Epic is one of the most widely used electronic health record (EHR) systems in hospitals and clinics. However, mistakes happen, and sometimes an erroneous encounter may be recorded. If an incorrect encounter is documented, it is crucial to correct or delete it properly to ensure accurate patient records and avoid billing issues.
This guide will explain how to delete or correct an erroneous encounter in Epic, including step-by-step instructions, alternative solutions, and important considerations.
Can You Delete an Encounter in Epic?
In most cases, encounters in Epic cannot be permanently deleted due to regulatory and compliance requirements. However, you can correct, void, or mark an encounter as erroneous to maintain accurate records while ensuring compliance with healthcare standards.
Steps to Correct or Delete an Erroneous Encounter in Epic
The process of handling erroneous encounters depends on the type of encounter and the organization’s policies. Below are the common ways to address incorrect encounters in Epic.
1. Identify the Erroneous Encounter
Before making any changes, locate the encounter that needs to be corrected.
Steps to Find the Encounter:
- Log into Epic and navigate to the Patient Chart or Encounter List
- Use the search bar to find the patient
- Select the incorrect encounter date
Once you’ve confirmed that the encounter is erroneous, proceed with the appropriate correction method.
2. Cancel or Void an Erroneous Encounter
If the encounter has not been billed or finalized, you may be able to cancel or void it.
Steps to Void an Encounter:
- Open the patient’s encounter details
- Click on More Actions (or similar option depending on your Epic version)
- Select Void Encounter or Cancel Encounter
- Enter a reason for voiding, such as “Entered in error”
- Confirm the action
3. Modify the Encounter Details
If you cannot delete the encounter, but the information is incorrect, you may be able to edit or correct it.
Steps to Edit an Encounter:
- Navigate to the erroneous encounter
- Click on Edit Encounter or Correct Documentation
- Update incorrect details such as diagnosis, provider information, or visit notes
- Save and submit the corrections
4. Mark the Encounter as Erroneous
If the encounter cannot be deleted, but you want to ensure it is not used for billing or documentation, it can be marked as erroneous.
Steps to Mark an Encounter as Erroneous:
- Open the encounter details
- Select Mark as Erroneous or Flag Encounter
- Provide a reason for the error
- Confirm and save changes
5. Use an Administrative Correction
In some cases, you may need help from your Epic administrator or medical records department to correct the error.
Administrative Options Include:
- Chart Correction Request – Request a correction through your organization’s Epic support team
- Merge Duplicate Encounters – If a duplicate encounter exists, it may be merged rather than deleted
- Audit Log Review – Check Epic’s audit log to verify when and how the erroneous encounter was created
Common Issues and Solutions
Even when following the correct steps, you might encounter issues when trying to delete or correct an encounter. Here are some common problems and how to resolve them.
1. Encounter Is Locked or Finalized
- Solution: Contact your Epic administrator or billing department to unlock the encounter for corrections.
2. Encounter Has Already Been Billed
- Solution: If billing has been processed, you may need to submit a claim correction or refund request before voiding the encounter.
3. Lack of Permissions
- Solution: If you do not see the options to void or correct an encounter, ask your Epic support team to adjust your user permissions.
4. Duplicate Encounter Exists
- Solution: Request an encounter merge to combine the correct details into one record.
Important Considerations When Deleting Encounters
Before attempting to delete or correct an encounter, keep these key points in mind:
- Compliance Requirements – Healthcare regulations often require all encounters to be documented, even if they contain errors.
- Audit Trails – Epic maintains a history of all changes, so even voided encounters remain visible in audit logs.
- Billing Impact – Voiding an encounter may affect claims, insurance processing, and reimbursements.
- Institutional Policies – Every organization has specific policies on handling erroneous encounters, so always check with your Epic administrator.
Although deleting an erroneous encounter in Epic is not always possible, you can take corrective actions such as voiding, editing, or marking the encounter as erroneous. By following the appropriate steps and working with your Epic support team, you can ensure accurate patient records while maintaining compliance with healthcare regulations.
If you encounter difficulties, consult your medical records department or Epic administrator for further assistance.