Merge Animals
Animal Merge Restrictions
- Merging animals can only be done under the same client, not between two clients.
- Cannot merge an animal with a pending or in progress appointment. (suggestions below for this scenario)
- Cannot merge an animal with a 0 ID# at all.
- Cannot merge an animal if there is a Behavior Tag on the profile. Remove the tag then merge. Reapply the tag to the final animal profile after the merge.
How to merge animals,
This tool allows you to merge multiple animals into one animal history/medical record. The steps are much the same as Client Merge.
1. Navigate to Clients > Merge Animals
2. Let’s say you want to merge multiple animals into one, but the names are slightly off. You can type in a partial name or the ID# and click Search. If searching by name, the results will bring up any animal name that matches the characters.
3. Click the Add button to select records to merge. Search and add the next animal record to the list by ID# or name.
4. The records are added to a new section at the bottom. This list shows animals that are to be merged. All records will be transferred to the animal marked as the original.
5. Once you have it set up the way you want, click the Merge button.
6. A consent pop-up box will be presented which requires the user to tick a box indicating that they understand that the procedure cannot be undone. Tick the tick box and click the Merge Records button.
7. The user who merged the information is indicated in the Audit Log, it tells you what time the merge was completed and gives you the names and ID numbers of the animals that were merged. This is all the information that’s available in the system anywhere about this procedure.
Merging an animal that has a pending appointment or an ID#0
Staff accidently created a new animal under a different client. How do I merge the new animal of a pending appointment?
If a good policy is followed for how to create existing client/animal appts there shouldn’t be an issue. If there are mistakes (we are only human!) then you would have to refund the client, delete the appointment, then recreate it using the correct existing client and animal. Another option is merge clients/animals following the outlined scenario.
Scenario & Solution:
Peanut 22-101 exists under Jane Smith’s profile. A spouse makes an appointment under their name and when scheduling staff didn’t use the existing client match for Jane.
The appointment is made as a new client and new animal: John Smith, Peanut 22-0.
You then learn that this is the same Peanut that has been there before.
First begin by merging the clients, John and Jane.
Then, let’s say the new Peanut 22-0 has a deposit on it’s appointment. You at this point have two options.
A) Wait to complete the animal merge until the new appt date once the new Peanut has been assigned an ID number.
B) Edit the appointment. On the Financial tab: edit payment. Repurpose the deposit to a client credit. Then, cancel Peanut 22-0’s appointment. Create a new appointment using Peanut 22-101. Reapply the deposit on the scheduling confirmation page. Choose +Add Deposit, Type: Client Credit.
