Merging Duplicate Patients
Find and consolidate duplicate patient records in one click.
Merging Duplicate Patients
When the same patient has been added more than once, or their contact details changed between visits, SmartClinic can find and merge the duplicate records so their history is complete in one place.
Why Merge?
Duplicate records split a patient's appointments, invoices, and documents across two profiles. Merging moves everything into a single primary record and removes the duplicate.
Finding Duplicates
- Go to the Patients page
- Click the ⋯ menu in the page header
- Select Find Duplicate Patients
SmartClinic scans all active patient records and groups any that share the same email address, phone number, full name, client number, or ID number.
Reviewing and Merging
- Use the filter tabs at the top to narrow by match type: Same Email, Same Phone, Same Name, Same Client ID, or Same ID Number
- Expand a duplicate group to see both patient cards
- Use the radio button to select which record to keep as the Primary
- Click Merge next to the record you want to remove
A confirmation dialog shows the exact merge direction. Click Merge patient to confirm.
What Gets Merged
- •Appointments, invoices, payments, and billing items
- •Documents, forms, prescriptions, and service history
- •Treatment plans, medical conditions, and tags
- •Tasks and emergency access records
For anamnesis and dental anamnesis forms, the primary record's version is kept; the duplicate's version is discarded if the primary already has one.
The duplicate record is soft-deleted — it is removed from the patient list but retained in the audit trail.
[Screenshot placeholder: Duplicate Patients dialog with two grouped records and a Merge button highlighted]
Notes
- •Requires the Update Patients permission
- •Merging cannot be undone from the interface; contact support if reversal is needed
- •All merge actions are recorded in the audit trail with staff identity and timestamp