search icon
Sign OutProfileProfile
Knowledge Base > Setup > Database Management > Merge Records

Merge Records

Use the Merge utility in INSIGHT EMR to merge (remove)duplicate records of patients, problems (cases), companies, insurance plans, or contacts. INSIGHT does not allow you to delete records, so if there are duplicate records, then you will need to merge them. Only users with Merge security group access can perform this function.

Warning: Merge cannot be undone. All data that was in the invalid record will be permanently deleted unless otherwise noted below.

Note: Merged items might still be visible until you close INSIGHT and then log in again.

  1. Log in to INSIGHT EMR.
  2. In the Utilities menu, click Merge.

    Merge window

  3. Merge records as follows:
    Closed

    Merge patient records

    If you accidentally enter the same patient information in two client records, then you can merge them into one record with both cases.

    Note: INSIGHT EMR will not merge records if both patients or problems have notes, charges, or appointments assigned to them. If documents are attached to the invalid record, then INSIGHT will not merge records. See Delete or Reassign Attachments to learn how to move attachments from one record to another.

    1. In the Valid Patient list, click the patient record that you want to keep.
    2. In the Invalid Patient list, click the duplicate record that you want to remove.
    3. Click Merge Patients, and then click Yes to confirm.

      Merge patients

      INSIGHT EMR merges the two patient records and retains all case records. Cases with the same name will be renamed. You can merge the cases as described in Merge cases (problems).

      Duplicate cases

    Closed

    Merge cases (problems)

    If you accidentally enter the same case twice or you have duplicate cases on one patient due to merging duplicate client records, then you can merge the case records.

    If charges were billed on the invalid case, even if they were voided, then you cannot merge the case. Instead, inactivate the case by clearing the Active Client check box in the Personal Information tab. Change the name of the record to DO NOT USE before the client's name so that no one will mistakenly reactivate the record.

    Note: INSIGHT EMR will not merge records if both patients or problems have notes, charges, or appointments assigned to them. If documents are attached to the invalid record, then INSIGHT will not merge records. See Delete or Reassign Attachments to learn how to move attachments from one record to another.

    1. Remove or cancel all attachments, notes, charges, and appointments from the invalid case and change the invalid case name if it is the same as the name of the valid case.
    2. In the Patient list, click the patient record that has the case records that you need to merge.
    3. In the Valid Problem list, click the name of the case that you want to keep.
    4. In the Invalid Problem list, click the duplicate record that you want to remove.
    5. Click Merge Problems, and then click Yes to confirm.

      Merge problems

    Closed

    Merge companies

    If you accidentally enter the same company into two different company records, then you can merge them into one record.

    1. In the Valid Company list, click the company record that you want to keep.
    2. In the Invalid Company list, click the duplicate record that you want to remove.
    3. Click Merge Companies, and then click Yes to confirm.

      Merge companies

    Closed

    Merge insurance plans

    If you accidentally enter the same insurance plan twice, then you can merge the two records into one.

    1. In the Valid Insurance Plan list, click the insurance plan that you want to keep.
    2. In the Invalid Insurance Plan list, click the duplicate plan that you want to remove.
    3. Click Merge Insurance Plans, and then click Yes to confirm.

      Merge insurance plans

    Closed

    Merge contacts

    If you accidentally enter the same referral contact twice, then you can merge the two records into one.

    If the invalid contact is associated with any record (including billed visits and sent faxes), then you cannot merge the records. Instead, inactivate the contact by clearing the Active check box. Change the name of the record to DO NOT USE before the contact's name so that no one will mistakenly reactivate the record.

    1. In the Valid Contact list, click the contact record that you want to keep.
    2. In the Invalid Contact list, click the duplicate record that you want to remove.
    3. Click Merge Contacts, and then click Yes to confirm.

      Merge contacts

Click here to move×