Merge Patient Records

You can check out the video HERE.

Here we will review the process for merging demographic records.

It is always recommended to search for a patient record first prior to creating a new patient chart.  This important step helps cut back on duplicate patient records.

Prior to merging any charts, you want to review the charts that will be merged to determine which will be the main chart and the one to be merged.  

Additionally, you want to ensure that the patient's health card number (PHN) is only contained in the main chart.  This will avoid errors in the future regarding HIN in use messages if left in the merged chart.

Patient Search:

By clicking on Search from the schedule you'll load a Patient Search window.

From the search window you can open both the Master Record and the eChart to review the contents:

The Demographic Number will open the Master Record to check for health card information, as well as additional patient details.

The E link will load the patient's eChart to review the medical content for each chart.

Merge Patient Records:

Once the Main record has been determined, and health card information addressed, a merge can be completed by someone with Administrative access.

We need to navigate to Administration > Data Management > Merge Patient Record:

From here we need to search to load the charts that we wish to merge.  

Please note that you can search by Name, Phone, DOB, Address and HIN.

Here we would complete the search and mark off the chart to be the Main record, and select all charts to be merged:

Once ready click Merge Selected Records and you will receive a success message:

After clicking OK the page will refresh to the merge window.

Merged Records:

After completing the merge, you can confirm by completing a new patient search and note that the merged chart will show as Merged under the patient status:

You may update the Master Record of the merged chart to be more visible after merge:

Merge Access:

In order to be able to merge records, you need to have the Administrative access.

Upon clicking on Merge Patient Records, the below message may show:

This error message indicates that the provider does not have access to complete the merge.

The object _merge is missing from their profile.

The access needs to be assigned to either a provider, or a role.  

Please note that if you assign the object to a role then all providers that have that role assigned to them will also be granted that access as well.

To update a role/provider, you would need to click on System Management from the admin panel and then Assign Role/Rights To An Object:

From here will need to scroll to the bottom of this page.

Please note that this page does take a few moments to load.

We would need to select the Role or Provider to assign the _merge access, in this example we will be applying it to the Admin role:

We then need to scroll to locate the _merge Object ID and mark it to have ALL Rights:

Then scroll to very bottom and click ADD:

The page will bring you back to the top once updated with the change.

The provider would now be able to complete the merge.

Please contact Support with any questions at [e-mail]