If your office accidentally creates duplicate patients or duplicate family accounts on your PCC system, you may need to merge them. Some clean up may be required if there has been duplicate data entry.
Proceed With Caution: Merging two patients or two accounts permanently combines all available data. After completion, it will appear that all charges, visits, and other activity occurred for a single patient or account. Your PCC system keeps an under-the-hood log of merge activity, but recreating account or patient history later is very difficult. Only combine patients and accounts when you are certain that they were created due to a clerical error; never merge family or patient accounts due to a marriage or divorce, for example. Instead, use the Demographics section of the patient’s chart to adjust billing and custodian accounts, and create new accounts if appropriate. Keep old accounts, as they include account and patient-related history.
Merge Duplicate Family Accounts, Combine Demographics and Billing Histories
Follow the procedure below to combine two family accounts when a duplicate account was created by mistake. Be aware that merging two accounts will irrevocably combine all billing history.
Identify the PCC Account Numbers
Open a chart for any patient on each of the duplicate accounts. Identify and write down the two account numbers that should be merged.
You will need the account number of the duplicate account and the account to merge that account into.
Run Combine Two Accounts (moveacct)
You can find moveacct in the Account/Patient Tools window in the Practice Management window.
Find the Two Accounts You Wish to Merge
Starting with the account that your office created in error, find both accounts. The first account will be merged into the second account, so if one of the accounts is more accurate and includes demographics information, for example, find the duplicate account first and then find the account that will remain. In the search fields, you can enter “PCC” as the first name and then the account number as the last name.
Confirm and Finalize the Merge
PCC will ask you one last time whether or not you wish to proceed with the account merge. Answer Y or N to finish.
Merge Two Patient Records, Combining Demographics and Medical Histories
Follow the procedure below to combine duplicate patient accounts and patient charts when a duplicate patient record was created by mistake. Be aware that merging two patients will irrevocably combine all medical history.
Merge Duplicate Accounts First
If the duplicate patients are linked to duplicate family accounts, use the procedure above to merge the duplicate accounts first.
Or, Move the Two Duplicate Patients onto the Same Billing Account
If the duplicate patients are on two separate, valid accounts (such as the case where a patient has two separate PCC EHR records, with one record linked to each valid parent account), then begin by reassigning the patient to the same Billing account.
Open the Demographics section of each patient’s chart. Use the “Reassign Account” function to move the duplicate patients onto the same family account.
Identify the PCC Account Number
Identify and write down the account number that is now the billing account for the patient records that should be merged.
Run Combine Two Patients (movekid), Find the Billing Account
You can find movekid in the Account/Patient Tools window in the Practice Management window.
In the search fields, you can enter “PCC” as the first name and then the identified account number as the last name.
Follow the Onscreen Instructions
The movekid program will help you find the account, choose two dependents to combine, select which demographic data to keep, and then confirm and finalize the merge.
As you work, you will see options for reviewing the patient records and for printing out a record of the merge before finishing.