Purpose
This utility assists homes with existing DepenSys residents to merge them with their corresponding residents already in mCare. It is designed to ensure smooth data alignment, preserve historical needs information, and simplify the initial mCare–DepenSys synchronisation process.
Overview
When residents are synced from mCare to DepenSys for the first time, they are automatically flagged as TCI (To Check In) against the home. If a home already has existing residents configured in DepenSys, the Home Manager may wish to merge the resident records between the two systems. This can be achieved through the Resident Merge Utility tool.
To Begin
In order to begin merging residents from mCare and DepenSys, you will need to have an integration set up by the Support teams. Please reach out to your mCare Support team via the support widget on the mCare site confirming you'd like to merge your residents between the two platforms.
The support team will check you have an integration set up already and therefore ready for you to merge the residents, and if you don't, they will begin the set up on their side for you. Once set up on both sides, the Support team will confirm the system is ready for you to complete the steps below to finalise the merge.
Accessing the Merge Utility Tool
Select your home in DepenSys and navigate to Residents.
Once in the Residents view, select the ‘View TCI’ button.
3. This will take you through to the page shown below, if there are residents in the TCI list that qualify (i.e. they have a corresponding mCare External ID), the Resident Merge Utility button will appear at the top of the view. Click this button to go through to the next page.
4. This will take you to the merge utility page, where there are two main ways to admit or merge residents from mCare into DepenSys:
1. Bulk Admission
If you have residents from mCare but no corresponding records in DepenSys, you can perform a bulk admission to bring them in en masse.
Steps:
Select multiple residents using the checkboxes beside their names in the TCI table.
To select all residents at once, click the checkbox in the table header.
Click Admit Selected to begin the import.
3. You will be prompted to select a Unit for the admitted residents.
If multiple units exist, you can pre-select specific residents for each unit before clicking Admit Selected (count). Note: Residents admitted in this way must still have a Needs Assessment completed as soon as possible after admission.
2. Quick Admit
If you prefer to admit residents one at a time, use the Quick Admit option.
Click the green Quick Admit button beside the TCI resident’s record.
You will be prompted to:
Select a Unit
Optionally assign a Bed Number
Note: Residents admitted through Quick Admit will also require a Needs Assessment after admission.
Additional Controls:
Edit button: Allows you to change the name of an admitted resident to match the name in the TCI list. This button is only enabled where the admitted resident record does not yet have an mCare External ID.
Unlink button: Lets you disconnect an existing DepenSys record from an mCare record if it was linked incorrectly (for example, if two residents share the same name).
Hide Matched button: Filters the view to display only unmatched residents for easier tracking as your admitted list grows.
Important Notes
The Resident Merge Utility is only visible when there are TCI residents with mCare External IDs defined. Once all residents have been admitted, the utility automatically hides from view.
Unit assignment is mandatory when admitting residents.
It is not possible to reverse resident admissions once completed through this utility.
Always use with caution to ensure data accuracy.