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
- Clinic Membership pushes the patient — external ID, name, email, phone, and date of birth.
- Documenti runs its matcher (triggered automatically after each sync batch).
- If email or phone matches an existing Documenti patient, the records link.
- 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).
Note
Matching is not instant — allow about a minute after a new booking or patient before expecting them on the daily list.
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.