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Veona Help Centre

Merge Duplicate Patient Records

Sometimes the same person gets registered twice — a slightly different spelling, a fresh walk-in who forgot they had been here before. When that happens you end up with two UHIDs (Unique Health IDs, the permanent VNA-… patient numbers) for one human being, and their history is split in half. Merging fixes this: the front desk reviews a high-confidence duplicate pair, keeps one record as the survivor, and Veona repoints every encounter from the other record onto it, so there is one patient with one complete history.

Who / when: the Registration Clerk, whenever Veona flags a likely duplicate or a colleague spots one.

  1. Registration Clerk — open Register → Duplicates. This screen lists candidate pairs that look like the same person, scored by how confident Veona is (matching on phone, date of birth, surname and so on).
  2. Registration Clerk — press “Run scan” to refresh the candidate list, or filter the existing “Open” candidates. A strong match shows as a high-confidence pair — for example two records sharing the same phone number surface as a “99% High” match.
  3. Registration Clerk — open the candidate pair to review both records side by side. Confirm — really confirm — that these are the same person. Check the name, date of birth and contact details together before going further.
  4. Registration Clerk — choose which record to keep (the survivor), then press “Merge records” and confirm. Veona retires the other record as a permanent alias of the survivor and repoints its auto-opened encounter onto the survivor — who now carries both visits.
  5. Registration Clerk — if the pair is not actually a duplicate, press “Dismiss” instead. Veona stops offering that pair.

What happens next

Section titled “What happens next”

From here on there is a single patient with a single UHID. Searches on Register → Find Patient resolve to the survivor (the old number still finds them, as an alias), every future visit hangs off the one record, and the split history is reunited. The duplicate can never again be mistaken for a separate person.

Follow the trail

Section titled “Follow the trail”