What is the Duplicate Finder?
The duplicate finder scans your membership database to identify any duplicate patient records. These duplications can occur due to various reasons, such as staff changes or misunderstandings in using the Smile Advantage system.
When a duplicate is detected, the platform will display a notification under the action items. It will provide details of the duplicates, including unique membership IDs and other relevant information.
Managing Duplicates
- Notification: Check the action items on the right side of your dashboard for any duplicate patient notifications.
Example: For instance, two records for “John Smith” might be identified.
Reviewing Duplicate Records
- Open Profiles: Open each membership profile in a new tab for side-by-side comparison.
- Evaluate Records: Determine which record is more recent and relevant.
Managing Duplicates
- Archive/Delete: Choose to archive or delete the outdated record.
- Example: Archive John Smith with ID ending in 480, and keep the one ending in 880.
- Renew Membership: For the retained record, assess the need for membership renewal.
- Membership Update: Decide on resetting or backcharging the membership based on office policy.
Finalizing the Process
- Check for Removal: Confirm that the duplicate record is no longer listed in the active members.
- Archived Records: The archived duplicate will be moved to the archived section.
- Renewed Membership: Ensure that the retained record reflects the updated membership status.
Best Practices
- Regularly monitor the action items for duplicate alerts.
- Carefully review both records before making any changes.
- Always confirm with office policies before renewing or backcharging memberships.
For any questions or additional support, please feel free to contact our Smile Advantage support team.