Healthcare · Hong Kong
A multi-branch dental clinic
Three messy systems, one clean patient list.
Three branches, three booking systems, and the same patients appearing in each with clashing details. We merged everything into one trustworthy, de-duplicated list — and keep it clean automatically.
The challenge
Around 4,000 duplicate records meant reminders went to dead numbers, recalls were missed, and no one trusted the reports. Cleaning it by hand had been tried twice and abandoned twice.
The solution
A matching engine that compares name, phone, email and visit history across all three systems, merges confident matches automatically, queues uncertain ones for a quick human yes/no, and syncs the clean master list back.
The workflow we built
- Extract everything. All three systems exported into one working dataset, untouched originals kept.
- Match & merge. Confident duplicates merge automatically with a full audit trail of every change.
- Human check. Borderline matches go to a simple review queue — a few minutes a week, not a project.
- Stay clean. New records are checked at entry, so duplicates never build up again.
Tools we used
The results
- Roughly 4,000 duplicates went to zero, and the audit trail means every merge can be traced.
- 30% more patients are actually reachable — recalls and reminders now land.
- About HK$12,000 a month of admin time saved across the three branches.
Representative example — figures illustrative, client anonymised.
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