What this means for your practice
Decide which records are shared, which are local and which identifiers connect them. Use a managed review process where duplicate identity is uncertain.
An example to discuss with your team
Update a shared fictional record at one location; inspect the agreed effect elsewhere.
What to ask before you choose
Update a fictional shared record at one site and inspect the effect elsewhere. Include a local note to show the distinction. Possible duplicates need authorised review. The aim is fewer conflicting versions with a clear owner for the shared fields people rely on.
Separate shared facts from local notes
Decide which information belongs to the whole organisation and which is specific to a clinic. A shared supplier detail or service name may need one agreed source, while a local contact instruction can legitimately differ. Make that distinction visible so staff know what they can change and what should be referred to the shared owner.
Use a fictional record to update a shared detail at one location and inspect the result elsewhere. Then add a local note and check that it does not replace the group's agreed information. Ask what happens if two teams make changes close together or create what may be duplicate records. Uncertain identity should go to an authorised review rather than being resolved by a convenient guess. Keep the source and reason for important corrections understandable. Review repeated conflicts with staff: they can reveal that the ownership rule is unclear or that the system encourages people to make local copies instead of using the shared record.
How to check the result
Measure duplicate records and conflicting shared values.
Turn reading into a next step
Your action checklist
Work through these checks with your team or supplier. Tick the ones you have resolved and leave unknowns open.
Record what you know, what is still missing and the answer you need from your team or supplier.
Use project decisions only, without personal, patient or confidential details. Entries stay in this page and are not submitted to Kay & Co. Copy or download before leaving; this page does not save your notes.
Further reading
These sources provide background for the topic. The practice examples and checklist are illustrative planning suggestions from Kay & Co.
Related guides
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