Organization Resolution Overview

An organization resolution process (similar to the existing person resolution process) was implemented 11-12-07 in an effort to reduce the number of duplicate organizations and to meet federal requirements.

Background

In N-FOCUS, organizations document who is a contact, a service provider, an owner of a service approval, or another entity involved in a case. Workers should thoroughly research N-FOCUS organizations before adding a new organization or making updates to an existing organization.

Tax ID is the key

The organization resolution process is based on the Tax ID number.

In N-FOCUS, the Tax ID is either an EIN (47-xxxxxxx) or an SSN (xxx-xx-xxxx).

Comparing the tax IDs of organizations is key to identifying duplicates and managing the placement of clients and payment for services.

Organization resolution process

The organization resolution process begins for new organizations when the New button is pushed on the Search Organization, List Organization, Search Provider Matching or List Provider Matching windows.

The Organization Resolution dialog window displays and requires the user to enter information to continue.

The organization resolution process begins for existing organizations when the Tax ID is added or changed on the Detail Organization window.

Whether for new or updated organizations, N-FOCUS uses the organization resolution process to check for other organizations that use the same Tax ID.

When no Tax IDs match, the user flows to or continues to work in the Detail Organization window without interruption.

What happens when Tax IDs match?

When an entered Tax ID matches the Tax ID used by at least one other organization, the Organization Resolution List window displays. The user must review the organizations and decide whether to:

Use an existing organization.
Request a new organization that uses a duplicate Tax ID.
Request an update of the Tax ID for an existing organization.

If the user determines that there is a valid reason to create or update an organization with a duplicate Tax ID, the user contacts N-FOCUS Production Support with the request.

When duplicate Tax IDs exist, only N-FOCUS Production Support is allowed to create a new organization or update an existing organization that will use a duplicate Tax ID.

A duplicate Tax ID could be used in the following examples:

A child caring agency uses one Tax ID for all of its group homes.
A company uses one Tax ID for all of its branches or stores.

Organizations created or updated prior to the November 2007 release will go through organization resolution only if the Tax ID field is updated.