When Clinic Membership sends a patient or appointment, Documenti decides whether that person already exists. Matching confidence is a percentage of the shared evidence two records agree on, not points out of a fixed rubric.
Tip
Patient Matching in the sidebar shows a badge with how many matches are waiting for your review.
What Documenti compares
You choose which details count in Organisation Settings → Patient matching. Each detail carries a percentage weight (split evenly by default, adjustable per detail). Details can include name, email, phone, date of birth, gender, and VIP status.
When records link automatically
- Documenti scores the inbound record against existing patients.
- If confidence reaches your Match threshold, and nothing blocks the link, the records join automatically.
- If two patients are both close matches, Documenti always sends the case to Patient Matching for a human decision.
Note
A conflicting email address or date of birth blocks an automatic link. A record that matches only on names never links automatically.
When nothing matches
- Open Patient Matching to review the case: each row shows a per-field breakdown of why it matched or did not.
- Link manually, search for an existing patient, or create a new Documenti patient.
- New patients can be created automatically when the Clinic Membership record matches nobody at all (and, if you enable it, only when that record has an upcoming appointment).
Note
Matching is not instant. Allow about a minute after a new booking or patient update before expecting them on the daily list.
If something looks wrong
- Wrong patient linked: check for shared family emails or phones, and review ownership rules in Patient matching settings.
- Patient stuck in Patient Matching: confidence may be below the threshold, or email/DOB may conflict.
- Duplicates: often caused by different emails for the same person. Align contact details in Clinic Membership first.
What happens next
Patient matching settings
Choose which details count and set the Match threshold.
How patient sync works
What patient fields copy from Clinic Membership.
How your daily list populates in Documenti
How matched patients appear on today’s list.
Find, edit, block and merge patient records
Merge duplicate patient records in Clinic Membership.
