One of the easiest ways to improve data quality in HMIS is to perform a thorough participant search before creating a new profile. Taking a few extra moments to search carefully can prevent duplicate participant records, reduce data cleanup efforts, and ensure participants receive coordinated services across providers.

Why It Matters - Creating a duplicate client profile can lead to: 

• Duplicate or fragmented client records 
• Missing or inconsistent service history 
• Inaccurate reporting 
• Delays in coordinating services across agencies 
• Additional time spent resolving duplicate profiles 

A comprehensive search helps ensure you're working with an existing record whenever possible. 

Search Best Practices

Before creating a new profile, try the following search techniques: 

Search Using Multiple Identifiers - Don't rely on a name alone. Whenever possible, search using: 

• Date of Birth (DOB) 
• Full or Partial Social Security Number (SSN) 
• HMIS Unique ID (if known) 
• Client ID from a referring agency (if applicable) 

Using multiple identifiers significantly improves the likelihood of locating an existing record. 

Try Different Name Variations  - Names are often entered differently over time. If your first search is unsuccessful, try: 

• Nicknames (e.g., Bob instead of Robert) 
• Legal name versus preferred name 
• Maiden or previous last names 
• Hyphenated and non-hyphenated last names 
• Alternate spellings (e.g., Steven/Stephen, Sara/Sarah) 

Search Partial Names - If you're unsure of the spelling: 

• Search using only the first few letters of the first or last name. 
• Search using only the last name combined with the participant's date of birth. 

Partial searches can help locate records with spelling errors or typographical mistakes. 

Verify Before Creating

Common Mistakes to Avoid

Found a Duplicate? Let Us Know!

Mind your data now, because a better search today prevents a duplicate tomorrow.