Duplicate resident records can be merged on CAPA to minimise any administration errors within the Care Home. Merging of residents should ONLY be completed if the duplication has been created via the Nourish integration. If a duplication has been created for any other reason please advise the customer to archive the incorrect profile.
Its extremely important to take great care when completing this process as once the merge has taken place this cannot be undone.
Prior to any merges taking place each record should be reviewed.
- If one record has no repeat meds active or archived the merge can go ahead.
- If one record has any repeat meds active or archived & any administrations recorded against additional steps must be followed.
The below should be communicated to the care home and request if they agree to closely monitor the residents profiles:
If/When the profiles are merged the below will happen. The second point is the most important as would require monitoring within the care home to reduce the clinical risk.
1. A duplicate medication merge will take place (but this is correct if the records are active)
2. As a result of these merges medication(s) already given could prompt again. The medication merges may take a little time to complete so the care home will just need to sync a couple of times following the merge then account for the medication again if it prompts with the relevant reason, i.e. not given too soon. An audit note can be added by the home to the residents profile to say why that's happened so they have a record.
It would be best to confirm a date/time for the merges to be completed so that the profiles can be closely monitored following merging the records.
To merge records follow this process:
1. Log in to CAPA then select search from the toolbar.
2. Select Merge Patient. The merge patient box will appear.
3.Patient record 1 - You must select the record you wish to keep active. To search the patient record, entering surname first input the residents details into the yellow highlighted box and select enter on the keyboard to select the first record you wish to keep.
4.Patient record 2 - You must select the record you wish to merge. This record will no longer be available to view once the merge has taken place. To search the patient record, entering surname first input the residents details into the yellow highlighted box and select enter on the keyboard to select the first record you wish to merge.
5. Once both names have been selected the merge button will display in the bottom left hand corner of the merge patient box. Select merge and follow any on screen prompts to complete.
6. The merged record will then display on screen once the merge is complete.