Client Record Merges

What is a “Client Merge”?

When multiple records have been created for the same person in HMIS, those records should be “merged”, or combined so that only a single record remains. This process is important because it reduces the number of records users need to navigate when providing services to clients and it improves the accuracy of reports by centralizing all of a client’s data into a single record.

After confirming that two records belong to the same person by comparing their personally identifying information, a system administrator schedules them to be combined overnight. All transactional data – think enrollments, services, and shelter stays – are preserved during the merge process; additional data checks may be performed to ensure the completeness of client profiles and to remove duplicate transactions post-merger.

What should I be aware of?

Because the merge process leaves only a single record active in HMIS, users may find that entering a familiar client ID no longer loads a client record. Though every effort is made to keep the records users are entering data into, especially where clients rely on Community Cards to scan into shelters, sometimes there are multiple records seeing active use and there is no way to keep all client IDs accessible. If you are unable to locate a client using a familiar ID or by scanning a Community Card, you should be able to find their active record by searching HMIS. You can also always reach out to the Helpdesk for assistance at mnhmis@icalliances.org.

How can I get involved?

First, be sure to search the system thoroughly for a client you are serving to prevent the creation of duplicate records. If you discover that a client may have multiple records, share their ID numbers with the Helpdesk at mnhmis@icalliances.org and a system administrator will let you know whether the records can be combined.

Please do not proactively seek out duplicate client records. While combining duplicate records has a positive impact on the user experience and data quality, the merge process is manual and can be time-consuming. ICA asks that users only inform us when they learn a client they are serving may have multiple records active in HMIS.