Goal: Close the visit so nothing is left open: the chart, the charges, the results, and the next step, for the team and the client.
Why this matters
The visit is not done when the patient leaves. It is done when the record is closed, and the next person knows what to do. A finalized chart, a clean invoice, flagged results, and a clear recheck plan mean nothing falls through the cracks between you and the next shift or the front desk.
Need a refresher on client communication? Go back and review Communicate the Plan to the Client.
Prefer to click through it first? Take the tour, then come back for the steps.
Step 1: Finalize the chart document
Open the medical record from the Chart tab.
Review the document: confirm the exam findings, assessment, and plan are all in.
If the chart needs a client signature, get it before you complete.
Click Complete to finalize.
Heads up: A chart that is not marked Complete stays in draft and is not part of the finalized medical record.
Step 2: Confirm prescriptions and charges
Go to the patient Invoice and review the visit charges.
Confirm prescriptions dispensed from the Rx module show as line items.
Check the automatic Tx Sheet charges: exam, ward, hospitalization, and any fluid or CRI charges, all posted correctly.
Spot a duplicate or incorrect charge? Use the three-dot menu on the invoice line item and select Void.
Heads up: Voiding needs the right permission. If you do not see the Void option, contact your manager or admin.
Step 3: Flag pending diagnostic results
Do not let an open result leave with the patient.
Select Diagnostics from the navy left navigation.
Filter by Status: Pending or Partially Received to find outstanding results for the patient.
From the three-dot menu on a pending result, select Create Task to hand off a follow-up to a teammate, or log it in the Comm Log for the next shift.
Step 4: Note the recheck
Doctors usually document the recheck rather than book it. Note the timeframe and the reason in the chart, so the care team and front desk have what they need.
Heads up: Front desk or care coordinators schedule the appointment from the Business Office. Once booked, it shows in the Patient Info Bar from any patient screen.
Step 5: Assign follow-up tasks and callbacks
From the Status Board, click the three-dot menu by the patient and select Create Task, or open the Task List from any patient screen.
Enter the details: assign a teammate, set a due date, and describe the action, such as a callback, a refill, or result follow-up.
To log a discharge call, open the Comm Log (top right of any patient screen, or Ctrl+L) and select Phone – Outbound.
Tip: If your practice has diagnostic result callback automations turned on, a callback task is generated the moment a result is marked complete. Those follow-ups may already be on the list. An admin sets these up once.
👉 Now you try
Setup: Open a patient visit in Instinct.
Do: Mark the chart document as Complete, open the invoice and confirm the charges, then flag one pending diagnostic result by creating a task or documenting it in the Comm Log.
Check: Confirm the chart status is Completed, the charges are correct, and the open result has a Task or Comm Log entry for follow-up.
Done right: Documentation complete, charges confirmed, and pending results have a clear follow-up plan.