Jane's Guide Here's all the help you need to use Jane.

Merging and Unmerging Patients

Let’s say your patients have created a duplicate profile on your online booking site. Now you see the patient listed twice (or sometimes three times) when you look up their profile in the Patient list. No problem – Jane makes it easy to merge duplicate patient profiles with just a few clicks.


Merging Patient Profiles

In the Patients tab, search for the patient with a duplicate profile. You’ll see their name listed twice when you search the patient list.

Click the + button on each patient to bring up the Merge view. You’ll see the + button when you hover your mouse over the patient’s name.

Next, choose the record you want to be the primary record. Jane conveniently lets you know the likelihood of the profiles being a match. It’s generally a good idea to select the profile with a username set up so that the patient doesn’t run into trouble when trying to access their My Account area.

All conflicting information will be shown in Notes once you’ve merged, so don’t worry about losing anything. 


Potential Duplicates Report

Another option for merging profiles would be for a staff member with Administrative / All Billing access to head over to the Reports tab and click on Potential Duplicates within the left sidebar menu.

You’ll be able to see a list of all the profiles that have enough similarity to be merged and you can hit the blue Merge button with the patient numbers to begin the process:

screenshot of navigational steps to get to the report

You’ll still want to ensure that the Primary Record is the profile with a username created so the patient doesn’t have issues logging into their profile.

screenshot of profile similarities

Note📝: Jane will determine whether two patients are potential duplicates based on their names, birthdays and/or personal health number (PHN). This report may not recognize duplicate profiles if there is a different Preferred Name on one of the profiles.


Un-merging Patient Profiles

Oops! You’ve merged two patients together and need to un-merge the profiles. We get it, mistakes happen and there’s a quick way to reverse it!

To start, a Full Access user can head back over to the Patient’s Profile, scroll down to the bottom of the page and hit the black dropdown arrow beside Edit.

From here, select Merge History to see the previous merges that have taken place for this profile.

On the next page, select the orange Undo Merge button to un-merge the profiles and turn the profile back into two.

There you have it! As always, you can contact our support team if you have any additional questions 💙

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