If your MyMedLeads account is integrated with your EMR (Nextech, PatientNow, DrChrono, Symplast, NextGen), you may sometimes see this message at the top of your Home page:
You have X possible duplicates. Please Click Here to manage them…
This message appears when there are two records for the person in MyMedLeads. One may have the original Lead Source (ex: RealSelf) and the other has your EMR as the Lead Source (ex: Nextech).
What causes duplicates:
Every time you schedule a patient in your EMR, MyMedLeads receives an update and tries to match it with an existing MML record for that patient.
If you enter new patients directly into your EMR when you are ready to schedule them, MML will try to find a person with the exact same name, email, and phone number(s) and automatically merge/match the EMR record to the one in MML, which has the trackable Lead Source.
If MML only finds a partial match, it thinks the two records are the same person but needs a human to look at them to be sure. Meanwhile, MML will create a duplicate with your EMR as the Lead Source.
- The duplicate record is not being tracked on the funnel or your conversion reports.
- The person might get more than one marketing email or incorrect appointment notifications.
How to avoid duplicates:
The best way to avoid duplicates is to always use the “Convert To” button in MyMedLeads to create
your new patient in your EMR. In other words, do not enter new leads or new patients directly into your
EMR. The two systems will immediately make a match between the two records.
This is not the same person. What do I do?
- Click the “Not Duplicate” button and you are done. MyMedLeads will never look at these two records as the same person again. This is the same person. What do I do?
- Click the “Merge” button to combine the two records into one.
Data MyMedLeads will keep when merging 2 patients:
Here are the basic rules. The table below shows which fields would be kept if we merged the example.
- Post Date – oldest date
- Name – most recent name
- Phone – if one field is blank, the non-blank number. otherwise most recent phone
- Phone2 – if one field is blank, the non-blank number. otherwise most recent phone2
- Email – if one field is blank, the non-blank email. otherwise most recent email
- Status – the status farthest along (ex: Consult Complete beats Follow Up)
- Lead Source (not shown on Merge screen) – the trackable lead source