Duplicate Client Management
Duplication occurs when the same client has been added to a diarybook account 2 or more times. Diarybook can detect a duplicate by matching first and last names, the mobile number, the date of birth or the first line of their address.
The problem is that a client’s appointment history and details can be spread across records with no single record giving the complete client picture.
The solution is to merge duplicate records.
Discovering duplication
Generally when adding appointments for a client a search is made for the client record. Then, in the search results the correct client is identified by one or all of the following: their name, address, date of birth and mobile number.
It is at this point that duplicate clients can be discovered - similar or same names, same mobile and/or date of birth. Also appointments may have been made against mutliple records for the same client.
Solutions
Deleting
If one of the duplicate records does not have an appointment history than this record can be deleted.
Before deletion copy across any important information that you do not want to lose to the other client record.
If both records have appointment history then a merge can be done.
Merging
Merging is the process of taking two client records, copying details from one to the other and deleting one. The result is a single client record with all the appointment history.
Terminology: the winning-client is the record that will be kept. The losing-client is the record that gets deleted
Merging Duplicate Clients
Assess
Examine both client records and ensure that they are definitely different clients. Look at the date of birth, mobile number and other details to help you.
Decide which record contains the most information. For example if one has a mobile number and the other does not. If one client record has more details than the other then choose that client as the winning-client for the merge procedure.
The winning-client record will be retained
The losing-client record will be deleted
Before merging, copy across any information you do not want to lose in to the winning-client record.
The client note field and the medical condition field will automatically be merged with a hash (#)
Merging
- open the record of the winning-client
- click on the duplicates button
- diarybook will list possible duplicates
- select the correct record and click Merge
A merge will delete one of the records. Data loss can occur and the process can not be undone.
Details Copied
- The appointment history
- Client group membership
- Notes
- Medical condition
How to merge
When viewing a client record one of the options available is duplicates. Selecting this option will open another window showing a list of duplicate candidates (if any). You can select one of the candidates and click Merge.
The orginal client, where duplicates option was chosen, is the winning-client while the duplicate record found and chosen in the list, is the losing-client