The nature of health funds seems to mean that it's inevitable they'll experience a name change of a merger since they were originally added to your database. This means there is a high probability that you may end up with duplicate health funds with slightly different names in your database - hands up those who have a Teachers Health, a Teachers Federation Health and a Teachers Federation entry in their list! Don't worry - trying to keep up with all the different names funds go by is a job in itself. To try and make your life easier though it's a good idea to consolidate these records all into the one record and as such you'll need to be able to identify which patients belong to a particular health fund.
Before you begin
Before you consolidate all of your health funds you should determine exactly which fund name you wish to use going forward. If you're unsure what name the fund is currently going by it's a good idea to check with them directly.
Identifying which patients are members
In order to identify which patients are members of a particular health fund you will need to perform a search on the Patients table by following the below steps:
- Go to Open > Patients and cancel the search box.
- Select Records > Search.
- Expand out the Patient table by selecting the arrow beside the word Patient
- Choose HealthFundName from the list of 'Available Fields' and contains from the 'Comparisons' list. In the value box enter the name of the health fund in question and then select Query.
- The patients left on display will be all those that have the health fund in question listed in their demographics window.
Changing the Health Fund listed
Once you have identified all patients who are a member of a particular health fund you can change their details either individually or in bulk.
If you have only a handful of patient records that need updating the quickest way to update the records is to highlight each patient record in the patient list, select the demographics icon and choose the new health fund from the Private Fund drop down menu
If you have a large number of patients that you need to consolidate into a new health fund name you can utilise the Records > Replace functionality within Genie.
Note: This process is irreversible so before proceeding you should ensure a backup has been taken. The Records > Replace functionality can only be completed by the Administrator
- After performing the steps to identify all patients (and thus having them on display in the patient list) choose Records > Replace Field Contents.
- From the 'in field...' drop down menu select HealthFundName entry.
- In the with... box type the name of the health fund exactly as it appears in the Health Fund list (you can confirm this by navigating to Open > Billing Items and choosing the Health Funds button).
- Select the Replace button
- You will receive a prompt 'Replace the contents of field 'HealthFundName' with 'xxx'?. If correct select the Replace button.
- Open a random selection of patients and confirm the health fund is now displaying correctly.