Orchard Enterprise Technical Reference Guide

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Description

Use the Advanced Patient Merge page to combine the records for two or more patients into one file. Once you search for potential matches, the system allows you to select all of the records that should be merged into the patient record being kept. Remember that the merge cannot be reversed, and many of the changes will not be logged in the Change Log.

Access

Navigate to AdminCenter > Manage > Patients > Merge tab > Advanced Merge link (in the top, right-hand corner of the page).

Note

You must have the necessary security permissions to access the AdminCenter menu button and Patients administration page.

Configuring the Advanced Patient Merge Filter

  1. Select the Potential Matches option to filter the Advanced Patient Merge page by potential patient matches. This option is selected by default. Select the Patient Search option to enable patient searching on the Advanced Patient Merge filter page. When this option is selected, you may enter text into the available field to search.
  2. Select Clear Filter to clear existing filter configurations. Once you select this button, several fields display in red. A warning appears in the filter stating, "The search will not be performed until at least one filter item marked in red has been selected." Select at least one filter item marked in red to begin filtering on the Advanced Patient Merge page.
  3. Select the MRN, SSN, Date of Birth, Sex, PID 2, PID 3, City, State, and/or ZIP Code checkboxes to filter by these available filter items. You may select as many or as little as you wish. You must select at least one of these items to filter.
  4. Select the First Name drop-down list to display first name options to filter by. The drop-down options are Do not use, Match Entire, Match First Character, and Match 2, 3, 4, 5, 6, 7, 8, or 9 Characters to filter by first name.
  5. Select the Last Name drop-down list to display last name options to filter by. The drop-down options are Do not use, Match Entire, Match First Character, and Match 2, 3, 4, 5, 6, 7, 8, or 9 Characters to filter by last name.
  6. Select the Middle Initial checkbox to include the middle initial in the filter configuration options.
  7. Select the Do not match on blank values checkbox to not match on blank values when filtering on the Advanced Patient Merge filter page.
  8. Select the Limit to potential duplicates within the same practice checkbox to limit the filter search to potential duplicates within the same practice on the Advanced Patient Merge filter page.
  9. Select inside the Limit to Patients assigned to Practice search field to search for patients that are assigned to a specific practice. This is a search-as-you-type field. To select a practice, you may enter text into this field to search, or you may select the magnifying glass icon to search. A list of patients displays in the table below, depending on the filter selection. Once you have found the desired patient name, select the name of the patient to add the patient to the Selected Patients table.
  10. Select the Do Not Match On Patient Aliases checkbox to not include aliases in the search when searching for a patient.

Viewing the Advanced Patient Merge List

  1. The Advanced Patient Merge page contains a list of up to 10 patient filter results. If the list is longer than one page, use the Page links, located below the list of patients, to navigate through the list.
  2. The Advanced Patient Merge list displays the Name, Patient ID, Master PID, SSN, MRN, Sex, DOB, Practice, and PCP. Select the Select column or patient name to select a patient(s) that you wish to merge. These selected patients will appear in the Selected Patients section. See "Selected Patients on Advanced Patient Merge" section below.
  3. If you cannot find the desired patient, select Clear Filter to clear the filter list in order to perform another filter and search. See "Configuring the Advanced Patient Merge Filter" above.
  4. If no patients match your search results, a "no matching records found" message will display in the list section.

Selected Patients on Advanced Patient Merge

  1. Select a patient from the Advanced Patient Merge list section to move the patient to the Selected Patients section on the Advanced Patient Merge page by either selecting the name of the patient or using the select checkbox. See "Viewing the Advanced Patient Merge List" section above.
  2. Unselect a patient from the Selected Patients section by either selecting the name of the patient or using the select checkbox. The patient will be removed from the list.
  3. The Advanced Patient Merge Selected Patients section displays the Name, Patient ID, Master PID, SSN, MRN, Sex, DOB, Practice, and PCP. Select either the name of the patient or use the select checkbox to remove the patient.

Advanced Patient Merge Instructions

  1. Use the Advance Patient Merge filter to find similar patients. Add a patient by either selecting the name of the patient or using the select checkbox. See "Viewing the Advanced Patient Merge List" section above.

  2. Select a patient from the Selected Patients table to keep after the merge. Click X in the Keep column to keep the patient. A green check will then appear where the X used to be. When the green check appears, patient information will be displayed above the Selected Patients section. Here, you will be able to view First Name, Middle Name, Last Name, Sex, Date of Birth, Practice, Patient ID, SSN, MRN, Order Count, Address 1, Address 2 (if available), Master Patient ID, City, State, ZIP, Phone, PCP, Primary Insurance, and Secondary Insurance (if available). A message displays in this section that states, "After the merge, the patient will have the following demographics," followed by the demographics. This patient will be kept during the merge process.

    Note

    The demographic and insurance information for the selected patient will be used for the patient after the merge.

    Note

    The orders for all other patient records will be moved to the selected patient.

  3. Select Merge at the bottom of the page to begin the merge process. At least two patients must be selected in order to merge. When Merge is selected, a Perform Merge? pop-up will appear with a warning message stating, "This will merge all patients into the patient that is being kept. There will be no way to revert these changes. Are you sure you want to merge these patients?" Select Merge Patients to merge the patients (this may take a while, depending on the number of patient records to merge and orders to move), or select Cancel Merge to cancel the merge.
  4. Select Start Over to clear the page. Select < Back to return to the Patients page without merging any patient records.