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Patient Record Merge

Merge duplicate patient records safely with admin-only access

2 min read

Overview

Patient record merging is an admin-only function that allows you to consolidate duplicate patient records into a single unified record. Duplicates can occur when a patient is registered without their national ID on one visit and with it on another, or when different staff spell names differently. Merging preserves all visit history, appointments, and documents from both records under one primary patient.

Performing a Patient Merge

  1. Navigate to Patients > Merge — Only visible to users with the admin role or patients.merge permission.
  2. Select the primary record — Search for the patient record you want to KEEP as the master record. This record's demographics (name, national ID, phone) will be retained.
  3. Select the duplicate record — Search for the record you want to merge INTO the primary. All visits, appointments, documents, and notes from this record will be transferred.
  4. Review the merge preview — The system shows a side-by-side comparison:
    • Demographics from both records
    • Number of visits, appointments, and documents in each
    • Which fields will be kept (primary) vs. discarded
  5. Confirm merge — Click "Confirm Merge". A confirmation dialog warns that this action is irreversible.
  6. Merge executes — All linked records (visits, appointments, payments, consents, packages) are reassigned to the primary patient_id. The duplicate record is soft-deleted.
Warning: Patient merging is IRREVERSIBLE. Once merged, the duplicate record cannot be recovered as a separate entity. Always verify both records carefully before confirming. The merge action is logged in the audit trail with full details.
Tip: Before merging, check if both records have insurance information. If the duplicate has more complete insurance data, consider updating the primary record first, then performing the merge.

Patient merge preview showing side-by-side comparison of two records with merge direction arrow

Frequently Asked Questions

What happens to the file_number of the merged (duplicate) record?

The duplicate's file_number is freed up but not reused. The primary record retains its original file_number. Staff who remember the old number can be informed of the change.

Can I merge more than two records at once?

No. Merge is a two-record operation. If you have three duplicates, merge two first, then merge the result with the third.

Who can access the merge function?

Only clinic admins or staff with explicit patients.merge permission. This restriction prevents accidental data loss by less experienced staff.

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