This article covers the use of the tools built within the Patient Manager to identify duplicate patient records.
Resolving duplicate records is covered in the related article entitled: "How do I merge patient records in V8?"
Common causes of duplicate patient records include but are not limited to:
- Incorrect data entered into a modality or EMR and subsequently transmitted to EncaptureMD,
- Incorrect data entered directly into EncaptureMD,
- Default creation of a patient identifier by a modality such as an ultrasound machine or CT scanner when no unique patient identifier has been entered prior acquiring images.
Regardless of the root cause, patient records should be closely monitored to merge and eliminate duplicates.
Best practice workflows which include the use of unique patient identifiers that do not include protected health information (PHI) and diligent patient identification reduce the incidence of duplicate records while maintaining accurate patient level records within EncaptureMD.
NOTE: Patient manager access requires the user to have Admin privileges.
- Access the Patient Manager by selecting Patients in the left side panel.
- The screen displays the first 100 records sorted by last name.
- If there are > 100 records, the system displays a message in the top left indicating the number of records displayed.
- In the top right corner of the patient list is a drop down menu with two choices:
- Find Dups by Name and DOB - displays the list of patients who have the same last name, first name and date of birth
- Find Dups by MRN - displays the list of patient records with duplicate MRN
- No records available will display if there are no duplicate records meeting the selected criteria
- Click Show All or Reload to return to the full patient list
Instances of patient records with duplicate MRNs may exist for customers who implemented EncaptureMD prior to June 2024. Platform changes implemented as of June 2024 prevent the creation of patient records using the same MRN.
