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Patient Merge Tool

Komodo Care Connect does not automatically detect duplicate patient accounts or care plans. If users identify and confirm that duplicate records exist, users can use Komodo Care Connect's Patient Merge Tool to select the patient accounts and care plans that they would like to merge. Komodo Care Connect will then asynchronously execute a series of operations to complete the merge request.

The Patient Merge Tool primarily consists of the patient merge data change request (DCR) list and the patient merge step-based wizard, which are managed by the PJN_PatientMergeDCRList and PJN_PatientMergeTool Aura components, respectively. Additionally, the PJN_PatientMergeCtrl Apex class controls all of the nested components and processing of the Patient Merge Tool.

Note

To access the Patient Merge Tool via the navigation menu in Komodo Care Connect V2 and above, users must be assigned the KCC - Feature - Patient Merge Tool (PJN_Feature_Patient_Merge_Tool) permission set, which is included in the MVN Admin (MVN_Admin) permission set group. To subsequently create patient merge requests from the Patient Merge Tool, users must also be assigned the KCC - Feature - Patient Merge Requests (PJN_Feature_Patient_Merge_Requests) permission set, which is in the MVN User (MVN_User) permission set group.

To access the Patient Merge Tool and create patient merge requests in Komodo Care Connect V1, users only need to be assigned the PJN - Patient Merge Tool (PJN_Patient_Merge_Tool) permission set.

Special considerations

Before initiating a patient merge, users should be aware that:

  • Users cannot choose specific attributes to keep from either of the accounts or either of the care plans.

  • Child Case records, such as activities and requests, are not reparented from the losing care plan to the winning care plan if two or more care plans are merged.

  • Member plans cannot be merged if the related Account on the Member Plan (mvn__PJN_Member_Plan__c) record is not the winning account.

Merge request

Users can follow the below steps to identify the patient accounts and care plans they want to merge.

1. Create a Patient Merge DCR

To identify the patient accounts to be merged, users must first create a new Data Change Request (mvn__PJN_Data_Change_Request__c) record of Patient Merge record type. The new DCR item will automatically be added to the patient merge list where users can then use the wizard to complete and submit the merge request.

  1. In the App Launcher, search for and select Data Change Requests.

  2. Click New.

  3. Select Patient Merge.

  4. Click Next.

  5. Select the two Account records to be merged in the Patient 1 and Patient 2 fields.

  6. Set the Status to Pending.

  7. Click Save.

2. Start merge request

Users start merge requests in the patient merge list to initiate a series of screens in the wizard.

  1. Click Patient Merge in the navigation menu.

  2. Click the down arrow at the right end of the new DCR item.

  3. Select Merge to open the wizard and continue the merge request. Select Reject to set the status of the DCR to Cancelled and remove the DCR item from the list.

3. Select master patient account to keep

In the Choose Master Account screen, users are to identify which patient account they want to keep (and subsequently, which patient account they want to delete). The patient account to be kept is referred to as the "master" or "winning" account.

Note

Users cannot choose specific attributes to keep from either of the Account records. For example, users cannot keep both Patient A's account and Patient B's patient ID. Only the details of the selected master account will be kept during the final merge process.

Reference Configuration to configure the information that appears in this screen.

  1. Click Select on the desired master account.

  2. Click Next.

Select the winning (master) account to be kept

4. Select care plans to merge

In the first Merge Care Plans screen, users are to choose the care plans they want to merge.

Note

Users cannot choose specific attributes to keep from either of the Case records. For example, users cannot keep both Patient A's care plan and Patient B's therapy status.

Reference Configuration to configure the information that appears in this screen.

  1. Click Select on all of the care plans to be merged.

  2. Toggle on Select as master for the care plan to be kept. The care plan that is not selected will be deleted upon the merge process.

  3. Click Merge Care Plans.

Select the winning (master) care plan to be kept

If users do not want to merge care plans because they want to keep only one care plan or both care plans:

  1. Click Next without making any selection.

  2. Click OK in the browser pop-up.

5. Select care plan child records to keep

In the second Merge Care Plans screen, users are to choose the child records of the selected care plans that they want to keep.

