Merging clients copies client level data from one client to another. CAREWare labels one client the primary and one the secondary in the process, where the primary is the client to be retained and the records from the secondary client are copied to the primary client. During the merge process, users select which records from each client is to be kept when there are two different values. All client level data fields marked in red require a selection to be made prior to merging the records. At the end of the merge client process, users have the option to delete the secondary client removing the duplicate records from CAREWare.

 

Note: Prior merging clients, it may help to review additional considerations here.

 

To merge duplicate clients, follow these instructions:

 

1. Use Find Client to open the client with the correct URN information.

2. Click the client to highlight it.

3. Click View Details.

4. Click Duplicate Client.

 

 

5. Select the duplicate record to highlight it.

6. Click Merge Clients.

 

Link Client – Adds the two clients to the Central Client Merge list as duplicates.

Unlink Client – Removes the two client records from the Central Client Merge list.

Merge Clients – Initiates the merge client process.

Back – Returns to the client menu.

Print or Export – Provides options to export this list of potential matches for review.

Hide/Show Columns – Provides options to change the columns in this menu.

 

 

 

Merge Clients – Completes the merge client process.

Swap Primary/Secondary Clients – Changes the primary and secondary client position so that the record on the right which would be the record to be discarded is moved to the left making that record the primary and the record to be retained.

 

Note: Make sure the client with the correct URN values is set as the Primary Client on the left as all other records are merged over to that client ensuring the record is correct and intact.

 

Keep All Attachments – Sets all attachment custom field records to be retained and merged to the primary client.

Cancel – Closes the merge client process, leaving the primary and secondary client records unchanged.

 

7. Make a selection from any field with red characters.

 

 

Note: Fields with red characters indicates there is more than one potential option and one needs to be selected. In this case, a client is identified as not being Hispanic on 3/14/2024, however that field Hispanic was left blank in the other client record on 1/11/2024. The value to be selected should be which ever is true for the client record to be retained.

 

8. Client Merge Clients.

9. Click View Details.

 

 

 

Delete Client – Deletes the secondary client record.

Client Merge Report – Produces a report showing number of records retained and rejected by each client data element.

Rejected Records – Shows rejected records as well as the reason the record was rejected.