How-to

Completing an encounter

Work through intake and encounter forms on the full-screen workspace.

The encounter workspace is a full-screen layout for filling the forms that make up a single service delivery — usually a vaccination or consultation. It's designed to stay on one page while you work, with the customer's context (history, profile, notes) a tap away in side panels.

Getting here

From the service detail page, tap Record Encounter. Intake and Encounter phase forms load automatically for that service.

The layout

  • Left sidebar — form and section navigator. Scroll-spy highlights where you are.
  • Centre — the forms themselves, stacked as collapsible sections with progress bars
  • Right rail — icons that open side panels for Notes, Immunisation History, Patient Profile, Attachments, and Schedule Follow Up. Panels open alongside the form without leaving the page.
  • Top bar — Save and Complete buttons

Working through the forms

Forms are split into collapsible sections. Expand one section at a time to stay focused — the sidebar shows overall progress.

Fields marked required must be filled before the form can be completed. Optional fields can be left blank.

Conditional fields appear based on your answers — answering "yes" to "Was an adverse reaction observed?" reveals a follow-up section. Answering "no" keeps it hidden.

Save vs Complete

  • Save keeps your work as a draft. Other staff can pick it up; you can come back later. Use this between customers or when you're interrupted.
  • Complete submits the form. It's validated first — required fields, conditional requirements, and format checks. After submit, the form is marked complete and (for AIR-eligible records) queued for submission to the Australian Immunisation Register.

Submitted forms are read-only. To change them, see Amending submitted data.

The encounter workspace doesn't auto-save. If you navigate away without saving, unsaved changes are lost — you'll get a confirmation prompt first, but intermittent connectivity or an accidental reload will drop them.

Side panels

Tap the icons in the right rail to open a panel:

  • Notes — add a note while the encounter is fresh; it's attached to the service
  • Immunisation History — the customer's AIR history, useful when you need to confirm a prior dose
  • Patient Profile — identifiers, contact details, demographics
  • Attachments — files attached to this service
  • Schedule Follow Up — create the customer's next booking without leaving the encounter

Panels stay open while you work. Close them when you need the full form width back.

After completing an encounter

When every encounter-phase form is complete, a confirmation prompt appears. Confirming marks the service as encounter-complete and, if post-encounter forms exist, they become available on the service detail page.

For AIR-eligible vaccinations, the submission is queued immediately. The customer's immunisation history updates when AIR accepts the record — usually within a few minutes.

Common problems

  • Can't complete: "Required fields missing" — expand every section; the sidebar shows which form has errors. A red warning icon on a section flags the issue.
  • Immunisation history panel empty — AIR couldn't match the customer. Check the Patient Profile for Medicare and date of birth accuracy.
  • Form won't expand — the form hasn't loaded yet. Tap Record Encounter again to re-open it.