When a patient has multiple records in your organization's database, you can mark the additional records as duplicates to prevent future use. Once set, the patient's duplicate records will no longer be searchable in Ascend Academic. However, you can access and manage the duplicate records through the original patient's record.
Note: To set and manage a duplicate record, you must have the security right to manage duplicate patients.
To mark a patient as a duplicate
How to get there
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From the Patient menu, under General, select Patient Information.
The patient's Patient Information page displays.
Tip: You can also access the Patient Information page from the Patient Information ribbon > Edit link.
Note: If the correct patient is not already selected, use the Patient Search field to access the patient's record.
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On the Patient Information page > Basic Info tab of a patient's duplicate record, select Duplicate from the Status drop-down list.
Note: You cannot set a patient's record as a duplicate if it has future appointments, a balance, any pending insurance claims, or is set as a primary contact or primary guarantor for another patient.
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ClickTap Save.
The Save Changes window displays.
If the patient's record contains any data, the window will contain a warning message with the following:
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A list of existing data type(s)
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The total number of data per type
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What will happen to the data after setting the record as a duplicate
Specifically, the following will occur to the existing data:
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Clinical notes - No action will be taken.
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Recare - This will be deleted.
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Documents - No action will be taken.
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Procedures (except voided) - No action will be taken.
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Prescriptions (except voided) - No action will be taken.
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Medical alerts (except expired) - No action will be taken.
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Perio exams (except voided) - No action will be taken.
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Active insurance plans - Coverage for those plans will be ended (using today's date) for this patient and for any of the dependents for whom this patient is the subscriber of those plans.
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Enter the patient's name on the original record in the Specify original patient field and select from the search results.
Note: The record that is being set as a duplicate will display in the search results in gray, unless it's a an inactive record.
Once selected, the duplicate record will be associated with the original record.
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ClickTap Save.
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