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How to Merge Duplicate Clients

In this article, you will learn how to merge client records that have been duplicated in SmartCare. The following information will be merged to the client’s record that you are keeping:

  • Diagnoses
  • Services 
  • Payments
  • Documents
The following information that now exists for Client 1 will be based on Client 2’s information:
  • Client Demographic Information (the address will need to be manually updated by county staff if it is incorrect)
  • Client Coverage History
  • Client Allergies
  • Client Medications
  • Client Pharmacies
  • Client Prescriptions
  • Inquiries
  • Problems from the Clinical Problem List ( these will need to be added manually by county staff)

Disclaimers:

  • If both client records are enrolled in the same program, ensure that the one you’re deleting is discharged from that program. Leaving both programs open when the merge occurs will cause issues after the merge is finalized.
 To merge a client, follow the steps below
  1. Click the Search icon. 
  2. Type Merge Client into the Search bar. 
  3. Click to select Merge Clients (Administration). 
  1. In the Merge This Client (Client 1) field, click the Search Client button and select the client that will be merged and deleted.
  2. In the With This Client (Client 2) field, click the Search Client button and select the client that will remain after the merge. 
  3. Click Each Review button, and manually update any Client 2 information with the Client 1 information that will not been carried forward.
    • Note: CalMHSA does not use Episodes but you will still need to click the checkbox in the next step. 
  4. Once you have verified all the appropriate information has been updated, click each checkbox to document the completion of each item. 
    • Note: You will not be able to merge unless all checkboxes are selected, even the Episodes as mentioned above.
  5.   Click the Merge icon. 
  1. In confirmation pop-up, click Yes.
    • Note: THIS PROCESS IS NOT REVERSIBLE. Do not click “Yes” unless you have confirmed that the necessary steps have been taken.
  1. After the merge, Client 1 will be removed.
  • Last Updated: February 21, 2025