The system merges data in person profiles according to the rules listed below. If data appear in the Person Record Comparison table on the Merge Person screen, you must select the values to keep in the retained person profile. See Merge duplicate person records.
The following general rules apply to merging person records.
If certain demographic fields for which only value may be selected have been completed on both profile records, you can select the value to retain. These values appear in the in the Person Record Comparison area.
If a field can contain more than one value, the system merges all values on the retained profile. This rule applies to narratives, all of which the system merges to the retained profile. However, if the narratives exceed capacity, the system will not complete the merge action.
If a value (for example, a safety hazard check box) is completed on the removed profile but not on the retained profile, the system transfers the value to the retained profile.
If fields (not listed in the Person Record Comparison area) are completed on both profile records, the system retains the value entered on the retained profile.
The primary name on the removed profile becomes an additional name on the retained profile.
Any date overlaps in the address histories of the two records have to be fixed before the merge can proceed.
The system does not merge the two person records when the dates on any of the following records associated with the person records overlap:
Placement records
Legal status (custody) records
Payment request records for the same service
Contract rate records for the same service and provider
Benefit records
Eligibility records (IV-E, Medicaid, adoption subsidy, and so on)
State payment records
Reimbursement records
Additionally, the system does not merge the records when either person record is associated with:
A pending payment request record
Any open adoption records, including subsidy requests, general information, sealing, or case type
An unapproved service authorization