Learn how to use the NEICE case identifier numbers (IDs) to facilitate case management.
Several Identifier numbers (IDs) are assigned to a NEICE case when it is created. At the national level, NEICE creates a reference case ID when a case is transmitted to another states; this is called the NEICE Clearinghouse ID (NCH ID). The NEICE CMS/MCMS also generates a different NEICE ID which is used within a state to track a case. Workers processing cases across state lines will want to use the NCH ID as the reference number in communications with external states/jurisdictions.
NEICE creates two type of Case IDs:
- NEICE Clearinghouse IDs (NCH ID) are generated by the system and can be used when working with other states, no matter what system you or they are using.
- NEICE IDs are created in the CMS/MCMS and are used by case workers to manage a case within a state. NOTE: If the partner state happens to be on the CMS system with you, this number will be the same. However, if an MCMS state is working with a CMS state, the NEICE ID number will be different in the CMS state than in the MCMS state.
Best practice is to use the NCH ID when you are working with other states to minimize confusion.
IDs Assigned and Displayed in NEICE according to system in which they are created
- The NEICE ID
- For CMS states, the NEICE Case ID is assigned by the Cloud CMS. This ID is only assigned to cases for the CMS states and can only be viewed by CMS states. When the sending state is a CMS state, the NEICE ID is assigned by the Cloud on the initial transmission that includes the 100A. If the sending state is a MCMS or Clearinghouse state and the receiving state is a CMS state, the NEICE Case ID will be assigned by the Cloud CMS and displayed for the receiving CMS state when they receive the case.
- For MCMS states, the NEICE ID number is assigned to a case created in MCMS state’s local database from the list of cases created by that state using the MCMS. It is displayed only for that state. If the sending state is a MCMS and the NEICE Case ID has been assigned by the local database and receiving state is a CMS state, a NEICE ID is also assigned by the Cloud for the CMS receiving state, resulting in two different NEICE ID numbers for the same case.
- Although the NEICE ID is generated in the Cloud CMS for CMS cases and in the individual local database for MCMS states, they are both referred to as the NEICE ID. For both CMS and MCMS state the NEICE ID is displayed in the upper left corner of every tab. The NEICE ID number on the MCMS NEICE tabs is the one assigned by the local MCMS database and the one on the CMS state tabs is the one assigned by the Cloud CMS.
- In search results for CMS/MCMS, the NEICE ID is called Case Number.
- When a Clearinghouse state creates a case, an internal Case ID is determined by the state’s SACWIS/CCWIS function (not NEICE) and is only displayed for that state as determined by that state’s user interface.
- The NEICE Clearinghouse (NCH) ID is assigned by the NEICE Clearinghouse to all cases from all states regardless of the technology platforms used (CMS/MCMS OR Clearinghouse). It is assigned when the NEICE Clearinghouse receives the Request Transmittal along with the 100A-Initial. The NCH ID is the common link between sending and receiving states. The NCHID is created as follows:
- First two letters are randomly assigned
- Second two alphas are sending state
- Third two alphas are the receiving state
- First four numbers are the year
- Any numbers after that are the number of the case created within the year
Display of and Access to the NCH ID
- CMS and MCMS states can see the NCH ID by clicking on the on "i" next to the NEICE ID.
- Each Clearinghouse state determines where and how the NCHID is displayed in their User Interface (UI).
Use of Ids within and between states
- Internal communications within a state
- The NEICE Case ID would be most useful for CMS and MCMS states for internal communications. For example, the ICPC Central Office sending a message to the county agency.
- Clearinghouse states would most likely use the number assigned by their state’s SACWIS/CCWIS functionality.
- Interstate communications with an external state (or jurisdiction)
- When communicating with another state, all states should use the NCH ID, since it is the only common case identifier.
- The NCH ID is searchable by all states.