Managing patient records efficiently is crucial in providing high-quality healthcare services. This guide will walk you through the process of merging duplicate records when registering a patient with an existing EMIS ID, ensuring a unified and accurate patient database.
How do I identify duplicate patients?
Notification: Upon adding an EMIS ID to a patient's profile, the system may alert you to the existence of a duplicate EMIS ID already in the system.
Option to Merge: In the event of such an alert, you will be presented with the option to merge the new patient record with the existing duplicate record.
How do I merge duplicate patients?
If you patient is missing an EMIS ID or does not have a blue ☁️ against their name, the information in Hero is not synced. In order to correct this:
Find the patient and edit their information either via the patient table or their profile.
Location the EMIS ID field and input the ID you wish to apply to the patient.
If the EMIS ID and date of birth of match a patient already in Hero with these details, an option to Resolve records will be presented.
Click Resolve records and you will be prompted to check the two patients before confirming a merge.
⚠️ Be aware that any patient details not associated with the patient holding an EMIS ID will be lost during the merge. If there are specific details you wish to retain, ensure they are manually copied into the patient's EMIS record before completing the merge.
Which patient is preserved after the merge?
When I merge is successful, the patient which is already synced with EMIS (or PDS in an NHS practice) will be preserved.
What information is merged?
The merge will include appointments, messages, questionnaires, invoices, prescriptions, and any approved connections to the patient holding the EMIS ID, ensuring a complete and updated patient profile.
When is a patient determined as a duplicate?
For a merge scenario to occur, both patient records must share the same date of birth and EMIS ID. This ensures that conflicting information are against a unique identifier (EMIS ID) and patient identifiable information (Date of birth) to verify that the conflict is a patient that has two records therefore prevents the merging of records for different patients.