Duplicate client warning: how it works
Duplicate clients create a lot of confusion and re-work! To prevent this, the app checks whether a new client that is being created already exists in your organization. Once you enter the First Name, Last Name, DOB, and MRN of a new client the app uses these 4 pieces of information to figure out whether this client is already in the system.
If they are, you’ll see a warning message appear as illustrated below. The client that’s already in the system will appear highlighted in red (1). If you click on the arrow icon on the right (2) then the existing client will open in a new tab.
While this warning box is up you cannot Save and create this new client.
What to do when you see the duplicate client warning
1. Check to see if the existing client is the one you mean to create
When you see the duplicate client warning appear that’s your cue to check if the client that is already in the system is the one that you were going to create. If that’s the case, exit the new client by going back to the client list and discarding your changes. Then you can switch over to working in the existing client’s chart.
2. Check the new client information for typos
Once you're sure the client you're creating isn't already in the system, go back to check your new client for any typos in their information. Once you fix the error and the client is no longer a duplicate you’ll be able to save. For example, for the client we were trying to create there was a typo in the MRN and once the MRN was updated the duplicate warning went away and the client can be saved.
3. If needed, update the client information for the already existing client
Once in a while you’ll realize that the client that was already in the system had an error, for example their MRN or DOB was entered incorrectly. In that case, you can modify the information of the existing client and save it.
When you go back to the new client you were entering, refresh the page and the duplicate warning will disappear!