The Program Merge Tool
The Program Merge tool is designed to integrate program enrollments for family members who were enrolled individually by mistake. It is used to merge households regardless of whether the members have different program start dates. It can also be used even if some or all of the members of the household are no longer enrolled in the program.
In the screenshot below, client Mufasa Lion is the Head of Household of a family of six.
However, as you can see in the screenshot below, Mufasa's wife, Sarabi, was enrolled into the Pride Lands Emergency Shelter program as an individual. In this scenario, some members of the Lion family were enrolled into the same Pride Lands Emergency Shelter program, but they were mistakenly enrolled as individuals.
Merging Individual Program Enrollments
To solve this issue and merge enrollments, click on the Launchpad icon near the top right-hand corner of the screen and select the Merge Tool from the pop-up menu.
You will then be taken to a screen with two tabs: Clients and Programs. Select the Programs tab. Make sure you stay on the Merge sub-tab.
Next, select the Program from the drop-down menu, and then search for the clients names in the search box. Note you must enter the correct program from the drop-down menu before searching for client names.
The list of household members will come up. Click on the down arrow icon next to each name to expand the client's section and display program start and end dates.
Select the add icon on the left of each household member to move them to the Client Program Merge Queue section located in the right sidebar.
If a Client was selected incorrectly you can remove them by selecting the trashcan icon next to their name which will remove them from the Client Program Merge Queue. Once all household members are placed into the Client Program Merge Queue, select the Merge button.
You can verify the merge by opening the program in any of the household member’s client record and viewing the Program Group Members section in the right sidebar—the other household members will be listed here. You will also notice that their Program Type changed from Individual to Group.
The Program Move Tool
The Program Move Tool allows you to move the client info from an existing enrollment to a different enrollment as long as both programs use the same program template.
To move an enrollment to a program in a different agency, be sure you have switched agencies and are working under the destination agency. You can double check this by looking at the Agency Name under your username in the top right corner.
Clicking the Launchpad icon , selecting Manage and going to the Programs tab, you can check the templates each of your programs use. In the Help Center Agency, both the Pride Lands Emergency Shelter program and City On A Hill both use the Jungle Pride Template for their programs.
If a client was mistakenly enrolled in Pride Lands Emergency Shelter instead of Personal Care, a System Administrator can move the enrollment information using the Program Move tool rather than deleting the incorrect enrollment and re-entering all of the data into the correct program.
Clicking the Launchpad icon , selecting Merge Tool and going to the Programs tab. From the Programs tab, click the Move sub-tab.
Type in the name of the client with the incorrect enrollment. Then click the grey box next to the client's name to see all of the client's program enrollments.
Click on the down arrow icon next to the client name to expand the client's enrollment records.
The list of enrollments will show the Program Name, Start Date, End Date, and Group Member information. If the enrollment is a group enrollment the members count will be greater than 1, and there will be a comment icon that when hovered over will show the group member's names.
Select the Move icon next to the incorrect Program enrollment. A pop-up will appear with the available programs to move the enrollment to. These will be the programs with the same Program Template. There will also be an option to include the Group Members by checking the checkbox. Toggle the Move Group Members to include the additional clients associated with the enrollment. Click the Move button to complete the process.
Verification of the move can take place on the client's program history page. The previous enrollment will no longer exist and will be replaced with the program the client(s) moved to.