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Overview

When the same medication appears multiple times for a patient - often due to different sources (pharmacy vs. facility) using slightly different wording - you can now merge them into a single record with one click using the Resolve Conflict tool.
Key Benefit: Eliminate duplicate medications that cause confusion in the eMAR and medication lists. The system automatically detects potential duplicates and provides a simple way to merge them.

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Affected Areas

This feature impacts the following areas of the platform:

Global Patient Profile

Where duplicates are identified and resolved

Patient Medications

Medication list is automatically cleaned up

eMAR

Records updated automatically after resolution

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What Changed

A new Resolve Conflict tool has been added to the Global Patient Profile page:
  • Medications flagged as potential duplicates show an orange “Potential Duplicate” label
  • A “Resolve” button appears next to duplicate pairs
  • Side-by-side comparison lets you choose which record to keep
  • Merged records are automatically cleaned up across all systems

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Why Duplicates Occur

Duplicate medications can appear when:
SourceExample
Different wording”Take 1 tablet” vs “Take 650 mg”
Pharmacy vs FacilitySame medication entered by both sources
System syncMultiple sources sending the same prescription
Manual entryMedication added manually that already exists

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How to Resolve Duplicates

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Step 1: Access Global Patient Profile

1

Navigate to Patient

Search for and select the patient in the system
2

Open Global Patient Profile

Click the “View Global Patient Profile” button on the patient’s profile

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Step 2: Identify Duplicates

In the Global Patient Profile, look for medications with the “Potential Duplicate” label:
IndicatorDescription
Orange Label”Potential Duplicate” text next to medication name
Resolve ButtonAppears in the row for medications with duplicates
Sources CountShows number of sources (e.g., “3 source(s)“)

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Step 3: Resolve the Conflict

1

Click Resolve

Click the “Resolve” button next to the duplicate medication pair
2

Review Comparison

A dialog opens showing both medication records side-by-side:For each record, you’ll see:
  • Medication name and strength
  • Source (Pharmacy or Facility)
  • Number of sources
  • RX number (if applicable)
  • Date range
  • Directions
  • Created date
3

Select Record to Keep

Click the radio button next to the record you want to keep
Choose the record with:
  • More complete information
  • The most recent dates
  • The source you trust most (usually Pharmacy)
4

Enter Resolution Reason

Type a brief reason for your choice in the “Resolution reason” fieldExamples:
  • “Keeping pharmacy record - more current”
  • “Duplicate from facility sync”
  • “Same medication, different wording”
5

Click Merge

Click the “Merge” button to complete the resolution

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What Happens Behind the Scenes

When you merge duplicate medications:
  • The duplicate medication record is soft-deleted
  • The record is preserved for audit purposes but no longer active
  • Resolution reason and timestamp are logged
  • The extra copy is automatically removed
  • Only the selected record remains visible
  • No manual cleanup required
  • eMAR is updated automatically
  • Administration records are consolidated
  • Historical records are preserved
No Manual Cleanup Needed: All related records across Global Patients, Patient Medications, and eMAR are updated automatically when you resolve a duplicate.

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Who Can Use This Feature

RoleAccess Level
Super AdminsFull access to resolve all duplicates
LTC Admins at AllCareCan access Global Patient Profile and resolve conflicts
If you don’t see the “Resolve” button or cannot access the Global Patient Profile, contact your administrator to verify your permissions.

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Understanding the Comparison Dialog

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Record Information

Each record in the comparison dialog displays:
FieldDescription
MedicationDrug name and strength (e.g., “atorvastatin 80 mg tablet”)
SourceWhere the record originated (Pharmacy or Facility)
SourcesNumber of systems that have this record
RX#Prescription number (if from pharmacy)
DatesStart and end dates for the medication
DirectionsDosing instructions (e.g., “TAKE 1 TABLET BY MOUTH ONCE DAILY”)
CreatedWhen the record was created

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Choosing the Right Record

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Common Scenarios

Scenario: Pharmacy says “TAKE 1 TABLET BY MOUTH ONCE DAILY” while facility says “Give 80 mg by mouth at bedtime”Resolution: Keep the pharmacy record as it’s the official prescription. The directions are clinically equivalent.Reason to enter: “Same medication - keeping pharmacy record with official directions”
Scenario: The same medication appears twice after a pharmacy syncResolution: Keep the record with the RX number and most recent datesReason to enter: “Duplicate from pharmacy sync - keeping record with RX#”
Scenario: Medication was manually entered before the pharmacy record arrivedResolution: Keep the pharmacy record as the authoritative sourceReason to enter: “Manual entry duplicate - keeping pharmacy source”
Scenario: System flagged two records but they’re actually different strengthsResolution: Review carefully - if they’re truly different medications, do not merge. Contact support if the flag appears incorrect.Note: The system uses AI to detect duplicates, but edge cases may occur.

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Best Practices

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Troubleshooting

Possible causes:
  • You don’t have the required permissions
  • The medications aren’t flagged as duplicates
Solution:
  • Verify you have Super Admin or LTC Admin (AllCare) role
  • Contact your administrator for access
Possible causes:
  • Insufficient permissions
  • Patient not linked to your facilities
Solution:
  • Request access from your administrator
  • Verify the patient is associated with your facility
Possible causes:
  • No record selected
  • Resolution reason not entered
Solution:
  • Select one of the two records
  • Enter a reason in the “Resolution reason” field
Possible causes:
  • Page needs to be refreshed
  • Sync delay between systems
Solution:
  • Refresh the Global Patient Profile page
  • Wait a few moments and check again
  • If still present, contact support
Cause: Selected the incorrect record before mergingSolution:
  • Contact AllCare Support immediately
  • The soft-deleted record can be restored by an administrator
  • Provide the patient name, medication, and timestamp

Medication Management

Learn about patient medications

MedPass Workflow

Medication administration in eMAR

Patient Profiles

Managing patient information

Contact Support

Get help with medication issues

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Need Help?

Contact Support

Questions about medication duplicate resolution? Reach out to our support team.Phone: 949-570-7750Email: concierge@allcare.ai