Policy data stays clean through three tools: duplicate merging, matching unlinked records, and Data Health. These are agency operations tasks, gated by the Manage Duplicate and Manage Missing permissions.
Duplicates and Merging
The Duplicates page lists groups of policies that appear to be the same policy. Matching signals include confirmation number, enrollment code, Medicare number, and phone number. Each group shows a count badge.
Mark as primary: selects the record that survives the merge.
Include or exclude: controls which policies are part of the merge.
Merge: combines the selected policies and records a reason.
Dismiss: marks the group as not actually duplicate.
⚠️ Merge safety: a bad merge is hard to fully undo. Require senior-admin review, confirm identifiers, and always use a written merge reason.
Matching Unlinked Policies
The Matching page helps complete policies that are missing linked data, often Sunfire enrollments that did not match a call, or payout, enrollment, or call records that have not yet linked to a policy.
Coverage summary cards show how many policies have enrollment data, payout data, call data, Book of Business data, none of these, or all of them. Click a card to drill in.
The drill-down uses the full policy filters plus checkboxes for Missing something, Missing enrollment, Missing payouts, Missing calls, and Missing book.
Legacy Matching queues (Success Calls, Enrollments, and Payouts) show orphaned records with no linked policy.
When many high-confidence matches exist, an auto-merge banner can offer bulk linking.
Data Health
Data Health shows how trustworthy your policy data is: policy-status source, commission freshness, per-carrier freshness, and action tips such as importing commissions or sending Book of Business reports to [email protected] to close gaps. Review it regularly to keep calls, enrollments, payouts, and Book of Business records in sync.