Duplicate medical records are frequently created because of errors in key fields (last name, first name, middle name, SSN, DOB and gender) or other patient identifiers. The use of multiple databases for patient information and the poor data conversions between them worsen the problem. These duplicates are more common than you might think; studies indicate that the average medical records system contains 8 to 12 percent duplicate data. Unfortunately, the duplicate records create several expenses that negatively impact the healthcare economy. 

According to a 2008 study by Fox and Sheridan, a duplicate pair of medical records creates about $50 of hidden costs. These costs are associated with duplicate tests, the identification of duplicate records and any extra mailing and billing expenses. Also, operational costs are significantly increased due to the time required to correct and repair duplicate records that are found in medical databases.  A duplicate can take up to several months to repair depending on the database system. 

Duplicate records can also create dangers for patients. For example, if a patient has two records in the system, only one record might indicate a severe allergy to medication. If that patient ends up in the hospital, he or she could accidentally receive the wrong medication because the hospital viewed the duplicate record that did not identify the allergies.

Duplicate or inaccurate records also have a negative impact downstream on the claims payment process by producing additional administrative costs and claims denials when member or provider information in payers’ databases does not match the claim. According to a publication from AMIA, research indicates that 90 percent of claim denials can be prevented by obtaining accurate patient information at the point of service.

By identifying and correcting inaccurate medical records and maintaining a duplicate-free database, many millions of administrative and operational healthcare dollars can be saved every year. Many aspects of the healthcare industry, such as tests, treatments and claims processing, are negatively affected by these unnecessary errors.