Choosing the right record before entering information

Before you enter, upload, scan, print or share any information, confirm you have the correct patient record. This matters when systems look similar, appointments are close together or multiple family members use the same practice.

Always perform identity checks. Do not rely on recognition, appointment order, a first name, a frame tray, a companion's answer or an open screen from the previous task.

When wrong-record risk rises

• Similar names: two patients with the same or similar names attend close together.
• Duplicate records: the same person has more than one profile in the system.
• Changed details: names, addresses, phone numbers or email addresses have changed.
• Families: several people share one address, surname, phone number or payment contact.
• Children: parents or carers may speak for more than one child at once.
• Companions or proxies: the person answering may not be the patient.
• Device uploads: images or outputs may be sent to the record currently open on linked software.
• Order systems: dispensing systems may not match the clinical record automatically.

Practical checks

Follow the local identity-check process before opening or editing a record. This typically means asking for full name, date of birth and address, or another approved identifier. Phrase enquiries so you protect the patient's privacy in the space you are in.

When scanning documents, uploading device outputs or attaching photographs, pause before saving. Verify the patient, date, document type and source. If a system prompt is unclear, stop rather than clicking through to keep moving.

If you find a suspected duplicate record, do not merge or edit it unless your role permits. Flag it through the correct local process so an authorised person can resolve it.

System controls and duplicate records

The right record comes before the right entry. Stop and check before saving anything.