Completing a Patient Merge

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The mechanism for performing a record merge on two patients is often necessary for several reasons:

 
1) Same patient may have two different medical record numbers; name the same
2) Same patient may have two different name spellings that are similar and two different medical records numbers
3) Patient may have two records with same name spelling, but two different birthdays that are close (typographical entry error) or different Social Security Numbers (typographical entry error).
4) The process that allows a Duplicate Patient Record Merge starts in the ADT system – merge must be done in ADT system FIRST.
5) The process in OpenVista performs numerous checks before the merge actually takes place.

 
DUPLICATE PATIENT RECORD MERGES ARE IRREVERSIBLE. ONCE IT IS DONE, IT IS DONE!!!!

 
Security Keys required:
XDR – This key allows access to the Duplicate Resolution System.
DG ELIGIBILITY – allows the scheduling of Patient Merge records
XDRMGR – This key allows a user access to the Kernel Duplicate Resolution Manager Utilities. It should only be given to the people responsible for management of the various Duplicate Resolution packages. Ex. Pt Registration.

 
Mail Group – Group Name: PATIENT MERGE (delivered with system)

 
MSC PATIENT RECORD MERGE MENU Duplicate Record Merge Menu
1 Check Pair of Records to see if Duplicates
2 Identify Potential Merge Problems
3 Add Verified Duplicate Pair
4 Ancillary Data Review
5 Approve verified duplicates for merging
6 Schedule Process to Merge Verified Duplicates
7 Check Merge Process Status (reverse order)
8 MailMan Menu …

 
Step 1-Check Pair of Records to see if Duplicates
Select Duplicate Record Merge Menu Option:1 Check Pair of Records to see if Duplicates
COMPARE PATIENT: KETCHUM,BENEE D KETCHUM,BENEE D 4-9-44 DOWN1010 Female
WITH PATIENT: KETCHEM,BENEE KETCHEM,BENEE 4-9-44 DOWN1011 Female
DEVICE: HOME// TELNET
RECORD1 [#21] RECORD2 [#22]
KETCHUM,BENEE D KETCHEM,BENEE
CMOR SCORE = 50 CMOR SCORE = 50
—————————————————————————-
**** NAME “KETCHUM,BENEE D” “KETCHEM,BENEE”
SEX FEMALE FEMALE
DATE OF BIRTH 04/09/1944 04/09/1944
CHECK FOR DUPLICATE YES YES
RECORD1 [#21] RECORD2 [#22]
KETCHUM,BENEE D KETCHEM,BENEE
CMOR SCORE = 50 CMOR SCORE = 50
—————————————————————————-
HOW WAS PATIENT ENTERED?
MANUAL DOWNTIME MANUAL DOWNTIME
SERVICE CONNECTED? NO NO
PERIOD OF SERVICE
HUMANITARIAN (NON-VET) HUMANITARIAN (NON-VET)
RECORD1 [#21] RECORD2 [#22]
KETCHUM,BENEE D KETCHEM,BENEE
CMOR SCORE = 50 CMOR SCORE = 50
—————————————————————————-
PRIMARY ELIGIBILITY CODE
HUMANITARIAN EMERGENCY HUMANITARIAN EMERGENCY
PRIMARY LONG ID “–” “–”
NAME COMPONENTS 2 2
RECORD1 [#21] RECORD2 [#22]
KETCHUM,BENEE D KETCHEM,BENEE
CMOR SCORE = 50 CMOR SCORE = 50
—————————————————————————-
TYPE NON-VETERAN (OTHER) NON-VETERAN (OTHER)
CMOR ACTIVITY SCORE 50 50
SCORE CALCULATION DATE 8/10/11 8/10/11
RECORD1 [#21] RECORD2 [#22]
KETCHUM,BENEE D KETCHEM,BENEE
CMOR SCORE = 50 CMOR SCORE = 50
—————————————————————————-
VETERAN (Y/N)? NO NO
**** ENTERPRISE PATIENT IDENTIFIER “1010” “1011”
RECORD1 [#21] RECORD2 [#22]
KETCHUM,BENEE D KETCHEM,BENEE
CMOR SCORE = 50 CMOR SCORE = 50
—————————————————————————-
PATIENT ELIGIBILITIES 1 entry 1 entry
NAME VALUE = 60 MAX POSSIBLE = 100
SEX VALUE = 20 MAX POSSIBLE = 20
DATE OF BIRTH VALUE = 60 MAX POSSIBLE = 60
DUPLICATE THRESHOLD % 60
DUPLICATE SCORE % 78

 
Step 2-Identify Potential Merge Problems
Select Duplicate Record Merge Menu Option:2 Identify Potential Merge Problems
DEVICE: HOME// TELNET Right Margin: 80//
Select PATIENT NAME: KETCHUM,BENEE D KETCHUM,BENEE D 4-9-44 DOWN1010 Female
Select PATIENT NAME: KETCHEM,BENEE KETCHEM,BENEE 4-9-44 DOWN1011 Female

 
No Problems Found….

