What to change
Classify each record against the actual organisation before acting. Separate branches can legitimately need different public entry points, while an obsolete record may require a different treatment. Ask local managers to confirm uncertain identities and keep those uncertainties visible in the audit. A useful report connects every proposed change to a verified location or organisation, instead of applying a name-matching rule that could erase a valid branch from public discovery.
A worked example
Illustrative example
Illustrative test: Two same-brand records are compared against their different actual operating addresses. Two branches may use the same brand but have different addresses and public contact routes. The audit initially flags their names as duplicates. Local managers confirm both are active, so the proposed consolidation is rejected and their separate roles are documented. A third old record is reviewed on its own evidence. The resulting action list reflects real operating locations rather than the convenience of a simple name-matching rule.
What this means for your practice
A multi-location practice may have several legitimate public records using the same brand. A name-matching audit can mistake those branches for duplicates. Ask the reviewer to connect each record to the actual operating-location list and involve local managers where identity is uncertain. Distinguish active branches from obsolete records before approving any consolidation. The evidence should explain what each listing represents and why the proposed treatment is appropriate. This protects useful location-specific entry points while still allowing genuine duplication to be resolved. A neat, shorter directory list is not a worthwhile outcome if visitors lose the route to the branch they intended to contact.
How to check the result
Every record has an explained relationship to the organisation.
A mistake to avoid
A shared brand name alone does not establish duplication.
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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