In Ohio SACWIS, the details about a person are managed outside of the intake, case, or provider record in which the person is included. A person record is created and linked to other records. Information about employees is also captured in a person profile record.
The person overview screen provides some key details about a person recorded in their person profile. The person profile is accessed through the Profile link listed in the navigation bar on the left of the person overview screen. Once the person's basic information is recorded, the record must be saved before the system will allow you to record their address, and contact information. Once you save the person's basic information the system will take you back to the person overview screen where you will select from the links in the navigation bar to continue entering details.
The system allows you to record as little as a name to save a person record. The person record is where you record additional details about a person such as:
Address,
Contact Info., and Historical Details |
Medical History |
Education Details |
Once a person record has been added to the system, the person is available to be selected on other types of work items or records, for example, on a case plan. If a person is involved with Ohio SACWIS at multiple times for different reasons, the system is able to track that person's roles without duplicating person information.
You can view a person profile when you do a person search from the Search button in the header. You can also do a person search from other records on which you select or add a person, for example, when you add intake reporters, participants and/or case members.
You add a person within the context of a work item, for example, from a pending intake record, from an active case report, or an active provider record. The system always requires you to conduct a search before you add a person to the system, to help prevent the entry of duplicate person records. You can update a person profile only if you are assigned to the work item with which the person is associated, or if you have update rights to worker profiles.
The following table lists the profile types (which identify the person's relationship with Ohio SACWIS) and where the person of this type would be added.
Type of Person |
Examples |
Where to Add |
Intake participant or case member |
Client, child, family member |
Participants tab on the intake screen. See Record intake participant information. Members tab on the case information screen. See Review or add case members. |
Other involved person |
Attorney, guardian ad litem, CASA |
Associated Persons tab on the case information screen. See Record associated persons. |
Provider |
Foster parent, adoptive parent, household member, caregiver |
Inquirers tab on in the inquiry record. See Record the applicant's household members. Members tab on the provider information screen. See Record provider members. |
Employee |
Agency staff, including caseworkers, support staff, managers, directors |
Employee Search screen, launched from the Staff tab on the Administrative main tab, or from the Search header link. |
Depending from where in the system you are entering person search criteria; to view the person record from:
Intake Reporter tab > Person Search Criteria screen - click the Select link in the row next to the person's ID/name > from the Add Reporter screen - click on the Person ID link
Intake Participants tab > Search & Add Participant -
enter person information - click Search button - select the check box next to the person's ID/name - click the Add Selected to Intake button > from the Participants tab - click the Person Name link
enter person information - click Add Participant button > enter Participant Details - click Save > from the Participants tab - click the Person Name link
Case Information > Members tab > Person Search Criteria - click the Select link > from Members tab in the Active Members List or Inactive Member List table - click Person Name link
Case Information > Associated Persons tab > Person Search Criteria - click the Select link > enter Member details - click Save > from the Associated Persons tab - in the Active Associated Persons, and/or Inactive Associated Persons table - click the Person Name link
Provider Inquirers > Person Search Criteria - select the check box next to the person's ID/name - click Select button > in the Inquirer List or Specific Children of Interest tables - click Person Name link
Provider Information > Member > Person Search Criteria - click the Select link > enter Member Details - click Save > from the Members tab - in the Current Active Members table - select the Name / ID link
Employee Search Criteria - click the Add Employee button > Person Search Criteria - click Select link > from the Basic tab, Employee Information screen - select the employee's Name link
Employee Search Criteria - click the Edit link > from the Basic tab, Employee Information screen - select the employee's Name link