Last updated: 16 April 2026
When a new item arrives in the filing queue, the system automatically attempts to match it to a patient in your organisation. Matching uses the demographic information embedded in the incoming data (name, date of birth, NHS number).
The system uses a tiered approach, starting with the most reliable identifiers:
| Tier | Method | Confidence | Behaviour |
|---|---|---|---|
| 1 | NHS number exact match | 99% | Auto-files if enabled |
| 2 | First name + last name + date of birth | 90% | Suggested as top match |
| 3 | Last name + date of birth | 65--80% | Shown as possible matches for review |
When an item matches on NHS number (Tier 1) with 99% confidence, it can be auto-filed directly to the patient record without manual intervention. This is configurable in your filing settings.
For Tier 2 and Tier 3 matches, the system presents suggested patients ranked by confidence. You will see:
Up to 10 candidate matches are shown. Select the correct patient to confirm the match.
If no suggestions are found, or the correct patient is not in the list, you can search for the patient manually using the search field. Search by name, date of birth, NHS number, or patient ID.
If an item has been matched to the wrong patient, you can unmatch it from the filing actions panel. The item returns to the Unmatched state and you can match it again.
Items with a high-confidence match (Tier 1 or Tier 2) display a banner at the top of the detail view. Click the banner to confirm the match in one click.
Important: Always verify the match before finalising, especially for Tier 3 suggestions. Check the patient's name, date of birth, and NHS number against the incoming data.
Tip: If you regularly receive results for patients not yet registered, you can create the patient record first and then match the filing item.