Merging Duplicate Records in NetForum

This SOP will explain the process and responsibilities for the merging of individual records. Refer to the SOP “Merging/Unmerging Records (Individual & Organization)” for overall instructions.  

Responsibility: 

It is the role of the MX Specialists to merge individual records after following the SOP titled “Merging / Unmerging Records (Individual & Organization)”  

Procedure:  

For all records (both organization and individual), the MXS will do additional research to confirm that the records are indeed a duplicate.  All research will be recorded in the correspondence tab of the record that is being kept. Example: spoke with individual on the phone and confirmed information.  

For organization records:  After a full vetting by MXS, an IT ticket will be submitted to NetForum@aaha.org.  

Make sure there are actually 2 duplicate records that need merging and NOT a situation where two unique practices now operate in one building (this is also referred to as “merging” practices). This does not necessarily mean that the actual NF records are merged. There may be a better way to preserve the information. Assume first that they do not need merging before submitting a ticket.  

For Individual records, MXS can merge.   

Under the Individual tab, select “find individual” and add the person’s name. 

• Click on the arrow next to each duplicate record to determine which record to keep.  In this example, will keep record# 13231 because it was determined this record has the current membership and contact info. 
• To determine if they have a current membership, the “receives member benefits” field will have a checkmark [they are linked to a member practice]. The “member” field will also have a check if they are an individual member. 
• If the record that is being hid is linked to a practice, unlink before merging.  
• If both records have an affiliate membership, terminate the membership first in the record that you will hide.  

Example of being linked to an organization member: Example of individual member:  

• Once you have determined which record to keep, click on Combine/Merge Dups. 

• In the Combine/Merge Records screen, select individual from the Combine Information For: drop-down menu. 

• After you click on Individual, you will do a look up in the Find -Individual screen.  
• Click Go. 

If you have any feedback on this article, we would greatly appreciate it if you could send it to liana.jensen@aaha.com.