Duplicate Participants in empowOR

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