TARGET Update for February 2006

Update Archives

Client Combine

The client combine function is now available in TARGET.  This function allows you to merge client records so that information that was erroneously entered as belonging to two clients can be combined into one, accurate  client record.

For Example:  An assessment is entered for “Joe S. Client”.  An admission is entered for “Joe Some Client”. Since the name information is different TARGET views this as two separate clients and when you search for “Joe Client” both names show up. To avoid confusion as well as for accurate record keeping you might consider combining these client records. 

To Use the Client Combine Function: 

• Navigate to the Client Combine screen by moving the mouse cursor over the Client menu and clicking on Client Combine.

• Search for the incorrect client name by typing in at least the first two letters of the client’s last name.

• Click on the Client 2 button. Select the name of the client with the incorrect information.

• Search for the correct client name by typing in at least the first two letters of the client’s last name.

• Click on the Client 1 button. Select the name of the client with the most correct information.

• Click the Merge button. Click OK to the warning message.

All of the information for client 2 is now listed under client 1.

If there was a reason why the clients could not be combined then that will be displayed and the merge will not take place.

Very Important Questions to Ask: 

Can I reverse the process if I make a mistake?

No! You cannot undo a merge. Be very sure that the clients want to merge are in fact the same person.  If you make a mistake with this you will have to manually delete and then reenter the milestones and all activities for the client that was accidentally merged.

What information is combined?

All information for the merged client (Client 1) at the agency you are logged in to; assessments, admissions, discharges, treatment activities, support activities and detoxification.

We have more than one branch. What if the client is listed incorrectly at more than one location?

You would need to repeat the process at each agency.

I have a client that is listed incorrectly five or six times. What do I do about combining them?

You would follow the normal process, just repeat it until all of the invalid client information is nestled under the correct client.

I am getting an error message. How come it is not working?

Like everything else in life there are some rules. Here are the rules for the Client Combine function:

• You cannot combine ADATSA clients. No way around that one.

• You cannot combine if the merge would result in overlapping admissions or two open admissions. Discharge one of the admissions if appropriate.

• You cannot combine if any of the milestones or activities occur at the same time. Delete any overlapping milestones or activities as appropriate.

What is happening behind the scenes?

In TARGET all events are linked to a client by a “client identifier”.  You can view this identifier at the bottom of the Client Master screen.  What the Client Combine function does is replace all the instances of the identifier for client 1 with the identifier for client 2.  All milestones and activities are therefore now associated with client 2.  Client 1 should no longer appear in your searches.

I thought of some more questions. Where do I turn for help?

Please give us a call at the TARGET Help Desk, 888-461-8898.

Downtime

The TARGET system is typically not be available the last weekend of each month from 5:00 p.m. Friday, through 8:00 a.m. Monday. The dates for this month are: February 24th thru the 27th.

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