The patient merge functionality can be used when there are two patient files for one patient. This feature will combine the two files into one patient record.

This is performed by copying the information from one record (the source patient) to the second (the destination patient), leaving the source record empty. We recommend marking the source patient as inactive to provide you access to any items that could not be copied across.

This process is irreversible.

Due to the functionality of this feature, it is common for this to only be available to your practice EXACT administrator.

Merging two records

1. Open the destination patient file.
   • (The selected patient file will be entered as the Destination Patient)
2.  This will open the Merge Patient Details window, enter the patient Code for the Source Patient or use the selection button to locate and add the Source Patient Code into the Source Patient box.
3. Check Mark source as inactive box is ticked if required or not if desired.
4. Select an inactive reason using the selection button.
5. Click OK when all fields are completed.
6. Read and confirm the following prompt if you wish to proceed.

Result: There will now be one active record for the patient, containing the merged details from the two records. The second (inactive) record is retained in case you should need to access any details such as x-rays that may be still attached to the original patient record.

The Source Patient file will be identified through a pop-up Note added during the Merging process.

X-Rays or records linked through third-party software

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

Tips and Tricks

• This function is usually only available to your EXACT Administrator.
• Patient 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 the instance an error may occur.