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Invalidate a Finalized Encounter or Well Visit Note (Providers Only)

Version 14.19

Overview

Encounter and Well Visit Notes can be invalidated if, for example, a Note was entered into an incorrect patient's chart. Notes can only be invalidated by a Provider. Once invalidated, the Note is not displayed in the original chart. It is, however, displayed in the original patient's Medical Records, where it can be manually omitted so it is not included in record sharing.

Invalidate a Finalized Note

  1. Click the Patient Chart button and search for a patient.
  2. Select Encounters or Well Visits.
  3. Select the finalized note within the Encounters or Well Visits list, and click the Open Note button. The Encounter Summary Sheet is displayed.
  4. Click the Invalidate button.
  5. Enter a Reason for invalidating the note in the Field.

  1. Click the OK button. The record will show INVALIDATED RECORD.
  2. Click the Save button.

Locate a Note that has been Invalidated

  1. Click the Patient Chart button and search for a patient.
  2. Click Medical Records in the Reports section of the Window Navigation panel.
  3. Select -Event Chronology. ALL from the Report criteria drop-down menu.
  4. Select the Include invalidated checkbox.
  5. Select the appropriate Report dates.
  6. Click the Search button.
  7. Any notes that have been invalidated are displayed the below information.
  • Record Type column: VOID Encounter for an invalidated encounter note.
  • Record Type column: VOID Well Exam for an invalidated well visit note.
  • Record Content column: ****RECORD INVALIDATED****.

Version 14.10

Invalidating a Finalized Note

It may be necessary to invalidate an encounter or well visit note in the event that it was erroneously entered. To invalidate a finalized note:

  1. Click the Chart button and locate the patient's information.
  2. Select the Encounters or Well Visits tab.
  3. Locate the finalized note within the Encounters or Well Visits tab. The Encounter Summary Sheet is displayed.
  4. Double-click the Note to open the selected note or click the Note and select the Open Note button. The Encounter Summary Sheet is displayed.
  5. Click the Invalidate button located near the upper-right corner of the Encounter Summary Sheet window.
  6. Click the Save button to save the note.
  7. Enter the Reason for the invalidation in the Field. The record will show INVALIDATED RECORD.
  8. Refresh the list of notes by clicking off the Encounters or Well Visits tab and then returning to it. 

Locating a Note that has been Invalidated

  1. Click the Chron button on the Smart Toolbar. The Event Chronology window is displayed.
  2. A Warning pop-up box is displayed. Click the OK button.
  3. Search for and select the Patient.
  4. Click the OK button in Warning pop-up box that might be displayed.
  5. Select Event Chronology, ALL from the Report Criteria drop-down menu.
  6. Select the Include Invalidated checkbox.
  7. Select the appropriate Report Dates.
  8. Click the Search button.
  9. All Notes are displayed. Any notes that have been invalidated will contain one or more of the following indicators in the grid: 
  • Record Type column: VOID Encounter for an invalidated encounter note.
  • Record Type column: VOID Well Exam for an invalidated well visit note.
  • Record Content column: ****RECORD INVALIDATED****.