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Select Clients to Merge Screen |
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Purpose |
Sometimes a single client has multiple records in the system. When such a case of duplicate records is found, a user will want to resolve them to a single record. The Select Clients to Merge Screen allows the user to select the client records to merge.
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Select Clients to merge by Client ID |
To select clients to merge by their Client ID's, perform the following steps:
Identify the two or three client records you wish to merge and determine their internal Client ID's.
Type the internal client ID's into the Client ID 1 (Required) and Client ID 2 (Required) fields merging two client records.
Type the internal client ID's into the Client ID 1, Client ID 2, and Client ID 3 fields.
Click the View button. The Merge Clients screen displays.
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Select Clients to merge by Filtering |
The system maintains a list of clients who are possible duplicates. These possible duplicates come in through data exchange jobs and through user entry overrides. In order to see any of the clients on the list, you must enter some filtering criteria in order to narrow down the list to those clients you want to work with. To select clients by filtering, perform the following steps:
Finding the pending clients and possible duplicates associated with data exchange jobs for a particular provider organization the user will select the Provider Organization from the Organization drop down menu and click the Refresh button. Note that only organizations who actually have possible duplicates display in the drop down menu.
Finding possible duplicates created from user overrides the user will select the Division of Public Health from the Organization drop down menu and click the Refresh button.
Finding the pending clients and possible duplicates associated with data exchange jobs on a particular date the user will enter the date in MM/DD/YYYY format in the Date field and click the Refresh button. The Date and Organization fields may be used in conjunction to further filter possible duplicates and pending clients.
Finding the pending clients and possible duplicates associated with one particular data exchange job the user will enter the job number in the Job Id field and click the Refresh button.
The system will display a list of possible duplicates that satisfy the filtering criteria you entered. Select one pair (triplet, quadruplet, or more) of possible duplicate client records to merge by clicking the View button. The system will take you to the Merge Clients screen.
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Information Provided |
The following table describes the information on the Possible Duplicate Clients listing:
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Field |
Description |
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Job ID |
The job number of the data exchange job which created this case of possible duplicate client records. |
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Exchange Date |
The date of the data exchange job which created this case of possible duplicate client records. |
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Client ID |
The unique internal identifier for the client in the possible duplicate pair. |
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Last Name |
The last name of the client in the possible duplicate pair. |
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First Name |
The first name of the client in the possible duplicate pair. |
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Middle |
The middle name of the client in the possible duplicate pair. |
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Birth Date |
The date of birth of the client in the possible duplicate pair. |
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Functionality |
The following table describes the buttons you can use on the Select Clients to Merge screen:
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Button |
Description |
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Click on the View button when the clients need to be merged or unpended. The system takes you to the Merge Clients screen. |
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Click on the Cancel button to exit the Select Clients to Merge screen and return to the previous screen. |
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Click on the Refresh button to generate the list of possible duplicate client records based on the filtering criteria that was entered. |
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Notes |
Note on Manual Merges
Manual Merges are situations where the technical team prepares a list of potential duplicate clients based on criteria other than what the system normally uses in its client de-duplication process. These manual merges are loaded in batches with negative job numbers. The technical team informs the user assigned to resolve the duplicates of the negative job number. Simply type in the negative job number into the Job Id field and click the Refresh button.
