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Encounters
Open a service recording for patient interactions and add clinical items, record progress notes, prescribe medications, review investigations, write referrals and manage recalls.
Encounters
Record patient encounters in Communicare using any one of the following methods.
Service Recording
In Communicare, a service is where a patient interacts with a service provider. In general, it means to have a consultation with a health care provider, that is, a Doctor, Nurse, or Healthworker.
Service Record
Use the Service Record window to set the provider and encounter place and mode, record billing details and set any requirements.
Service Record - Medicare
When a service is completed or paused, a Medicare claim can be submitted either by the provider or reception.

Encounters
Open a service recording for patient interactions and add clinical items, record progress notes, prescribe medications, review investigations, write referrals and manage recalls.
- Encounters
  Record patient encounters in Communicare using any one of the following methods.
  - Service Recording
    In Communicare, a service is where a patient interacts with a service provider. In general, it means to have a consultation with a health care provider, that is, a Doctor, Nurse, or Healthworker.
    - Recording a Service
      For each patient encounter, record a service.
    - Recording Telehealth Consultations
      Use one of these encounter modes to record telehealth services.
    - Service Selector
      When you open the clinical record for a patient or add a service recording, and a service has already been provided for that patient today, those services are listed in the Service Selector window.
    - Starting a Service
      Every time you open a clinical record, a service is started. You have the option of keeping the service or not when you close the clinical record.
    - Closing a Clinical Record
      To complete a service, close the clinical record.
    - Changing to a Different Service
      If you were part of a past service, you can edit that service.
    - Service Record
      Use the Service Record window to set the provider and encounter place and mode, record billing details and set any requirements.
      - Service Record - Detail
        Use the Service Record > Detail tab to set the provider and encounter place and mode.
      - Service Record - Medicare
        When a service is completed or paused, a Medicare claim can be submitted either by the provider or reception.
        Submit a Claim to Medicare
        If your health service is integrated with Medicare, you can submit an electronic claim either when you close a service if you are the provider, or later if you are a receptionist or claims manager.
      - Service Record - Private
        Check the Private Billing items claimed on the Private tab.
      - Service Record - Requirements
        Select a requirement to display an exclamation mark icon in Service Recording.
    - Service Record Filter Selections
      Use the Service Record Filter Selections window to determine which service records are displayed in the Service Recording window.
    - Service Record status
    - Provider Mode Place Selection
      The Provider, Mode and Place and Program window is displayed when you open a clinical record and Communicare is unable to identify the provider and mode-place for opening the clinical record.
    - Preselecting the Provider
      You can set the Provider, Encounter Place, Encounter Mode and optional Program used for all future services.
    - Medicare Assignment Form
      You can print patient and service details to a Medicare form ready for signing.
    - Workers Compensation
      In WA, record workers compensation interactions using the WorkCover clinical items.
  - Clinical Records
    The clinical record comprises all clinical information recorded for a patient in Communicare by your health service. It includes clinical items and recalls.
  - Intramail
    Use the intramail system to send secure internal electronic messages within Communicare.
- Medications
  This topic covers all Medications Management functionality within Communicare.
- Clinical Support

Service Record - Medicare

When a service is completed or paused, a Medicare claim can be submitted either by the provider or reception.

Note the following:

MBS 10990 or 10991 - Communicare automatically adds MBS 10990 or 10991 items to claims for clients under 16 or who have a valid Centrelink Card. Your Communicare Administrator can change the item to be claimed on Organisation Parameters - Medicare Claims or disable the feature.
After Hours MBS Item Claims - claims for items 3, 23, 36 or 44 are changed to items 5000, 5020, 5040 or 5060 respectively automatically when the service is on a Sunday or public holiday, is before 8:00am or after 1:00pm on a Saturday or after 8:00pm on a weekday or the service is marked as 'after hours' for a date only service. The Public Holidays reference table must be kept up-to-date for this feature to work correctly.
An offline client can only claim a service that has been entirely created offline.
If enabled, if you want to batch a claim with other services for the same patient from the same provider and same encounter place, select Batch claim. You cannot create a batch service if the service is not started, if there is no claimant provider selected, if the service is withdrawn, or if the service is not claimable. There can be only one active batch claim for a patient per provider per encounter place. You can submit the claim from any of the services that are batched together. Multiple providers are not allowed for batch services.

20 May 2026