How to Cancel, Reschedule Encounters, and Use Tags in DocVilla EHR

This guide explains how to reschedule encounters, cancel encounters, and use tags effectively within 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.

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• 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.

Follow the steps below to reschedule an existing encounter in DocVilla:

Steps to Reschedule an Encounter

1. Navigate to the Consults tab from the top menu

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2. Search for and select the patient

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3. Open the Encounter, click on the Action dropdown menu and select Reschedule Encounter.

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5. Update the required details:

   • Provider

   • Service

   • Appointment Date

   • Appointment Time

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6. Click Save to confirm the changes

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Tags help track the status of a patient or encounter during the workflow.

Steps to Apply Tags

1. Go to the Consults tab

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2. Search for and select the patient

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3. Open the encounter and Locate the dropdown below the Created section.

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4. Select the appropriate tag, such as:

   • Checked In

   • Patient Declined Phone

   • Patient Declined Text

   • Billed

   • No Show etc;

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5. Once selected, the tag will be visible on the main dashboard under the Consults tab

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How to Filter and Print by Tags

1. Go to the Consults tab

2. In the search bar, type the desired tag (e.g., “Ready for Billing”)

3. All encounters with that tag will appear

4. You can then print the filtered list as needed

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