Merge Duplicates Praxis Desk

When a patient or customer has been created twice, you merge the two records in a dialog. For each field, you choose which side to keep.

Requirements

• You are logged in with the Patient / Kunde: Zusammenführen permission.
• This applies only with the Tenants module and at least one tenant set up. Then you need access to the tenants in which the duplicate has data. Details are in the Common errors section.
• If the duplicate has invoices, cash entries, or fee notes, you also need the Rechnungen: Bearbeiten permission.
• This applies only with the Mahnwesen (dunning) module, if the duplicate has dunnings. Then you also need the Mahnwesen: Bearbeiten permission. Without the module, Offisy moves dunnings to the kept profile with no further requirement.

How to do it

1. Start the merge from one of these places:

   • On the Duplicates page: select two records in a group and click Zusammenführen (merge).
   • In the Kundenliste (customer list): click Zusammenführen in the row menu (only visible with the merge permission).
   • In the Ecard-Dialog (Ecard dialog).
   • In the Wartelisten-Aktionen (waitlist actions): Kunden zusammenführen (merge customers).

   If you start from the Kundenliste, the Ecard-Dialog, or the Wartelisten-Aktionen, a selection step for the second customer opens first. It shows an overview of the customer you already have and a search field. The search field suggests similar customers even before you type anything.

Fig. 1Searching for the duplicate record before the merge view opens.

2. In the Zusammenführen dialog, use the selector for each field to choose which side to keep. The third column shows the result and lets you edit it directly if needed.
   • The dialog opens at full width. It has up to six tabs: Allgemeine Einstellungen (general settings), Versicherung (insurance), Arbeitgeber (employer), Kontaktperson (contact person), Sonstiges, and Terminbucher (appointment booker).
   • The Terminbucher tab only appears when the record you keep has an appointment booker on file. It shows that booker's data and is display-only.
   • Offisy hides rows where neither record has a value and you cannot enter one either. Fields that let you enter a value stay visible. If a section has no rows left, its heading disappears too.
3. Check the preselection:
   • If only one side has a value, Offisy preselects that side. This also applies to values that only the duplicate has.
   • As soon as one record has an opt-out, the ELGA Opt-Out section in the Sonstiges (other) tab shows the Abmeldung speichern (save opt-out) row.
   • If both records have different opt-outs, Offisy preselects the combination of both.
   • If the Mitversichert bei (co-insured with) field points to one of the two merged records, Offisy clears it during the merge. The row offers the linked patient or the free text (name and SVNR) as a single choice. If only the duplicate has a link, Offisy keeps the original's free text.
   • You can also choose only the original or only the duplicate instead.
4. Click Zusammenführen to complete the process.

Fig. 2In the dialog, you choose for each field which side to keep.

1. 1Tab bar.
2. 2Selectors of one row: you choose whether the left or the right value is kept.
3. 3Result column, which you can edit directly.
4. 4Warning and the Zusammenführen button.

Note: Before you confirm, the dialog warns you in German: "Das Profil „{Name}" wird im Anschluss gelöscht. Dieser Vorgang kann nicht rückgängig gemacht werden!" (The profile "{Name}" will be deleted afterwards. This cannot be undone.)

• Offisy transfers all linked data from the deleted profile to the remaining record, including e-card entries, DVP entries, body charts, forms, video consultations, and stock movements.
• Offisy then deletes the profile you did not keep.
• Offisy logs the process in the history.

You cannot undo a merge.

Common errors

Before merging, Offisy checks whether you may take over all data of the duplicate (the profile that gets deleted). If not, Offisy cancels the merge and shows a message in German. The check for invoices and dunnings applies even without the Tenants module.

"Das Duplikat hat Rechnungen, Kassabuchungen oder Honorarnoten. Zum Zusammenführen ist die Berechtigung zum Bearbeiten von Rechnungen nötig." The duplicate has invoices, cash entries, or fee notes (deleted ones count too). You lack the Rechnungen: Bearbeiten permission in the company of the documents. Get the permission or ask an authorized person to perform the merge.

"Das Duplikat hat Mahnungen. Zum Zusammenführen ist die Berechtigung zum Bearbeiten von Mahnungen nötig." This message only appears with the Mahnwesen module. The duplicate has dunnings, and you lack the Mahnwesen: Bearbeiten permission in every company with dunnings. Get the permission or ask an authorized person to perform the merge.

The following three messages only appear with the Tenants module and at least one tenant set up.

"Das Duplikat hat Rechnungen, Kassabuchungen oder Honorarnoten in Mandanten ohne Zugriff oder ohne Berechtigung zum Bearbeiten von Rechnungen." The duplicate's invoices, cash entries, or fee notes are in tenants you cannot access. Either you are not assigned to the tenant, or the tenant condition of your Rechnungen: Bearbeiten permission excludes it. The same applies to documents without a tenant.

Ask someone with the right permission and access to those tenants to perform the merge.

"Das Duplikat hat Mahnungen in Mandanten ohne Zugriff oder ohne Berechtigung zum Bearbeiten von Mahnungen." This message only appears if the company also has the Mahnwesen module. The duplicate's dunnings are in tenants you cannot access. Either you are not assigned to the tenant, or the tenant condition of your Mahnwesen: Bearbeiten permission excludes it.

The same applies to dunnings without a tenant. Ask someone with the right permission and access to those tenants to perform the merge.

"Das Duplikat hat Termine, Gutscheine, Abrechnungsleistungen, Kursteilnahmen, Warenbewegungen oder mitversicherte Patienten in Mandanten ohne Zugriff." This data of the duplicate is restricted to tenants you are not assigned to:

• Appointments, coupons, and billing services.
• Course attendances: Offisy checks against the course's tenants.
• Stock movements: Offisy checks against the tenants of the ware or ware category.
• Patients who are co-insured with the duplicate (Mitversichert bei).

Ask someone with access to those tenants to perform the merge.