Duplicate patient charts that do meet the criteria for a merge can be reconciled using the following guidelines. For the purpose of these workflows, an “empty chart” is considered a patient chart with demographic data only.
Both Charts Are Empty
Determine which chart will be kept
For the chart that will not be kept:
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
Set the patient Status to Inactive
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.
One Chart is Empty and One Chart Contains e-Labs, Imported Documents, or Clinical Data
For the empty chart:
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
Set the patient Status to Inactive
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.
One Chart Contains e-Labs or Imported Documents and One Chart Contains Clinical Data
For the chart that contains e-Labs/imported documents:
Use the Move Encounter tool to move the e-Labs/imported documents to the chart with clinical data
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
Set the patient Status to Inactive
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.