This SOP explains how to identify and merge duplicate patient records in AesthetiDocs so all patient information is stored under one profile. Following this process improves record accuracy, continuity of care, and audit trail visibility.
Key Steps
1. Open the Patient List and Access Duplicate Detection 0:53
Go to the Patients list in AesthetiDocs.
Locate the Find Duplicate button in the top-right corner.
Click Find Duplicate to let the system suggest possible duplicate patient records based on existing data.
Review the suggested duplicates before taking any action.
2. Use Manual Merge When Duplicates Are Not Automatically Suggested 1:08
If the system does not suggest a duplicate, use the manual merge option.
Search for the first patient record, then select the second patient record you want to compare.
This is useful when names are slightly different, such as:
initials instead of full names
multiple middle names entered differently
minor spelling or formatting differences
Confirm both records belong to the same person before proceeding.
3. Verify Patient Details Before Merging 2:28
Open the suggested duplicate set to view a summary of the records.
Compare key details to confirm the records belong to the same patient:
name
date of birth
phone number
email address
address, if available
last visit date
Only continue if the records clearly match.
4. Select the Records to Merge and Choose the Primary Information to Keep 3:00
Tick the patient profiles you want to combine.
Click the Merge button.
Choose which primary contact details to retain, such as:
email address
phone number, if available
other contact fields shown by the system
The available fields may vary depending on the records being merged.
5. Confirm the Merge and Check the Updated Record 3:32
Select Yes to complete the merge.
The duplicate entry will be removed from the duplicate list.
Search the patient name in the Patients list to confirm only one record remains.
Verify the retained contact information is correct on the final profile.
6. Handle Multiple Duplicate Records Carefully 3:54
If a patient has many duplicate records, review them carefully before merging.
You can:
merge all duplicates at once, or
select only the specific records you want to combine
For common names, double-check each record to avoid merging different people with the same name.
Confirm the correct email and date of birth before finalizing.
Cautionary Notes
Merging cannot be undone. Confirm the records belong to the same patient before selecting Yes.
Be especially careful when names are common or similar.
Review all available identifiers before merging to avoid combining unrelated patients.
If you are unsure, stop and ask for help rather than proceeding.
Contact support chat or email support if you need assistance.
Tips for Efficiency
Use the system’s suggested duplicates first to save time.
Use manual merge only when the duplicate is not automatically detected.
Keep an eye on key identifiers like DOB and email to quickly validate matches.
After merging, do a quick search to confirm the final record is clean and complete.
For high-volume duplicate cleanup, work methodically and verify each merge before confirming.