Client Merge Process

Owned by Aleia Fletcher, created
May 10, 2024
5 min read

This document will detail the process of merging duplicate client records.

To merge clients, the user is required to have an account role of “System Admin II.”

 

Client merges are irreversible so the user MUST ensure the merge is appropriate before taking action.

 Instructions

  1. Once the user logs into the system, there is an “Admin” option on the left-hand navigation sidebar.

    1. This will bring the user to the “Admin Dashboard.”

    2. The Client Merge button will be displayed on this dashboard.

      image-20240429-225300.png
      Client Merge Button

  2. The client merge section allows the user to compare up to 3 client IDs at a time.

    1. If known, the user can input the client IDs directly or they can search for them using the Client Search button.

      image-20240430-204824.png
      Client Search

       

  3. When the client IDs are input in the appropriate fields, click the Compare Clients button.

  4. The Duplicate Client Search is a way to generate a list of duplicate records by unique ID and/or SSN.

    1. Once results are generated, the user can select up to 3 records to compare.

      1. They can also see if the record has been marked as ‘distinct’ or not.

        1. See below for more information on ‘distinct’ records.

  5. When the user arrives at the Client Comparison screen, they can begin the review process to see which ID is kept and which ID(s) are made inactive.

Determining which ID to Keep

Remember: all client information will be combined once merged

Steps for Merging

Once the user has identified which client ID they are going to keep as the primary record:

  1. Add the Global visibility group to each client visibility profile by clicking on each red lock. Then select the Add Visibility Group button and search for ‘global.’

    1. When Global is added, the profile lock will change from red/closed to green/open.

  2. Towards the top of the screen are fields where the user can indicate preferred name, SSN, DOB, and photo (if available) for the final merged record.

    1. If the kept client ID already has all the correct information on it, the user does not need to do anything in this section – it already resides on the active record.

  3. The next section is where the selected client records are placed side-by-side for easier review.

    1. The user should have already reviewed this information to determine which record is going to be the final client record.

  4. The last section is where the user indicates the merge action that is taken for each record.

    1. Each client record will have these options listed below it:

    2. Source: This action tells the system to inactivate this record once the merge is completed.

      1. There can be more than one source record during a merge.

    3. Destination: This action tells the system to keep this record active after the merge.

      1. ONLY ONE RECORD CAN BE MARKED WITH THIS OPTION.

    4. NOT Included: This option is used if the record cannot be verified as a duplicate.

      1. It keeps the record separate and NOT merged.

    5. Mark as Distinct: This option puts a flag on the client record and does NOT merge the record.

      1. When a duplicate report is run, this flag indicates to the user that the record has been reviewed already and it has been identified as a unique client record.

  5. When merge actions are indicated under each record, click the Submit button.

  6. The system will issue a final warning on the merge action. Select Continue to complete the merge.

     

  7. After the merge is completed, there is a results screen for the user to review.

    1. From here, the user needs to navigate to the merged client record by clicking the Go to Client Record button.

  8. IMMEDIATELY remove the Global visibility group from the client profile (so the lock is no longer green/open).

    1. **If the OMC site changes to site-wide visibility, then this step can be retired**

    2. The user will also need to remove this visibility group from any records that were marked “NOT Included” or “Mark as Distinct.”

  9. Navigate to the Client Profile tab within the record, and add a brief Client Note about the merge completed.

    1. Example: “Client merge completed. Inactive ID: 431.”

  10. If needed, data clean-up on the sub-assessment answers happens post-merge.

    1. If the values to these questions change in the assessment, then start/end dates need to be added/edited.

      1. Whether this action is taken by the system lead or sent to the user to fix is at the system lead’s discretion.

 

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