NOTE: IMITS does not actually “merge” clients but rather inactivates the duplicate (if not already inactivated by Health Records) and adds notes to alert clinic staff to the fact that there is a duplicate.
UBC Duplicate Clients - CERNER - Click here for process
A spreadsheet arrives via email from the Community Data Quality team which contains the following:
- Duplicate ID
- Survivor ID
Preparation – Find the FileNum for each Paris ID:
- Click on Alter Client
- Paste Paris ID from spreadsheet and click OK
- If client exists in Profile EMR, client information will populate including the FileNum
- Paste FileNum into spreadsheet with corresponding Paris ID
For example:
|
Duplicate Paris ID |
Survivor Paris ID |
EMR Referral |
|
1111111(File Num: 000000) |
2222222(File Num: 111111) |
yes |
|
XXXXXXX(File Num: XXXXXX) |
00000000(Not found) |
yes |
There are three possible scenarios:
- Both duplicate and survivor in Profile EMR
- Proceed to Step 1 - Inactivate the duplicate record
- Only survivor in Profile EMR
- No action required
Note: Survivor does not need to be activated if status is inactive
- No action required
- Only duplicate in Profile EMR
- The survivor client must first be registered into Profile EMR by following the steps in Appendix
- After retrieving the FileNum, proceed to Step 1 - Inactivate the duplicate record
Step 1 – Inactivate the duplicate record:
1. In Alter Client, search and open Duplicate crecord
2. Click on PARIS Update icon – this is necessary to remove the PHN from the Duplicate record
3. Check if the record status is Active or Inactive
- If the record is already Inactive, skip to Step 2 – Add alert to duplicate record
- If the record is still Active, click the Inactivate button
4. In the Inactivation window, select Inactivation reason: DUPLICATE and click OK
Step 2 – Add alert to duplicate record:
5. In Alter Client, go to the Notes tab, add new problem, and type ‘donot’ into the Code field – will autofill as seen below
6. In Description field, add the survivor PARIS ID and File Number PARIS File number can be found here:
- For example, the Description should read: DUPLICATE CLIENT. Please use PARIS ID: 111111 (FileNum: 222222)
7. In Alert Events, click on the “Tick All” checkmark
8. Click OK to save the alerts
9. Click Apply in the Alter Client window
10. A popup may appear stating that there may be a duplicate client and if you want to proceed; click Yes.
11. A popup may appear stating that there are future or recurring appointments and if you want to cancel them; click Cancel and investigate
Investigation:
- Shift + Alter Client and open Survivor then proceed to Bookings tab
- Compare with Bookings tab of Duplicate
- If future appts have been created in Survivor, repeat steps 8-10 and select Yes to cancel future appointments
- If future appts have NOT been created in Survivor, please reach out to the appt's POS admin to create future appointments first prior to proceeding
11. A popup will come up with whether you want to close the referral; click No.
12. Click on PARIS Update icon again
13. A popup will come warning that the Alter Client window will close; click OK
Step 3 – Add alert to survivor record:
1. In Alter Client, search for Survivor ID
2. Click on PARIS Update icon to pull the latest information from PARIS
3. Check if the record status is Active or Inactive
-
- If the record is still Active, continue to next step
- If the record is Inactive, click the Activate button
4. Select ‘Notes’, add new problem, type seehis – will autofill as seen below
5. In Description field, add the duplicate PARIS ID and File Number
- For example, the Description should read: SEE CLINICAL HISTORY IN DUPLICATE RECORD WITH PARIS ID: 333333 (FileNum: 444444)
6. In Alerts events, click on the “Tick All” checkmark
7. Click OK to save the alerts
8. Click Apply in the Alter Client window
9. A popup may appear stating that there may be a duplicate client and if you want to proceed; click Yes.
10. Click on PARIS Update icon again
11. A popup will come warning that the Alter Client window will close; click OK
12. Respond to email from Health Records notifying them that the merge has been completed.
Merge Duplicates CERNER (UBC Alzheimer's and MS Clinics, previously PCIS
**This is very similar to PARIS Merge Duplicate process
The UBC clinics moved to CERNER on October 27, 2023. Demographics are pushed downstream to Profile EMR from CERNER for clients receiving treatment at the two UBC clinics. Clinicians are using CERNER for charting, but may use some forms in Profile EMR and also require access to the client's record (prior to Oct 27, 2023).
