3. Correcting Data: What if I find a duplicate client?

In 2016 Wyoming HMIS users started creating client records that could be shared around the state. Up until that point, your client records were most often only available to your agency for data entry. Because of this, you may find a duplicate client when searching for a client record that you created.

What can you do if you find a duplicate client record?

You can choose to do one of two things:

1

Continue to use the client record that your agency created. As long as your data is accurate and you are consistently using the same client record, there is no harm done. But there are benefits to having fewer duplicate records in the system.

OR

2

You can contact the Helpdesk to request a merge of the two records. Before you contact us, please take care to confirm the client records are able to be merged!

There are three main components of Personally Identifying Information (PII) in a client record. For the Helpdesk to even consider merging records, at minimum, two out of the three have to be an exact match. The third component cannot blatantly contradict the other.  Here are the Universal Data Elements that make up PII for merge requests:

• Name (first and last)
• SSN 
• Date of Birth

Additionally, the Helpdesk will only merge records if they are shared records. If you do find client records that meet the requirements to be considered for a merge, please contact the Helpdesk to make your request.

If the records do not meet the requirements to be considered for a merge, but you believe they are the same person, we encourage you to reach out to the other agency that created the client record to resolve discrepancies prior to a merge. 

“When enrolling a client who already has a record in HMIS, verify that DOB, SSN, Race, and Ethnicity is complete and accurate — and correct it, if it is not.”