Merge Patient Records

The Patient Merge function is available when two patient files exist for one patient, this feature will consolidate the files into one.

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

• Merging two records
• X-Rays or records linked through third-party software
• What Patient Information is merged?
• What Patient Records are merged?

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 post code
• Work address and post code
• Home, mobile, and work phone and work phone contact
• Alternative phone number and contact
• Fax number, pager number
• Email addresses

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