Avoid Duplicate Clients

You may end up with duplicate clients if you add the same client with a different name or address, or if you add too little information to the client profile.

While only a last name or organisation name is required to create a record in Provet, you can avoid accidentally saving duplicates by filling in the fields listed below:

  • ID number: This is the client's identity number from their proof of identity. It is different from the ID numbers which are automatically generated and shown in parentheses next to the client and patient names.

  • Register number: Can be added when the client is marked as a referring organization.

  • Email and Additional emails

  • Phone number: All saved phone numbers.

  • Combination of First name, Last name, and Street address or Post code

Provet helps you detect possible matches for clients in three places to avoid duplicates: when you are creating a new client, when editing or checking in an online booking, and when receiving a referral through the referral portal.

Check for duplicates when adding a client

When you add a new client, Provet checks for existing records based on the information you enter, such as phone number or email address.

  1. Enter the client details in the new client dialogue.

  2. If a potential duplicate is detected, a warning is displayed under the relevant field, for example: Client with the same phone number or email address already exists (a).

  3. A notification box is shown at the bottom of the dialog, indicating that the client may already exist. The notification box lists the information used for matching, such as a phone number (b).

  4. Select Show potential client matches in the notification box to view existing client records that match the entered information.

  5. A list of matching clients is displayed. The information you entered for the new client is shown at the top (c), and the potential matching client records are listed below (d). 

  6. To use an existing client record instead of creating a new one, select the checkbox for the correct client and then select Proceed with selected Client (e).

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Avoid duplicate clients from online bookings

Online bookings can create duplicate clients if the client information differs slightly from an existing record. Provet checks for potential matches, and you can review the upcoming appointment to see potential matches. This is also possible when checking in the patient.

  1. Go to the dashboard and locate the booking under Scheduled appointments.

  2. Select the button with three dots and select Edit appointment.

  3. A notification box is shown on the appointment details dialogue (a), indicating that the client may already exist. The notification box lists the information used for matching, such as a phone number (b).

  4. Select Show potential client matches in the notification box to view existing client records that match the entered information.

  5. The Potential client matches dialog opens. The new client created from the online booking is shown at the top, and the matching existing client records are listed below.

  6. To use an existing client record, select the checkbox for the correct client (b) and then select Proceed with selected client (c).

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You can also find matching clients when checking in the patient. When you select the Check in patient button for an online booking, the consultation details dialogue opens. If Provet finds a potential client match, the same notification box appears to inform you that the client may already exist. You can then review the matches and link the booking to the correct record before finishing the check-in.

Avoid client duplicates from patient referrals

You can detect and avoid adding duplicate clients when you handle incoming referrals from the referral portal.

  1. On the Patient Referrals page, locate the incoming referral and select the pen button to open it.

  2. Under the Client and patient information section, review the matching status:

    • Successful match: If both the client and patient match existing records, they are automatically added to the section.

    • No match or partial match: If no match is found, or if only the client is matched but not the patient, a notification box is displayed indicating the matching status (a).

  3. For no match or partial match cases, all information received from the referral portal is shown under the Client and patient information section for review (b).

  4. To correct or complete the matching, you can do one of the following:

    • Remove the suggested client or patient by selecting the small X icon in the relevant field (c).

    • Search for the correct client or patient directly in the relevant field.

    • Use the buttons under the client and patient fields to edit the information or add a new client and patient.

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Merge Duplicate Records

If you already have duplicate records in your system, you can use the merge function to move all data from one client record to another.

Merging is permanent and cannot be undone. Always verify both client profiles carefully before you confirm a merge.

See Also

Create a New Client 

Avoid Duplicate Patients 

Merge Patients 

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