visit spans more than one day.
     • Inpatient admission: When the client is admitted to the hospital for an inpatient stay (overnight or longer).
     • Inpatient discharge: When the client is allowed to leave the hospital and go home or to a care facility.
     • Primary care visit: When the client sees their primary care doctor.
     • Registration: When the client initially arrives at a hospital (You probably won't use this one as much -- this is something insurance companies and hospitals might enter).
     • Specialist visit: When the client sees a doctor or other healthcare provider (like a physical therapist or nurse) in a medical office setting.
     • Transfer: When a client is moved from one facility to another, for example from one hospital to another.

   • Location: Where the visit happened or is scheduled.

   • Provider: The healthcare provider for the visit.

   • Reason: The reason for the visit.

   • Status: You can select a status for the visit. Here's what each of them mean:

     • Canceled: The visit was canceled.

     • Complete: The visit was completed, meaning your client made it and was able to connect with their provider.

     • No-show: Your client didn't show up and didn't let you or their provider know.

     • Pending: The visit hasn't happened yet because it's in the future.

     • Rescheduled: The visit will happen another time.

2. Save or cancel

   • Click Confirm to save your visit. You’ll see a message saying “Your visit was saved.”

   • If you decide you don't want to add a new visit, click Cancel. This will close the panel and not save anything.

   • If you try to close the panel after typing something, you’ll get a message asking if you want to save or discard your changes.

3. Extra tips

   • If your text is too long for a field, it will be shortened with “...” but you can hover over it to see the full text.

   • You can only add one new visit at a time. Finish or cancel before starting another.

How to edit an existing visit

1. Find the visit

   • In the list, hover your mouse over the visit you want to change. The cursor will turn into an “I” shape.

2. Edit the details

   • Click the visit. All fields (except “Source”) become editable.

   • Make your changes. The system will autosave your edits. You’ll see a message showing that your changes are being saved.

3. Finish editing

   • Click outside the row, press Enter, or leave the page. Your changes will be saved automatically.

How to delete a visit

1. Find the visit

   • Hover over the visit you want to delete. A trash can icon will appear on the right.

2. Delete the visit

   • Click the trash can. A message will pop up asking if you’re sure you want to delete.

   • Click Delete to remove it, or Cancel if you change your mind .

That’s it! You can now add, view, edit, or delete medical visits easily. If you make a mistake, don’t worry—you can always edit or delete the visit later.