This article outlines the procedure for reporting a potential client merge to be made in HMIS@NCCEH by the Data Center.
What is a Client Profile Merge?
The client profile merge process helps in deduplicating client profiles from the HMIS system. When client profiles are merged, the information from one profile is combined with information in a matching profile.
NOTE: Unless the client was entered into HMIS by a Victim Service Provider (VSP) project, client profiles are never removed or deleted from the system.
What to send the Data Center
When a possible duplicate HMIS client record is suspected, it is important to send the Data Center each HMIS ID assumed to be the same client and indicate which should be the surviving HMIS client ID. The Data Center will then determine if the client profiles are the same person, if the clients can be merged, and which HMIS ID will remain active in the system.
NCCEH Client Merge Request Form
Common Reasons why Merge Cannot be Completed
The Clients are Distinct
Clients can have similar Personal Identifying Information (PII) but be separate people. In this case, the clients will be marked as "Distinct" from each other. This will ensure that if the client profiles are compared in the future, they are not merged.
Client has Requested Privacy in 1 or more Agencies
Depending on what data visibility the client consented to, their profile information may not be accessible outside of specific projects in an agency. In these cases, the client profiles cannot be merged due to the profile being locked down.
NCCEH Confirmation of Merge Completion
The Data Center will determine if the client records are the same and will complete the client merge on behalf of the agency. The agency and any other agency that the client is or was enrolled in (within the current fiscal year) will then receive an email from the Data Center that confirms if a client merge did or did not occur, and which client number has been merged into the surviving HMIS ID.
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NCCEH Client Merge Request Form
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