How-to

Amending submitted data

Fix a mistake on a completed encounter form.

Submitted forms are read-only by default. If a mistake was recorded — wrong batch number, incorrect dose, missing adverse reaction — amend the form rather than delete and recreate. Amending updates both Light and (for AIR-eligible records) the customer's AIR history.

Deleting an encounter in Light does not delete it from the AIR. Once a vaccination has been submitted, only Services Australia can remove it from the AIR. If an AIR record is wrong, amend it – don't delete and recreate, which leaves the original on the AIR and adds a second record. To have an AIR encounter removed, contact Services Australia. Their Health Professional Education Resources cover AIR and the other programs.

When to amend vs amend-elsewhere

  • Amend here — clinical detail on a vaccination: product, batch, dose, route, site, adverse reaction, forms, notes
  • Amend on the customer profile — identity errors (wrong name, wrong date of birth, wrong Medicare)
  • Amend via AIR directly — identity corrections that require Services Australia intervention

Amending

  1. Open the service

    From Services or the customer profile, open the service whose form needs amending.

  2. Open the form

    On the service detail page, find the form in the Forms card. For encounter-phase forms, tapping Record Encounter opens the full- screen workspace with the submitted form loaded.

  3. Edit

    Tap the edit action on the form. The form becomes editable; fields show their previous values.

  4. Change and resubmit

    Change only the fields that are wrong. Leave everything else alone. Submit the form again.

  5. Check the downstream record

    For AIR-eligible vaccinations, AIR is re-submitted with the amended details. The customer's immunisation history updates within a few minutes. For claims, the amended submission is reflected on the Claims page.

What amending doesn't do

  • Doesn't delete the original. The original submission is preserved in the service's Activity tab for audit purposes, even after amendment.
  • Doesn't change the booking. If the booking itself was wrong (wrong time, wrong service), amend the booking or delete it — don't use form amendment as a workaround.
  • Doesn't remove the encounter. A recorded vaccination stays on the customer's immunisation history even if every field is subsequently amended.

If AIR rejects the amendment

Amendments are subject to the same validation as the original submission. If AIR rejects the amended record (identity mismatch, Medicare expired), the error code appears on the encounter. Fix the underlying data and submit again.

The Light record holds the amended data regardless of AIR's decision — Light and AIR can temporarily disagree while you resolve the error.