Merge Duplicate Charts

Sevocity Best Practice: The Merge Duplicate Charts tool is designed to be used for corrective action only. Merge Duplicate Chart should not be used as part of a standard workflow.

Prior to beginning the merge process, the following information should be reviewed to determine if the charts are eligible for merging.

Charts can only be merged if both charts contain any of the following clinical information:

• Past Encounters

• Flowsheets

• Referrals

• Implantable Devices

Charts cannot be merged if any of these conditions exist:

• Patients have different dates of birth

• One or both patients have an open encounter at the time of the merge

• One or both patients are OB patients

• One or both charts are empty

• One or both charts contain only e-Labs or imported documents

The process of merging charts adds all of the Encounters, Imported Documents, Flowsheets, Referrals, and Implantable Devices from the designated Merge Chart to the designated Keep Chart.

Warning

Merging charts is a permanent action. Once two charts are merged, the action cannot be undone.

Note

Patient Portal Accounts are removed upon merging charts. If one or both of the charts have a patient portal account, a new account will need to be created for the patient following the merge.

To merge two duplicate patient charts:

1. Go to Tools > Administration > Merge Duplicate Charts

2. Click Select Patient Charts to Merge

3. Search for the first patient chart to be merged

4. Select the patient from the results list and click Add To List

5. Click Clear Fields from the search criteria section

6. Search for the second patient chart to be merged

7. Select the patient from the results list and click Add To List

8. Click OK

9. Review the selected patients' demographic information to ensure the correct patients have been chosen

   1. Any differences in demographics will be highlighted

      

10. Select Keep these demographics for the chart demographics that will be retained

11. Click Next

12. Review the Encounters from the chart that will be kept and from the chart that will be merged

    1. Optional: Select an encounter and click View to view the item

       

13. Click Next

14. Review the Imported Documents from the chart that will be kept and from the chart that will be merged

    1. Optional: Select an imported document and click View to view the item

15. Click Next

16. Review the Flowsheets from the chart that will be kept and from the chart that will be merged

    1. Optional: Select a flowsheet and click View to view the item

17. Click Next

18. Review the Referrals from the chart that will be kept and from the chart that will be merged

    1. Optional: Select a referral and click View to view the item

19. Click Next

20. Review the Implantable Devices from the chart that will be kept and from the chart that will be merged

    1. Optional: Select an implantable device and click View to view the item

21. Review the total number of Encounters, Imported Documents, Flowsheets, Referrals, and Implantable Devices that will result from the chart merge

    

Once merged, the original charts will no longer be accessible, only the newly merged chart

22. Click Finish to merge the charts

To access the newly merged, chart, go to Active Charts on the Desktop and click Pull/Create Chart to search for the patient.

Not all duplicate charts are eligible to be merged. For guidance on reconciling duplicate charts when the charts do not meet the merging requirements, see Duplicate Chart Resolution Guidelines