• AIRS – Alliance of Information and Referral Systems
  • AHAR – Annual Homeless Assessment Report
  • APR – Annual Performance Report
  • ATA – Agency Technical Administrator
  • CAPER – Consolidated Annual Performance and Evaluation Report
  • CES – Coordinated Entry System
  • CDBG – Community Development Block Grant CoC - Continuum of Care
  • CH – Chronically Homeless
  • CoC – Continuum of Care
  • DOB – Date of Birth
  • DQSC – Data Quality Sub-Committee
  • DV – Domestic Violence
  • ES – Emergency Shelter
  • ESG – Emergency Solutions Grant
  • EVHI – Ending Veteran Homelessness Initiative
  • Homeless Emergency Assistance and Rapid Transition to Housing HIPAA - Health Insurance Portability and Accountability Act of 1996
  • HMIS – Homeless Management Information System
  • HoH – Head of Household
  • HOPWA – Housing Opportunities for Persons with AIDS
  • HPCC – Homeless Prevention Call Center
  • HUD – Housing and Urban Development
  • NOFA – Notice of Funding Availability PIT - Point in Time
  • NP - Non-Participating (Agency is listed as not using ServicePoint or no longer in operation)
  • PATH - Projects for Assistance in Transition from Homelessness
  • PPI – Personal Protected Information
  • PSH – Permanent Supportive Housing
  • RHY – Runaway and Homeless Youth
  • ROI – Release of Information
  • RRH – Rapid Re-Housing
  • SH – Safe Haven
  • SHP – Supportive Housing Program
  • SRO – Single Room Occupancy
  • SSI – Supplemental Security Income
  • SSN – Social Security Numbe
  • SSO – Supportive Services Only
  • SSVF – Supportive Services for Veteran Families
  • UDE – Universal Data Element
  • TANF – Temporary Assistance for Needy Families
  • TFA – Temporary Financial Assistance
  • VASH – Veteran Affairs Supportive Housing

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    Client Merge Request

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    Alex Fuller
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    What is a Client Merge?

    A client merge is an ability to take two (or more) client records that are identified as being duplicated and join them to create one single consolidated client record.

    Before Requesting a Client Merge

    Please review this information in ServicePoint before requesting a merge.

    Visibility - Make sure that the client visibility on all client profiles (IDs) being requested is unlocked. If the profile is locked, the profiles will need to be reviewed with Providers.
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    Accepted  Follow Up With Provider Required

    Client Name - First and Last names on both records must be identical. If one record contains an incorrect spelling of the name, ATAs will need to indicate what record contains the correct spelling. If a client’s first or last name is completely different from the other record, merges will require further follow-up with Providers.

    Social Security Number - The SSN on both records must match. If one record contains a partial SSN where the first 5 digits are Zero (0) but the last 4 matches they will also be accepted. If both records contain a different SSN then the merge will require further follow-up with Providers.

    Date of Birth - The DOB on both records must be 1:1. If both records contain different dates of birth then the merges will require further follow-up with Providers.

    Entry/Exit - Open enrollments from both records must be from the same Provider. If both records contain open enrollments from different Providers then the merges will require further follow-up from all open Providers. Due to visibility, there is a chance that a client record might not appear to contain enrollments from a different agency. 

    Request where one of the records requested is blank (Null SS# or DOB) and the names match (first & last), merges will be accepted.

    Examples:

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    Submitting a Request

    This form should be completed only by users with the HMIS role of ATA. Please keep in mind that merging client records cannot be undone so please be sure to supply the correct IDs. One request should be completed for each set of clients up to 4 that will be merged into a surviving client ID. If you have more than 1 unique set of clients that needs to be merged, please submit a separate request form for each set of clients to be merged. 

    Form Key

    Surviving Client ID = This would be the client ID number that you would like to remain active after the record merge. All data from Merged Client IDs (1-3) will be moved to the Surviving Client ID.

    Merged Client ID (1-3) = This would be the client ID number that will be marked as INACTIVE after the record merge. All data from this ID will be moved over to the Surviving Client ID.

     

    Due to visibility, there is a chance we will be unable to merge the client to the requested surviving client ID number. In this case, we will merge the client to the appropriate record. Also, there could be cases where the client is unable to be merged due to other visibility concerns. In this case, we will reach out for more clarification on the client.

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