CAREWare uses the configuration in Client Matching Setup for adding clients, importing client data, and merging client records. Client Matching Setup also affects matching when the URN demographics fields are changed in a record, including first name, middle name, last name, date of birth (DOB), and sex at birth. Client matching is intended to prevent duplication of client records and ensure that imported client-level data is added to the correct record.

• Demographics Data Used for Client Scoring
• Methodology for Client Match Scoring in CAREWare
  • Client Match Threshold
  • Deductions for First, Middle, and Last Names
  • Deduction for Sex at Birth
  • Deductions for Date of Birth
  • Total Deduction for Client Scoring
• CAREWare Client Matching Scoring Worksheet
• How to Configure Client Matching Setup in CAREWare

Demographics Data Used for Client Scoring

CAREWare uses specific demographics fields when scoring clients as potential matches. Specifically, CAREWare uses:

• First name
• Middle Name
• Last Name
• Sex at Birth
• Date of Birth

The weight of each field is determined by the settings in the Client Matching Setup.

Methodology for Client Match Scoring in CAREWare

The Client Matching Scoring Setup provides CAREWare Administrators with several options to tailor client scoring to their specific programmatic requirements. CAREWare uses the default settings, and CAREWare Administrators can adjust the settings as needed to improve scoring results.

 

Client Match Threshold

CAREWare uses the Client Match Threshold to determine which clients are considered as potential matches and, therefore, shown in lists when adding clients, merging clients, and importing clients with the Manually Add option chosen in the Import Settings under Adding New Clients. Providers may opt to decrease the threshold (i.e., 60% versus 70%) to see a longer list of potential matches or increase the threshold (i.e., 85% versus 70%) to see a shorter list of potential matches.

Deductions for First, Middle, and Last Name

CAREWare calculates the deduction for name based on the settings, as well as an algorithm that determines the weight of differences between client names. The same methodology is used for first, middle, and last name.

Client A	Operator	Client B	Calculation
First Name is Blank	Or	First Name is Blank	Overall Deduction
First Letter of First Name	<>	First Letter of First Name	First Letter Deduction + Overall Deduction
First Name	<>	First Name	Overall Deduction

 

The same methodology is used for middle name and last name. Each condition is exclusive, meaning that only one calculation is used for the first, middle, and last name deductions.

Deduction for Sex at Birth

If Client A and Client B have different sex at birth values, CAREWare uses the Sex at Birth Overall Deduction.

Deductions for Date of Birth

The date of birth deduction considers month, day, and year independently.

Month and Day Deductions

• If Client A has a different DOB month than Client B, CAREWare uses the Month Deduction. If the DOB months are the same, CAREWare does not deduct for the DOB month.
• If Client A has a different DOB day than Client B, CAREWare uses the Day Deduction. If the DOB days are the same, CAREWare does not deduct for DOB day.

Year Deduction

For the DOB year deduction, CAREWare uses a Per Year Calculation that relies, in part, on the Per Year Deduction in the settings.

Per Year Calculation = Year Difference in Client DOBs x Per Year Deduction

• If Client A DOB Year is the same as Client B DOB Year, the deduction for DOB year is 0.
• If the Per Year Calculation is greater than the Max Year/DOB Year Deduction, CAREWare uses the Max Year/DOB Year Deduction.
• If the Per Year Calculation is less than or equal to the Max Year/DOB Year Deduction, CAREWare uses the Per Year Calculation.

Total Deduction for Client Scoring

CAREWare adds up the deductions for first name, middle name, last name, sex at birth, date of birth, and other demographic information to determine the final score of the potential match client.

Match Score = 100 – (First Name Deduction + Middle Name Deduction + Last Name Deduction + DOB Year Deduction + DOB Month Deduction + DOB Day Deduction)

CAREWare Client Matching Scoring Worksheet

The CAREWare Help Desk can provide a CAREWare Client Match Scoring Worksheet as a tool for CAREWare Administrators to see how each setting in the Client Matching Setup changes scoring, as well as the specific deductions being used for each section.

How to Configure Client Matching Setup in CAREWare 

Client Matching Setup is located in Central Administration. The settings cannot be accessed in provider domains. 

1. Click Administrative Options.

2. Click Data Import and Export Features.

3. Click Client Matching Setup.