How to Review and Approve Pending Encounters
Written by Amelia Boyer
Updated at April 29th, 2025
Table of Contents
Please Note: Terminology is different based on your setting, for example, a clinical setting uses Care Group as Organizations, Patient instead of Athlete, and Visits instead of Treatment, lastly Problems instead of Injuries, but the steps are still the same.
How to Review and Approve Pending Encounters
When encounters are entered in Kiosk Mode, they require provider approval to ensure accuracy — whether that's correcting patient input errors, confirming the correct encounter type was selected, or associating the encounter with an injury. An encounter will not appear on a patient's profile until it has been reviewed and approved.
Previously, these approvals could only be managed in the app. With a recent update, providers can now review and approve pending kiosk encounters directly from the web. Additionally, any provider user assigned at the organization level can complete the approval process, regardless of who originally launched the kiosk.
This added flexibility makes managing encounters more efficient and accessible across your team.
Video Tutorial:
Step-By-Step Tutorial - App:
- Select Settings
- Select Pending Encounters
- Apply additional filters to your listing as necessary by selecting the filter icon
- Pick your filters
- Organization: If you are assigned to more than one organization, you can use this filter to choose which organization's encounters you want to review and approve
- Created By: Encounters are automatically assigned to the provider user who launched the Encounter Kiosk. If you would like to review encounters created by a specific provider, select the appropriate user from the filter.
- Created After: Shows encounters after the selected date
- Created Before: Shows encounters before the selected date
- Select Apply to save your filters
- To quickly approve, swipe the encounter to the left
- To quickly reject, swipe the encounter to the right
- To edit, select the encounter
- Edit the encounter details. Please take special note of the treating provider, as it will default to the provider user who launched kiosk mode. Adjust the treating provider as necessary at this point.
- Answer any relevant background questions
- Review the problem area the patient selected. Select Add/Change to adjust the body part(s) selected. To associate a problem, select Add/Remove Problems.
- Select from an existing problem or create a new problem. Select Done to apply the problem to the encounter.
- Review the selected services the patient selected. Select Add/Remove services to adjust the services rendered
- To edit the units of services rendered, swipe the service to the right and select edit. Then select the units for the service.
 |
 |
- Add a note if appropriate
- Add attachments if appropriate
- Once you've edited the encounter, select Save. This action will save the encounter to the patient's encounter tab and remove it from your pending encounter listing.
Step-By-Step Tutorial - Web (Left Navigation Route):
- Select the Patient Tab on the left navigation
- Select Encounters
- Select Pending
- Apply filters as necessary
- After Date: Shows encounters after the selected date
- Before Date: Shows encounters before the selected date
- Created By: Encounters are automatically assigned to the provider user who launched the Encounter Kiosk. If you would like to review encounters created by a specific provider, select the appropriate user from the filter.
- Organization: If you are assigned to more than one organization, you can use this filter to choose which organization's encounters you want to review and approve
- To quickly approve an encounter, select the Approve icon, which is represented by a circle containing a checkmark.
- To quickly reject an encounter, select the Reject icon, which is represented by a circle containing an x.
- To edit an encounter, select the Edit icon, which is represented by a pencil
- Review the details of the encounter. Please take special note of the treating provider, as it will default to the provider user who launched kiosk mode. Adjust the treating provider as necessary at this point.
- Encounters created via the kiosk will always associate as Non-Problem Related. Review the Affected Area, Body Part, and Side, make changes as appropriate
- If the encounter should be associated with a problem, uncheck the Non-Problem Related box and select to add a problem
- Then select to add a new problem or link an existing problem
- Now review the services the patient selected as rendered. You can change the units performed, remove services by selecting X, or add additional services by selecting +
- Select + to add a note if desired
- Select + to add an attachment if desired
- Once you've edited the encounter, select OK. This action will save the encounter to the patient's encounter tab and remove it from your pending encounter listing.
Step-By-Step Tutorial - Web (Organization Route):
- Navigate to the desired organization
- Select Encounters
- Select Pending
- Apply filters as desired
- After Date: Shows encounters after the selected date
- Before Date: Shows encounters before the selected date
- Created By: Encounters are automatically assigned to the provider user who launched the Encounter Kiosk. If you would like to review encounters created by a specific provider, select the appropriate user from the filter.
- To quickly approve an encounter, select the Approve icon, which is represented by a circle containing a checkmark.
- To quickly reject an encounter, select the Reject icon, which is represented by a circle containing an x.
- To edit an encounter, select the Edit icon, which is represented by a pencil
- Review the details of the encounter. Please take special note of the treating provider, as it will default to the provider user who launched kiosk mode. Adjust the treating provider as necessary at this point.
- Encounters created via the kiosk will always associate as Non-Problem Related. Review the Affected Area, Body Part, and Side, make changes as appropriate
- If the encounter should be associated with a problem, uncheck the Non-Problem Related box and select to add a problem
- Then select to add a new problem or link an existing problem
- Now review the services the patient selected as rendered. You can change the units performed, remove services by selecting X, or add additional services by selecting +
- Select + to add a note if desired
- Select + to add an attachment if desired
- Once you've edited the encounter, select OK. This action will save the encounter to the patient's encounter tab and remove it from your pending encounter listing.