How patient matching works

Clinic Membership sends patients and appointments to Documenti as inbound data. Documenti then matches each person to an existing record or creates a new one. This avoids duplicate charts when the same patient already exists from a form or a previous visit.

How matching works

1. Clinic Membership pushes the patient — external ID, name, email, phone, and date of birth.
2. Documenti runs its matcher (triggered automatically after each sync batch).
3. If email or phone matches an existing Documenti patient, the records link.
4. If no match is found, open Patient Matching and choose Create New Patient (or Search Manually if you think they already exist under a different email).

Keep details consistent

• Use the same email on the Clinic Membership patient card that the patient uses in forms and email.
• Update phone numbers in Clinic Membership when patients change them — matching relies on accurate contact details.
• After importing patients, fix obvious typos before clinicians rely on the daily list.

If something looks wrong

• Patient missing from the daily list — confirm the appointment is on today’s calendar and wait a minute for sync.
• Wrong patient linked — check for duplicate emails or shared family phone numbers on patient cards.
• Duplicate patients in Documenti — often caused by different emails for the same person; align contact details in Clinic Membership and merge duplicates there first.

What happens next

• Onboard from another system

  Bring a list across from Pabau or another clinic system.

• Onboard from paper notes

  Bring a paper list across with a CSV or one by one.

• 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.