Merge Client Screen

 Purpose

The Merge Clients screen is used to combine two or three duplicate clients. When a merge is complete, one record with a new VIIS ID is created. The previous client records will be erased from the system.

Each row on the Merge Screen contains two or three columns depending on how many patients are being merged. Each column headline contains the VIIS ID of the patient. Each row of the Merge screen contains a radio button. Select the radio button next to the piece of information you want to keep in the new merged record.

Note: Not all table rows will contain a value. What values are present depends on what information is contained on the patient's information screen.

Information Provided

Functionality

 Information Provided

Select Details to Merge

Row

Description

Select

 Click "all" button to select all radio buttons in the particular column. Click "none" button to uncheck all radio buttons in the particular column.

SSN

 Social security number of patient in the particular column.

Last Name

 Last name of patient in the particular column.

Middle Name

 Middle name of patient in the particular column.

Name Suffix

 Suffix of patient in the particular column.

Date of Birth

 Date of birth of patient in the particular column.

Birth Certificate

 Birth certificate of patient in the particular column.

Date of Death

 Date of death of patient in the particular column.

Death Certificate #

 Death certificate number of patient in the particular column.

Gender

 Gender of patient in the particular column.

Race

 Race of patient in the particular column.

Ethnicity

 Ethnicity of patient in the particular column.

Mother's First Name

 Mother's first name of patient in the particular column.

Mother's Maiden Name

 Mother's maiden name of patient in the particular column.

Provider PCP

 Provider PCP of patient in the particular column.

School

 School of patient in the particular column.

County

 County of patient in the particular column.

Country of Birth

 Country of birth of patient in the particular column.

Sharing of Imms

 Indicates whether immunization information can be shared with organizations that did not give the immunizations.

Contact Allowed

 Indicates whether contact with the patient in the particular column is allowed.

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Organizations

Indicates whether there are duplicate organizations for the patients listed on the Merge screen.

Insurers

Lists any insurers for the patients listed on the Merge screen.

Responsible Persons

The responsible persons assigned to the patient in the column. All responsible person address information from the client information tab on the Client Information screen appears here.

Comments

Comments for the patient in the column. Comments are from the client comment tab on the Client Information screen.

Immunizations

List of all immunizations, new and historical, for the patient. The date when the immunization is given is included with the vaccine name and trade name if available.

The dose-level eligibility will be attached to the end of each shot that was administered, appearing directly after the vaccine name. Immunizations that are from the provider's inventory are highlighted in blue.

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Unpending Clients

A pending client is one which comes in through data exchange and matches against one or more client records already in the system. A pending client does not yet exist in the immunization registry. The steps taken to add a pending client as a new client record in the system are as follows:

  1. Check the check box for the PENDING client you want to add.
  2. Click the Add Pending button.
  3. The system adds the pending client as a new record in the system and keeps you on the Merge Clients screen. You may continue to work with the client you just added on the Merge Clients screen.

Adding a Pending Client

A pending client is one which comes in through data exchange and matches against one or more client records already in the system. A pending client does not yet exist in the immunization registry. The steps taken to add a pending client as a new client record in the system are as follows:

  1. Check the check box for the PENDING client you want to add.
  2. Click the Add Pending button.
  3. The system adds the pending client as a new record in the system and keeps you on the Merge Clients screen. You may continue to work with the client you just added on the Merge Clients screen.

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Resolving Pending Clients from an Adoption Load

A client record coming into the system through an adoption load normally matches on a single client called the pre-change client. The adoption load then inactivates the pre-change client and sets up a new record for the adoptive client, called the post-change record.

However, sometimes the adoption load may encounter multiple matches for the pre-change (or post-change) client, so the system cannot automatically determine what needs to be done. It is up to the user to resolve the matter through the Merge Client screen.

All adoption loads take place in the Division of Public Health. To resolve pending clients from an adoption load, follow these steps:

  1. Enter the job number for the adoption load on the Select Clients to Merge screen. All adoptions come in through eVitals via an Inactive load.
  2. Click the Refresh button.
  3. Identify the group of clients you want to work with and click the View button.
  4. You will see one or more pre-change client records alongside one or more post-change client records on the Merge Screen. You will see the following four types of records:
Type of Record Description
CLIENT ID PRE-CHANGE This is a client record which already exists in the system and matches the pre-change information sent in through the Inactive load.
PENDING PRE-CHANGE This is the pre-change information exactly as it is in the Inactive file itself.
CLIENT ID POST-CHANGE This is a client record which already exists in the system and matches the post-change information from the Inactive load.
PENDING POST-CHANGE This is the post-change information exactly as it is in the Inactive file itself.

  1. Perform merges on all of the pre-change records until you have exactly one pre-change record. Then perform merges on all of the post-change records until you have exactly one post-change record. Important Note: You cannot merge together two pre-change or two post-change records which have different birth certificate numbers or birth dates from vital records.

  1. Click the Inactivate button. If the final pre-change or post-change client record is pending, the system creates it. The system then sets the pre-change record's status to "Permanently inactive - Deceased," locks it for the Division of Public Health, strips out client demographic information, and transfers immunizations to the post-change record.

  1. The adoptive client record is now ready to use. It contains the post-change information and any information that was transferred over from the pre-change record.

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Functionality

Field Name

  Description

Click to merge the clients.

Click to unpend a pending client if one exists on the merge screen.

Click to select all radio buttons in a particular column.

Click to uncheck all radio buttons in a particular column.

Click to exit the Merge client screen and not save any selections.

 

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