CAREWare has several features that match client records, either records being added, records being imported, and existing client records. This matching process is meant to prevent duplication and ensure client level data is added to the correct client. Client matching occurs when adding clients to a provider, editing a clients demographics information, importing clients, and merging clients. In each of the processes the primary matching fields used are the URN fields; first name, last name, DOB, and gender. The URN is created using the client's first and third letter of their first name, first and third letter of their last name, their DOB, their gender, and a suffix, which is U by default. The weight that each of these fields has on the score when determining if clients are similar to each other depends on the configuration in Client Matching Setup.

 

To access the Client Match Scoring Setup, follow these instructions:

 

1. Click Administrative Options.

2. Click Provider Data Import and Export Features.

3. Click Client Match Scoring.

 

 

The default settings have a client match threshold of 70%, which means that clients have to be at least 70% similar in their URN to be considered a match. The client match threshold can be adjusted to include more clients as potential matches, by lowering the threshold, or to reduce the number of potential matches shortening lists for manual matching by increasing the threshold.

 

Each subsequent deduction can be used to tailor potential matches based on typical issues that arise for a provider. If a provider is getting data from multiple clinics, where clients are known to provide several different nicknames or use several different last names, that provider may want to reduce the weight of the first and last names and focus more on DOB. If a provider is getting data from hospitals and labs that lack a full spectrum of gender options, they may want to keep gender excluded from the scoring process with a weight of zero as it is set in the default settings to prevent clients from being considered a different client simply because the reported gender is different.

 

Deductions in the scoring process:

 

First Letter Deduction – The default setting is 20, so if the first letter of the client's name is different and that is the only difference the client is an 80% match to the other client.

 

Overall Deduction – The default setting is 5, so if the only difference in a client record is their first name, the client appears as a 95% match to an existing client.

 

Per Year Deduction – The default setting is 2, so clients that have a different DOB are 2% different per year of the difference in their DOB. Example: A client is added to CAREWare with a DOB of 1960. The client already exists in CAREWare in a different provider with a DOB of 1965. That would calculate to reduce the score for the client by 10%.

 

Month Deduction – The default setting is 18, so if a client has a different month and that is the only difference, the client appears as an 82% match to the other client.

 

Day Deduction – The default setting is 16, so if a client has a different day selected for their DOB, and that is the only difference, the client appears as an 84% match to an existing client.

 

Year Deduction – The default setting is 18, so if a client has a different year, and that is the only difference, the client appears as an 82% match minus 2% for each year of the difference. Example: The clients mentioned earlier with the year 1960 and 1965, would appear as a 90% match, however the 18% is added to that, making the clients a 68% match, which means they no longer meet the threshold as a potential match.