Merge Client Screen(State Users Only)

Sometimes a single client may have multiple records in the immunization system. When a case of duplicate records is found, a user will want to resolve them to a single record.

The Merge Clients screen allows the user to select information from two client records and perform a merge that creates a single client record to replace those two. It is also possible to mark two records as non-duplicates and work with multiple records at one time.

You need to choose which information to keep in the final record which is created to replace the records that are merged. Information which is a single value per client record is indicated by circular radio buttons, in which case you must choose exactly one of the values. Information which is multi-valued per client record is indicated by check boxes. The steps taken to select details to merge are as follows:

Unpending clients is the term used for marking possible duplicate client records as true non-duplicates. The steps taken to unpend clients are as follows:

A pending client is one which comes in through data exchange and matches against one or more client records already in the system. A pending client does not yet exist in the immunization system. The steps taken to add a pending client as a new client record in the system are as follows:

The following table describes the basic client information on the clients to merge:

Field	Description
SSN	The Social Security Number of the client.
Primary Name	The primary name of the client in (Last Name, First Name Middle Name) format.
Name Suffix	The suffix, such as Jr. or Sr., which the client appends to his or her last name.
Date of Birth	The date when the client was born in MM/DD/YYYY format.
Birth Certificate #	The state birth certificate number assigned to the client. This field is populated through the immunization system vital loads.
Birth Order	The number indicating which order the client was born in for cases of twins, triplets, etc.
Date of Death	The date when the client died.
Death Certificate #	The state death certificate number for the client. This information is populated from a vital load.
Gender	The sex of the client: Female, Male, or Unknown.
Races	The races of the client: American Indian or Alaskan Native, Asian, Native Hawaiian or Other Pacific Islander, Black or African-American, White, or Other Race. The system will store all races of clients that are merged together into one record.
Ethnicity	The ethnic background of the client: Hispanic or Latino, Not Hispanic or Latino.
Language	The language to be used on any reminder recall mailed to the client or client's parents/guardian(s).
Medicaid ID	The Medicaid ID for the client.
Address	The address where the client currently resides.
Historical Address #	The previous addresses of where the client previously resided.
Phone Number	The phone number where the client or client's parent/guardian may be reached.
Email	The Email where the client may be reached.
Mother's First Name	The first name of the client's mother.
Mother's Maiden Name	The last name of the client's mother before she was married.
Mother's HBsAg Status	The Mother's HBsAg Status of the client.
Provider-PCP	The physician or other medically trained personnel who serves as the client's primary care provider.
School	The school which the client currently attends.
Occupation	The occupation of the client.
Birth Country	The country where the client was born.
Birth State	The state where the client was born.
Birth County	The County where the client was born.
Record Locked	This is the record lock indicator. If it is Yes, then the client is locked and does not want any future edits or modifications to occur to his or her record. If it is No, then the client's record is not locked. Merging a client record with any record lock indicator as being 'Yes' will keep the newly created merge record as being locked.
Purge Immunizations	This is the Purge Immunizations indicator. If it is Yes, then the client has had immunizations purged and does not want any future immunizations added to his or her record. If it is No, then the client's record has not been purged of immunizations. Merging a client record with any purge immunizations indicator as being 'Yes' will keep the newly created merge record as having purge immunizations and will delete all immunizations for the newly created merge record. If inventory affects ImmTrac Inventory they will be updated from a immunization given transaction to a dose administered transaction and the immunization will then be deleted.
Contact Allowed	This indicator tells whether a provider organization may send mailings of reminder letters to the client.

The following table describes the Organizations information on the clients to merge:

Field	Description
AKA Names	This section lists the AKA Names for the client.
Insurers	This section lists the insurer which the client has coverage with.
Responsible People	This section lists the people who have legal responsibility for making choices and decisions for the client, particularly in the case of parent-child relationships or legal guardianship arrangements. This section lists each responsible person's name, full address, phone number, and relationship to the client.
Comments	This section lists the immunization-related comments associated to the client record on the Client Comments tab on the Enter/Edit Client screen. The types of comments include (but are not limited to) allergies, immunities, vaccine refusals, and medical conditions which cause complications or harmful side effects if the vaccine were administered.
Notes	This section lists non-confidential notes related to the client's immunization record or general care of the client.
Immunizations	This section lists the immunizations administered to the client in ascending order by date. The vaccine group and trade name if supplied are displayed for each immunization. ImmTrac inventory immunizations will also display the lot number and site. If there is a reaction associated with the immunization, the word Reaction will display.

The following table describes the buttons you can use on the Merge Clients screen:

Button	Description
	Click on the Merge button when you want to merge the clients, creating a new client record with the selected merge details to replace the two clients on the screen.
	Click on the Merge Selected button to merge the two clients whose client ID's are checked. This will create a new client record with the selected merge details to replace them.
	Click on the Unpend button to mark all the clients on the screen as non-duplicates.
	Click on the Add Pending button to create the pending client, which came in through Data Exchange, as a new client in the immunization system.
	Click on the Cancel button to exit Merge Clients and return to the Select Clients to Merge screen.
	Click on the All button to select all the data for that one client as the data to save for the final merged client.
	Click on the None button to deselect all the data for that one client so that none of that client's data is saved for the final merged client.

Field	Description
Organization Name	The provider organization which the client's have an association with in common.
Primary Client ID	The primary client ID for the client with the Provider Organization Name.
Client ID	The other client identification numbers for the client at the provider organization.
Active Ind	The client's Status with the provider organization.