Patient Matching & Data Ingestion

Audience: Practice staff who have an active EHR connection and need to sync patient data into Bioscope.

How Patient Matching Works

After your EHR connection is configured, Bioscope matches patients between your EHR and Bioscope using demographic information. When a match is found, clinical data is automatically ingested.

Step 1 — Add a Patient in Bioscope

From the Patients page, click + Add and fill in the patient's information. To enable EHR matching, ensure the following fields match the patient's EHR record as closely as possible:

• First Name and Last Name — must match the EHR record

• Date of Birth — must match exactly

• Patient Identifier — this is the key matching field:

  • Elation users: Enter the patient's MRN from Elation

  • Cerbo users: Enter the patient's Patient ID from Cerbo

Tip: The Patient Identifier is the most reliable matching field. If you know the patient's MRN or Cerbo Patient ID, always include it.

Additional fields (phone, email, address, genetic sex) should be filled in for completeness but are not required for matching.

Step 2 — Check the EHR Patient Match

Matching now surfaces through the patient's files rather than a dedicated sub-tab. After adding the patient:

1. Open the patient's profile.

2. Go to Data › Data & files management › Files.

3. Watch for records arriving from the connected EHR. Ingested documents are listed here alongside anything you uploaded by hand.

If your account has Patient File Triage Mode enabled (Settings → Account Settings), a match that brings in a large number of files adds a review step: the files appear here to preview and select before they're fully ingested, rather than landing all at once.

If nothing arrives, verify that the Patient Identifier (MRN or Patient ID) is correct and that the patient exists in the connected EHR system.

Note: The Data › EHR Patient sub-tab described in earlier versions of this guide no longer exists. Data › Data & files management now has the sub-sections Files · Corrections · Notes · Export.

Step 3 — Review Ingested Data

Once a patient is matched, Bioscope ingests clinical data from the EHR. This data appears across the patient's profile:

Note: Ingested data is clearly marked as originating from the EHR. It flows into the same views as manually uploaded data — populating Health Dimensions, the AI assistant, and all clinical tabs.

Scheduled vs Manual Ingestion

When configuring your EHR connection, you can set a Scheduled Ingestion frequency:

• No scheduled ingestion — data is ingested only when triggered manually or when a patient is first matched

• Scheduled — data is automatically re-ingested on a recurring basis to capture updates from the EHR

Your Bioscope CSM can help configure the right ingestion schedule for your practice.

Editing Patient Details

If a patient match isn't working, you can update the patient's details:

1. From the Patients list, click the ... menu on the patient's row.

2. Select Edit.

3. Update the Patient Identifier or other demographics to match the EHR record.

4. Save changes.

Bioscope will re-attempt matching with the updated information.

Troubleshooting

Need help? Contact your Bioscope CSM or email support@bioscope.ai.

This information is for clinical decision support and does not replace clinical judgment.

Last updated: May 2026