The blue Merge Submissions button, located at the top of the TrackStat Inbox, lets you manually import and merge data from completed patient intake forms received through integrated online forms such as IntakeQ or FormDr into an existing patient record in your EHR. If you do not see the Merge Submissions button in your Inbox this is likely because the online forms integration has not been setup in your account. Go to Extras (3 dots icon) > Integrations > FormDr or IntakeQ to add the integration. You must have a paid subscription with FormDr or IntakeQ to utilize the integration.
The Merge Submissions feature is helpful when automatic matching of data does not occur or when you need to review and choose which form data to apply. Forms may need to be manually merged if the patient's first name, last name, cell phone number or email address do not match exactly in the EHR and on the online form. If the patient's name and contact information are identical in the EHR and on the online intake form and the form integration is set up correctly, then forms should merge automatically and using the Merge Submissions feature is not necessary.
Merging of information from forms is a great time saver and minimizes data entry errors.
How to Merge a Submission
1. Click the blue Merge Submissions button at the top of the Inbox.
2. Scroll through the list of Complete / Unmerged Forms (center column) to locate the appropriate patient. Use the Ctrl + F (find) feature to search for a name quickly.
3. Click the blue Merge button next to the patient's name.
4. Type the patient's name in the "Select patient to merge submission" box and select the patient from the list of names that appear.
5. Review and compare the Intake form Data side-by-side with the patient's information in the EHR (TrackStat Data). Look for any differences in details such as contact info, medical history, or other fields.
6. If the Intake form Data looks correct, then select the blue Merge button in the bottom of the screen. Keep in mind that this action cannot be undone. Merging will overwrite patient data with the selected form's information. If the merge is incorrect, you will need to manually edit the patient's record in your EHR.
The system updates the patient's record with the data from the intake form.
Important: Merges are permanent - there is no automatic undo or version history. Double-check everything before confirming.
Tips for Best Results
- Always verify the patient's identity and review all key fields before merging.
- Use this when you have multiple submissions for the same patient and need to select the most up-to-date or correct one.
If you frequently need to manually merge forms or notice form integration issues, check your FormDr or IntakeQ integration setup to make sure it is integrated correctly. This helps keep patient records accurate and current.