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