FACTS ASO Authorization Search
The Families and Children Tracking System (FACTS) has created a website that permits providers, staff, and APS Healthcare to view the processing status of ASO Authorizations in FACTS.
The FACTS ASO Authorization Search website can be accessed by the following URL: https://www.wvfacts.org/aso.
Who can access the FACTS ASO Authorization Search?
- Providers
- Field Staff
- Management Staff
- Financial Unit
- Administration Staff
- APS Healthcare
What are the Benefits of the FACTS ASO Authorization Search?
- 24 hour access to FACTS ASO Authorization processing status
- Reduces the number of calls to the Financial Unit and Field Staff for information
- Facilitates timely communication between DHHR and Providers regarding ASO Authorization status in the FACTS application
- Provides clear direction regarding the steps to correct FACTS exceptions to the ASO Authorization received from APS Healthcare
Why is the FACTS processing status of the ASO Authorization important?
- FACTS must be able to match the ASO Authorization received from APS Healthcare to a case, client, provider and service in FACTS before a payment can be made for the ASO Service.
- Only processed ASO Authorizations can be paid.
- ASO Authorization exceptions can delay payment for the ASO Service until the exception reason has been resolved.
What is important about the ASO Referral for Socially Necessary Services report?
Before a provider can be paid through FACTS for Socially Necessary Services, the provider must receive a referral from the worker (Referral for Socially Necessary Services report). This referral is system generated from FACTS based on information that the worker has documented on the client service log in the case/referral record. The Referral for Socially Necessary Services contains identifying FACTS Client ID, FACTS Case/Referral ID, FACTS Provider, and Service Referral information that is critical to processing the ASO Authorizations in FACTS.
Note: THIS REFERRAL IS NOT AN AUTHORIZATION FOR THESE SERVICES NOR IS IT A GUARANTEE OF PAYMENT. An Authorization for services must be obtained from APS Health Care. In order to secure the authorization, the provider must submit all required information to APS Health Care for their review and approval.
What is important to remember when requesting an ASO Authorization?
In order for FACTS to connect the ASO Authorization received from APS Healthcare to an existing client in FACTS, it is important that the FACTS Client ID, FACTS Referral/Case ID, FACTS Provider ID and Service be entered accurately on the APS CareConnection® Web Application. The FACTS Client ID, FACTS Referral/Case ID and FACTS Provider ID fields on the APS website are 10 digit fields. Please enter the FACTS identification numbers exactly as they appear on the ‘Referral for Socially Necessary Services’ form into the corresponding data fields on the web application.
Note: Always add the appropriate number of leading zeros to maximize the data field.
Example 1:
- If the Client ID on the ‘ Referral for Socially Necessary Services’ form = 20XX, the correct way to enter this into the BCF_FACTS_Client_ID field on the APS website is 00000020XX.
Example 2:
- If the Case ID on the ‘Referral for Socially Necessary Services’ form = 200000XX, the correct way to enter in the BCF_FACTS_Case_ID field on the APS website is 00200000XX.
Example 3:
- If the Provider ID on the ‘Referral for Socially Necessary Services’ form = 300000XX, the correct way to enter in the BCF_FACTS_Provider_ ID field on the APS website is 00300000XX.
If the Client ID, Referral/Case Id and/or Provider ID are entered incorrectly on the APS Healthcare website, the provider (or the individual who entered the provider’s request for ASO Service Authorization) must correct the data entered on the APS CareConnection® website at https://careconnectionwv.apshealthcare.com. If the correction is for the Client ID or Provider ID, this can be done via the ‘Copy for Correction’ functionality on the APS website. Please refer to the Web Application User's Manual on the APS web site for details. If the correction is for the Referral/Case ID, the provider must work with APS Healthcare to make the correction.
If the provider does not have a Referral for Socially Necessary Services form or if the information on the Referral matches the information entered on the APS website for this service, the provider should contact the referring DHHR worker.
What is the FACTS ASO Authorization Connection Process?
After a service has been authorized, APS Healthcare sends the Authorization information to FACTS. FACTS processes the Authorization file to verify that the information being sent by APS Healthcare is of the expected type/format specified for the interface and that the identifying Client Id, Referral/Case Id, Provider Id exist in FACTS.
If the information passes the validation tests, the procedure then attempts to match the Authorized Service information from the ASO to a service documented on the client's service log in FACTS.
In order to connect, the Client Id, Referral/Case Id, Provider Id, and Service in FACTS must match the information on the file. In addition, the Authorization Start Date/End Date range must be less than or equal to the Estimated Begin Date/End Date range documented by the worker. When the Authorization links to an existing service documented in FACTS, it forms a payment link. Once this occurs, payment can be processed for the authorized service.
Why is it important to resolve FACTS ASO Exceptions?
If any of the required combinations do not match, the ASO Authorization connection in FACTS will not be made and an exception occurs. Outstanding ASO Authorizations exceptions cannot be paid through FACTS. Depending upon the type and number of exceptions, the same Authorization may populate to the ASO Exception Report multiple times due to the number of different errors. For example, invalid Client Id will give the following exceptions: ‘ No Matching Client ID’ and ‘No Matching Service Found for Client, Provider, Service and Date Combination’.
The Exceptions will continue to appear on the daily ASO Exception Report until the exception condition is resolved.
How can ASO Payments be viewed?
FACTS PLUS is a secure web based application which permits registered providers to access information maintained in our records regarding the children served. The web address for FACTS PLUS is https://www.wvfacts.org/factsplusnet.
What are the Benefits of FACTS PLUS?
- 24 hour real time access to Payment, Placement and Service information.
- Capability to export information
- Greater payment accuracy
- Reduces the number of calls to the Financial Unit for information
- Facilitates timely communication between the Provider and Social Work Staff
- Multiple User Logon functionality which permits several staff from one Provider to access provider information in FACTS PLUS using their own Unique User ID and Password. This also permits multiple site Providers to specify the FACTS Provider Records that each staff person is authorized to view through FACTS PLUS.
- Links to useful web sites.
Who can apply for a FACTS PLUS web account?
FACTS PLUS web accounts are available to any provider who is currently providing services to West Virginia Clients through the FACTS System. Providers must be active in the FACTS System. These Providers include, but are not limited to, the following types of providers: Group Residential Facilities, Child Care Centers, Head Start Programs, Family Child Care Providers, In Home Family Child Care Providers, Adult Residential Providers, Foster Home Providers, Adoptive Providers, Private Specialized Foster Care Agencies, etc.
How much does it cost to have a FACTS PLUS web account?
FACTS PLUS is a free service that is provided to the providers who are providing services to West Virginia clients through the FACTS System.
How do I request a FACTS PLUS Account?
In order to become a registered FACTS PLUS Provider, each provider must do the following:
- Complete and Sign the FACTS PLUS Application. (Note: the FACTS PLUS Application is available on the FACTS PLUS logon page under ‘New Accounts’ https://www.wvfacts.org/factsplusnet.)
- Complete the Confidentiality Statement.
- If this is a request for a staff person to have access to an Agency/Center/Facility Account, both the staff person and the Agency Director must sign the FACTS PLUS Application.
In addition, a letter from the Agency/Center/Facility Director on agency letterhead authorizing the staff person to have a FACTS PLUS web account must also be submitted.
- Completed information should be mailed to: WVDHHR - FACTS 350 Capitol Street, Room 601 Charleston, WV 25301.
- Questions regarding your FACTS PLUS application should be sent via email to the FACTS Help Desk at factshelp@wvddhr.org.
