How to match records to a patient

When HealthTrack receives an incoming record and cannot automatically match it to a patient, the record is sent to the Incoming Documents Matching screen for manual review. Use the steps below to find and confirm the correct patient.

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. Entries will show a match score based on the patient details in the table below.

Patient detail	Points
Medicare number	2
First name	2
Surname	1
Date of birth	1

A record must score at least 4 points to be eligible for matching.

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, tick 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.