Overview

The Member Merge feature allows your organization to combine duplicate member profiles into a single, accurate record. This helps maintain data integrity, prevent duplicate reporting, and ensure that all member information, activities, and documentation are stored in one place.
When two member records are merged, the primary member (the record to be kept) will retain all profile details, activities, and associated data. The secondary member (the duplicate) will be merged and automatically closed, allowing users to confirm that all necessary information has successfully transferred.

Merging members can be done directly from either the Members page or the individual Member page.

Before You Merge

Merging should only occur when multiple data points confirm that two records belong to the same individual. Before merging two member records, review both profiles carefully to confirm they belong to the same member. Once profiles have been merged, the action cannot be undone.

It is critical that you use multiple data points to verify duplicates. Relying on multiple identifiers helps maintain accurate and reliable member data.

Identifiers to Review Prior to Merge:

• Date of Birth
• Phone Number and Address
• Insurance Information and CIN
• Family Members
• External Contacts
• Assigned User(s)
• Spelling or Name Variations: Duplicates often occur when names are spelled differently (for example, “Jon” vs “John”). Confirm that they represent the same person.

Taking a moment to review these details using multiple identifiers helps prevent accidental merges and ensures your organization maintains complete and accurate member records.

How to Merge Members

1. Go to the Members page from the Main Menu Bar.
2. Locate the member you want to keep and select the Merge icon (green people symbol).
3. In the Merge Members screen, the selected member will appear as the Member to be kept.
4. Search for the duplicate member to merge, then select Merge next to their name.
5. Review both records side by side. (CRITICAL STEP)
6. The left column shows the Primary Member (Will be kept).
7. The right column shows the Secondary Member (Will be merged and closed).
8. Use the Swap icon (two circular arrows) if you need to switch which record is kept versus merged.
9. Confirm the merge when ready.

After Merging

Notice: Once the member profiles have been merged, the secondary member will automatically be closed, not deleted. The data from this member will still impact your organization’s analytics and reports.
It is recommended that your team reviews the closed duplicate after merging to ensure all relevant information transferred successfully. Once confirmed, you can manually delete the duplicate member to prevent future reporting inconsistencies.

Organizational Recommendation

It is highly recommended that you have a clearly defined Standard Operating Procedure (SOP) for using the Member Merge feature. Merging members affects all associated data, activities, and reports. If done incorrectly, it can permanently alter a member’s record and create care gaps that may impact care coordination and reporting accuracy.

SOP Considerations: 

• Who is authorized to perform merges. This can be toggled from the Organization page under the Access Member section. 
• What verification steps must be completed before confirming a merge.
• When and how duplicate members are reviewed and deleted.

Having a formal process in place protects both your members and your organization by ensuring merges are handled safely, consistently, and with full accountability.

Notice: Pear Suite provides the software tools that support your organization’s workflows but does not create or enforce organizational Standard Operating Procedures (SOPs). Each organization is responsible for developing and maintaining its own internal policies and processes for how features such as Member Merge are used.