When two records exist for one patient, these records can be merged to combine the information recorded on each into one patient record.

Merging Patient Records

⚠️Note: It is advised to perform a backup before merging records, to ensure you have a copy of your data before the merge updates your data.

This operation is performed by copying the information from one record (the source patient) to another (the destination patient), leaving the source record empty.

💡Tip: Mark the source patient as inactive to provide you access to any items that could not be copied across.

⚠️Important: This process is irreversible.

Merging Two Records

1. Open the Patient record to be retained (destination patient).
   • The selected patient file will auto-populate as the Destination Patient.
2. Click the Merge button, two arrows pointing inward (><).
3. The Merge Patient Details window will open.
   • You will now be prompted to select the specialists to be merged.
   • The Destination Specialist is the record to remain.
   • The Source Specialist is the record to be removed.
4. Tick the Mark source as inactive if required or leave blank if not.
   • An alternative inactive reason can be selected by clicking the text field, then using the selection button that appears.
5. Click OK when all fields are completed.
6. Read and confirm the following prompt if you wish to proceed.

Once merged, one active record will remain for the specialist, containing the merged details from the two records. The second (inactive) record is retained in case you should need to access any details post-merge.

Merged Patient Pop-up Note

Once a patient record has been merged with another, the source patient record will be identified by a pop-up note which is added during the merge process.

Third-Party Software Linked X-Rays and Records

Any data, most commonly X-rays or images, linked to EXACT through third-party software that cannot be edited by EXACT will remain on the Source Patient file, this is to allow you access to the files.

We advise speaking with provider for your third-party software to discuss your options for linking these files to the new patient file.

What Patient Information is Merged?

• First name
• Second name
• Last name
• Title
• Initials
• Sex
• Date of birth
• Home address and postcode
• Work address and postcode
• Home, mobile, and work phone and work phone contact
• Alternative phone number and contact
• Fax number, pager number
• Email addresses
• Referral source (from EXACT 24.112)
• Doctor (from EXACT 24.112)
• Emergency contact (from EXACT 24.112)

What Patient Records are Merged?

• Contacts
• Patient notes and dated notes
• Charting
• Appointments
• Perio WHO and BPE
• Transactions and associated invoice lines
• Waitlist entries
• Denplan OHS
• Pathology
• Medical History
• Prescriptions
• Recalls
• Smile Surveys
• NHS Pilot Information
• Examine-Pro
• 3rd party link records (but not the actual third-party data, which isn't held in our database)
• Custom tabs

Additional Information

• This function is usually only available to your EXACT Administrator.
• Record merges are irreversible. If you wish to retrieve the data post merge a backup will be required.
• It is advisable to perform or have a backup of your data completed before merging patients in case an error may occur.