Deleting an encounter in Epic requires access to the patient's chart and the right user permissions
An encounter in Epic is a record of a patient visit — whether in-person, by phone, or telehealth. Sometimes you need to delete one: the visit was entered twice by mistake, scheduled but never happened, or was created in the wrong patient's chart. The steps differ depending on whether the encounter is still open (unsaved) or already saved in the system.
If the encounter is open in front of you right now and you have not saved it yet, you can simply close it without saving. If it is already saved, you will need to use Epic's delete function, which requires the right security role. Not all staff members have permission to delete encounters — this is usually limited to providers, medical records staff, or administrators.
Key Takeaways
- An unsaved encounter can be closed without saving by clicking the X or using File > Close without saving.
- A saved encounter must be deleted through the encounter record itself, using the delete button or menu option available to users with the right permissions.
- Deleting an encounter removes it from the patient's chart permanently, so confirm you have the right encounter before proceeding.
- If you do not see a delete option, your user role does not have permission to delete encounters — contact your Epic administrator or medical records department.
How to close an unsaved encounter without saving it
If you just opened an encounter and have not yet saved any information, the fastest way to remove it is to close the window. Look for the X button in the top right corner of the encounter window and click it. Epic will ask you to confirm that you want to close without saving — click Yes or Confirm.
Alternatively, go to File at the top of the encounter window, then select Close. If you have made any changes, Epic will prompt you to save or discard them. Choose Discard or Don't Save. This removes the encounter from your current session without creating a record in the patient's chart.
How to delete a saved encounter from the patient's chart
Once an encounter is saved, closing the window will not remove it. You need to use Epic's delete function. Open the patient's chart, find the encounter you want to delete in the encounter list or summary, and click on it to open the encounter record.
Look for a menu button — usually three dots (⋯) or a dropdown arrow — near the top of the encounter window. Click it and look for an option that says Delete, Remove, or Delete Encounter. Click that option. Epic will ask you to confirm the deletion. Read the confirmation message carefully to make sure you are deleting the right encounter, then click Yes or Confirm.
If you do not see a delete option in the menu, your user role does not have the permissions needed. Contact your Epic administrator, your supervisor, or your medical records department to request the deletion or to ask about getting delete permissions.
What happens when you delete an encounter
Deleting an encounter removes it completely from the patient's chart. The visit record, any notes written during that encounter, and any orders or documentation tied to it will no longer appear in the patient's history. Other staff members will not be able to see it.
Some organizations keep an audit trail of deletions for compliance reasons, so your Epic administrator may be able to see that a deletion occurred and who performed it. However, the encounter itself is gone from the active chart. This is why it is important to double-check that you are deleting the correct encounter before confirming.
If the delete button is grayed out or missing
A grayed-out delete button usually means the encounter has already been finalized or locked by another user, or it contains information that cannot be deleted (such as billing data that has been submitted). Some organizations lock encounters after a certain amount of time has passed.
If the delete option is missing entirely, your user role does not have delete permissions. Different roles in Epic have different access levels. Providers, medical records staff, and chart administrators typically can delete encounters, but clinical staff, nurses, or front desk staff often cannot. Contact your Epic administrator or your medical records department and explain which encounter needs to be deleted and why. They can either delete it for you or grant you the necessary permissions.
Preventing duplicate encounters in the future
Duplicate encounters often happen when a visit is scheduled twice or when two staff members open the same patient's chart at the same time. To avoid this, check the patient's encounter list before opening a new encounter. Look at the date and time of recent visits to make sure you are not creating a duplicate.
If you are unsure whether an encounter already exists, ask a colleague to check the chart or contact your front desk staff. It is faster to verify before creating a new encounter than to delete a duplicate afterward. Some organizations also use encounter templates or workflows that reduce the chance of duplication.
Frequently Asked Questions
Can I undo a deleted encounter?
No. Once you confirm the deletion, the encounter is removed from the patient's chart. Your Epic administrator may be able to restore it from a backup in rare cases, but this is not a standard recovery process. Always confirm you are deleting the correct encounter before proceeding.
What if I deleted an encounter by mistake?
Contact your Epic administrator or medical records department immediately and explain what happened. They may be able to restore the encounter from a system backup, depending on your organization's policies and how much time has passed since the deletion.
Do I need permission from the provider to delete an encounter?
This depends on your organization's policies. Some require provider approval before deleting an encounter, while others allow medical records or administrative staff to delete without approval. Check with your supervisor or medical records department about your organization's procedure.
Can I delete an encounter if it has billing information attached?
Usually not. Encounters with submitted billing data are locked to protect financial records. If you need to remove a billed encounter, contact your billing or medical records department — they may need to reverse the billing first before the encounter can be deleted.
What is the difference between deleting and voiding an encounter?
Deleting removes the encounter completely from the chart. Voiding marks it as cancelled or invalid but keeps a record that it existed. Your organization may prefer voiding for encounters with billing or legal significance. Ask your supervisor which action is appropriate for your situation.