1. When to Use Patient Merge
Use the merge tool when:
The same patient appears more than once in your patient list.
A patient has registered multiple times online.
Duplicate records have been created through the booking system.
A patient’s name has been entered differently across records.
A patient has one profile with an initial and another with their full name.
A patient has multiple middle names or name variations across records.
You want one complete record containing the patient’s full history and audit trail.
Why Merging Records Is Helpful
Merging patient records helps you:
Keep all patient information in one place.
Maintain a clearer patient history.
Improve continuity of care.
Avoid switching between multiple profiles.
Reduce confusion when reviewing appointments or treatments.
Keep your patient list cleaner and easier to manage.
2. Before You Merge Patients
Before merging any records, check carefully that the profiles belong to the same person.
Important Warning
Once patient records are merged, the merge cannot be easily undone.
Before confirming a merge:
Make sure the records belong to the same patient.
Check the patient’s name carefully.
Review the date of birth.
Compare the phone number and email address.
Check the address where available.
Review the last visit date if shown.
Be especially careful with common names.
Only proceed when you are confident that the selected profiles are duplicates.
3. Finding Suggested Duplicate Patients
AesthetiDocs can suggest possible duplicate records from your patient list.
How to Find Duplicate Patients
To view suggested duplicates:
Go to your Patients list.
Click Find Duplicate in the top-right corner.
Review the duplicate suggestions generated by the system.
The system will suggest potential duplicates based on the patient records in your account.
What Information You Can Review
When you open a suggested duplicate, AesthetiDocs shows an overview of the patient records so you can check whether they should be merged.
This may include:
Patient name
Date of birth
Phone number
Email address
Address, if available
Last visit date
Use this information to confirm whether the profiles belong to the same patient.
4. Merging Suggested Duplicate Records
Once you have reviewed the suggested duplicates and confirmed they are the same patient, you can merge the selected profiles.
How to Merge Suggested Duplicates
To merge duplicate records:
Open the duplicate suggestion.
Review the patient details carefully.
Tick the patient profiles you want to merge.
Click the Merge button.
Select the primary contact information you want to keep.
For example, you may be asked which email address to retain.
The available options will depend on the information stored against those patient records.
Confirm the merge by selecting Yes.
After the merge is complete, the duplicate profiles will be combined into one patient record.
Example
If there are two John Doe profiles:
Open the suggested John Doe duplicate group.
Review both profiles.
Tick the two profiles you want to merge.
Click Merge.
Choose the email address or primary contact details you want to keep.
Confirm the merge.
After confirming, AesthetiDocs will combine the records and remove the duplicate suggestion from the duplicate list.
5. Merging Some Records but Not Others
Sometimes AesthetiDocs may identify several possible duplicates under the same or similar name.
For example, if a common name appears many times in your account, there may be multiple suggested records.
How to Merge Selected Records Only
You do not have to merge every suggested duplicate.
You can:
Select All if every record belongs to the same patient.
Select only the specific profiles you want to merge.
Leave any unrelated profiles unticked.
If you only select two records from a larger duplicate group, AesthetiDocs will merge those selected records and ignore the rest.
Best Practice
When there are many suggested duplicates:
Do not assume all records belong to the same patient.
Check each profile individually.
Use date of birth, email address, phone number, address, and last visit date to confirm.
Only merge records that you are confident belong to the same person.
6. Using Manual Merge
The manual merge tool allows you to search for and merge two patient records yourself.
This is useful when the system does not automatically suggest the duplicate.
When to Use Manual Merge
Use manual merge when:
Two records are for the same patient, but the system has not flagged them.
The patient’s name is slightly different across records.
One record uses an initial and another uses the full name.
Middle names have been entered differently.
The duplicate is not obvious enough for the system to suggest automatically.
How Manual Merge Works
To manually merge records:
Open the manual merge tool.
Search for the first patient record.
Search for the second patient record.
Review both profiles carefully.
Confirm that they belong to the same patient.
Select the records to merge.
Choose the contact details or primary information you want to retain.
Confirm the merge.
The two selected profiles will then be combined into one patient record.
7. Checking the Merged Patient Record
After merging patient records, check that the merge has completed correctly.
How to Check the Merged Record
After the merge:
Return to the Patients list.
Search for the patient’s name.
Confirm that only one record now appears.
Open the patient profile.
Check that the retained email address or contact information is correct.
Review the patient history to make sure the information has been combined as expected.
This final check helps ensure the patient record is accurate and ready to use going forward.
Need More Help?
If you have any questions about merging patient records or are unsure whether two profiles should be merged, please contact our support team via the support chat or email. We're glad to help.