If you discover a duplicate patient record, the steps below will guide you through the process of downloading data from one of the records and uploading it to the other.
Tip: With two patient records with the same, or similar names it is advised to temporarily rename them in order to clarify which record will be the main record going forward. Simple appending ‘New’ and ‘Old’ to the surname field will reduce the possibility for confusion while updating the records.
For the step below the ‘old’ record will refer to the record whose data you are extracting (and may no longer require), the ‘new’ record will refer to the patient record you intend to keep and use going forward.
Exporting Patient Record
- From the Control Centre select the old patient record
- Select the Profile tab
- Scroll to the bottom of the page and click the ‘Export’ button. Please note this is only visible for Clinic Admin roles.
- When the export has finished, open the zip file.
The zip file contains all the data attaining to the patient record including photographs and notes.
Importing Patient Data
- From the Control Centre select the new patient record
- Follow the steps below depending on the data you wish to upload
Photos – these can be uploaded from the Patient – Photos tabs. Choose either ‘Photo’ to upload into the Practitioner App’s ‘Consultation photos’ section or ‘Treatment Photos’ for the Practitioner App’s ‘Treatment Photos’ section.
Treatment Notes – treatment notes and other documents can be uploaded into the ‘Document’ section of the Patient record. These will need to be converted into pdf documents, which can be done by selecting the ‘save as’ option on the software used to open the files.
Other Documents – other documents such as invoices and treatment plans can be uploaded into the ‘Document’ section for safe keeping or recreated by hand in the new record. If uploading into the ‘Document’ section the file is required to be in pdf format.