Merge duplicate client records

How possible duplicates are found

DiaryCare suggests a pair when both records have the same full name and the same email address, ignoring capital letters and extra spaces, or when they have the same full name and the same final 10 phone-number digits. A shared household email with different names is not treated as a duplicate. A name, email address, or phone number on its own is never enough. Suggestions are for staff review and are never merged automatically.

Check and merge the records

1. 1Open Clients and select Review and reconcile beside the record you want to keep.
2. 2Under Reconcile possible duplicate records, compare the suggested person’s name, email, phone number, matching reason, and appointment count.
3. 3For each different name, email address, or phone number, choose the value to keep. If only one record contains a value, DiaryCare keeps that value automatically.
4. 4Check I have checked these are the same person and want to permanently merge the records.
5. 5Select Reconcile and merge into this client.

What happens after the merge

• The client record you opened is kept with the name, email address, and phone number you selected.
• Every appointment from the duplicate record is moved to the retained client.
• A client record merged entry is added to the activity history of every moved appointment.
• If either record had patient SMS turned off, the retained record stays opted out of SMS until staff deliberately turn it on again.
• The empty duplicate client shell is permanently deleted.