Cancel Encounters

To cancel an Encounter, select the encounter you'd like to cancel from any Encounters Grid, and Click 'Cancel' and choose from cancellation reasons, including:

• Provider Cancellation
• Learner Absence
• Learner Unavailable
• Mandate Completed This Month
• School Closure
• School Event/Trip
• Holiday

Alternately, you can choose to cancel an individual Encounter Service under an Encounter, while leaving the parent Encounter and the rest of its Encounter Services scheduled.

When an encounter service is canceled, its related charge item and payroll item are deactivated, (unless the payroll item is already in a closed payroll period).

Deactivate Encounters

You can deactivate encounters, related encounter services, and related encounter participants when an encounter was scheduled in error.

note

If observations were already collected on the session in the Note app, the encounter service cannot be deactivated. Instead, the practitioner should first remove the inaccurate observations in Note.

Scheduler Admins have permissions to override this rule.

1. On the main grid user can select the Encounters to be deactivated.

2. Upon selecting encounters to be deactivated - click 'Deactivate' on the ribbon.

3. User will be prompted to confirm deactivating the selected encounters and to select a reason for deactivating.

4. All related records (encounter, encounter services, encounter participant) will be deactivated A single encounter can also be deactivated from the main form by clicking 'Deactivate' on the form's ribbon.

Deactivate Recurring Encounters

Recurring encounters are parents to a set of related encounters that were generated based on the recurrence pattern selected.

The recurring parent cannot be deactivated. You can deactivate the related Encounter Occurrences to deactivate all the sessions generated from this recurring encounter.

note

If observations were already collected on any of the encounter occurrences of a recurring encounter in the Note app, the encounter occurrences cannot be deactivated. Instead, the practitioner should first remove the inaccurate observations in Note.

Scheduler Admins have permissions to override this rule.

Recurrence pattern set by end date

1. Update the end date on the recurrence information to one day before the first scheduled encounter.

2. Confirm update

Recurrence pattern set by number of occurrences

1. Navigate to the encounter occurrences tab on the recurring encounter.

2. Click on the check on the grid to select all encounter occurrences.

3. Once all encounter occurrences have been selected click deactivate on the grid ribbon.

4. Confirm deactivation.

5. Only the shown encounter occurrences are deactivated. If there is more than one page to the subgrid this process has to be repeated on the following pages as well.