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Online Provider Merge (OPM)
This article describes the Ohio SACWIS Provider Merge functionality and how duplicate Home Providers (Foster Care, Adoption or Kinship) can be combined into one record. The Merge Administrator can select which components of the provider record to keep as the most current and active information. All other information is retained in the history. The Merge Administrator security is only available to State staff. The Merge process is executed daily as an overnight batch process and takes 2-3 days to process. A notification e-mail is sent to the assigned workers for the recommending agency/agencies of the two provider records that are part of the merge request. This extended timeline allows agencies to communicate with each other in case there is concern regarding these two records being merged. The State Provider Team can then cancel the merge, if necessary. Important: Absolutely no changes can be made or work done in either Provider record once the merge has been submitted and until it is completed 2-3 days later. Otherwise, the merge will fail and must be re-submitted. Prior to Submitting a Merge Request It is critical to thoroughly review the provider records being merged to ensure that the provider type, provider status, and provider type status information are correct. If any of these areas are incorrect, please correct them prior to requesting the merge. All Person Merges should be completed prior to submitting for Online Provider Merge (public agencies) or requested as part of the Merge (private agencies). To complete the merge process, the Ohio SACWISProvider Team requires specific data from the county requesting the merge which can be found in the Provider Merge Spreadsheet. Please attach this with your request for a merge. Important: At least one Provider Type must open and Provider status Active on the retained Provider ID for a merge to be possible. If both Providers are Closed and/or neither have open, non-end-dated Provider Types, a merge cannot take place. Information Needed on the Provider Merge Request In your request, please highlight (or make apparent) which information should be 'Retained' if the information (such as name, DOB, address, etc.) differs from the duplicate provider ID. This will help the Provider Team determine what data is correct when choosing the information to retain. Provider IDs and Provider Names · The merge process will determine which provider ID to keep as the retained ID. This number will not always be the lowest number or the number that the current recommending agency is using. · In circumstances when two different agencies own the foster care and adoptive records for a provider, the provider team will keep the foster care number because it will have the current certification span. Applicant 1 and Applicant 2 · Applicants Full Names · Include Date of Birth (DOB)
Note: Due to State Law, we are unable to merge unmarried foster parents with an adoptive record as there can only be one adoptive parent as Applicant 1 on this home. Merging the two records would change the family members' roles and how the family shows in the system. Member Information · Current Member information including all Biological and Adopted children, as well as Adult Household members, so the provider team can confirm all members are still active after the merge is complete. Children placed in the home are not members of the home. Provider Type (FC, AC, Kinship) · Application date received for each provider type (Please indicate if current information in Ohio SACWISis NOT correct and needs to be updated after the merge is complete) · Current Certification and Approval span for each provider type (FC, AC) · Recommending Agency for each Provider Type Description of Home (DOH), if applicable · Date of most recent and current DOH (if your agency owns the home and the DOH does not match the most current address, please amend home study and DOH before submitting for Provider Merge) Description of Family (DOF), if applicable · Date of most recent DOF · If a DOF is chosen to remain as the active DOF, this will determine the Applicant 1 and Applicant 2 who will be retained for the record. · All other members associated with the chosen Applicant 1 and Applicant 2 will remain active when the record is merged.
Home Study, if applicable · Date of most recent Initial home study per provider type · Date of most recent Re-cert / update / amendment for each provider type Payee Information-if applicable · Payee Name · Payee Address · Effective date of Payee information If you need additional information or assistance, please contact the OFC Automated Systems Help Desk at This email address is being protected from spambots. You need JavaScript enabled to view it. .
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