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There may be times when it is identified that there are two patient records for one patient. This might be due to:
If there are two patient records for a particular patient in MMEx, the merge function can be used to integrate two records.
Records to be merged, must have the same owner.
From the warning you can review the original file to see if it belongs to the patient standing in front of you.
You can then discard the new file or proceed with creating the “duplicate” by acknowledging the warning.
The Organisation can set some guidance for Merging and Unmerging patient records. Options include: Clinical Review Required:
Clinical Review Task:
Restrict unmerge after:
In order to be able to merge a patient record, users need to have been assigned Patient Merge permission. In user permissions, Org Admin should select Write for the Patient Merge permission
At times it may be noticed that there are two patient records with very similar characteristics. if it is determined that the records do indeed belong to the same person and the decision is made to merge the records, the following process is followed.
Open patient search screen and search for the first patient record - this is usually the one with the most correct information in it and is referred to as the Primary Patient
Right click on the patient record and select Merge.
A new window opens that asks you to select the patient record that will be merged into the previously selected record. Search for the other patient and click on the record. This will be your Secondary Patient.
Note: basic demographic details of the Primary Patient are listed at the top of the window, and the Primary patient is highlighted in grey.
Important to Note: When merging patients MMEx will use the Patient Date of Registration of the Primary Patient even if the Secondary Patient information has a date preceding the primary record.
A new screen appears listing all the discrepancies between the two patients, select the correct data from each side. This will be the demographic data displayed in the newly merged record.
Depending on organisation settings, you may see one of the following:
Set to No Prompt, no extra screen will appear;
Set to Prompt, an alert pops up asking whether users want to create a Clinical Review task
if select OK, Add New Task window will open
If set to Auto-prompt Add New Task window will open for users to create a task for clinical review.
On the Task screen assigning the task to a specific user to review and select a reason.
A record CANNOT be unmerged if the number of days specified for your organisation have passed. If an incorrect merge is identified, it is recommended to rectify it immediately.
A Clinical Data Review screen appears. This enables the Clinician to determine which parts of the Clinical Record to keep as current, or to archive. Parts of the Clinical Record that are similar will be shown on the first column (Items) and the discrepancies on the second one (Differences), and has a purpose of reducing duplication in the new single Clinical Record.
After selecting what needs to be kept or archived, click Finalise All Actions to complete the Merge process. The task will be Marked Complete and Archived and the Clinical Record will display the selected information as the current information.
The Unmerge functionality enables users to undo the merging of two patient records within a maximum of 7 days - this timeframe is set at an Organisation level. To access this section Users must have Merge Log Administration permission.
Select Merge Log Administration from the Settings menu - in the Tools section..
A popup screen appears which has two sections. Click on the blue heading block to expand or close the section.
Merged Records: Displays the history of the merge - all the actions happened at the time of merge including Archived Clinical record.
Actions After Merge: Displays the actions that took place within the Clinical Record AFTER the two Patient Records were merged. For example, any medication or care plans that were added to the Patient Record from the time they were merged, until now.
In this section, the user makes a decision about which patient will keep the added data.
Click Unmerge to complete the process