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Known Issues & Current Status

Duplicate Participants in empowOR

  • Updated

 

Duplicate Participants Management in empowOR

Why Duplicates Occur

  • Multiple programs and departments within agencies create overlapping data entry points
  • Participants often visit agencies multiple times throughout the year
  • Annual program re-enrollment requirements create new entry opportunities
  • Name changes (marriage, divorce, etc.) can lead to multiple records
  • Multiple data entry methods:
    • Direct staff data entry
    • Batch imports from external databases/Excel files
    • Client Inquiry plugin self-registration
    • Administrator imports

Impact of Duplicates

  • Creates confusion among staff members accessing records
  • Affects accuracy of data in critical reports
  • Impacts funding allocation decisions by funders
  • Compromises program evaluation and planning accuracy
  • Can lead to incomplete participant history if records remain separate

Automatic Duplicate Detection System

Key Fields Checked

  • First Name
  • Last Name
  • Date of Birth
  • Last 4 digits of SSN

Detection Process Details

  • System only initiates checks when saving new entries
  • Uses sophisticated weighted combinations of matching fields
  • Not all fields must match to trigger a duplicate warning
  • Checks occur during both manual entry and imports

Handling Duplicates

Warning Message Options

1. Cancel:

  • Returns to data entry screen
  • Allows review and correction of entered information
  • Recommended for verification purposes

2. Open Existing Participant:

  • Displays complete record of potential duplicate
  • Allows verification of match
  • Enables use of existing record instead of creating new one
  • Prevents duplicate creation

3. Continue and Add:

  • Overrides warning
  • Creates new record despite potential duplicate
  • Use with caution and only when certain

Archiving Guidelines

Before Archiving:

  • Compare both records for completeness of demographic information
  • Review extent of enrollment and service information in each record
  • Verify correct household assignments
  • Check if participant needs to be moved to different household

Critical Considerations:

  • IMPORTANT: Archiving older records will delete all past enrollment, service, and outcome    information
  • Transfer all enrollments from record to be archived to kept record
  • Always prefer maintaining older records with extensive history

Client Inquiry Duplicate Management

System Behavior

  • Performs same duplicate checks as manual entry
  • Uses DOB and last 4 SSN against both first and last names
  • Shows modified warning message for existing households

Handling Options

1. Add to Existing Household:

  •  Imports all family members to current household
  • Maintains existing relationships
  • Preferred when household situation unchanged

2. Create New Household:

  • Establishes separate household record
  • Requires verification of actual living situation
  • Need to check status in older household
  • May require participant movement between households

Best Practices for Duplicate Management

  • Always default to using existing records over creating new one
  • Conduct thorough verification before archiving any records
  • Transfer all relevant information, enrollments, and history before archiving
  • Review and verify household assignments when duplicates are found
  • Document reasons for duplicate resolution decisions
  • Regularly review potential duplicates to maintain data integrity

Data Entry Tips

  • Always check for existing records before creating new ones
  • Enter complete information in all four key fields when possible
  • Verify information with participants to ensure accuracy
  • Use consistent naming conventions across the organization

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