Presentation on theme: "WIC Income Webcast 2013 September 26, 2013 Presenters:"— Presentation transcript:
1 WIC Income Webcast 2013 September 26, 2013 Presenters: Linda Dingerson, BSN, Policy CoordinatorTerri Riemenschneider, MS, Eligibility PALWelcome to the Income Webcast, thank you for tuning in today. We will first go over the Eligibility policy areas, highlighting what is new and then go through the documentation steps in the MI-WIC system. We welcome your questions and hope that you will them to us throughout the webcast.9/26/2013- L. Dingerson & T. Riemenschneider
2 Intake Policies… And revised polices 2013 WIC Income WebcastIntake Policies… And revised policesLinda Dingerson,WIC Policy Coordinator9/26/2013- L. Dingerson & T. Riemenschneider
3 1.10 Voter Registration Acceptable Photo IDs: NEW! WIC Income Webcast1.10 Voter RegistrationNEW!Clients who request to register to vote must have photo IDIf no photo ID, must sign an affidavitAcceptable Photo IDs:Driver’s license/State/Federal IDCurrent U.S. passportCurrent student IDMilitary IDTribal ID cardAt each certification and recertification, ask the client/authorized person if they would like to register to vote. Also, ask whenever the client has an address change.9/13/12
4 1.10 Voter Registration NEW! WIC Income WebcastNEW!1.10 Voter RegistrationAffidavit of Voter not in Possession of Picture IDAvailable through E-formsArabic and Spanishtranslations availableon the MDCH/WIC website at:Attach affidavit to VRApplication and send toclerk9/13/12
5 2013 WIC Income Webcast1.10 Voter Registration“If you are not registered to vote where you live now, would you like to apply to register to vote here today?”Ask the client at each:Certification/recertificationWhen the client changes addressAt each certification and recertification, ask the client/authorized person if they would like to register to vote. Also, ask whenever the client has an address change.9/26/2013- L. Dingerson & T. Riemenschneider
6 2013 WIC Income Webcast1.10 Voter RegistrationGive “Declination” (top) portion of form for signature if response is:NoNo, registered at present addressUnder age 18Give Voter Registration application if response is:YesAddress change and client wants to registerAddress changes over the phone:Mail the Voter Registration application -OR-Direct the client to the SOS website at:The Voter Registration Application form has two sections. The top section is referred to as the Declination form.The bottom section is the application form.The declination form should be given to clients who do not wish to register to vote, who are already registered to vote and who are not eligible to register to vote (i.e. under 18 or not eligible to vote for some other reason)If a client calls on the phone to tell you that they have changed their address, you may send the voter registration application to her or refer her to the SOS website at:9/26/2013- L. Dingerson & T. Riemenschneider
7 Voter Registration posters are available for clinic use 2013 WIC Income WebcastVoter Registration posters are available for clinic useOrder on E-formsA voter registration poster is available for display in your clinics. You may order from e-forms.9/26/2013- L. Dingerson & T. Riemenschneider
8 2013 WIC Income Webcast1.03 ConfidentialityAny information about an applicant or client that individually identifies anApplicantClient, and/orFamily memberRestrict use and disclosure of information to:WIC employees who need to knowLet’s talk about confidentiality for awhile. We have had several calls at the State office related to confidentiality issues. Any information that might identify an individual that you are serving is confidential information. Information such as name, birthdates, address information, income, medical information, etc. is confidential.Do not disclose confidential information with other staff unless the individual needs to know the information. We will talk a little more about this in a bit.9/26/2013- L. Dingerson & T. Riemenschneider
9 Maintaining confidentiality 2013 WIC Income WebcastMaintaining confidentialityInsure PrivacySign in sheetsIncome determinationAnthropometric and laboratory proceduresPrint DocsRestrict Access to Client RecordDiminish screens or log offNotes and AlertsSaving/Printing ReportsWhen you are serving clients, think about what information is available to other clients in the clinic.Do your sign in sheets let other clients know who is in the clinic?Is sensitive information, like income, pregnancy status asked where other clients can hear it? Are clients/families served one at a time in lab areas?Take an extra second to make sure you have the right client when you hand over shopping lists, VOCs, shopping lists and other documents.When you are working in MI-WIC, be mindful of who can see the data. Diminish screens as needed when working from client to client; log off when leaving your desk. Sensitive information documented in Alerts does just that, alerts everyone to look at it. Don’t store reports on your desktop.9/26/2013- L. Dingerson & T. Riemenschneider
10 Sharing Client Information 2013 WIC Income WebcastSharing Client InformationMemoranda of Understanding (MOU)ImmunizationMDCH Lead ProgramMIHPHead StartDept. of Ed (CSFP)Release of InformationSharing Appointment ListsMOUWIC Client is also client of health centerWhen sharing client information with other programs or agencies, there are a few things to keep in mind. MDCH WIC has MOUs with several agencies/programs with whom you do business on a daily basis. You may share client information with these agencies without a specific client release of information. This may include sharing information about WIC clients who are eligible or being referred to MIHP or Immunizations, sharing anthro and hemoglobin data for children enrolled in Head Start, obtaining enrollment lists from local CSFP programs, etc.One of the questions that frequently arises is, “Can we share our appointments lists with other programs in the agency?” You may share appointment lists if WIC has an MOU with that agency or program or if the client is also a client of the health center in which you work.9/26/2013- L. Dingerson & T. Riemenschneider
