Managing Duplicate Patient Records and Ensuring Accurate Patient Insights in Freed Scribe
Maintaining accurate and consistent patient records is essential for generating reliable Patient Insights in Freed Scribe. This guide provides an overview of how to handle duplicate records, the impact of naming conventions, and best practices for record maintenance.
Overview of Patient Records Management
Freed Scribe relies on unique patient records to generate Patient Insights. Duplicate or inconsistent records can disrupt this process, leading to incomplete or inaccurate insights. To avoid these issues, it is crucial to:
Use consistent naming conventions.
Avoid creating duplicate records.
Consolidate existing duplicates when possible.
Handling Duplicate Records
If duplicate patient records exist, follow these steps to consolidate them:
Rename Duplicate Records Temporarily: Add a label like “(use this one)” or “[DON’T USE]” to one of the duplicate records to distinguish it.
Reassign Notes to a Single Record: Open each note and use the patient selector to reassign them to the correct patient record.
Start Future Visits Under the Correct Record: Ensure all future visits are logged under the consolidated record to maintain accurate insights.
Merge Records by Editing Names: If duplicates exist under different names, edit the name on the most recent visit to match the older record. Select the matching name from the dropdown to associate all visits with the same patient.
Impact of Naming Conventions on Patient Insights
Naming conventions play a critical role in maintaining accurate records. Consider the following:
Avoid Creating New Records for Existing Patients: Even minor differences, such as an extra space, will create a separate record. Always select the existing patient from the dropdown to keep visits linked.
Be Cautious with Placeholder Names: Using the same placeholder name (e.g., "x") for multiple patients can cause Freed Scribe to link unrelated visits under the same record. Use unique, non-identifying labels instead.
Workarounds for Unsupported Merging
Freed Scribe does not directly support merging patient profiles. If merging is necessary, use the following workaround:
Open the visit created under the duplicate profile.
Copy the transcript and save it as a document.
Start a new visit under the correct patient profile.
Upload the saved document as a new visit under the correct profile.
Delete the visit from the duplicate profile after confirming accuracy.
Best Practices for Record Maintenance
To prevent issues with duplicate records and ensure accurate Patient Insights:
Always search for an existing patient record before creating a new one.
Use consistent and unique naming conventions.
Regularly review and consolidate duplicate records.
Train staff on proper record-keeping practices.
By following these guidelines, you can maintain accurate patient records and ensure reliable Patient Insights in Freed Scribe.
Get Support
If you need further help or have questions, you can get in touch with our Clinician Support team in the method that works best for you:
Start a chat by clicking the messenger icon in the bottom right corner.
Email your message to [email protected].
Join a live support call with our support team.
If you're interested in using Freed as a group, talk with our sales team.