Duplicate Chart Resolution Guidelines

1. Determine which chart will be kept

2. For the chart that will not be kept:

   1. Change the account number of the chart. It is recommended to use an account number that is not part of the clinic’s chart numbering sequence

   2. Set the patient Status to Inactive

   3. Save all changes to the chart

These steps inactivate the chart in Sevocity only. For clinics with a practice management (PM) system interface, the chart that will not be kept must also be inactivated in the PM.

For the empty chart:

1. Change the account number of the chart. It is recommended to use an account number that is not part of the clinic’s chart numbering sequence

2. Set the patient Status to Inactive

3. Save all changes to the chart

These steps inactivate the chart in Sevocity only. For clinics with a practice management (PM) system interface, the chart that will not be kept must also be inactivated in the PM.

To retain the account number of the empty chart, the account number can be reassigned to the chart with the e-Labs/imported documents/clinical data after the empty chart is inactivated following the steps listed above.

For the chart that contains e-Labs/imported documents:

1. Use the Move Encounter tool to move the e-Labs/imported documents to the chart with clinical data

2. Change the account number of the now-empty chart. It is recommended to use an account number that is not part of the clinic’s chart numbering sequence

3. Set the patient Status to Inactive

4. Save all changes to the chart

These steps inactivate the chart in Sevocity only. For clinics with a practice management (PM) system interface, the chart that will not be kept must also be inactivated in the PM.

To retain the account number of the chart that previously contained e-Labs/imported documents, the account number can be reassigned to the chart with the clinical data after the empty chart is inactivated following the steps listed above.