Create or Update the Inquiry Record

Process: Record a provider inquiry

An inquiry record is maintained for an inquiry an applicant makes to your agency about providing home care. Inquiries are recorded for kinship as well as other home providers. An inquiry record is also created for kinship providers.

You can make updates to an inquiry made to your own agency until the application is completed and the inquiry decision is recorded. After the inquiry decision, the inquiry record is frozen.

Ohio SACWIS manages provider inquiries statewide. Therefore, you should make sure an inquiry does not already exist before you create a new one.

Initiate an inquiry record as follows:  

  1. From the Home screen, click the Provider tab.

  2. Click the Inquiry tab. The system defaults to the Inquiry Search tab; the Inquiry Search Criteria screen appears. The system requires you to make sure an inquiry from this individual has not already been received and connected to a provider record.

  3. Enter the search criteria, usually the inquirer's first and last names. You must include the agency as part of your criteria.

  4. Click Search. The inquiries that match your criteria appear in the Inquiry Search Results table.

  5. Click the Edit link for the inquiry you want to update. Or click Add Inquiry to create a new inquiry record, including a new inquiry from an existing provider. The Member tab appears. You are now on the inquiry record.

  6. Complete the Member tab. You must complete at least these fields:

    Inquiry Received By
    Inquiry Type
    Inquiry Date

    Make sure the Inquiry Date is changed from the default date to match the actual date of the inquiry.

  7. The system creates a new home provider record when the inquiry is complete, except when you select one of these in the  Inquiry Type field:

    Adoption-Out of State
    Foster-Out of State
    Kinship-Out of State
    Other

  8. For a new inquiry, click Add Member. The system takes you out of the inquiry record and into the Person Search function.

  9. Enter the inquirer's name and click Search. The system looks for names that are similar to the one you entered and displays the names in the Search Results table.  (Even when a provider record has been closed, the person profiles remain in the Ohio SACWIS database.)

  10. Click the Select link if the inquirer is already in the system. The system returns you to the inquiry record. The person you selected appears in the Member List area.

    Or, click Add Person to create a new person profile if the inquirer is not in the system. The system takes you to the person profile record. Enter the inquirer's name and click Save. The system returns you to inquiry record. The person you selected appears in the Member List table.

  1. In the Role column on the Member tab, select Inquirer 1 for the primary inquirer.

  2. Click Apply.

  3. Click Next Task below to continue.