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Combining Patient Records

Over time, duplicate patient records can accumulate in the system. InSched provides a Combine Patients feature that merges duplicate records while preserving all associated data.

Accessing Combine Patients​

Select File > Combine Patient Records from the menu.

How It Works​

The Combine Patients process uses two roles:

  • Survivor - The patient record that will be kept. All data will be consolidated into this record.
  • Donor - The duplicate patient record. Its data will be merged into the Survivor, and the Donor record will be retired.

The Combine Process​

Step 1: Find the Survivor​

Select the patient record you want to keep. This is typically the more complete or more frequently used record.

Step 2: Find the Donor​

Select the duplicate patient record to merge in.

Step 3: Review​

Review both records side by side to verify they are indeed the same patient and to decide which demographic data to keep.

Step 4: Combine​

Execute the combine operation. InSched will:

  • Relocate all appointments from the Donor to the Survivor
  • Consolidate treatment plans and stage records
  • Merge billing history including charges, payments, and transactions
  • Preserve all audit trails with original timestamps and operator information
  • Lock both patient records during processing to prevent conflicts

What Gets Merged​

All data associated with the Donor patient is moved to the Survivor:

  • Scheduled events (past and future)
  • Treatment plans and stages
  • Billing transactions
  • Chart entries and documents
  • Communication history
  • Insurance information

Uncombine​

If a merge was performed in error, the Uncombine feature can reverse the operation, restoring the Donor record and moving its data back.

Best Practices​

  • Verify that both records truly belong to the same patient before combining
  • Choose the record with the most complete demographic data as the Survivor
  • Review billing records after combining to ensure accuracy
  • The complete operation is recorded in the audit trail