To avoid the same referrals from being imported each week, e.g., referrals from a third-party in the same mapped file, a check for duplicates will automatically run each time you import Intakes to Neos. The Check for duplicates option can be found in the Map and Validate section of the Import Intakes screen.
Neos will run a duplicate check to match names from your CSV with existing names in your firm's Neos database. Starting from the top down, Neos will check the following scenarios. If the criteria is not met/not matched, Neos will continue down to the next criteria check.
If a Name matches by SSN or FIN, return the matching name.
If a Name matches with Last Name and has SSN in SSN Ignore list, return matching name.
• SSN Ignore list contains ("111-11-1111","111111111","000-00-0000","000000000")
If a Name has First Name, match the name by First Name, Last Name, Phone Number.
If a Name has First Name, match the name by First Name, Last Name, Address Line 1.
If a Name has only Last Name, match the name by Last Name, Phone Number, Address Line 1.
If a Name has First Name, match the name by First Name, Last Name, Email Account.
If a name is found to be a match, the imported Intake should be linked to the existing name, unless the user selects the check box to create a new name on the duplicate check screen.
If no match is found, a new name record should be created and linked to the new imported Intake.