You health record system is the source of truth when it comes to your patient list. You should always attempt to manage patients (create, archive, make inactive, or remove duplicates) from there first.
However, we realize that sometimes it is necessary to create a patient in NexHealth (for example, when you want to message someone who is not a patient), but not add them to your practice management system, or have them be an active patient in NexHealth. Also, occasionally, duplicate patients will appear in NexHealth that do not appear in your health record system.
We've made it easy to archive non-synced patients in NexHealth (meaning patients who are not in your health record system) while maintaining their messaging history, and quickly restore archived records when needed.
What does archiving do?
Patients created only in NexHealth will not appear in your health record system, but they can be archived in NexHealth to remove them from the active NexHealth patient list.
Archived records are automatically removed from:
General patient searches
Patient lists and schedules
Automated communications
Online booking matches
Patients synced with your practice management system can only be archived from your practice management system, ensuring data consistency across both platforms.
*Note: Patients created by sending them a message from NexHealth, as well as any patients archived in NexHealth, WILL NOT sync to your practice management system.
Identifying non-synced patients
The Non-synced icon (cloud with an x in it) next to a patient’s name makes it easy to distinguish and manage non-synced patients.
Patient records that are not synced to your health record system display a Non-synced icon next to the patient's name.
This indicator identifies records that have been created only in NexHealth. Patients that have been created from your practice management system and synced to NexHealth will NOT display an icon next to their names.
Archive a non-synced patient
1. Navigate to the Patient profile.
2. Click on Actions.
3. Select Archive patient and click Confirm.
4. Archived patients are marked Archived next to the patient's name.
5. To unarchive, click Unarchive patient from the top right of the patient profile and click Confirm.
*Note: If you find duplicate patients in NexHealth, and one of them does not have the non-synced icon next to their name, you will first want to check and see if there are matching duplicate records in your practice management system.
If there are duplicates, first attempt to manage the duplicate from your health record system (either by deleting, archiving, or marking the patient as inactive). Once updated in your practice management system, the changes should sync to NexHealth within 24 hours.
If you are unable to manage the duplicate in your system, or the above does not resolve the issue of duplicate patients in NexHealth, removing the duplicate can be handled by our team.
View archived patients
1. Navigate to the Patients tab.
2. Click on View archived patients. This displays a list of all patients archived in NexHealth.
The ability to view archived records is managed securely via assigning admin-level permissions on the Manage users page.