A healthcare encounter is a record of any time you receive medical care - office visits, hospital stays, emergency room visits, or virtual appointments.

These records help your healthcare team coordinate your care, track your health over time, and ensure you receive safe, effective treatment.

Note: Only your healthcare providers can create or update encounter records to ensure accurate medical documentation.

 

Types of Healthcare Visits

Common visit types:

  • Routine check-up: Regular preventive care
  • Follow-up visit: Continuing care for ongoing conditions
  • Consultation: Specialist evaluation
  • Emergency care: Urgent medical attention
  • Procedure visit: Specific treatments or tests

Care settings:

  • Outpatient: Clinic or office visit
  • Inpatient: Hospital stay overnight or longer
  • Emergency: Emergency room care
  • Virtual: Telemedicine appointment

Visit status:

  • Planned: Scheduled but not started
  • In-progress: Currently receiving care
  • Finished: Care completed
  • Cancelled: Visit was cancelled

 

What's in Your Encounter Records

Basic visit information:

  • Type of visit and care setting
  • When and where you received care
  • Why you needed healthcare
  • Current status of your visit

Your healthcare team:

  • Doctors, nurses, and specialists who cared for you
  • Their roles in your care
  • When each provider was involved

Medical information:

  • Diagnoses or conditions identified
  • Procedures or treatments performed
  • Locations where you received care

Hospital stays (when applicable):

  • How you were admitted and discharged
  • Special needs or accommodations
  • Follow-up care instructions

 

How to Use Your Encounter Information

For future healthcare visits:

  • Share encounter records with new doctors
  • Reference previous visits when discussing your health
  • Track patterns in your healthcare needs
  • Understand your care history and progress

For insurance and billing:

  • Verify that records match your insurance claims
  • Understand what services were provided
  • Use for disability or legal documentation

For care coordination:

  • Ensure all providers have complete information
  • Share with family members or caregivers
  • Provide to emergency responders when needed
  • Support transitions between different care settings

 

Questions to Ask About Your Encounters

About your visit:

  • "What happened during my visit?"
  • "Who were the healthcare providers involved?"
  • "What was the main reason for this visit?"
  • "How long did my visit last?"

About diagnoses and treatment:

  • "What conditions were identified?"
  • "What treatments did I receive?"
  • "What follow-up care do I need?"
  • "How does this visit relate to my overall care plan?"

About next steps:

  • "What appointments do I need to schedule?"
  • "How will this information be shared with my other doctors?"
  • "What should I do if I have questions later?"
  • "When should I expect to hear about test results?"

Your encounter records help ensure you receive coordinated, safe, and effective healthcare.