You might find that you have patients with duplicate records. This most often happens when a patient self-registers and creates a second profile rather than logging in with their previous information. Our software tries to flag and avoid this, but if a patient uses a different name (e.g. a nickname) or a new email address, they will be able to create a duplicate record.
The good news is there is a simple fix for that! You can merge the two (or more) records into one, with just a few clicks. To do that, follow these steps:
1. Log into your Web Portal and click the Patients tab. Find the patient you’re looking to merge.
2. Click the Merge button on the row of the most accurate version of the duplicate patient. (If name/sex/DOB are identical, click any record).
3. You will be shown a screen with similar records that you can choose to merge into the record you just selected. TIP: The records offered on this screen are any with an exact last name match, similar first names and a few other criteria. If you notice that there are records that should be on this list but aren’t, you can go back to your master patient list and make sure the last names on the records you want to merge are all the same.
4. You will want to be mindful of the “Target” record at the bottom of the list. The merged record will retain the demographic information from this record (e.g. name/email/address). Typically you will want this to be the most up to date record. If you want to move a newer or more complete record into the target position, click the arrow on the right side of the row.
5. Select the records to be merged, and hit the red Merge Patients button. You will be asked to click a second red button to confirm the merge.
NOTE: All information from fields that allow multiple entries (e.g. insurance cards, encounters, claims) will be retained and consolidated into the remaining patent record. Patient information fields that only allow for a single entry (like name, address and DOB) will keep the values from the target record, unless a field is blank in the target record in which case it will fill with info from the records that are being merged in.
