Canceling Encounters in DocVilla EHR

When managing patient appointments in DocVilla EHR, it’s important to use the correct method for cancellations to ensure proper documentation and compliance.

Recommended Tags Instead of "Delete Encounter"

Instead of using Delete Encounter under the Actions menu, we recommend using one of the following tags, depending on the situation:

Pt Declined Email/Text or Phone
Use this tag when a patient calls or communicates with your office (via email, text, or phone) and declines the appointment.
→ After tagging, you may sign off and close the encounter if needed.

Late Cancellation
Use this tag when the patient cancels late, in accordance with your office’s cancellation policies.

When to Use "Delete Encounter"

The Delete Encounter option under Actions should only be used if you need to delete an appointment entirely — for example, if the appointment was created by mistake.

⚠️ Important:
Once an encounter has been signed off or if any transaction (e.g., billing, charting, or prescribing) has taken place, it cannot be deleted due to audit and compliance requirements.

✅ Tip: Using proper tags (instead of deletion) ensures accurate reporting, compliance, and clearer patient history.