State-Specific Guidance›Ohio ID Management

Ohio ID Management

Overview

In Ohio, there are several different IDs that may be necessary in addition to or in place of the Medicaid ID.

Newborn ID

A newborn ID is assigned when the client is a newborn and awaiting a further ID.

PIMS ID

The PASSPORT Information Management System (PIMS) is a centralized data collection and decision support tool created by ODA for PASSPORT. PIMS collects data on preadmission review, assessment activity, service plans for consumers developed with the assistance of PAA case managers, and individual claims records submitted by service providers. Service providers are paid directly by the PAAs based on whether the service provided has been authorized by the case manager and actually delivered. Conversion to the new system was completed in September 2004.

The PIMS ID is used when someone is on state-funded PASSPORT services and is assigned by the Ohio Department of Aging. The newborn indicator serves a similar purpose but is used when a newborn is receiving services before a Medicaid ID is assigned, and is not related to the PIMS ID. (A newborn will not have a PIMS ID.)

When each ID is required

In general, Medicaid IDs are required unless:

  • The client is a newborn and identified as such, or
  • The individual is being provided services through ODA and a PIMS ID has been provided.

Management of IDs in Ankota

Enter the Medicaid ID if one is available. If using a PIMS ID instead, enter the PIMS ID in the Client Payer ID field. An internal-only company tracking ID may also be entered in the Client ID field if desired or necessary.

The Client Detail page displays personal information for Sharon Client with primary phone 505-453-6033, including fields for Client ID (12345), name components (First Name: Sharon, Last Name: Client), date of birth (01/01/1979), and status (Active as of 06/18/2020). The page contains multiple tabs including Information, Client ID, Care Plans, Assigned Caregiver, Calendar, Authorize Units, and Programs, with a red-bordered section highlighting required Client ID and Client Payer ID fields.

Alternately, if only the newborn ID is available, enter the newborn client payer ID on the client's main Personal page, then go to the Client Details tab and check the Newborn indicator. Click Save Client Details.

The Client Detail page for Sharon shows the Patient Details section with fields for Primary Diagnosis and a Newborn Indicator dropdown menu currently set to "Yes", along with a "Save Client Details" button.

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