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Client Search & Merge

Praxi provides fast client search across multiple fields and tools to merge duplicate records when they occur.

Searching for Clients​

Press / from any screen or click the search bar at the top of the client list. You can search by:

  • Name -- First name, last name, or preferred name
  • Client number -- Practice-assigned client number
  • Phone number -- Mobile or home phone (partial matches supported)
  • Email address -- The client's full email address (exact match)

Results appear as you type. Click a result to open the client profile.

For more targeted searches, click Advanced Search on the client list to build queries using conditions and logic operators:

FieldOptions
StatusEnquiry, waitlist, active, inactive, discharged
Risk levelLow, medium, high, critical
PractitionerAssigned practitioner
Funding sourcesAny funding source applied to the client
Medicare statusWhether a Medicare number is on file
DVA statusWhether a DVA number is on file
NDIS statusWhether NDIS is listed as a funding source
TagsAny tags applied to client records
AgeNumeric age filters (greater than, less than, between)
GenderGender identity
Total sessionsNumber of completed sessions
Date createdDate range when the record was created
Date updatedDate range when the record was last updated
Last appointmentDate range of most recent appointment
Next appointmentDate range of next scheduled appointment
Referral sourceReferring GP or professional

Combine conditions with AND or OR logic. Sort results by any field in ascending or descending order.

Saved Searches​

Save frequently used searches for quick access:

  1. Run an advanced search
  2. Click Save Search
  3. Give the search a name and optional description
  4. Optionally share it with your team
  5. Pin important searches for quick access

Saved searches appear at the top of the client search screen. They track how often each is used.

Merging Duplicate Clients​

Duplicate records can occur when a client is created by different staff members or through separate intake channels.

Finding Duplicates​

  1. Use Check Duplicates when creating a new client, or search for potential duplicates from the client list
  2. Praxi scans for potential duplicates based on matching name, date of birth, phone, email, Medicare number, or client number
  3. Each match shows the similarity score and the fields that matched
  4. Review the suggested matches

Performing a Merge​

  1. Select two records to merge
  2. Choose the primary record -- this is the record that will be kept
  3. Review the merge preview, which includes:
    • A same-person confidence score (very likely, likely, possible, or unlikely) with reasons explaining the assessment
    • A field-by-field comparison showing identical values, conflicts, and fields present only on one record. Conflicting fields require you to choose which value to keep.
    • Record counts for each related record type (appointments, notes, documents, invoices, etc.) showing how many exist on each record
    • Warnings about any potential issues with the merge
  4. Resolve any field conflicts by choosing the correct value
  5. Click Confirm Merge
Before You Merge Always verify that the two records genuinely belong to

the same person. Check date of birth, contact details, and appointment history to be certain. The confidence score helps, but always use your judgement. :::

Audit Trail for Merges​

Every merge is recorded in the audit trail with:

  • The date and time of the merge
  • The user who performed it
  • The IDs of both original records
  • A summary of which data was retained from each record

This audit entry is permanent and cannot be deleted, in compliance with the 7-year retention requirement under the Privacy Act 1988.

Reversing a Merge Merges cannot be undone through the interface. If a

merge was performed in error, contact your practice administrator. The audit trail preserves the original record IDs for reference. :::

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