About Provider Information

Ohio SACWIS is used for managing information about any providers used by agencies throughout the State. These include home providers licensed by ODJFS as well as non-ODJFS providers, who are not licensed through ODJFS. This area of the system is also used to manage information for each PCSA, PNA, and PCPA operating in the State.

Displaying Provider Information

As an Ohio SACWIS user, you view information about active providers from the universal search feature, accessed from the search link at the top of the screen. An active provider is one whose services are activated in the system (the default state for new providers). This provider search function displays view-only, basic provider information, including the provider's name, address, type, status, members, and caregivers. The system displays this same information when you are looking for a provider whose services match a client's needs.

If you are a provider worker, you conduct your queries and manage provider information from the Provider tab. This tab displays your workload, which contains the providers to whom you are assigned. The workload leads you to the details of particular provider records, while the tabs on this secondary row allow you to perform other provider management activities, in accordance with your access rights. These activities include using the provider directory, as well as maintaining recruitment plans and events, inquiries, training, contracts, and agency certifications.

See Find a provider, View provider details or Match a provider service with a client.

Adding provider information

The method for adding provider information varies according to the type of provider.

• Home providers (ODJFS providers) are added to the system by way of a provider inquiry. (See Record a provider inquiry.) You collect basic information about the potential provider on the inquiry record, based on what is provided on the application. Once the application is accepted, you complete the inquiry record, create a provider record, and begin collecting information for the home study. (See Record a home study.)
  
  The home study reflects the activities that are necessary to certify the provider. When the home study is complete and the provider is certified, the provider record is activated and included when the system runs a provider match. Subsequent updates to the provider record are made through the home study record. Such changes may include changes to the provider's name, level of care, ICPC information, location, new applicant, safety audit, marital status, occupancy, as well as a periodic safety audit, an annual review, and other updates.
  
  See Add an ODJFS provider.

• Kinship providers are also added to the system by way of the inquiry. However, an application and home study are not required. See Add a kinship provider.

• Other, non-ODJFS providers are added to the system by way of the provider directory. (See Record basic provider information.) Non-ODJFS providers include out-of-state home providers, health care providers, tutors, group homes, residential facilities, and so on. The system requires you to conduct a search before adding a new record. Once you've confirmed that the provider is not already in the system, you record the relevant details about the provider and services, including the name, provider type, primary address, mailing address, and a contact person.
  
  See Add a Non-ODJFS Provider.

Provider types

A single provider record may have multiple types, and each type has its own status. For example, you record one provider record for a hospital, then create provider type records for the pharmacy, medical clinic, counseling services, and so on. Each provider type record, in turn, has services associated with it. That is, you maintain only one provider record. When you conduct searches, you can look up a main agency and still obtain information about all the sub-agencies.

The system does not accept two records for the same provider. That is, a provider may not be certified by more than one agency.