For Instinct Treatment Plan Hospitals
Check the patient back in via Instinct or through your main practice software and then find your patient on the Status Board.
Open their treatment sheet and select Visits at the top of the screen. Find the previous visit and click the 3-dot menu as shown below.
Click Reopen, and this will restore everything as good as new. You have up to 24 hours to reopen a previous treatment sheet. This 24-hour window exists because visits are legal medical records — it allows for corrections while preserving record integrity. If the "Reopen Visit" option is greyed out, check the patient back in first to enable the option.
Additionally, if you need to reorder tests, such as Antech tests, for a checked-out patient, you must check the patient back in first before proceeding.
For Instinct EMR Hospitals
First, check the patient back into Instinct via Business Office to Patient Registration. Instinct EMR does not allow multiple concurrent visits for the same patient. Ensure the active visit is concluded before starting a new one.
Then, find the previous visit and click the 3-dot menu as shown below.
Click Reopen, and this will restore everything as good as new. You have up to 24 hours to reopen a previous Tx Sheet. This 24-hour window exists because visits are legal medical records — it allows for corrections while preserving record integrity.
Similarly, reordering tests, such as Antech tests, for a checked-out patient requires checking the patient back in first.
Alternatively, documents can be uploaded to the non-visit documents section and associated with the correct visit later. If a visit was invoiced without completing an order (e.g., Cytology), check the patient back in and complete the order on the treatment sheet. For cases like DOA or patients checked out without being seen, documents cannot be attached post-check-out. To address this, consider leaving the patient checked in and moving them to the boarding board with notes indicating pending document uploads. This approach keeps the patient in the system longer, allowing for document uploads. If the "Reopen Visit" option is greyed out, check the patient back in first to enable the option.
Alternatively, if re-checking the patient in is not feasible, you can submit the sample directly to the lab and manually upload the results to the patient’s record.
Editing documents for checked-out patients
If you just need to add or finish a document—like discharge or take-home instructions—for a patient who's already checked out, you usually don't need to reopen anything. Create the document in the patient's Non-Visit Documents section, then move it to the correct visit once it's done. No check-in required. See Moving a Chart Document to the Correct Visit for the steps.
Reopen the visit when you need to edit something tied to the original treatment sheet or invoice itself—for example, completing an order that was invoiced but never finished, or correcting a treatment sheet entry. Reopening always requires checking the patient back in first; that's what enables the Reopen Visit option.
Note: Adding a product directly to the invoice does not trigger submission to the reference lab. The order must be completed on the treatment sheet to ensure proper submission.
Special cases
Order invoiced but not completed (e.g., Cytology): check the patient back in and complete the order on the treatment sheet. Alternatively, if re-checking the patient in is not feasible, submit the sample directly to the lab and manually upload the results to the patient’s record.
DOA or patients checked out without being seen: you can't attach documents after check-out in these cases. Instead, leave the patient checked in and move them to the boarding board with a note that uploads are pending—this keeps the record open long enough to finish the paperwork.
Reordering tests (e.g., Antech): check the patient back in before attempting to reorder.