Description
In some cases, duplicate client records may be created in the Smart Referral Network (SRN). This can occur when a client is entered more than once with slightly different information, such as a different phone number or a variation in how their name is spelled.
Who Can Handle Duplicate Records?
Root users can address duplicate client records by deactivating the duplicate record.
How SRN Identifies Unique Clients
SRN allows multiple client records with the same:
- First Name
- Last Name
- Date of Birth
as long as the phone number is different.
The combination of:
- First Name
- Last Name
- Date of Birth
- Phone Number
is used to determine whether a client record is unique.
Example
|
First Name |
Last Name |
Date of Birth |
Phone Number |
|---|---|---|---|
|
John |
Smith |
01/01/1980 |
555-111-1111 |
|
John |
Smith |
01/01/1980 |
555-222-2222 |
Because the phone numbers differ, SRN considers these unique records.
Duplicate Client Records
Common Scenario
A duplicate record may occur when:
- A client is entered more than once.
- A client's name is spelled differently across records.
- Staff are unaware that the client already exists in SRN.
Example
The following records may actually represent the same person:
- Maria Rodriguez
- Maria Rodriquez
Even if the records belong to the same individual, SRN currently treats them as separate client records.
Merging Duplicate Clients
Can duplicate client records be merged?
No. A duplicate client merge feature has not yet been released. This functionality is planned for a future Phase 2 enhancement.
Current Process for Handling Duplicates
Until merge functionality becomes available, duplicate records should be handled by an SRN Admin deactivating the duplicate client record via revoking consent.
Recommended Steps
- Identify which client record should remain active.
- Determine which record is the duplicate.
- Deactivate the duplicate client record.