What this means for your practice
Agree an authorised linking method and document uncertain matches. Do not infer identity from weak similarities simply to improve report completeness.
An example to discuss with your team
Create two similar fictional records with different identifiers.
Questions to take to your supplier
Use two fictional records with similar details but different references. The supplier should demonstrate the approved matching method and a review route for uncertain links. An incomplete report is more honest than a complete-looking one built on guessed identities.
Agree the working process
Agree which references can legitimately connect records across the sources and document their meaning. A source may identify a person, an enquiry or an appointment, and those are not interchangeable links. The responsible data owners should define the permitted matching process and the evidence needed for an uncertain case. Ask the supplier to demonstrate similar-looking fictional records that should remain separate, as well as records known to belong together. Keep unmatched cases visible in the report rather than filling gaps through weak assumptions.
Decide how corrections are made when a link was wrong and how affected reporting is reviewed. Staff need to understand whether a missing outcome means no outcome occurred or simply that the records could not be connected. That distinction can materially change a marketing or workload discussion. Review the quality of linking alongside the headline figures. A high matching percentage is useful only when the links are defensible and the remaining uncertainty is honestly represented.
How to check the result
Track unmatched and incorrectly linked reporting records.
Turn reading into a next step
Your action checklist
Work through these checks with your team or supplier. Tick the ones you have resolved and leave unknowns open.
Record what you know, what is still missing and the answer you need from your team or supplier.
Use project decisions only, without personal, patient or confidential details. Entries stay in this page and are not submitted to Kay & Co. Copy or download before leaving; this page does not save your notes.
Further reading
These sources provide background for the topic. The practice examples and checklist are illustrative planning suggestions from Kay & Co.
Related guides
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