Keeping client records accurate is essential for effective case management and reporting. Access Elemental provides tools to merge duplicate records, archive completed cases, add clients to cohorts, correct data entry errors, and view client demographics.
Merging duplicate client records
Duplicate records can occur when a client is registered more than once. For example, if they were referred by different organisations or registered under slightly different names.
To merge duplicates, you need the Merge Tool Access user role. If you are unsure whether you have this, check with your system administrator.
If you have Merge Tool Access
In Find Client, point to each client's name and note the ID number that appears.
Open both records and identify which one holds the most data. This is the record you will merge into.
Select Administration, then Merge Tools, then Merge Users.
Search for the client by name, or select Email, DOB, Postcode, Use Fuzzy, or Reverse Search Order and select Scan to automatically suggest possible duplicates.
Confirm the ID numbers match the ones you noted.
Select the checkbox next to each record, then select Merge on the record with the most data.
Review the confirmation screen showing which records are about to be merged.
Select Confirm to complete the merge.
A green banner confirms the records have been merged successfully.
If you do not have Merge Tool Access
Ask a colleague in your organisation who holds the Merge Tool Access role to carry out the merge on your behalf.
If no one in your organisation has this access, raise a query via the Access Digital Assistant to request support.
Archiving a case
When a client's intervention or support is complete, you can archive their case. Archiving keeps your active caseload manageable while retaining historical data for reporting purposes.
đ Note: Archiving is not a case status, it is a separate action carried out from within the case itself.
Open the client's case.
Select Case Actions.
Select Archive.
Deleting a client record
There is no option to delete an individual case. Only a full client record can be deleted, and this requires action from the support team.
If a client record needs to be permanently removed, for example, a test client created in error, raise a query via the Access Digital Assistant with the relevant details.
Adding a client to a cohort
Cohorts are used to group clients for reporting and analysis. To add a client to a cohort:
Open the client's record.
Select the Cohorts section.
Select the relevant cohort from the available options.
Save the changes.
đ Note: Cohorts must be configured at the project level before they appear as options. If the cohort you need is not visible, contact your system administrator.
Correcting a data entry error
If incorrect information was entered on a client record or referral form:
For editable fields, open the record, update the field, and save.
For locked or greyed out fields (for example, NHS Number), the correction requires a development change and cannot be made directly.
To request a correction to a locked field, raise a query via the Access Digital Assistant and include:
The client's name.
The field that needs correcting.
The correct value.
Viewing client demographics
To view demographic data for an individual client:
Open the client's case.
Select the Demographics tab along the top of the record.