Solution :
Five steps to remediate the issue are :
1. Permit the data entry of the patient details once in the data bas.
2. Using the reference number for the individual patient such that when one of the types in the number, his/her details immediately gets updated into the system.
3. Ensuring the data entry is done by a single person or maximum two persons.
4. Preparing the data directories online.
5. Reverifying the correctness of the data with the concerned patient.