Page Description

Use the Advanced Patient Merge page to combine the records for two or more patients into one file. This can be useful when multiple facilities enter orders for the same provider, leading to duplications. Once you search for potential matches, Copia allows you to select all of the duplicate 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. In addition to the changes listed above, each patient being merged will be marked as inactive, have a comment added showing which user was merged into, and will have "-MERGE" appended to their ID. The patient that was chosen to be kept will have a comment added listing all staff members that were merged.

Based on your settings for the various levels of billing, Copia assigns the appropriate lab account number during order entry so that the charges for the order are credited to the correct entity.

For more help, click one of the following links:

• Accessing this Feature
• Configuring the Advanced Patient Merge Filter
• Viewing the Advanced Patient Merge List
• Advanced Patient Merge Instructions
• Selected Patients on Advanced Patient Merge

• Click the Administration menu button, click the Manage button, and then click the Patients submenu link. Select the Merge tab and then click the Advanced Merge link in the top, right-hand corner of the page. You must have the necessary security permissions to access the Administration menu button and to access the Patients administration page.

When you click the Administration menu button, Copia opens the main Administration menu, which contains administrative menu buttons, including the Manage menu. To return to the main menu for Copia, click the Lab Tasks menu button.

[Return to Top]

Configuring the Advanced Patient Merge Filter

1. Click the Potential Matches radio button to filter the Advanced Patient Merge page by potential patient matches. This radio button is selected by default. Click the Patient Search radio button to enable patient searching on the Advanced Patient Merge filter page. When this radio button is selected, you may enter text into the available field to search.
2. Click the Clear Filter button to clear existing filter configurations. When this button is clicked, several fields display in red. A warning appears in the filter stating that "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. Click 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. Click 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. Click inside the Limit to Patients assigned to Practice search field to search for a patient that is assigned to a practice. You may enter text into this field to search, or you may click the magnifying glass icon to search. This is a search-as-you-type field. Once you have found the desired patient name, click the name of the patient to add the patient to the Advanced Patient Merge filter page.
10. Select the Do Not Match On Patient Aliases checkbox to not include aliases in the search when searching for a patient.
11. Click the Merge button at the bottom of the page to begin the merge process. A patient must be selected from the Limit to Patients assigned to Practice field in order to merge. Click the Start Over button to clear the page. Click the < Back button to return to the Patients page without merging any patient records. See "Selected Patients on Advanced Patient Merge" section below.

[Return to Top]

Viewing the Advanced Patient Merge List

1. The Advanced Patient Merge page contains a list of up to ten 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. Click the Select column 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, click the Clear Filter button 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.

[Return to Top]

Advanced Patient Merge Instructions

1. Use the table above to find similar patients. Select the checkbox in the "Select" column to add a patient to the "Selected Patients" table. See "Viewing the Advanced Patient Merge List" section above.
2. Select a patient from the "Selected Patients" table below to keep after the merge. The kept patient's demographic information will be listed in this box.
   • The demographic and insurance information for the selected patient will be used for the patient after the merge.
   • The orders for all other patient records will be moved to the selected patient.
3. Click the Merge button and wait. This may take a while, depending on the number of patient records to merge and orders to move.

[Return to Top]

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. See "Viewing the Advanced Patient Merge List" section above.
2. Unselect a patient from the Selected Patients section by selecting the checkbox in the "Select" column. The patient will be removed from the list.
3. Click the X button 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 will be displayed in this section that reads "After the merge, the patient will have the following demographics," followed by the demographics. This patient will be kept during the merge process.
4. The Advanced Patient Merge Selected Patients section displays the Name, Patient ID, Master PID, SSN, MRN, Sex, DOB, Practice, and PCP. Click the name of the patient in the "Name" column to remove the patient.
5. Click the Merge button at the bottom of the page to begin the merge process. A patient must be selected in order to merge. When the Merge button is clicked, 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?" Click the Merge Patients button to merge the patients, or click the Cancel Merge button to cancel the merge.
6. Click the Start Over button to clear the page. Click the < Back button to return to the Patients page without merging any patient records.

[Return to Top]

 © 2018 Orchard Software Corporation