Duplicate Report Procedure
Purpose: This document is to help guide DPALs in identifying duplicate client profiles in Clarity and reporting them to the HMIS lead.
Log in to Clarity and use the keypad icon to go to the Reports icon, click to open the Report Library.
Use the dropdown for Data Quality Reports to view report DQXX-110 Duplicate Clients. Click Run.
Select the output format you want for the report and click Submit.
Click Open when the report is ready.
A potential duplicate Client List will display with the following information:
Unique ID Name SSN DOB Added Date Staff Agency Name
Carefully review the Name, SSN and DOB to determine if it is a duplicate ID. If there are ANY discrepancies between Name, SSN or DOB, further investigation is warranted (watch for twins in particular if names are different but DOB is the same). The Agency will need to identify which ID is the Primary one that should be retained, and which ID needs to be merged into the Primary ID. Be absolutely certain which ID you want retained; once the Merging process is done it CANNOT BE UNDONE.
Send the list of IDs ONLY with the primary ID annotated to your HMIS Lead agency by submitting a ticket to the Help Desk.
Please note: the Help Desk cannot accept encrypted emails, and any tickets received with PII will be deleted to protect client confidentiality.