How to Merge Patient Records in Practice Mate or EHR 24/7

If a patient is accidentally entered twice in your account, you can merge the two records into one. This function is available under Manage Office in both Practice Mate and EHR 24/7.

Merging patient records will retain all clinical data—such as encounters, attached documents, labs, allergies, medications, immunizations, and problem lists—from the secondary patient and copy it into the primary patient’s chart. Please review the patient records thoroughly to ensure the records both refer to the same individual and confirm the two records should be merged.  Once merged, this action cannot be undone.

Before We Begin

Demographic and insurance information will not be transferred. The primary patient’s information will be kept.
Claims and lab/radiology orders will not be altered. These items will retain their original association.

Steps to Access Merge Patient Records

1. Log into Practice Mate or EHR 24/7

• Use your credentials to access the platform.  Only usernames with admin rights will be able to perform this task.

2. Navigate to Manage Office

• From the main dashboard, click the Manage Office tab.

3. Open the Merge Patient Records Tool

• Under the List Maintenance section, click on Merge Patient Records.

Steps to Merge the Patient Records

1. Select the Primary Patient

• Under the Primary section, click the ellipsis (…) next to Patient ID.

• Search for and select the patient you wish to keep as the main record.  If you are unsure which Patient ID you want to keep as a primary, please review the records individually and carefully document which ID you want to select before returning to this step.

2. Select the Secondary Patient

• Repeat the above step under the Secondary section.

• Choose the duplicate patient whose data will be merged into the primary record.

3. Click Merge

• Once both patients are selected, click the Merge button at the bottom of the screen. This is a permanent action and cannot be undone.

4. Confirm Name Selection (if prompted)

• If the patient names differ slightly in spelling, a pop-up will ask you to choose which name should be kept.

5. Wait for Confirmation

• After a few moments, the merge will complete, and you’ll return to the dashboard.

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