 
Step 3-Add Verified Duplicate Pair
Select Duplicate Record Merge Menu Option:3 Add Verified Duplicate Pair
Add entries from which File: PATIENT
Select PATIENT: KETCHUM,BENEE D KETCHUM,BENEE D 4-9-44 DOWN1010 Female
Another PATIENT: KETCHEM,BENEE KETCHEM,BENEE 4-9-44 DOWN1011 Female
You will be adding the following pair of records to the duplicate record file:
RECORD1: KETCHUM,BENEE D
RECORD2: KETCHEM,BENEE
Ok, continuing, hold on …
Determine if these entries ARE or ARE NOT duplicates.
RECORD1 [#21] RECORD2 [#22]
KETCHUM,BENEE D KETCHEM,BENEE
CMOR SCORE = 50 CMOR SCORE = 50
—————————————————————————-
**** NAME “KETCHUM,BENEE D” “KETCHEM,BENEE”
SEX FEMALE FEMALE
DATE OF BIRTH 04/09/1944 04/09/1944
CHECK FOR DUPLICATE YES YES
RECORD1 [#21] RECORD2 [#22]
KETCHUM,BENEE D KETCHEM,BENEE
CMOR SCORE = 50 CMOR SCORE = 50
HOW WAS PATIENT ENTERED? MANUAL DOWNTIME MANUAL DOWNTIME
SERVICE CONNECTED? NO NO
PERIOD OF SERVICE HUMANITARIAN (NON-VET) HUMANITARIAN (NON-VET)
RECORD1 [#21] RECORD2 [#22]
KETCHUM,BENEE D KETCHEM,BENEE
CMOR SCORE = 50 CMOR SCORE = 50
—————————————————————————-
PRIMARY ELIGIBILITY CODE HUMANITARIAN EMERGENCY HUMANITARIAN EMERGENCY
PRIMARY LONG ID “–” “–”
NAME COMPONENTS 2 2
RECORD1 [#21] RECORD2 [#22]
KETCHUM,BENEE D KETCHEM,BENEE
CMOR SCORE = 50 CMOR SCORE = 50
—————————————————————————-
TYPE NON-VETERAN (OTHER) NON-VETERAN (OTHER)
CMOR ACTIVITY SCORE 50 50
SCORE CALCULATION DATE 8/10/11 8/10/11
RECORD1 [#21] RECORD2 [#22]
KETCHUM,BENEE D KETCHEM,BENEE
CMOR SCORE = 50 CMOR SCORE = 50
—————————————————————————-
VETERAN (Y/N)? NO NO
**** ENTERPRISE PATIENT IDENTIFIER “1010” “1011”
RECORD1 [#21] RECORD2 [#22]
KETCHUM,BENEE D KETCHEM,BENEE
CMOR SCORE = 50 CMOR SCORE = 50
—————————————————————————-
PATIENT ELIGIBILITIES 1 entry 1 entry

 
Select one of the following:
V VERIFIED DUPLICATE
N VERIFIED, NOT A DUPLICATE
U UNABLE TO DETERMINE
H HEALTH SUMMARY
R REVIEW DATA AGAIN
S SELECT/REVIEW OVERWRITES
Select Action: HEALTH SUMMARY// VERIFIED DUPLICATE

 
RECORD1 [#21] RECORD2 [#22]
KETCHUM,BENEE D KETCHEM,BENEE
Select one of the following:
1 RECORD1 INTO RECORD2
2 RECORD2 INTO RECORD1
Which record (1 or 2) should be MERGED INTO the other record: RECORD1 INTO
RECORD2// 2 RECORD2 INTO RECORD1
BE CAUTIOUS HERE AS THE DEFAULT IS RECORD 1 INTO RECORD 2
Do you want to ADD another pair (Y/N)? NO

 
Step 4 – Run it three times, once for each service.
Ancillary Data Review – note: before the Ancillary Data Review can be done, the user performing the Merge process must be added to the Mail Group that governs notification of Patient merge. There are instructions how to do this at the end of this document.

