ID Numbers

Ohio SACWIS manages primary entities like intakes, cases, person profiles, and provider records according to an identification (ID) number. The system associates various records with each other by these ID numbers. For example, participants and case members are associated with intakes and cases by their Person IDs. And intakes and cases are associated with each other by their IDs.

The system assigns ID numbers as follows:

• An Intake ID is assigned when you first click Save or Apply on the Basic Information screen. To save the record, you must enter at least the date and time received and the intake method. The system defaults to the current date, time, and phone for the intake method, but this can be changed by the worker.

• A Person ID is assigned when you first click Save or Apply on the Person Information or Participant Details screen. To save the record, you must enter at least the person's first and last names, click the Unknown check box for an intake participant, or click the Create New Person button.

• A new Person ID is assigned to an adopted child when a supervisor approves the request to secure the child's record.

• A Case ID is assigned when you first click Save on the Create Case screen, which appears when you link the new case to an intake record. To save the case, you must select at least one participant and identify a case reference person (CRP).

• A Provider ID is assigned to a non-ODJFS provider when you first click Save or Apply on the Basic Provider Information screen. To save the Provider Record, you must enter at least the provider's first and last names, the provider type, the provider's address, and contact information. (Note: This content will no longer apply on a future SACWIS build.)

• A Provider Inquiry ID is assigned when you first click Save or Apply on the Members tab of the inquiry record. To save the Inquiry record, you must enter at least one provider member, the worker who received the inquiry, the inquiry type, and the inquiry date.

• A Provider ID is assigned to a Home provider when the application is received and a new provider is created. To indicate this, select Screen In - Application Received in the Decision field, and then click Save on the Decision screen of the Inquiry record.  The user then accesses the Completed Inquiries tab.  The user will then select Link and either link the inquiry to an existing Provider Record or create a new one.

• An employee ID is assigned to an employee in SACWIS when a user selects Create a New Employee from the Maintain Staff screen, a Person ID is linked to the employee record, a hire date is entered, and the record is saved.