Evolv Event Delete Procedure

Evolv Event Delete Procedure

This article will explain all steps needed to complete an event delete in Evolv in accordance to the Evolv Delete, Cancel Policy

Important Notes:

• Read all instructions fully prior to performing any steps.
• All events in need of deletion must be e-signed prior to submitting a Helpdesk ticket.
• All delete requests must be requested through the Helpdesk to allow for tracking and monitoring.
  • Tickets for delete requests will ONLY be accepted via the helpdesk portal, all other channels will be closed and redirected to use the portal.
• Amended events cannot be deleted; see Evolv Delete, Cancel Policy
• Permanent Deletes cannot be retrieved once deleted.
• All events must be e-signed before delete request is submitted.
• All delete requests are required to be tracked and monitored.
• Supervisors in need of a delete of their own event, must follow same process in order for their supervisor to delete the event.

Instructions:

Worker 

1. Ensures the event needed to be deleted is e-signed.
2. Logs into Helpdesk Portal
3. Chooses "Evolv Delete" ticket template
4. Submits helpdesk ticket with following information:
   1. Supervisor email address
   2. Has the event been billed? If so, when
   3. Client ID#
   4. Program Name
   5. Exact Name of event
   6. Exact Date/Time of event
   7. Has event been signed/submitted for approval
   8. Is there any PHI in the event
   9. Reason why event needs to be deleted
   10. Has event been amended

IT Helpdesk Tech

1. Reviews ticket 
2. If the Evolv Delete template was not used, closes ticket with reply:
   1. We are unable to assist with this ticket since it does not follow Evolv Delete protocol.  Please open a new ticket using the Evolv Delete template in the Helpdesk Portal 
3. Ensures Evolv Delete is chosen as the Ticket Classification
4. Ensure that event to be deleted is e-signed; if not send ticket back to original ticket contact with reply:
   1. All events must be e-signed before delete request can be completed; please e-sign and resubmit ticket since this ticket will be deleted.
   2. Deletes ticket
5. Add Billing Manager to the ticket if event has been billed
6. Add VP of Quality and Compliance to ticket if PHI is identified
7. Responds to ticket:
   1. All delete requests will be forwarded and handled by worker's supervisor; please follow up with your supervisor with any questions.  Supervisor, please respond to ticket once event has been successfully deleted.
   2. Adds KB to ticket Evolv Event Delete Procedure 
8. Set the ticket to On Hold with a due date of 1 week
9. Follows with Supervisor if no response after 1 week
10. Follows up with Director of HIS if no response after 2 weeks
11. Once Supervisor Responds:
    1. Verify event has been successfully deleted
    2. Closes ticket
12. Reassigns ticket to EHR Team if:
    1. Event needs to unsigned 
    2. Event in need of deleting has been amended
       1. If amended event is in incorrect Client chart; VP of CQI needs to be added to ticket
    3. Event includes PHI

Supervisor

1. Reviews event(s) in need of deletion to ensure PHI is not included
2. If PHI is included (remember to complete an Adverse Incident Report for the Quality Department):
   1. Event will be permanently deleted (see below)
      1. if event has been e-signed, e-signature needs to be removed by IT (only for events with PHI) 
         1. reply to ticket with request to unsign event
      2. if event has been amended
         1. reply to ticket with request to have amended event deleted
      3. if event has been routed for approval; event needs to be unsubmitted by supervisor
3. If PHI is not included
   1. Event will be soft deleted (see below) 
      • if event has not been e-signed, supervisor needs to ask worker to e-sign/or sign event themselves
      • if event has been routed for approval; no action is needed other than delete
      • if event has an amended event attached, no action is needed for the amended event
4. Supervisor soft/permanently deletes the event(s) 

Permanent Delete

The following examples refer to events found in the Service Entry; events can be found throughout the Evolv system using other navigation

• Navigate to Client > Case Management > Service Management > Service Entry
• Find correct client and event

1. Click Action
2. Choose Delete Service

     3.  Click on Delete located at the top of event page

    4.  Select OK

     5. Confirm the event has been deleted (no longer appears in Service Entry)

Soft Delete

Find correct client and event

1. Click Action
2. Choose Delete Service

     3.  Click on Delete located at the top of event page

     4.  Select OK

    5.  Choose the correct reason for the delete from the the Event Delete Reason

    6.  Click on Save

7. Confirm the event has been deleted