Warning

Member plans cannot be merged if the related Account on the Member Plan (mvn__PJN_Member_Plan__c) record is not the winning account; the entire merge will fail.

Reference Configuration to configure the information that appears in this screen.

  1. Select the child records to be kept. Users can:

    • select or deselect individual rows or entire sections

    • click the down arrow at the right of the child record to open and view the record in a new tab

    Select child records of care plans in Patient Merge Tool

  2. Click Merge once all desired child records have been selected. Users have the option to repeat this process for any other remaining care plans.

  3. Click Next if there are no other (desired) care plans to merge.

6. Select account child records to keep

In the Move Records to Master Account screen, users can select the Contact Information (mvn__PJN_Contact_Information__c) records they want to keep. The contact information of the master account are automatically selected by default.

Note

Users must also check the master care plan again.

Reference Configuration to configure the information that appears in this screen.

Select child Contact Information records of Accounts in Patient Merge Tool

7. Submit merge request

In the final screen of the Patient Merge Wizard, users are to click Finish to submit the merge request. A success message will appear to indicate that the merge request has been successfully submitted, and designated merge operations will execute accordingly.

Merge events and operations

Data entered in the Patient Merge Wizard is stored in memory throughout the merge request process until the merge request is submitted.

When the merge request is submitted, a series of merge operations executes asynchronously and the resulting data is stored in the database. The list of operations is as follows:

  • All child records, except for child Case records such as activities and requests, are reparented from the losing care plan to the winning care plan if two or more care plans are merged

  • All files and notes are reparented to the winning care plan

  • Selected care plans are reparented to the winning account

  • Selected contact information are reparented to the winning account

  • All Contact-to-Contact relationships (which appear in the Care Map subtab of the patient account) are reparented to the winning account

  • All records that have not been merged or selected to be kept are deleted, including the losing account

  • The DCR item is updated from Pending to Merged and populated with the Winner Account Id

Additionally, records set as primary or active on the winning account or care plan will remain primary or active while those on the losing account will need to be manually set again, as appropriate.

The merge operations may take a few seconds to complete. Users can monitor the Status (mvn__PJN_Status__c) field either directly on the DCR record or on the Patient Merge Tool to check if the merge operations executed successfully. If the merge operations were successful, the Status field will automatically update from Submitted to Merged and the DCR record will disappear from the Patient Merge Tool once users refresh the page. Additionally, users who try to access a deleted record will receive an error message. For example, accessing a losing care plan tab that was open during the merge process will result in the error message in the image below. However, if the merge operations were unsuccessful, the Status field will automatically update from Submitted to Failed and the DCR record will remain in the Patient Merge Tool. Users can find more information about why the merge operations failed by checking the Result Message (mvn__PJN_Result_Message__c) field on the DCR record.

Error message when accessing records deleted via Patient Merge Tool

Configuration

The following field sets and custom metadata types are used to configure the screens in the Patient Merge Wizard.

  • The Merge Tool Account Fields (mvn__PJN_Merge_Tool_Account_Fields) field set in the Account object controls the fields in the Choose Master Account screen.

  • The Merge Tool Card Care Plan Fields (mvn__PJN_Merge_Tool_Card_Care_Plan_Fields) field set in the Case object controls the fields in the first Merge Care Plans screen.

  • The Merge Tool Setting (mvn__PJN_Merge_Tool_Setting__mdt) custom metadata type controls the objects in the Care Plan Child Record screen, including the order in which the objects appear and the fields of the objects that appear. Data queried in Merge Tool Setting metadata records are executed by the PJN_MergeToolSetting helper class, which is called by the PJN_PatientMergeCtrl Apex class.

  • The Merge Tool Table Care Plan Fields (mvn__PJN_Merge_Tool_Table_Care_Plan_Fields) field set in the Case object and the Merge Tool Contact Info Fields (PJN_Merge_Tool_Contact_Info_Fields) in the Contact Information (mvn__PJN_Contact_Information__c) object control the columns in the respective table in the Move Records to Master Account screen. No other object can be added to this screen.