We know that a single client may come and go from a program multiple times, or they may be admitted into multiple programs simultaneously. Because of this, sometimes duplicate records are accidentally created for the same client. With the proper permissions, AWARDS allows you to merge duplicate records into a single AWARDS ID.
Permissions Required
- Display Any Chart Records Buttons
- Merge Duplicate Consumers
Step-By-Step Guide
Follow the steps in the guide below to learn how to merge duplicate client records.
Performing a Client Records Merge
Follow the steps below to perform a client records merge:
- Select Search Client to expand the Search menu.
- Enter the search details for a client who has duplicate records. Click Search. Results will display.
- If a client is listed multiple times in the search results, they may have duplicate records that need to be merged. However, there a few reasons why a client might have multiple records. Before merging, consider the situations below to determine if the records need to be merged:
|
Do the duplicate records exist because of spelling or data entry errors? |
If so, then YES, these records can be merged. Proceed with the steps below. |
| Is it a multi-agency/HMIS database? | In this setting, records can be set up to be listed separately for each agency. In this situation, you do NOT want to merge the records. |
| Does the client have multiple unprocessed referrals or a combination of referrals and program histories? | Unprocessed referral records are always listed separately from program history records in search results. These records should NOT be merged. |
- To merge duplicate records, click the Merge Duplicate Consumer/Client Records button at the bottom of the search results. The Settings page will display.
Image: Merge Duplicate Consumer/Client Records Button
- Adjust the search criteria as needed and click Continue.
- The Merge Consumer/Client Records Selection page is displayed. In the list, select the Keep radio button for the record you are keeping. Click the Merge checkbox for any record(s) you want to merge into the "Keep" record.
Image: Merge Consumer Records "Keep" Button
Image: Merge Consumer Records "Merge" Button
- When finished, click Continue.
- The merge is completed and all records are merged into the single AWARDS ID. Full details of this will show on the Merge Client Records Report page.
Some Important Things to Note:
- Overlapping program episodes in the same residential program will not be available for merging, even if the records are true duplicates. If you need assistance cleaning up such records, please contact the Help Desk.
- Prior to performing a merge - update and verify the Face Sheet data of the "Keep" record. During the merge, all the data on the "Keep" record remains as is, and only the episodes and services data on the "Merge" record will be kept.
- Only household information for the "Keep" record is retained. Household records for the "Merge" record will be removed. If the "Merge" record was the primary client, anyone else in the household will be removed. If the "Merge" record was not the primary client, the rest of the household will remain in place.
Merge Duplicate Records FAQs
Q. Can merges be undone?
A. No. Once completed, merges can not be undone.
Q. What is the message "Please update external housing records leaving only one of them open before the merge" asking me to do?
A. This message only displays for E-Prescribing customers. It indicates that the client has more than one external housing record with a move-in date but not a move-out date. Before proceeding with the merge, you must clean up these housing record overlaps.
Q. Why don't I see a client in the selection list whose records I know need to be merged?
A. The merge duplicates functionality identifies candidates based on the search criteria you entered in the Search feature. If you are aware of a client who has records that need to be merged but they are not showing up as a merge candidate, some pre-merge cleanup may be necessary. Make changes to the client's name and/or SSN on one of the records so that the criteria will identify them.
Q. Will all file cabinet documents be retained during a merge?
A. Yes. If there are Client File Cabinet documents in the "Merge" record, they will be reassigned to the "Keep" record.
Other Helpful Resources