[DQXX-110] Duplicate Clients

Report Purpose & Summary

The Duplicate Clients report identifies client records that have matching Personal IDs. 

Running the Report

Who Can Run the Report

All users can run the report. There are restrictions on which information can be accessed based on the user's access rights.

The Admin version of the report can be run across agencies by System Administrators and others with the appropriate access roles.

Report Location

This report can be found in the following locations in the Report Library:

• Data Quality Reports  → [DQXX-110] Duplicate Clients
• Administrator Reports → [DQXX-110-AD]  Duplicate Clients

Parameters

Report Logic

This report identifies client records with identical Personal IDs. These are records that were either manually assigned matching Personal IDs using the LINK tool (coming in June 2024), or were automatically assigned matching Personal IDs through the following process: 

• When a client record is created, recovered, or updated, the system looks for records that "match" but have different Personal IDs.
• The system first looks at the following fields to determine if the records are an exact match:
  • Personal Identifying Information (PII) fields

• • • Name
    • SSN
    • DOB

    • Gender

    • Race and Ethnicity

    • Veteran Status

  • Data Quality (DQ) fields
    • Quality of Name
    • Quality of SSN
    • Quality of DOB

• The system will automatically update the Personal ID of the new/recovered/updated record to the Personal ID of the matching record. 

Report Details

The first column in the report has a "lock" icon as its header. A "Y" in the "lock" column indicates that the profile is private.

Records are grouped by Personal ID, with the primary record indicated by a bold font.

For each record, the report lists the PII and DQ fields used for establishing Personal ID matching, along with the following details:

• Unique ID

• Added Date

• Staff

• Agency Name

Updated:07/18/2024