Intro / Context: This article explains why making edits to the main insurance fields on a patient's record causes multiple "split" insurance policy entries.
Q: Why does the system create duplicate (split) insurance policies when data is entered or edited?
A: The insurance policy splits occur because of Dazos's built-in audit trail functionality, which is designed to prevent data loss. Duplication usually happens due to one of two common errors:
Editing on the main Account page or Lead page: If a user runs an Instant VOB and then edits key fields (like Member ID or Group Number) on the main Account page and saves, the system registers this as a brand new policy. It creates a Secondary policy to record the change, leaving the original Primary policy intact.
Editing within the VOB/Insurance module itself: Attempting to make edits in the wrong place within the VOB or Policy creation process can also trigger the system to record a new entry instead of updating an existing one.
Q: What is the best way to handle multiple split policies, and how do I select which one is Primary?
A: The best way to manage multiple entries and ensure the correct policy is pushed to the EMR is to use the dedicated Insurance Policies list view:
Navigate to the Account record.
Click on the Details tab.
Scroll down to the Insurance Policies section.
Locate the correct policy entry you wish to use.
Scroll all the way to the right in that line item and click Edit.
Inside the policy record, manually select the Primary status and save. This ensures that the correct information is prioritized for all downstream processes, including the EMR push.
Q: How do I make changes to an existing insurance policy without creating a new, duplicate entry?
A: Once a policy exists, you must make all future edits directly inside the existing policy record:
Navigate to the Account record.
Go to the Insurance Policies section (as detailed above).
3. Click the Edit button for the existing policy you want to update.
4. Make your necessary changes (e.g., updating a Group Number or Member ID) inside this existing policy record.
Click Save. This action tells the system to update the historical record rather than create a new record, thus preventing duplication.
Pro Tip / Extra Help: Distinguishing Data Splitting vs. User Error
Minimize Splits by Finalizing Data First
To minimize the creation of unnecessary secondary policies, ensure all critical identifying fields (Member ID, Insurance Provider Name, Group Number) are completely finalized and accurate on the Lead/Account before running the Instant VOB for the very first time. Running a VOB on incomplete data guarantees a secondary policy will be created when you update those fields later.