Client Merging (Client Duplicates)

The client merging feature allows you to combine duplicate clients in the system into a single client profile.

Here's how that works:

In This Article:

• How Duplicates are Detected
• How Duplicates are Displayed
• Client Merging
• Merging Process
• What is and is not Merged

How Duplicates are Detected

We use the following criteria to attempt to determine a duplicate client. This should catch most duplicates:

• Last name exact match & First Name partial match, or
• Last name exact match & Preferred Name partial match, or
• Last name exact match & DOB exact match, or
• Email exact match, or
• Phone exact match

How Duplicates are Displayed

• Under the client profile, find the section Clinical
• We only show the duplicate alert banner if the client status is marked as new for any of their providers:

• Clients are moved from New → Active when you lock their first chart note
• When marked as new, you will see this at the top of the client profile when a duplicate is detected:

• Click the banner to reveal the suspected duplicates:

Clicking Show Duplicates will reveal other potential duplicates we find in the system, including:

• Client Name
• Client Account #
• Birthday
• Email
• and Phone #

Client Merging

To merge the existing client profile with another (or vice versa), to the right of the listed duplicate click the icon shown below:

You're then taken to our next step, the Merging Process:

Merging Process

Here we have to pick one "winning" profile that we keep. More info: what is and is not merged

From the above screen, you can:

• Keep the original client (the profile you started the merge from)
• This would merge the remaining records from the profile on the right by clicking Yes, Keep This Record

Below, we load a 3 step process:

1. Confirm Duplicate Records

• Review the demographics listed here, ensuring they are the correct one you wish to keep:
• Check the box indicating you reviewed the information
• If there are differences, type those differences in on each field to confirm

2. Review Changes

• Here we show you an overview of what will be merged
• Want to know more details? Click here to jump to the section of what will and will not be merged
• Check the two boxes at the bottom acknowledging:
  • The reviewed list looks good
  • Understanding that a client merge cannot be undone
• Then click Continue

3. Merge Clients

🎉 This last step is done automatically where we merge the client for you!

Want to keep the other profile instead?

If you'd prefer to keep the demographics from the other client, click No, Keep This Record Instead on the right:

What is Merged?

The following items from the duplicate account are merged over:

Profile

• Any provider under either client would then have access to the singular client profile
  • Clinically marked documents would only show to another provider if chart notes are shared
• Saved credit card

Records

• Any Appointments
• Client chart entries
• Treatment plan updates
• PHI release log entries

Billing

• Claims
• Accounting entries (charges, payments, refunds, and adjustment)

Docs & Forms

• Any Standard Client Documents
• Any Online Forms
• Any documents on file
• Any client attachments

All Messages