Alert me that a new client record may be a duplicate (existing client email address) | Voters

Alert me that a new client record may be a duplicate (existing client email address)

Trina Brown

Sometimes a client will book an appointment in the widget using a different version of their first name than their original client record - "Peg" vs. "Peggy," for example - and when this occurs, a new client record is created for them. I would like to be alerted when an email address for a new client record is already associated with an existing client record, so I can merge the duplicates more easily.

August 10, 2022

Erin Knowlton

amazing this is still not fixed.. I run into this all the time!!

Tyson Edwards

Merged in a post:

Alert to possible duplicate

Katelyn Scribner

After clicking to "add client" and entering name, date of birth, phone/email it would be great if the system could alert you to other patients already in the system with the same or similar information - maybe a pop up with a list of possible duplicates that you could then either select if it is the same person or just hit a button to verify that patient is not listed and continue with creating new client.

December 10, 2023

Cassandra Christopher

Yes. I’ve had clients create 2,3 and 4 different profiles for themselves using similar or the same names and emails.

Would love this to be in the patient side too so it will re-direct them to their original profile and not allow them to create a duplicate.

Avigail Spetner

I had an existing transgender client attempt to book a follow up with a new account that used their preferred name as their legal name- a heads up would be great

Wiser Wellness

duplicate accounts are the bane of our existence. We are constantly have issues messaging or uploading documents to the patients portal because their are duplicate accounts. Further more, seeing people annually, they never remember their password or how to navigate anything so they almost always make another account. There needs to be a way for the system to recognize and merge accounts.

Steve Geller

We are always merging duplicate charts. Its a pain.

Jill O'Brien

Yes! Also, if a patient is booking online and they forgot which email they used they could create a duplicate chart which is super annoying on our end...

Dr. Jason Dixon

Jill O'Brien: indeed, especially if their appointments are supposed to be part of a package. It would be great to have the option to allow certain appointments to accept new patient details while other appointments require matching client info that's already been entered/created

Tina Nalda

i would love this feature too!

David Russell NP

I've been able to solve this problem using the mapped fields, form rules and process automation features. It pretty complicated but once set up it detects new accounts and creates an automated task for me to fix the error.

Brett H

David Russell NP: Can you please share additional details on how you set this up? It would be great to have some sort of solution to address this manually until proper functionality can be developed and brought into production.

David Russell NP

Brett H: it's a bit complicated and requires some backwards thinking. I need to distinguish between my subscription members and fee for service members. I don't want FFS patients slipping by without getting involved. This is not a problem with subscription service because they pay monthly anyway. 
I created an office use only mapped question that maps them as subscription or non subscription. If subscription is selected then I have a rule that hides a following question that is required. This question has only one option and when selected it triggers a process automation to invoice for the service.
A little context, my practice is primarily subscription based but I do offer some fee for service. It would be very bad for business if Fee for service patients bypassed the automations to bill by simply using a new email address. With my new process, it is impossible to bypass. You can only bypass the trigger for invoicing rule if you use your known email address and have been mapped as a subscription patient. All others trigger the automation.

David Russell NP

Rachel O'Brien

Yes or even a way to run a report looking for duplicate accounts is better than nothing. This happens repeatedly and is very frustrating.

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