Merging Duplicate Client Records

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AWARDS is responsive to the fact that a single client may come and go from a program multiple times, or be admitted to multiple programs simultaneously or over time.  As a result, AWARDS is designed to recognize and combine multiple records for the same client under a single client ID (with the exception of cross-divisional program records in multi-agency databases).  Periodically though, data entry errors may result in the same client being recorded under more than one client ID in AWARDS (for example, if the client is entered in the system more than once with various name spellings or name order, birthdates, and/or social security numbers).  Even if those records are later made consistent, the separate client IDs will remain intact unless some manual record clean-up is completed.  The Merge Duplicate Client Records functionality in AWARDS is designed to allow for easy completion of that clean-up, bringing multiple client records under the single existing ID of your choosing.

  NOTE: When working in HMIS databases, please keep in mind that while the client ID is different across divisions, the HMIS PIN is blind to divisions and is used for de-duplication.  As a result, while you consolidate records within a division under a client ID, the HMIS PIN is unaffected by this process.

Required Permissions

IMPORTANT! Merge Duplicate Client Records is advanced functionality intended for use by select individuals within each agency/Continuum of Care.

The Merge Duplicate Client Records feature is available to AWARDS users with the following permissions:

Display Any Chart Records Buttons
Merge Duplicate Consumers

  NOTE: Permissions are assigned using the Permissions Maintenance feature.  If you do not have access to that feature and need the permission listed here, please contact your supervisor or your local Help Desk for assistance.

Click-by-Click Instructions

Performing a Client Records Merge - Learn how to merge two or more client records.

Frequently Asked Questions

Merge Duplicate Client Records Frequently Asked Questions

Training Films & Demonstrations

  NOTE: Films marked with a red asterisk (*) were made prior to deployment of significant AWARDS enhancements and do not reflect those changes; however, the overall content is still relevant and useful.

Merging Duplicate Clients Training Film (11 min) *