Matching clients as potential duplicates is typically done using the URN fields, first name, last name, DOB, and gender. CAREWare includes options to match clients on custom fields as well. This can be useful for synchronizing client records with an EMR by matching on a medical record number or for tracking clients using a customized client identifier due to a client using multiple names at different clinics.

To add custom fields to the client merge process, follow these instructions:

1. Log into Central Administration.

2. Click Administrative Options.

3. Click Data Oversight.

4. Click Client Merge.

5. Click Custom Field Configuration.

To add a custom field to client merge matching lists, select the custom field and click Activate.

Once the custom field is active, a column is added for that custom field in Browser Client List and Browse Ranked Matches.

The clients are still ranked by the URN fields, however the custom field is also present as another validation the clients are the same.