If there is a duplicate client in CERNER and the client is being seen at Alzheimer's or MS Clinic, the client record must be “merged” in the same way PARIS records are "merged". From CERNER, an automatic email is sent to EMRHelp@vch.ca from Do_Not_Reply_ProfileEMR@vch.ca with subject line: “CERNER Duplicate Merge”. See example:
Hello EMR Support,
Profile EMR has received a notification for below duplicate records (MRNs) from UBC-Cerner.
Survivor MRN: XXXXXXXX
Replace MRN: XXXXXXXX
Please follow the steps listed in the following help file to merge the duplicate records:
link to this Zendesk Article
Sincerely,
Profile EMR Team
Step 1 – Inactivate the duplicate record (CERNER MRN):
1. In Alter Client, search and open Duplicate record
Note: if the client search does not find the client by MRN-Vancouver Acute, switch the POS to a UBC clinic - UAZ or UMS.
2. Check if the record status is Active or Inactive
- If the record is already Inactive, skip to Step 2 – Add alert to duplicate record
- If the record is still Active, click the Inactivate button
3. In the Inactivation window, select Inactivation reason: DUPLICATE and click OK
Step 2 – Add alert to duplicate record (CERNER MRN):
4. In Alter Client, go to the Notes tab, add new problem, and type ‘donot’ into the Code field – will autofill as seen below [this code indicates PARIS ID even though it is related to MRN-Vancouver Acute. Using the same code is for ease of use, even though the code detail is not correct. A new code (e.g. 'donoc') may be created for duplicate CERNER clients in Profile, but was decided against it.
6. In Description field, add the survivor MRN-Vancouver Acute number and FileNum, which can be found here :
- For example, the Description should read: DUPLICATE CLIENT. Please use MRN-Vancouver Acute: 03377203 (FileNum: 415367)
7. In Alert Events, click on the “Tick All” checkmark
8. Click OK to save the alerts
9. Click Apply in the Alter Client window
10. A popup may appear stating that there may be a duplicate client and if you want to proceed; click Yes.
11. A popup may appear stating that there are future or recurring appointments and if you want to cancel them; Click YES to cancel any future appointments (note: UBC Clinics do not use the schedule, as it is done in CERNER but this could happen if a member of another POS).
Step 3 – Add alert to survivor record:
1. In Alter Client, search for Survivor ID
Note: if the client search does not find the client by MRN-Vancouver Acute, switch the POS to a UBC clinic - UAZ or UMS.
2. Check if the record status is Active or Inactive
-
- If the record is still Active, continue to next step
- If the record is Inactive, click the Activate button
3. Select ‘Notes’, add new problem, type seehis – will autofill as seen below
4. In Description field, add the duplicate MRN-Vancouver Acute and File Number
- For example, the Description should read: SEE CLINICAL HISTORY IN DUPLICATE RECORD WITH MRN-Vancouver Acute ID: 740031961 (FileNum: 444444)
6. In Alerts events, click on the “Tick All” checkmark
7. Click OK to save the alerts
8. Click Apply in the Alter Client window
9. A popup may appear stating that there may be a duplicate client and if you want to proceed; click Yes.
Appendix
Create New Client - Survivor Not in Profile EMR
Important: Do not add Survivor via Client Registration Form!
1. Click Client > New Client
2. Enter PARIS ID
3. Click Search
4. Select client and click OK
5. You now have a File Number and can add proceed to Step 1 – Inactivate the duplicate record: