Merging Profiles

You can manage client profile merges inside the workspace control panel. This action is only available to Superuser role types.

This article covers both a step by step guide for how to execute a profile merge, and also the specifics of the data migration policy and logic.

How to merge two profiles

Step by step:

Go to Profile Management on the Control Panel as a Superuser.
Select first the profile you wish to Merge (this profile will be Closed). Then select the Primary Profile you wish to merge it to.
Add a note to explain the rationale for the merge.
Confirm the detail is correct and you have approval to merge.
Run the merge. The process will run in the background, and a new entry will be added to the audit table as a record of the merge.
In the Primary Profile (that the merged data has been sent to) you will see a new icon in the header to indicate the merge. The data left in the merged file is retained to view for those with client file permissions.

For a profile to be Mergable it must be in either Active or Waitlist status. We safeguard Closed profiles to preserve their data as it existed at the time of their last activity. So to involve a Closed profile in a Merge action it must first be set back to Active, and then can be processed, and if it is the Primary Profile can be reverted to Closed again should you need to post merge action.

Data polices for Merged Profiles

Our goal when merging profiles is to ensure all relevant data is retained, while ensuring the Primary Profile is given priority as the main record when any data may already exist / contradict. Below is a detailed overview of the merge approach for important variables.

You can prepare the client profile for Merging effectively by checking and updating the data pre merge.

We have 3 primary outcomes for data that is populated in the Merge Profile (the profile that is being closed).

Migrate - we move the data from the Merge profile (where populated) to the Primary Profile.
Ignore - these variables do not come across to the Primary Profile but are still viewable via the closed merge record for reference.
Conditional Merge - this is where we look to append data from the Merge to Primary where it makes sense. The main logic for a Conditional Merge relates to whether a field is populated or blank in the Primary Profile. If blank, we will add it in to Primary. If not blank, we will trust what is in Primary Profile already and so will not merge. This data remains visible in the closed merged profile for reference.

Some important call outs:

Both Profile and Health CDF data is migrated to the Primary profile. The original date / time of the CDF entry is retained, so the most recent variable answer may come from the merge profile if that answer is more recent.
We don't merge client portal access. Any access to the client portal will be controlled by the user account on the primary profile.
Care Episodes from the Merge profile will need to be recreated if they are relevant. This is to ensure there are no conflicting episode date ranges for episodes on the primary profile.

Here is a full overview of how specific data is handled.

Data Category	Variable name	Merge Outcome	Note
Client record	accountId	Ignore
Client record	T-ID	Ignore
Client record	Paired Clinician	Ignore
Client record	Paired Mentor	Ignore
Client record	caseId	Ignore
Client record	recordStatus	Ignore
Client record	recordType	Ignore
Client record	referral (v1)	Conditional Merge
Client record	fundingStreamType	Conditional Merge
Client record	NDIS	Conditional Merge
Client record	Location	Conditional Merge
Client record	purchaseOrderNo	Conditional Merge
Client record	invoiceSummary	Ignore
Client record	episodeSummary	Ignore
Client record	keyClientContacts	Migrate
Client record	address	Conditional Merge
Client record	Profile Tags	Migrate
Client record	Stripe Payment Cards	Conditional Merge
Client record	attachedGroups	Conditional Merge*	If there’s a matching group, data assets related will be transferred over. If there isn’t any matching group, membership is not migrated over.
Client record	attachedInterventions	Ignore
Client record	appointmentStatusOverviewConfiguration	Ignore
Client record	timeZone	Ignore
Client record	registeredAs	Conditional Merge
Client record	employerCode	Conditional Merge
Client record	issueSource	Conditional Merge
Client record	directorate	Conditional Merge
Client record	department	Conditional Merge
Client record	serviceFor	Conditional Merge
Client record	serviceForOther	Conditional Merge
Client record	initialPresentingIssue	Conditional Merge
Client record	hearAboutSource	Conditional Merge
Client record	ATSI	Conditional Merge
Client record	workCover	Conditional Merge
Client record	pinnedNotes	Migrate
Care Management	Package	Ignore	Remove assignee from package
Care Management	Episode	Ignore	Episode data is viewable in the closed Merged profile.
Care Management	Activity	Ignore
Care Management	Attachment	Migrate
Care Management	Referral (v2)	Migrate	Link to Episode not retained in merge.
Care Management	Appointment	Migrate
Care Management	Invoice	Migrate
Care Management	Letter	Migrate
Care Management	Note	Migrate
Care Management	Report	Migrate
Care Management	Case note	Migrate
Guardian Profiles	clientProfiles	Migrate
Care Management	medicare	Ignore	This is visible in the closed Merged profile.
Profile Setup	Account access	Ignore	Any client portal access for merged profile is revoked.
Profile Setup	firstName	Conditional Merge
Profile Setup	lastName	Conditional Merge
Profile Setup	name	Conditional Merge
Profile Setup	firstLastName	Conditional Merge
Profile Setup	lastFirstName	Conditional Merge
Profile Setup	Gender	Conditional Merge
Profile Setup	initials	Conditional Merge
Profile Setup	avatar	Conditional Merge
Profile Setup	Mobile Number	Conditional Merge
Profile Setup	Email Address	Conditional Merge
Profile Setup	Date of Birth	Conditional Merge
Profile Setup	communicationPreference	Ignore
Key Information	Profile and Health CDFs	Migrate	Will be added in based on date / time so may replace current CDF answer in Primary if more recent.
Key Information	Completed Forms and Surveys	Migrate
Key Information	Completed Assessments	Migrate
Key Information	Completed Consent Forms	Migrate
Key Information	Completed Micro Check-in + Lived Experience Tracker answers	Ignore
Key Information	Activity Feed	Ignore
Key Information	Outstanding Forms and Assessments	Migrate	Links to the outstanding assessments, surveys, consents from the merged profile will be disabled. Clients will see message informing them 'no outstanding forms' if they access a link from the merged profile.