If staff change data in a way that Neo believes makes it a duplicate account, they will be alerted with an alert such as the one pictured below.

The account(s) that is potentially being duplicated will be listed.  Clicking on the Client ID will open that client's account in a new window so that you can review information to determine whether or not it's really a duplicate. Clicking Close will close the alert and allow you to proceed with what you were doing.

What Med Records sees is this:

The first link goes to the client Extended Information screen.

This is in the client menu, so you can navigate to other screens (like Demographics) but if it isn’t a duplicate, you could delete it right now.

The other link goes to the potential duplicate client for review.

We only create these Extended Information records if the results have a high level of confidence. Staff may see low confidence level messages but that is mostly just informational for them so they can resolve conflicts before too much data gets entered under the wrong client.

There is a security right for you right? I’ll find that and limit to only people with that security level.

Deleting the Extended Info record removes it from your list too. If it is a duplicate, at this time, you’d do exactly like we do for every duplicate client… see if I can remember this correctly… you need to get AC and Finance to agree that it is duplicate and send it to IT to merge.

If I can make an Auto-Merge button, it will look at the data and see if moving it to the existing client will work. In that case, hopefully all you’d do for these rows is click on them, try the button, if it works, job done. 

Scott Bressette
x1200
Director, Software Training, Principal Software Architect

From: Meranda Tucker <mtucker@kbhmaine.org> 
Sent: Monday, December 9, 2024 3:30 PM
To: Scott Bressette <sbressette@kbhmaine.org>; Amanda Griffin <agriffin@kbhmaine.org>
Subject: RE: Duplicate Clients Alert

This looks great. Could the Potential Duplicate notification please only show up on my dashboard and not the other MR staff? My staff would not need that information. What is the procedure for clearing the notification from the dashboard? If it’s not a match I can delete the extended record. What do I do if it is a match?

Meranda Tucker
x2242
Health Information Manager

From: Scott Bressette <sbressette@kbhmaine.org> 
Sent: Monday, December 9, 2024 3:21 PM
To: Meranda Tucker <mtucker@kbhmaine.org>; Amanda Griffin <agriffin@kbhmaine.org>
Subject: Duplicate Clients Alert

I think I have a good process going based on our prior conversation. I’ll try to write it out here so you can have a first impression, and it will be on the beta system tomorrow for you look at more if you wish. We’ll add it to KBH U. when it goes live.

First, here is the message to the staff when they change data that we believe makes it a duplicate with a high level of confidence.

If they click the Client Id, it will open a second window to that client so they can either proceed with their task on the correct client, or verify that is or is not a duplicate client.

What Med Records sees is this:

The first link goes to the client Extended Information screen.

This is in the client menu, so you can navigate to other screens (like Demographics) but if it isn’t a duplicate, you could delete it right now.

The other link goes to the potential duplicate client for review.

We only create these Extended Information records if the results have a high level of confidence. Staff may see low confidence level messages but that is mostly just informational for them so they can resolve conflicts before too much data gets entered under the wrong client.

Next is an “Auto-resolve” button. If they just entered this client and there isn’t much data entered, we want to try to merge the clients without IT direct intervention. Since Crisis runs 24/7, we want to see if they can fix these issues on their own. I’ll keep you in the loop for sure, but I think I’ll put this new button on the Extended Information screen (after the Edit/Delete). 

If you can think of something better, I’m open to input (@Amanda Griffin same for you).

TRTJ60187

Thanks,

Scott