How to match records to a patient
This article shows you how to review incoming records on the Incoming Documents Matching screen and confirm the correct patient for each one.
Why a record needs manual matching
When a result or document arrives, HealthTrack tries to match it to a patient automatically. It gives each possible patient a match score based on how well the record's details line up with the patient's details, then looks for a confident match.
- If exactly one patient scores above the matching threshold, the record is matched automatically and you will not see it here.
- If no patient scores high enough, or if more than one patient does, HealthTrack cannot be confident which patient is correct. It sends the record to the matching screen for you to decide.
Results that are already linked to a test request or order in HealthTrack are matched straight from that order and do not appear on this screen.
Matching a record to a patient and assigning it to the correct doctor are separate steps. This article covers matching the record to the patient. The record then moves on for doctor approval.
Open the matching screen
- Navigate to Practice Wide > Incoming Matching.
- The Incoming Documents Matching to Patients screen opens. Unmatched records appear in the left panel.
Find the correct patient
- Click a record in the left panel. The right panel updates to show possible patient matches.
- Review the possible matches. Each entry shows a match score based on how many of the patient's details match the record. Points are added up as follows:
| Patient detail | Points |
|---|---|
| First name | 3 |
| Surname | 2 |
| Medicare number | 2 |
| Date of birth | 1 |
| Mobile number | 1 |
A record must score at least 6 points to be treated as a confident match. These weights and the threshold are the standard defaults and can be adjusted for each incoming feed, so your practice's settings may differ.
Because the threshold is 6, a first name and surname alone (3 + 2 = 5) is not enough on their own. One more matching detail, such as date of birth or Medicare number, is needed to reach a confident match.
Mobile number is one of the scoring details, but incoming pathology and radiology results usually do not carry a mobile number to compare, so it often adds no points in practice.
- Click a patient to compare the full document and patient details side by side.
- Once you have identified the correct patient, click Matched.
The record is sent to Incoming Documents Approval for acceptance.
If the incoming record contains updated patient information (for example, a new Medicare number or address), use Matched & Update Patient Record instead. See the next section.
Update patient details during matching (optional)
If the incoming record contains more current patient information than HealthTrack holds, you can update the patient's record at the same time you confirm the match.
- Instead of Matched, click Matched & Update Patient Record.
- In the Merge Patient Details screen, select the checkbox next to each detail you want to update in the patient's record.
- Click Merge Selected.
The patient details are updated and the record is sent to Incoming Documents Approval for acceptance.
After completing the merge, return to Incoming Documents Approval to accept the record. For more details on the Incoming Documents Approval screen, review our article: How to Approve Incoming Documents.
If the patient is not listed
If none of the suggested patients is correct, the patient may not exist in HealthTrack yet, or their details may differ too much from the record to score a confident match.
- Use Find to search for any patient by name, or to add a new patient from the record if they are not in HealthTrack.
If you create or update the matching patient but do not match the record straight away, you do not need to do anything further right away. A rematch job runs overnight and re-scores held results, so a record can be matched automatically to a patient you added or edited earlier in the day once that overnight run completes.