 
Select ANCILLARY SERVICE:RADIOLOGY
Select a POTENTIAL DUPLICATE ENTRY: KETCHUM
Searching for a PATIENT, (pointed-to by RECORD1)
Searching for a NEW PERSON, (pointed-to by RECORD1)
Select ANCILLARY SERVICE:LABORATORY
Select a POTENTIAL DUPLICATE ENTRY: KETCHUM
Searching for a PATIENT, (pointed-to by RECORD1)
Searching for a NEW PERSON, (pointed-to by RECORD1)
Select a POTENTIAL DUPLICATE ENTRY: KETCHUM
Searching for a PATIENT, (pointed-to by RECORD1)
KETCHUM,BENEE D 4-9-44 DOWN1010 Female
…OK? Yes// (Yes) KETCHEM,BENEE REQUIRES RESOLUTION
Determine if these entries ARE or ARE NOT duplicates.
MERGE FROM [#22] MERGE TO [#21]
KETCHEM,BENEE KETCHUM,BENEE D
—————————————————————————-
**** UD LAST ADMISSION DATE 8/10/11 12:36:05 8/10/11 12:34:14
UD DISCHARGE FLAG PATIENT HAS BEEN DIS PATIENT HAS BEEN DIS
CHARGED CHARGED
Type <Enter> to continue or ‘^’ to exit:
MERGE FROM [#22] MERGE TO [#21]
KETCHEM,BENEE KETCHUM,BENEE D
—————————————————————————-
Select one of the following:
V VERIFIED DUPLICATE
N VERIFIED, NOT A DUPLICATE
U UNABLE TO DETERMINE
H HEALTH SUMMARY
R REVIEW DATA AGAIN
S SELECT/REVIEW OVERWRITES
Select Action: HEALTH SUMMARY// VERIFIED DUPLICATE

 
Step 5- Approve verified duplicates for merging
1 Entries are awaiting approval for merging Return to continue…
1 KETCHEM,BENEE — [22]
KETCHUM,BENEE D — [21]
Select entries to approve them for merging: (1-1): 1

 
Step 6-Schedule Process to Merge Verified Duplicates – requires the ‘DR ELIGIBILITY’ SECURITY KEY
1 Entries Ready to be included in merge
This process will take a **LONG** time (usually over 15 hours, and sometimes
considerably longer), but you CAN stop and restart the process when you
want using the options. OK? YES
Name for Merge Process: KETCHUM
START DATE/TIME: NOW (AUG 10, 2011@15:00:48)
Merge process ‘KETCHUM’ for Verified Duplicates in File 2 scheduled
as task 122291163.

 
Step 7-Check Merge Process Status (reverse order)
Merge Set Start Stat Last Chk Phase File Entry
KETCHUM 08/10 15:00 C 08/10 15:00
DATA CHECKING 08/10 15:00 C 08/10 15:00
LAB SERVICE 08/10 15:00 C 08/10 15:00
INTEGRATED BILL 08/10 15:00 C 08/10 15:00
ACCOUNTS RECEIV 08/10 15:00 C 08/10 15:00
FEE BASIS 08/10 15:00 C 08/10 15:00
ICR – IMMUNOLOG 08/10 15:00 C 08/10 15:00
NDBI 08/10 15:00 C 08/10 15:00
CLINICAL INFO R 08/10 15:00 C 08/10 15:00
ENROLLMENT APPL 08/10 15:00 C 08/10 15:00
PATIENT FILE 08/10 15:00 C 08/10 15:00
THREAD 2 08/10 15:00 C 08/10 15:00
THREAD 3 08/10 15:00 C 08/10 15:00

 
Step 8- Before beginning merge add users who will be performing patient merges to the Patient Merge Mail Group.

This editing of the group is only done once during the initial build for Medical Records. New members can be added at any time.

 
Select Systems Manager Menu Option:TEST an option not in your menu
Option entry to test: MAIL GROUP
1 MAIL GROUP COORDINATOR’S EDIT XMMGR-MAIL-GRP-COORDINATOR Mail Group Coordinator’s Edit
2 MAIL GROUP COORDINATOR’S EDIT XMMGR-MAIL-GRP-COORD-W/REMOTES Mail Group Coordinator’s Edit W/Remotes
3 MAIL GROUP EDIT XMEDITMG Mail Group Edit
CHOOSE 1-3:3 XMEDITMG Mail Group Edit
Select MAIL GROUP NAME:PATIENT
1 PATIENT MERGE
2 PATIENT SAFETY NOTIFICATIONS
CHOOSE 1-2:1 PATIENT MERGE
MAIL GROUP NAME: PATIENT MERGE//
Select MEMBER:: HIMS,TECH// KETCHUM,BENEE BDK
Are you adding’KETCHUM,BENEE’ as a new MEMBER (the 3RD for this MAIL GROUP)? No
// Y (Yes)
TYPE:
Select MEMBER::
DESCRIPTION:
This mail group will receive messages regarding duplicate record merge
and ancillary review for duplicate record merge.
Edit? NO//
TYPE: public//
ALLOW SELF ENROLLMENT?:
ORGANIZER: LEES,ALLI//
COORDINATOR:
Select AUTHORIZED SENDER::
Select MEMBER GROUP NAME::
Select REMOTE MEMBER::
Select DISTRIBUTION LIST::
Do you wish to forward past mail group messages
to the user(s) you just added to the mail group(s)? No// NO

 
Note: Retiring record patient name will show up with “Alias” next to it in CareVue. If the site doesn’t like this, go to FM. Do an inquiry to Patient file and look at surviving patient record and confirm that the Alias is appearing in the file. Then, enter/edit patient file and edit the Alias field within the file. Change the ALIAS field to match the patient name. Verify it’s removed in CareVue.