Merge Duplicate Resident Profiles

Merge duplicate resident profiles to maintain a single, accurate record while preserving important demographic, clinical, and pharmacy-linked information. When a duplicate profile is identified, you can merge both profiles into one Primary profile. The non-primary profile will be retained as a Rejected Applicant for reference.

How Are Duplicate Profiles Created?

Duplicate resident profiles are typically created when the same individual is entered into ALIS through separate workflows.

Common scenarios include:

• Prospect and Applicant created separately
  A Prospect profile is created and later moved in, while a separate Applicant profile for the same individual is also created and moved in.
• Duplicate created during Applicant creation
  When creating a new applicant, ALIS checks for matching first and last names.
  • If a match is found, a warning appears in the Create New Applicant pop-up.
  • Selecting “I confirm and would like to continue” will proceed with creating the profile, which may result in a duplicate if it is the same individual.

This warning is designed to help prevent duplicates, but duplicates may still occur if the confirmation is selected.

Merge Resident Profiles 

This process begins by selecting one of the duplicate profiles and launching the merge workflow.

1. Navigate to All Residents.
2. Select one of the duplicate profiles you want to merge.
   Note: You can start with either profile—Primary selection occurs later.
3. Below the resident profile photo, click Merge Resident Profile.
   • Note: If this option is unavailable, your Security Role may not have permission. Contact your administrator our ALIS Customer Success Team for assistance.

ALIS will guide you through the following steps to complete the merging process:

Step 1: Identify Accounts

In this step, you will select the second profile to include in the merge.

1. In Account 1, confirm the profile you initially selected.
2. In the Account 2 dropdown, select the duplicate profile to merge.
3. Click Go to Next Step.

Step 3: Select Primary Account

In this step, you will determine which profile remains active and which becomes the Rejected Applicant.

1. Review which profile will remain active (Primary) and which will become a Rejected Applicant.
   • Account 1 is selected as Primary by default.
   • To switch this, click Set as Primary on Account 2.
2. Consider the following before proceeding:
   • Billing data cannot be merged, so select the profile with the most complete billing information as Primary.
   • The Primary profile will remain active in your census.
3. Click Go to Next Step.

Step 3: Merge Data

In this step, you will review and select which data from the duplicate profile should be transferred to the Primary profile.

1. Review the available data from the profile that will become the Rejected Applicant. This data is organized into three sections:
   • Resident Information
   • Medications
   • Evaluations, Observations, & Incidents
2. Select which data to merge into the Primary profile:
   • Checkboxes are automatically selected for any data that exists on the duplicate profile.
   • Uncheck any items you do not want to merge.
3. Review and resolve Pharmacy Connections and Linked Orders within the Medications section:
   • If both profiles contain pharmacy connections or linked orders, you will be prompted to resolve any conflicts.
   • Select the appropriate pharmacy connection to ensure the Primary profile retains accurate linked orders and associations.
4. Click Go to Next Step once your selections are complete.

Step 4: Confirm Merge

In this step, you will review and confirm all selections before completing the merge.

1. Verify the selected Primary profile at the top of the page.
2. Review the Pending Merge section:
   • Items labeled Will be merged will transfer to the Primary profile.
   • Items labeled Won’t be merged will not transfer.
3. If updates are needed, click Go Back at the bottom of the page to return to a previous step.
4. Once confirmed, click Confirm Merge.

Merge Complete

This final step confirms the merge and provides access to the updated Primary profile.

• Click Go to Profile to review the updated Primary profile.

Rejected Applicant Status

• The Rejected Applicant profile is retained for reference but:
  • Hidden from the active census
  • Accessible via All Residents > Applicants tab > Filter for Status: Rejected

Related Articles:

• Resident Profile Reference Guide

For more assistance with Merging Resident Profiles,

Contact our ALIS Support Team:

888.404.ALIS (2547) or support@go-alis.com