Helpoben.care

Merge duplicate client records

Combine two records for the same person into one, keeping the history from both.

Who can do this
The clinic owner, or staff given the "Merge and delete duplicate clients" permission
Where in Oben
/clients

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When one person has two records, merge them. Almost everything moves to the record you keep. Before you merge, Oben lists what moves and anything that stays with the other record. The other record is hidden, and the merge is added to the audit trail.

Steps

  1. Open Clients and choose one of the two records. Or select Possible duplicates on the Clients page to see everyone who shares an email or phone, and select Merge on a group; the merge panel opens with its matches.
  2. Select More client actions (the three dots) at the top of the record.
  3. Under Duplicates, select Merge duplicate….
  4. Under Find the other record, search by Name, email or phone, or pick from Same email or phone.
  5. In Which record do you keep?, choose the record to keep. Oben may pick one for you and give its reason after Suggested:.
  6. Under Details to keep, pick which version of each differing detail to keep.
  7. If both records sign in to the patient portal, tick the box to confirm the other sign-in will stop working.
  8. Select Merge records.

Good to know

  • If Oben shows These records can’t be merged yet, it lists what needs fixing first and the items behind it. Select Clear these to clear those items on the other record, or Open it on the other record.
  • If a third record shares the same details, Oben offers it right after the merge.
  • The kept record keeps its own clinical details and gains health profile entries only the other record has. The other record keeps its copy in its history.
  • Delete empty record… permanently deletes a record with no history at all. Waiting items that can be cleared are listed, and Clear these and delete clears them first. It can’t be undone. A record with history must be merged instead.
  • A Possible duplicate person task opens the record with the merge panel already showing its matches. These tasks go to the role shown at the top of Possible duplicates (front desk unless the owner chooses another).
  • To merge or delete a lead who has no client record, open the lead in Marketing → Leads and select Merge duplicate… or Delete lead…. To delete several junk leads, tick them and select Delete selected….
  • Owners can give this permission to other roles in Settings → Roles & Access.