Page Description

Use the Merge Users page to combine the records for two or more providers into one file. This can be useful when multiple facilities enter orders for the same provider, leading to duplications.

Once you search for potential matches, Copia allows you to select all of the duplicate records that should be merged into the user record being kept. Remember that the merge cannot be reversed, and many of the changes will not be logged in the Change Log.

During a merge, the following information will be copied over into the user being kept from the other users. All other information on the user being kept will be unmodified:

• Information found in the "Member of These Practices" section of the Users administration page. This includes all system-level roles, assigned practices, linked locations, and account numbers. The user being kept will retain the least restrictive settings from all merged users (e.g., if any of the merged users have "Allow access to all locations" checked within a practice, then the kept user will have access to all locations).
• User associations. This includes both the "Associates" and "Associate of These Users" tables from the Users administration page.
• Personal order choice lists.
• User-owned profiles.
• System order choice list access. All order choice lists marked as "Active" in the "Available Order Choice Lists" section the Users administration page.

The following references will also be switched:

• Proposed phlebotomist on incomplete orders
• Phlebotomist for samples on incomplete orders
• Ordering provider on incomplete orders
• Staff and provider-type User Defined Fields on incomplete orders\
• Result Recipients on incomplete orders (Order Patient Samples > "Results To...")
• Staff and provider-type non-order User Defined Fields
• Encounter attending and referring provider
• Client Services item assignee
• Client Services Item Provider-type manual links
• Location settings "Use this ordering provider", "Default Primary Care Provider to", "Determine the Default Phlebotomist on the Collect Samples page in the following order:", and "Sales Person"
• User recipients of Messages
• Order Choice ordering restrictions (Admin > Order Choice Setup > Order Choices > Ordering Restrictions)
• Patient Primary Care Provider
• "Other" result recipients, as configured on Admin > Basic Setup > Users > Result Delivery > "When this user is the ordering provider for an order, deliver that order's results to"
• Patient Result Recipients (Patient Demographics > "Results To...")
• Scheduled Admin Billing Summary Report "Ordering Provider" filter option (Admin > Manage > Scheduled Events > "Admin Report - Billing Summary")
• "For User" field, accessed when editing the Schedule for any Scheduled Event
• Event Notification Staff Member Recipients (Admin > Basic Setup > System Default > Event Notifications)
• Order Entry Rules - "Ordering Providers" condition and "Add Result Recipients - Users" action

Note that this is a blind replace. Copia does not check to make sure that the user being kept has the required rights or settings to be assigned to any of the fields above. Also note that merging users will not cause any messages or results to be delivered. This simply changes which user is referenced in the above places in the database.

In addition to the changes listed above, each user being merged will be marked as inactive, have a comment added showing which user was merged into, and will have "-MERGE" appended to their ID. The user that was chosen to be kept will have a comment added listing all staff members that were merged.

For more help, click one of the following links:

• Accessing this Feature
• Configuring the Merge Users Filter
• Viewing the Merge Users List
• Merge Users Instructions
• Selected Users on Merge Users

• Click the Administration menu button, click the Manage button, and then click the Merge Users submenu link. You must have the necessary security permissions to access the Administration menu button and to access the Merge Users administration page.

When you click the Administration menu button, Copia opens the main Administration menu, which contains administrative menu buttons, including the Manage menu. To return to the main menu for Copia, click the Lab Tasks menu button.

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Configuring the Merge Users Filter

1. Select the Match on Providers only checkbox to match on providers only when filtering. Select the Only show active Users checkbox to show only active users when filtering.
2. Click the Potential Matches radio button to filter the Merge Users page by potential user matches. This radio button is selected by default. Click the User Search radio button to enable user searching on the Merge Users filter page. When this radio button is selected, you may enter text into the available field to search.
3. Click the Clear Filter button to clear existing filter configurations. When this button is clicked, several fields display in red. A warning appears in the filter stating that "the search will not be performed until at least one filter item marked in red has been selected." Select at least one filter item marked in red to begin filtering on the Merge Users page.
4. Select the NPI, Fax Number, Phone Number, and/or Email Address checkboxes to filter by these available filter items. You must select at least one of these items to filter.
5. Click the First Name drop-down list to display first name options to filter by. The drop-down options are Do not use, Match Entire, Match First Character, and Match 2, 3, 4, 5, 6, 7, 8, or 9 Characters to filter by first name.
6. Click the Last Name drop-down list to display last name options to filter by. The drop-down options are Do not use, Match Entire, Match First Character, and Match 2, 3, 4, 5, 6, 7, 8, or 9 Characters to filter by last name.
7. Select the Do not match on blank values checkbox to not match on blank values when filtering on the Merge Users filter page.
8. Click inside the Limit to Users assigned to Practice search field to search for a user that is assigned to a practice. You may enter text into this field to search, or you may click the magnifying glass icon to search. This is a search-as-you-type field. Once you have found the desired user name, click the name of the user to add the user to the Merge Users filter page.
9. Click the Merge button at the bottom of the page to begin the merge process. A user must be selected from the Limit to Users assigned to Practice field in order to merge. Click the Start Over button to clear the page.

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Viewing the Merge Users List

1. The Merge Users page contains a list of up to ten user filter results. If the list is longer than one page, use the Page links, located below the list of users, to navigate through the list.
2. The Merge Users list displays the Name, ID, NPI, Practices, Fax, Phone, Email, Provider, and Active status. Click the Select column to select a user that you wish to merge. These selected users will appear in the Selected Users section. See "Selected Users on Merge Users" section below.
3. If you cannot find the desired user, click the Clear Filter button to clear the filter list in order to perform another filter and search. See "Configuring the Merge Users Filter" above.
4. If no users match your search results, a "no matching records found" message will display in the list section.

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Merge Users Instructions

1. Use the table above to find similar users. Select the checkbox in the "Select" column to add a user to the "Selected Users" table. See "Viewing the Merge Users List" section above.
2. Select a user from the "Selected Users" table below to keep after the merge. The kept user's demographic information will be listed in this box.
   • The kept user's settings will not be modified.
   • All references throughout Copia to the users being merged will be replaced with the user being kept. This does not include completed orders.
3. Click the Merge button and wait. This may take a while, depending on the number of user records being merged together.

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Selected Users on Merge Users

1. Select a user from the Merge Users list section to move the user to the Selected Users section on the Merge Users page. See "Viewing the Merge Users List" section above.
2. Unselect a user from the Selected Users section by selecting the checkbox in the "Select" column. The user will be removed from the list.
3. Click the X button in the "Keep" column to keep the user. A green check will then appear where the X used to be. When the green check appears, user information will be displayed above the Selected Users section. Here, you will be able to view Name, ID, NPI, Practices, Fax, Phone, Email, and Provider. A message will be displayed in this section that reads "After the merge, the user will have the following demographics," followed by the demographics. This user will be kept during the merge process.
4. The Merge Users Selected Users section displays the Name, ID, NPI, Practices, Fax, Phone, Email, and Provider. Click the name of the user in the "Name" column to remove the user.
5. Click the Merge button at the bottom of the page to begin the merge process. A user must be selected in order to merge. When the Merge button is clicked, a Perform Merge? pop-up will appear with a warning message stating "This will merge all users into the user that is being kept. There will be no way to revert these changes. Are you sure you want to merge these users?" Click the Merge Users button to merge the users, or click the Cancel Merge button to cancel the merge.

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