What a potential match means

When a screening run flags someone on your roster, that is a potential match: a name comparison between your roster and an exclusion record succeeded. It is not a determination about the person. Screening results are potential matches requiring verification, and many of them turn out to be a different person with a similar name.

Why false positives are normal

Exclusion sources publish different identifying fields. Some include a date of birth or an NPI; many publish names only. When a source publishes only a name, a comparison can only be made on the name, and common names collide. We surface those collisions instead of filtering them automatically, because filtering candidates by software risks hiding a real exclusion. Clearing a false positive takes a minute, and the note you record becomes part of your audit documentation.

What you see when a match is flagged

Each potential match shows your roster entry and the source record side by side: the fields your roster provided and the fields the source published, with the exact source file version cited. The evidence is shown so the decision can be made and documented.

How a match is resolved

A person in your organization reviews the evidence and records the outcome with a note. The software never suppresses or auto-clears a candidate match. There is one closure the system records on its own: when the source itself withdraws the record or publishes a reinstatement date, the match closes as reinstated, and that closure is recorded like any other. If the source record's content changes later, the match reopens for a fresh review.

Resolving a match is your organization's decision. ExclusionSentry documents the evidence and the outcome; it does not advise on employment or program participation.

What the audit PDF captures

Every screening run produces an audit PDF listing each potential match found in that run, the evidence, and the resolutions recorded at the time the report was generated. A resolution recorded after a report was generated appears in the next run's report; issued reports are not rewritten. Each report cites the exact source file versions checked and records its own SHA-256.