Description
Merge Submissions copies completed online intake-form data into an existing EHR patient when automatic matching did not run. It does not combine two Inbox conversations. Name, cell phone, or email must match the form for an automatic merge. A manual merge overwrites EHR data and cannot be undone.
Summary
The blue Merge Submissions button at the top of the Inbox lets you manually copy completed online intake-form data into an existing patient record in your EHR.
Use it when TrackStat could not match the form to a patient on its own, or when you need to choose which submission to apply.
This button does not:
Join two Inbox text/email conversations
Create a new EHR patient
Undo a merge after you confirm it
If you are trying to combine two message threads, see Why there are two conversations for the same person. That is a different process.
When a form merges by itself
You should not need Merge Submissions when all of these are true:
Online intake forms are connected under Extras (3 dots) → Integrations
The form’s first name, last name, and cell phone or email match the EHR patient exactly
The integration is set up correctly
Matching is exact. A nickname vs legal name, a missing digit in the phone, or a different email leaves the form in Complete / Unmerged Forms until someone merges it by hand.
How the form arrives does not change that rule:
New patient books on TrackStat online scheduling, then completes intake
Patient is scheduled in the EHR, then gets a text or email asking them to complete intake
A notification can still appear in the Inbox either way. The Intake Forms filter (completed vs incomplete) only helps you find those conversations. It does not merge the data. See How the Inbox works.
Which form fields actually write into the EHR depends on the EHR. For example, ChiroTouch Classic typically receives demographics from the form; health history and outcome assessments are often still entered in the EHR. See What intake form data imports, and what's entered manually?
If you do not see the button
The button appears only when a forms integration is connected on the account.
Go to Extras (3 dots) → Integrations.
Connect your online intake provider. IntakeQ is the integration most offices use with TrackStat.
The forms product itself needs an active paid subscription with that provider.
If Integrations is connected and the button is still missing, confirm you are in the web Inbox (not only the mobile app) and that you are looking at the top of the Inbox, not inside a single thread.
Setup steps for IntakeQ live in IntakeQ intake forms integration. Other connected form tools are configured on the same Integrations page.
How to merge a submission
To [manually merge an intake form into an EHR patient]:
Click Merge Submissions at the top of the Inbox.
In the center column, open Complete / Unmerged Forms. Use Ctrl + F (Windows) or Command + F (Mac) to find a name.
Click Merge next to that submission.
In Select patient to merge submission, type the patient name and choose the correct EHR patient.
Compare Intake form data with TrackStat data (the current EHR values). Check name, phone, email, and any other fields on the screen.
If the form data is the set you want, click Merge at the bottom.
TrackStat then writes the selected form data onto that patient. Demographic fields that your EHR accepts from forms will update there.
Merges cannot be undone
A confirmed merge is permanent. There is no automatic undo and no version history in TrackStat.
The form values you accept overwrite matching fields on the patient.
If you merge onto the wrong person, you must correct that record in the EHR by hand.
Before you click the final Merge:
Confirm it is the same person (name plus phone or email).
If there are several submissions, pick the most complete or most recent one.
Do not merge if the side-by-side view shows the wrong patient.
This is not a conversation merge
Goal | Use |
Put form answers onto an EHR patient | Merge Submissions (this article) |
Join two Inbox text threads for the same person | Match contact fields and wait - Why there are two conversations for the same person |
Find completed vs incomplete paperwork in the list | Inbox filter Intake Forms - How the Inbox works |
Tips
Match first name, last name, and phone or email on the form to the EHR before the visit when you can. That is what allows the automatic merge.
Use Merge Submissions when automatic matching failed, or when one patient sent more than one form and you must choose which one to keep.
If you are merging the same people by hand every day, the form and the EHR record are not matching. Fix spelling, phone format, and email on the form invite and in the EHR rather than relying on the button.
Quick answers
What does the button do?
It copies a completed online intake form onto an existing EHR patient when TrackStat did not match them automatically.
Why didn’t the form merge on its own?
Name plus phone or email did not match exactly, or the forms integration is not connected.
Does this fix two Inbox rows for the same person?
No.
Can I undo a merge?
No. Correct the patient in the EHR if the wrong data was applied.
We use IntakeQ. Is this the right article?
Yes. Connect IntakeQ under Extras → Integrations, then use this button only for forms that did not auto-match. Full connection steps are in the IntakeQ integration article.