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4 If a patient hasn t visited the clinic for a number of years it is best to make them inactive so they do not effect statistics and accurate data retrieval. You can do this opportunistically but 2-4 times a year you should also do a database search for those patients who haven t presented in the last x number of years. 1. Close any patient record. From front window of MD, click on Search/Patient 2. Click in the Not seen since box and then click on the box next to today s date. Click on the 4 digit year and overtype the current year with 3 years ago. 3. Click on the Search button. 4. Once the list is displayed, you may wish to print this list if you also want to archive these patients in your billing software. Click on the Print 5. Now click on Inactivate Patients. All patients in list will be inactivated.

5 %$ %$%& Call up the list of patients (press <F2> if necessary). Type in the first few letters of the patient s surname and select the name from the list. Click on the Delete button (or press the Delete key on the keyboard). Click on the Mark as inactive button, or Mark as Deceased. 0$ $! " $! ) " % 5 " $ * $ $ $$ 0 ") " "% ")"$ % $$ * $?'( ")* $ $% 7 " ") "" "$%

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11 ! $ A. Merging manually From the main window click on Patient, Open to bring up the select patient from list screen Type in the first few letter of the surname you are looking for to bring up the menu, highlight the name and click on merge

12 Highlight the name and then click on view demographics to check of this is the patient you want to merge with another file Close the demographics tab. Medical Director anticipates that the patients you wish to merge have the same or similar names. This window lists the patient you selected, and any other patients whose surnames (first three letters) and first initial match that of the selected patient.

13 Please Note: If the second patient record is not listed, use the Surname or Record Number field to search for the patient. The patient's External ID number, Date of Birth and Address are listed to assist with identification. Use the Source field to see where the secondary patient record has come from. This assists you in determining exactly which patient record you need to keep. The following options may be present: o o o o o Billing - If the secondary patient has come from a billing package. External - If the secondary patient was imported from another file (perhaps from another surgery). Locum - If the patient was imported using a third-party locum service. MD - If the patient was originally created in Medical Director. Pathology - If the patient was created automatically upon importing Investigation Results. If such results are imported for a Patient that doesn't exist, Medical Director will automatically add the patient to the Patient Database. Where a billing package is linked to Medical Director it is preferable to select to keep the patient record from the billing package (ie merge the other file into this one). If in this environment you select to keep the patient record derived from a different source, both Medical Director and the billing package will contain different data, and the billing package database and Medical Director's database will need re-synchronising to ensure the integrity of both databases. Contact Medical Director Technical Support for further information and assistance if required.

14 Once you have decided the file you wish to merge with, highlight this file and click on view demographics to check that you have chosen correctly. Close the demographics tab. Click on next and the merge process will commence The time taken to perform the merge is proportional to the amount of data stored in the patients'files. When prompted, clink the Finish button to complete the merge process. You are returned to the Select Patient from List window. Open the resulting singlepatient record to check the information is correct.

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17 & ' ( When Medical Director is closed at all desktops, and having done a backup, open HCN. Select Medical Director from the right hand menu Type in the password for the User

18 Click Next Ensure top box is ticked Click OK

19 ) From the main screen up MD, click on Users/ Setup users Highlight the User you wish to edit or delete

20 Click on Edit or delete If editing, change details and click OK If deleting click on yes

21 * +!+, Open the head of the family file 5 0+7!"!$,

22 From this list, highlight the file you wish to nominate as head of the family and click OK 2") "!"!$ "!!

23 Now open the next file you wish to link with the first and repeat the entire process Now when you wish to open up another family member, the patient list will automatically go to the list of surnames identical to the one you already have opened. &!"8"!"!$.$ #) "$ ""!"!$ %