Merge clients and patients
Learn how to merge client and patient records in the event duplicate accounts occurred and both have activity, or separate accounts were maintained for a single patient and now want to be combined into a single account.
Before you start
- Set security access to Merge Clients/Patients dialog and report.
- Verify that the accounts being merged do not have their information being updated at other workstations.
- The Merge Clients/Patients window needs to be the only window open at the workstation performing the merge.
Important!
- Once completed, a merge cannot be reversed or voided.
- When two clients with the same patient are merged, the patient will be duplicated on the merged account. Merge the patients after the client is merge is completed.
- You cannot successfully merge clients or patients when the selected clients have open invoices or existing PVLs.
Setup
- Navigate to Tools > Merge Clients/Patients
- Click Yes or No on the warning message.
Client merge
- In the first Client ID field (From), enter the client ID or F2 to search and select from the Client List.
- In the second Client ID field (To), enter the Client ID or F2 to search and select from the Client List.
- Repeat as needed for additional clients to merge. Up to ten account merges can be performed at a time.
- Click OK to merge the clients or click Cancel and No to exit the window.
- Click Yes or No to the past appointment message.
- Review merge results at bottom of window. The number of IDs merged and number of errors will be listed.
- Client row(s) successfully merged will also display a checkered flag icon to left of row.
- Unsuccessful merge row(s) will display a green flag icon.
- Click Print to view or print the Merge Clients/Patients report.
- Click Reset to clear the window and start another merge or click Close.
Patient merge
- Under Merge Type, click the Client button to change it to patient icon.
- In the first Patient ID field (From), enter Patient ID or F2 to search and select from the Patient List.
- In the second Patient ID field (To), enter Patient ID or F2 to search and select from the Patient List.
- Repeat as needed for additional patients to merge. Up to ten merges can be performed at a time.
Note: If a client has more than one patient that needs to be merged, each patient for that client needs to be merged separately.
- Click OK to merge the patients or click Cancel and No to exit the window.
- Click Yes or No to past appointment message.
- Review merge results at bottom of window. The number of IDs merged and number of errors will be listed.
- Client row(s) successfully merged will also display a checkered flag icon to left of row.
- Unsuccessful merge row(s) will display a green flag icon.
- Click Print to view or print the Merge Clients/Patients report.
- Click Reset to clear the window and start another merge or click Close.
Additional information
Merge clients and patients
- Use the Merge Clients/Patients report to view cause of a merge failure. Example: open invoice(s), Patient Visit List exists.
- Any pending lab or image requests under the former client (From) are updated to the current client (To).
- The former client is added to the primary client as a secondary name. To have them print on invoices, statements, and estimates, select Print from the Secondary Names list.
- In some cases, transferring a patient from one owner to another may be warranted vs. merging accounts.
Related reports
- Merge Clients/Patients report
