EMR- Potential Duplicate List and Profile Merging Overview
Written by Niki Budd
Updated at May 7th, 2026
Table of Contents
Organization-level Potential Duplicate List and Admin-level Potential Duplicate List coming soon!
The Potential Duplicate List helps providers quickly identify and manage duplicate patient profiles. It automatically flags records with matching names and dates of birth and organizes them into an easy-to-review list based on the reason for the match. From this list, users can review records and use the existing Merge Patients workflow to combine profiles.
Duplicate management is available at both the organization and admin levels:
- Organization-level Potential Duplicate List – Available to Provider Admins and Providers within an organization. This view helps teams manage and clean up duplicates for patients associated with their specific organization.
- Admin-level Potential Duplicate List – Available to Admin Providers. This view provides visibility across all organizations in the account, allowing for broader duplicate management and cross-organization cleanup.
Separately, profile-to-profile merging is available as a standalone workflow for handling individual, one-off duplicate cases outside of the Potential Duplicate List.
⚠️ Warning: Merging Profiles is permanent and cannot be undone.
All associated data—including Problems, Incident Reports, Encounters, Referrals, Documents, Organizations, Teams, and Users—will be transferred from the source profile to the target profile.
The source profile will be removed from all Organizations, and access to those Organizations will no longer be available. Personal details on the target profile (such as name, email, address, and emergency contact information) will remain unchanged.
Organization-level Potential Duplicate List COMING SOON!
Providers and Provider Admins can manage duplicate patient records directly at the organization level by navigating to the Organization tab and selecting “Manage Duplicates.” This view is limited to patients assigned within your specific organization, helping keep cleanup focused and relevant. There is also an “Include Archived” toggle available if you need to review or address duplicates involving archived records. This tool is best used for routine, day-to-day maintenance of duplicate patient profiles within your organization.
Video Tutorial:
Step-by-Step:
- Navigate to the Organization
- Select Manage Duplicates
- Apply your desired filters:
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Match Type
The system uses a “2-of-3” matching rule—two of the three key fields must match, while the third differs.-
First + Last: Matches on first and last name
Example: "John Smith (01/15/2000)" and "John Smith (03/22/2001)" -
First + DOB: Matches on first name and date of birth
Example: "Sarah Johnson (05/10/1998)" and "Sarah Williams (05/10/1998)" -
Last + DOB: Matches on last name and date of birth
Example: "Mike Davis (07/04/2002)" and "Michael Davis (07/04/2002)"
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First + Last: Matches on first and last name
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Sort By
- Highest Confidence (default) – strongest matches appear first
- Most Recent – recently created or updated profiles appear first
- First Name (A–Z / Z–A)
- Last Name (A–Z / Z–A)
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Include Archived
- Allows you to view duplicate matches across both active and archived patients within your organization. This option is only available at the organization level.
- Review the list of potential duplicates
- Select the Open File icon to review matched profiles
- To merge profiles, select the Merge icon
- In the merge screen:
- The green profile (left) is the record that will be kept
- The yellow profile (right) will be merged into the kept record
- Use the double arrow to swap profiles if needed
- Review the merge details and select OK
- A confirmation message will appear—select OK
- You will be redirected to the final, merged patient profile
Admin-level Potential Duplicate List COMING SOON!
Admin Providers can manage the Potential Duplicates list from the Admin tab. This list provides visibility across all organizations within your account, allowing for broader duplicate management and cross-organization cleanup of patient profiles.
Video Tutorial:
Step-By-Step Tutorial:
- Navigate to the admin tab
- Select Healthcare Provider
- Select Manage Duplicates
- Apply your desired filters:
 |
 |
-
Match Type
The system uses a “2-of-3” matching rule—two of the three key fields must match, while the third differs.-
First + Last: Matches on first and last name
Example: "John Smith (01/15/2000)" and "John Smith (03/22/2001)" -
First + DOB: Matches on first name and date of birth
Example: "Sarah Johnson (05/10/1998)" and "Sarah Williams (05/10/1998)" -
Last + DOB: Matches on last name and date of birth
Example: "Mike Davis (07/04/2002)" and "Michael Davis (07/04/2002)"
-
First + Last: Matches on first and last name
-
Sort By
- Highest Confidence (default) – strongest matches appear first
- Most Recent – recently created or updated profiles appear first
- First Name (A–Z / Z–A)
- Last Name (A–Z / Z–A)
- Review the list of potential duplicates
- Select the Open File icon to review matched profiles
- To merge profiles, select the Merge icon
- In the merge screen:
- The green profile (left) is the record that will be kept
- The yellow profile (right) will be merged into the kept record
- Use the double arrow to swap profiles if needed
- Review the merge details and select OK
- A confirmation message will appear—select OK
- You will be redirected to the final, merged patient profile
Profile-To-Profile Merging
This video and tutorial will walk you through the easy merging of duplicate patients. This is a great way to clean up your patient list and make sure that you do not have any redundancies within the system.
Video Tutorial
Step-By-Step Tutorial
- Navigate to the desired Organization
- Select the Patients Tab
- Use the search bar to quickly search for duplicate patients
- Select the menu icon to the right of the patient
- Select Merge Patient
- The patient profile selected for merging will be highlighted in green. Select Select to search for the patient you want to merge it with.
- Use the search bar to find the duplicate profiles quickly. Once found, click on the profile
- In the merge screen:
- The green profile (left) is the record that will be kept
- The yellow profile (right) will be merged into the kept record
- Use the double arrow to swap profiles if needed
- Review the merge details and select Merge
- You will receive a confirmation that the merge was successful, select OK
