Managing Duplicate Participants using the Potential Duplicates Filter

Occasionally, duplicate participant records may be created in the EnrollNow Registry. Duplicate records can create data integrity concerns, make study management more difficult, and affect workflows that rely on accurate participant information.

A participant may appear as a potential duplicate when there is:

• An identical Global ID across multiple participant records
• An identical First Name, Last Name, and Birthdate across multiple participant records

Why Duplicate Management Is Important

Reviewing and resolving duplicate participant records helps your team:

• Maintain accurate participant data
• Prevent conflicting or incomplete participant histories
• Track participant activity consistently across studies
• Reduce confusion when assigning participants to studies or updating participant information
• Support reliable reporting and study management workflows

Reviewing Potential Duplicate Participants

To review possible duplicate records:

1. Navigate to the Registry.
2. Select Potential Duplicates icon in the upper-right corner.
3. Review the listed participant records.
4. Compare key information, such as:
   • Global ID
   • First name
   • Last name
   • Birthdate
   • Contact information
   • Study enrollment
   • Participant history

Before making any changes, confirm that the records belong to the same participant.

Merging Duplicate Participant Records

When duplicate participant records are identified, your team should manually review and consolidate the information into the participant record that should remain active.

Step 1: Identify the Primary Profile

• Determine which participant record should be retained as the official profile. This will be the record that remains active in the Registry.

• When choosing the primary profile, consider which record contains the most complete or most current information.

Step 2: Review the Duplicate Profile

• Open the duplicate participant profile and carefully review all participant information.

• Check for important details that may need to be preserved, including demographic information, contact details, study enrollment information, IDs, notes, or other relevant fields.

Step 3: Manually Transfer Information

• Copy any information that should be retained from the duplicate profile into the primary profile.

• Review each field carefully to ensure the primary profile contains the most accurate and complete participant information before removing the duplicate record.

Step 4: Verify the Primary Profile

Before deleting the duplicate profile, confirm that:

• All necessary information has been transferred
• The correct participant profile has been selected as the primary profile
• No important participant details remain only on the duplicate record
• The participant’s study information and identifying details are accurate

Step 5: Remove the Duplicate Profile

• After confirming that all needed information has been transferred and verified, delete the duplicate or unwanted participant record from the Registry.

Summary

The Potential Duplicates tool helps teams identify participant records that may represent the same person. Reviewing and resolving duplicate records supports accurate participant tracking, improves data quality, and helps maintain reliable study workflows.

Always confirm duplicate records carefully, transfer any required information to the primary profile, and verify the data before deleting a participant record.