Duplicate Check prevents you from adding a Participant who is already enrolled in your program by matching the new enrollment against existing Participants based on the criteria you set. Set Duplicate Check Settings allows you to define your own criteria for this check if you do not want to use the default settings. This feature links to the Duplicated Participants, Batch Upload, Add New Participant, and Add New Family features.
To Edit Duplicate Check Settings:
On the Navigation Bar, click Site Administration.
Select Manage Demographics.
Just above the Standard Demographics, click the blue Set Duplicate Check Settings link (pictured below).
Check the box to the left of each Standard Demographic you would like to use for duplicate check.
A drop-down menu will appear next to your selections. For each one, choose if the match should be "like" or "exact match."
Click Submit to save your changes.
Click Back to Manage Demographics to return to the previous screen. This is above the demographic list.
Depending on how you configure your duplicate check settings, you could potentially generate different lists of duplicated Participants. Note: If no demographic is set for duplicate check, then the default of First Name, Last Name and SSN (optional) fields will be used.
Our recommended best practice is to set a duplicate match on at least two items with at least half of the chosen items set to 'exact match' as opposed to a 'like' match. It's also a good idea to have at least one unique demographic set as 'exact match', such as the participant's email or case number.
The screenshot below demonstrates an example of duplicate check settings that follow our best practices:
Three demographics are set for duplicate check (at least two is recommended).
Three demographics must be an exact match to be flagged as a duplicate (at least half of the items chosen is recommended).
One of the chosen demographics is unique to each participant (no two participants will have the same case number).