Merging Duplicate Patients

PatientsTenant admin Last updated:

This action is available to tenant administrators.

When to Merge Patients

Duplicate patient records occur when the same person is entered more than once — commonly because a new insurance member ID suffix was issued, or because a patient was imported from multiple sources. Merging combines all clinical data, tasks, documents, and workflows from the duplicate onto the surviving record and removes the duplicate.

Merge only records that represent the same person. The merge panel warns you if the two records appear to have different names, dates of birth, or member IDs.

Step 1 — Locate the Duplicate Pair

  1. Open the Patients list from the left navigation.
  2. Enable Show patients without current insurance to surface stale or inactive duplicate records that would otherwise be hidden.
  3. Search for the patient name to find both records.

Step 2 — Select the Two Records

The patient list shows a checkbox column on the left side for administrators.

  1. Check the checkbox on the first record.
  2. Check the checkbox on the second record.

A merge toolbar appears above the table showing 2 selected and the button Merge selected (2/2). The button is disabled until exactly 2 records are selected.

Step 3 — Open the Merge Panel

Select Merge selected (2/2). The Merge Patients panel opens on the right side.

The panel displays a summary message:

Choose which record to keep. All tasks, evaluations, documents, medications, and other data from the duplicate will move to the survivor.

If the two records look noticeably different (different name, DOB, or member ID), a warning banner appears. Review it carefully before continuing.

Step 4 — Choose the Surviving Record

Under Keep this patient (survivor), select the radio button next to the record you want to preserve. The other record becomes the duplicate and will be merged in.

Step 5 — Review the Record Comparison

A Record comparison table shows all fields side by side — Survivor (keep) and Duplicate (merge in). Rows where the values differ are highlighted.

For each differing field that can be overridden, a toggle appears with two options: Survivor and Duplicate. Select which value you want on the merged record. Fields that are combined automatically (such as insurance records) show an informational chip instead of a toggle.

Step 6 — Review the Merge Inventory

The Merge inventory section lists everything that will be combined on the survivor:

  • Survivor chart — existing chart data that stays; data from the duplicate is added to it.
  • Duplicate chart — chart items from the duplicate that will be merged in.
  • Workflows — tasks and prior authorization records on the duplicate that will be repointed to the survivor.

All data is merged together — there is no per-item opt-out.

Step 7 — Confirm the Merge

Select Merge (or the confirm button at the bottom of the panel) to execute. The duplicate record is removed and all associated data moves to the surviving record. You are taken to the surviving patient’s chart.

This action cannot be undone. Verify your selection carefully before confirming.