Client Merge Process
- Aleia Fletcher
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
Once the user logs into the system, there is an “Admin” option on the left-hand navigation sidebar.
This will bring the user to the “Admin Dashboard.”
The Client Merge button will be displayed on this dashboard.
Client Merge Button
The client merge section allows the user to compare up to 3 client IDs at a time.
If known, the user can input the client IDs directly or they can search for them using the Client Search button.
Client Search
When the client IDs are input in the appropriate fields, click the Compare Clients button.
The Duplicate Client Search is a way to generate a list of duplicate records by unique ID and/or SSN.
Duplicate Client SearchOnce results are generated, the user can select up to 3 records to compare.
They can also see if the record has been marked as ‘distinct’ or not.
See below for more information on ‘distinct’ records.
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.
Client Comparison Screen
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:
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.’
Add Visibility GroupWhen Global is added, the profile lock will change from red/closed to green/open.
Adding Global Visibility changes lock from Red to Green
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.
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.
Duplicate Screen
The next section is where the selected client records are placed side-by-side for easier review.
The user should have already reviewed this information to determine which record is going to be the final client record.
Selecting Client Records Side-by-Side to See if Duplicates
The last section is where the user indicates the merge action that is taken for each record.
Each client record will have these options listed below it:
Merge ActionSource: This action tells the system to inactivate this record once the merge is completed.
There can be more than one source record during a merge.
Destination: This action tells the system to keep this record active after the merge.
ONLY ONE RECORD CAN BE MARKED WITH THIS OPTION.
NOT Included: This option is used if the record cannot be verified as a duplicate.
It keeps the record separate and NOT merged.
Mark as Distinct: This option puts a flag on the client record and does NOT merge the record.
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.
When merge actions are indicated under each record, click the Submit button.
Click Submit Once Merge Actions are SelectedThe system will issue a final warning on the merge action. Select Continue to complete the merge.
Click Continue to Submit Client MergesAfter the merge is completed, there is a results screen for the user to review.
From here, the user needs to navigate to the merged client record by clicking the Go to Client Record button.
Click on Go to Client Record Button
IMMEDIATELY remove the Global visibility group from the client profile (so the lock is no longer green/open).
**If the OMC site changes to site-wide visibility, then this step can be retired**
The user will also need to remove this visibility group from any records that were marked “NOT Included” or “Mark as Distinct.”
Navigate to the Client Profile tab within the record, and add a brief Client Note about the merge completed.
Example: “Client merge completed. Inactive ID: 431.”
Client Merge Completion Example
If needed, data clean-up on the sub-assessment answers happens post-merge.
If the values to these questions change in the assessment, then start/end dates need to be added/edited.
Whether this action is taken by the system lead or sent to the user to fix is at the system lead’s discretion.
If Values Change, Change Start and End Dates
