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Duplicate clients very often affect accurate and efficient case processing in the Eligibility Information System (EIS), Integrated Child Care Information System (ICCIS), and Case Management System (CMS). While EIS, ICCIS and CMS are identifiable systems, ICCIS and CMS are add on modules to
EIS and use the same client data. The Division of Health Care Services (DHCS) and Child Support Services Division (CSSD) can also become involved. DHCS uses the EIS client ID number to pay medical claims while CSSD uses the client ID to cross reference with cases in their system and to distribute child support collections appropriately. Duplicates can be created when caseworkers add clients to a case as well as when applications are initially registered in the system. Identifying duplicate clients and preventing their creation in the first place helps everyone.

Here are a few tips that can help avoid the creation of duplicate clients:

Use a Broad Client Inquiry Process

Using only a few letters of the client's last name for the inquiry increases the chance of finding pre-existing clients. Scan the alphabetical list of clients on the CLIS. If more details are needed about the client on the short list, select the client to see details on the CLPM screen (Client Profile/Maintenance screen). If the client you selected is not the right one, simply press the PF4 Key which takes you back to the CLIS or short list. Now you are ready to resume the search for a pre-existing client from the alphabetical list. The system remembers where you were and lets you go back to that point.

Check for Other Last Names

  1. Inquire on partial last name belonging to Mom
  2. Inquire on partial last name belonging to Dad
  3. If there could be two versions of the spelling for the last name, try inquiring on the common beginning letters of the last name. For example, inquire on 'Mill' when the last name is 'Miller' or 'Millar.'

Adding Newborns to Cases

One of the most common ways duplicates are created in EIS is the addition of a newborn to a case. It's common for the child to already exist in the system as an unborn in a Temporary Assistance case with Mom who applied for TA benefits for the last three months of her pregnancy. This TA case could be active, closed or denied. EIS still has the unborn child as a client in EIS with Mom's last name. Be sure to check carefully for a pre-existing unborn whenever adding a new baby to a case. Although the unborn should have Mom's last name, inquire using both Mom's last name and the Dad's last name if they are different. The unborn's expected date of birth should be close to the newborn's date of birth. If the unborn is found, this is the client who should be registered to the program or case under consideration.

Record Alias Information on the ALMA Screen

Record other names a client has used in EIS to help avoid duplicate creation. This is done using function #6 (Maintain Alias Information) on the CLPM. This should be used for last name changes as well first name differences and nicknames. Clients with hyphenated last names should have aliases set up for both parts of the name. For example, John Smith-Jones should have aliases of John Smith and John Jones entered in EIS.

Report Duplicate clients

If you create a duplicate or if you see a duplicate person in EIS, please report it to the Help Desk at Send us both client identity numbers, full names, dates of birth and social security numbers of the clients in EIS who are same person. Often the first clue that you've found a duplicate client occurs when you receive the 'SSN NOT UNIQUE' edit when trying to enter the client's social security number on the SSDO screen. You can find the other person using this number by inquiring by SSN using CLIN (Client Inquiry). Do NOT make any changes to the two clients yourself. Please let us make all changes. Provide as much information as you can in the e-mail message but do not make changes.

Our goal is to have as much program history available in one place in the system and to ensure timely and accurate processing of benefits and medical claims. Thanks for helping us reach that goal.

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