Duplicate client records occur when staff members create two or more records for the same client. A duplicate client record can have the same client name, date of birth, and/or social security number.
In the example below, there are two client records with the same last 4 digits of the social security number and dates of birth. The names, however, are spelled differently (figure 1).
Note: the system alerts the user if they enter a duplicate social security number. However, the user has the option to click Cancel, allowing them to create a new record using the duplicate SSN.
Merging Duplicate Records
To merge duplicate client records, click the Launchpad icon and click Merge (figure 2).
There are two merge tabs: Clients and Programs. Remain on the Clients tab (figure 3)
Search for the client whose duplicate records need to be merged (figure 4).
Determine which client record has the most information or is the most current. This will be the primary client record into which the smaller or out-of-date record(s) will be merged.
Note: determining which client record has the most information will likely require reviewing client record information. It is highly recommended that this be done prior to beginning the merge process.
Once you determine which client record has the most information or is most current, click the add icon to the left of that client name. The first record added to the Client Merge Queue is the record into which all subsequently added records are merged.
Next, click the add icon next to the secondary client record(s) (figure 5).
To remove a client record from the Client Merge Queue, click the trashcan icon to the left of the client name (figure 6). This removes it only from the queue; it does not permanently delete the client record.
Once you are ready to merge the client records, click Merge. A popup appears notifying you that the action is irreversible and confirming you want to continue (figure 7). Click OK to merge the client records.
To view the merged client record, click Search and enter the client’s name, date of birth, or SSN.
Only one record displays. The unique identifiers of any secondary records are listed as the client Alias (figure 8).
Associated Changes to the Primary Client Record
The merged record retains the sharing settings of the primary record. All information transferred from secondary record(s) inherits these sharing settings.
The client demographics (Client Profile) from the primary record take precedence over those of the secondary client record(s). This means that any incongruent data in the secondary client record(s) is not transferred to the new merged client record.
NOTE: The unique identifier of the primary client record does not change—the merged record has the original unique identifier of the primary record.
Household members from secondary client record(s) are transferred to the merged record.
Any program enrollments, service items, notes, public alerts, files, location records, assessments, and referrals in secondary client record(s) are transferred to the newly merged record and display in their corresponding tabs along with the client history of the primary record.
This may result in duplicate activity (for example, if the client was enrolled in the same program in two different records). Review the newly merged record and, if duplicate activity is identified, edit or delete this information, as applicable, based on reviewing secondary sources or consulting with program staff.