NOTE: Users will need the Duplicate Checker role in their user profile to access this part of the system.
Outside of confirming matches by name, there are a few other ways to determine if a client is a duplicate:
- Check for profile completeness: How much of the profile has been completed? If one is missing a lot of information, there is a chance that it was added in a rush or that information was taken from a paper form.
- Look at the “Last Updated” date and “Household Visits”: This will let you know the last time someone served the client under each profile. You will likely want to keep the profile that has been updated most recently.
- Look at “Date of Birth”: Check to see if the month and day were reversed (Example 1989-07-10 vs. 1989-10-07)
- Look at Housing Type: Housing type can be a clue about the person’s current situation. Play close attention to situations where the housing type says “Homeless” or ‘With Friends/Family” as there is a chance the duplicate could have been created when they are transitioning their housing.
- Look at other household members:
- If there is only one client in the household, it’s easy to match profiles one-to-one. If there are other household members, determine how many (if any) are a direct match.