Before You Begin
Check your permissions: Only Company Administrators can perform record merges
Identify the situation: Determine if this is a readmission or true duplicate
Locate the duplicate records: Find both account records in the system
Steps
Option 1: For Readmissions
If this is a returning patient (readmission), do not create a new Account record:
Locate the original Account: Find the existing patient account in the system
Create a new Intake Opportunity: Under the existing account profile, create a new Intake Opportunity instead of a new account
Proceed with workflow: You can now update sales stages and complete assessments using the new intake under the original account
Option 2: For True Duplicates
If there are genuine duplicate account records that need to be combined:
Navigate to the Accounts module: Go to the main Accounts section from your left navigation menu
Select both duplicate records: Use the checkboxes on the left side of the list view to select the two duplicate account records
Access the merge function: Click the "Actions" button at the top of the page
Choose Merge: Select "Merge" from the dropdown menu
Select the master record: Choose which record you want to keep as the primary account (master record)
Finalize the merge: Click "Merge" to complete the process
Verification / Expected Result
After successfully handling the duplicate detection:
For readmissions: You can update sales stages and complete assessments using the new intake opportunity under the original account
For merged duplicates: Only one account record remains, containing all combined information from both original records
No duplicate detection errors: The system no longer blocks you from making updates or completing assessments
Troubleshooting / Common Errors
Merge option not working for administrators: If a Company Administrator cannot complete the merge, there may be role permission restrictions or technical blocks. Contact Dazos Support for assistance with backend permissions.
Cannot locate duplicate records: Check if one record might be in a different status or assigned to another user. Use search functions to locate all instances of the patient name.
Merge fails completely: Some records may have read-only related items that prevent merging. Contact support if you receive system errors during the merge process.
Related Resources
How to Merge Module Records (CRM)
Account Management Best Practices
Duplicate Detection Configuration