Duplicate Record Merge Troubleshooting

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PICK LIST
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If you receive a message indicating that one or both patients are still on an active pick list, you will need to run a Fileman Search on FILE #53.5 (PICK LIST) to look for the patient’s name and corresponding PICK LIST number. Then, you will delete the patient from the pick list. Steps to Run the FM Search: Entry points by user are highlighted

 
1. Select Systems Manager Menu Option: FM VA FileMan
2. Select VA FileMan Option: SEARCH File Entries

Output from what File: PERSON CLASS//PICK LIST

-A- SEARCH FOR PICK LIST FIELD: PATIENT (multiple)

-A- SEARCH FOR PICK LIST PATIENT SUB-FIELD: PATIENT

-A- CONDITION: EQUALS

-A- EQUALS PHARMACY PATIENT: ENTER PATIENT NAME

-B- SEARCH FOR PICK LIST PATIENT SUB-FIELD: <ENTER>

-B- SEARCH FOR PICK LIST FIELD: <ENTER>

IF: A// <ENTER> PICK LIST PATIENT EQUALS PATIENT NAME
DO YOU WANT THIS SEARCH SPECIFICATION TO BE CONSIDERED TRUE FOR CONDITION -A-
1) WHEN AT LEAST ONE OF THE ‘PATIENT’ MULTIPLES SATISFIES IT
2) WHEN ALL OF THE ‘PATIENT’ MULTIPLES SATISFY IT CHOOSE 1-2: 1// <ENTER> (to accept default)

STORE RESULTS OF SEARCH IN TEMPLATE: <ENTER>

Sort by: PICK LIST #//<ENTER>

Start with PICK LIST #: FIRST//<ENTER>

First Print FIELD: PATIENT (multiple)

First Print PATIENT SUB-FIELD: PATIENT

Then Print PATIENT SUB-FIELD: <ENTER>

Then Print FIELD: <ENTER>

Heading (S/C): PICK LIST Search//<ENTER>

 
3. Note the pick list number to the left. Now, to delete the patient from the list:
4. Select VA FileMan Option: ENTER or Edit File Entries

Input to what File: PICK LIST// <ENTER> for default or re-enter PICK LIST

EDIT WHICH FIELD: ALL// PATIENT (multiple)

EDIT WHICH PATIENT SUB-FIELD: ALL// PATIENT

THEN EDIT PATIENT SUB-FIELD: <ENTER>

THEN EDIT FIELD: <ENTER>

Select PICK LIST: Enter number of the pick list that this patient is on.
Select PATIENT: Enter patient name, i.e. PATIENT,CL; you may also enter MRN
1 PATIENT,CLINICAL F 4-27-55 TST900000101 Female
2 PATIENT,CLINICAL M 11-18-45 TST900000102 300-01 Male

CHOOSE 1-2: 1 PATIENT,CLINICAL F 4-27-55 TST900000101 Female …OK? Yes// : to accept Yes default

PATIENT: PATIENT,CLINICAL F// @

SURE YOU WANT TO DELETE THE ENTIRE PATIENT? Y (Yes)
Select PICK LIST: If the patient is on more than one pick list, enter the next pick list number. Otherwise, press Enter and return to the Duplicate Resolution Operations Menu to Approve Verified Duplicates for Merging.

 
Next Of Kin (NOK)
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Note the NOK data that appears for both the ‘TO’ Patient (Surviving Record) and the ‘FROM’ Patient (Retiring Record).

 
1. At main menu, enter TEST to Test an option not in your menu.
2. At Option entry to test: enter DG LOAD PATIENT DATA OPTION
2. Enter Surviving Record patient’s name.
3. Enter through screens to view patient demographic data.
4. At following prompts: Do you want to edit Patient Data? Yes// <ENTER> to accept Yes default

Do you want to validate/edit the Patient’s Address? Enter N
5. Enter through 3 screens (Patient Demographic Data <1>; Additional Patient Demographic Data <1.1>; Patient Data <2>) until you get to Emergency Contact Data (screen <3>). Enter 1 to edit NOK
6. At K-NAME OF PRIMARY NOK: Enter the ‘FROM’ (Retiring Record) NOK data
7. Enter ^ to Exit and you will see the following screens
Checking data for consistency…

DO YOU WANT TO UPDATE THESE INCONSISTENCIES NOW? Yes//Enter N
8. Enter Retiring Record patient name and follow steps 3-5 above. At K-NAME OF PRIMARY NOK, enter an @ sign after // to delete NOK from the ‘FROM’ patient.

 
ORDER CHECK NARRATIVE
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1. RUN FM SEARCH ON PHARMACY PATIENT FILE #55, searching for ‘FROM’ patient name to find orders that may have order check narratives.

Select VA FileMan Option: Search File Entries

Output from what File: PHARMACY PATIENT// PHARMACY PATIENT

-A- SEARCH FOR PHARMACY PATIENT FIELD: .01 NAME

-A- CONDITION: EQUALS

-A- EQUALS PATIENT: ENTER PATIENT NAME

-B- SEARCH FOR PHARMACY PATIENT FIELD: <ENTER>
IF: A// <ENTER> NAME EQUALS 3 (PLSDHYS,JADYDJLA G)
STORE RESULTS OF SEARCH IN TEMPLATE: <ENTER>
Sort by: NUMBER// <ENTER>
Start with NUMBER: FIRST// <ENTER>

First Print FIELD: NAME

Then Print FIELD: 52.2 NON-VA MEDS (multiple)

Then Print NON-VA MEDS SUB-FIELD: 9 ORDER CHECKS (multiple)

Then Print ORDER CHECKS SUB-FIELD: .01 ORDER CHECK NARRATIVE
If a match is found, information will display.

Select VA FileMan Option: ENter or Edit File Entries
2. DELETE ORDER CHECK NARRATIVE – EDIT FILE #55, FIELD #52.2 (HOME MEDS), DELETE OC NARRATIVE .01

Input to what File: PHARMACY PATIENT// 55 PHARMACY PATIENT
(2 entries)
EDIT WHICH FIELD: ALL// 52.2 NON-VA MEDS (multiple)

EDIT WHICH NON-VA MEDS SUB-FIELD: ALL// 9 ORDER CHECKS (multiple)

EDIT WHICH ORDER CHECKS SUB-FIELD: ALL// .01 ORDER CHECK NARRATIVE
THEN EDIT ORDER CHECKS SUB-FIELD:
THEN EDIT NON-VA MEDS SUB-FIELD:
THEN EDIT FIELD:
Select PHARMACY PATIENT NAME: PLSDHYS,JADYDJLA G 4-27-55 TST900000101
Female
…OK? Yes// (Yes)
Select ORDERABLE ITEM: IBUPROFEN// <ENTER>
Select ORDER CHECK NARRATIVE: XXXXXX// enter @ to delete
Are you sure…? Enter Yes
Continue to move though Order Check Narratives that have been identified