Client Merge - PM
Merge client information when a client has been entered twice.
When clients are merged:
- The source client (Source Client ID field) is the client to be merged into the target client (Target Client field).
- The target client will contain all of the source client’s information (excluding demographics).
- Claims will move from the Source Client to the Target Client as claims are associated to the services.
- Multiple clients can be merged at one time, as well as multiple client episodes (through a batch file).
Prerequisites:
- Client Merge must be enabled by a myAvatar administrator before performing a client merge (See Registry Settings below).
Note: if these are not enabled, the fields below will not display as documented. - All child myAvatar applications, myAvatar modules and site specific development for client merge functionality must have been updated to process client merges.
- See Client Merge Setup.
Single Merge Action
- Go to: Avatar PM > System Maintenance > Client Maintenance > Client Merge.
- In the Source Client field, enter the source client name or ID, click the Search button, and select the corresponding entry. This client will be merged into the target client.
- In the Merge All Client Data Through Single Filing field:
- Select Yes to merge all client episodes and the non-episodic data from the source client into the target client.
Note: The Source Client will be deleted. - Select No, to merge only the episode specified in the Source Client Episode field from the source client into the target client.
Note: The Source Client will not be deleted. The Client Delete form may be used to delete the source client if it is determined all relevant data associated with the client has been successfully merged.
- Select Yes to merge all client episodes and the non-episodic data from the source client into the target client.
- In the Target Client field, enter the target client name or ID, click the Search button, and select the corresponding entry. This is the client the source client will be merged into.
Note: The target client's PATID will be preserved. If you wish to keep the source client's ID, you will need to use the Change MR# form to change the target client's ID to the source client's ID. - In the Create New Episode On Merge field:
- Select Yes to merge the source client episode into a new target client episode.
Note: The merge will automatically be into a new target episode if the target client has no existing episodes that are the same program type as the source episode. Target client episodes that are discharged prior to the source client's episode admission date are disregarded. - Select No to merge the source client episode into an existing target client episode associated with the same program. This must be enabled with the registry setting Allow Merging Into Existing Episode.
Note: Both the source episode and target episode must overlap each other. During filings of the Client Merge form, if the source client episode is associated with the same non-inpatient program as an existing episode of the target client, the admission and discharge dates of the target episode will be updated to match the earlier admission and later discharge date between the two episodes.
- Select Yes to merge the source client episode into a new target client episode.
- Click File.
- If Yes was selected to merge all client data, then the source client is deleted from myAvatar PM.
- If Yes was selected to create a new episode on merge, then a message displays the new target client episode number.
Client Merge by Batch Section
- Click the Input File button.
- Select the file. The filename populates Filename field.
- In the Action field:
- Select View Results Without Updating to preview the changes.
- Select Update Database to commit the changes.
- Click Process Action. The Report Viewer displays a report of the changes.