11 2.01 Eligibility/Certification of Clients 2013 WIC Income Webcast2.01 Eligibility/Certification of ClientsOverview of certification policiesClients who meet income, residency and categorical eligibility are presumptively eligible.Use the Short Certification process if a proof is missingLet’s begin talking about intake policies surrounding the certification process. Throughout the next few slides, I will highlight information that we frequently get questions about or see ME citations for.You should short certify clients who do not bring their proof with them. When trying to maintain caseload, don’t turn clients away if there is a way to provide service that day.9/26/2013- L. Dingerson & T. Riemenschneider
12 2.02 Residency Proof of residency required at: 2013 WIC Income Webcast2.02 ResidencyProof of residency required at:EnrollmentEach certificationTransferShort certification if client did not bring proofNO Proof required for:HomelessMigrantTransfers who have a VOCSomeone who has recently moved into areaVictim of theft, loss or disasterThese clients sign an Attestation formLet’s talk about the various proofs required for certification.Proof of residency is required at the initial enrollment or transfer of a client and at each subsequent certification. Terri will discuss the different types of proof that are available.Also remember, there are some clients who do NOT need to bring proof with them. These include homeless individuals, military or migrant families, transfers who have a current VOC, someone who has recently moved to the area and victims of theft, loss or disaster9/26/2013- L. Dingerson & T. Riemenschneider
13 Personal recognition by staff allowed once proof has been established 2013 WIC Income Webcast2.03 IdentityProof required:For NEW clients only, at initial certification or transferFor authorized person/proxy, at benefit pickup, each certification and transferNO Proof required for:HomelessMigrantVictim of theft, loss or disasterThese clients sign an Attestation formProof of identity is required for each client at initial certification and transfer. For each authorized person, proof is required at those time and also when they are in the clinic for benefit pickup.Again, if identity proof was not brought in, the client may be short-certified for 60 days.Remember that homeless individuals, migrants and victims of theft or loss are not required to bring proof with them.Once a client’s identity has been established, personal recognition by staff is allowed.Personal recognition by staff allowed once proof has been established9/26/2013- L. Dingerson & T. Riemenschneider
15 2.04 Income Policy Revision –reflects new guidance from USDA Current incomePrevious 30 days unless..Current income has changed such as laid off/ unemploymentThen project next 30 daysSource of incomeRecent paycheck or stubCan be electronic or by phoneW-2 and current 1040 tax form filed“Per Cap”-payment include as income
16 2.04 Income Policy Revision –reflects new guidance from USDA IEVAL & CEVALNo income determinationReview Family info screen and verify current informationIf new address, complete voter registration/declinationIf other family members are certified today and over income, then terminate all family members unless adjunctively eligible
17 2.04 Income Policy Revision –reflects new guidance from USDA Migrant familiesDetermine income once every 12 months, even if not currently certifiedUse VOC information to determine last income date
18 2.04 Income Policy Revision –reflects new guidance from USDA Verification of incomePublic assistance (FAP/SNAP, FIP, Medicaid)Verbal declaration of other income after verification of current eligibilityVERIFY one adjunct programVerify Medicaid using MI-WIC adjunct eligibility verification(BEST-Infant or PG-makes whole family adjunctively eligible)Verify FIP/FAP using phone or online verification systemUnemployment benefit-use notice or myaccount.chase.com or
19 2.06 Adjunct Income Eligibility 2013 WIC Income Webcast2.06 Adjunct Income EligibilityClient receives:FIP (Cash Assistance)Medicaid/Healthy Kid’s Program/ Plan FirstMOMSMember of a family that:Receives SNAP (Food Stamps)Receives FIPContains Pregnant Woman or Infant receiving MedicaidClient is enrolled in one of these programs that has determined their income to be less than 185% poverty levelChildren’s Special Health Care ServicesFamily PlanningMIChildOther State or Federally funded programs that have determined income eligibility(free or reduced lunch)I wanted to talk with you about Adjunct income eligibility before income this morning. If a client is adjunctively eligible for WIC services, only a verbal declaration of income is required. Since around 85% of WIC clients have Medicaid, they are adjunctively eligible and you will not have to calculate income. This is a big time savings for intake staff.Talk about each bullet.9/26/2013- L. Dingerson & T. Riemenschneider
20 What if client is adjunctively eligible? 2013 WIC Income WebcastWhat if client is adjunctively eligible?FAST LANEVerbal statement of income allowedNo other “proofs” are required90As I said, if a client is adjunctively eligible for WIC, they can verbally tell you what their income is. NO other proofs are required.9/26/2013- L. Dingerson & T. Riemenschneider
21 How many people in the household does this income support? 2013 WIC Income Webcast2.08 Family SizeIncome eligibility based on Total Family SizeInclude:Unborn child(ren)Adopted child(ren)Special ConsiderationsResident of Institution or group homeFamily living in homeless shelter, group residenceFoster child – Family of oneLet’s talk about family size then we will talk about Income policies.A family is the number of people supported by one household income.Any unborn children should be included in family size if the family includes a pregnant woman. Also adopted children count toward family size.For family members who are living in an institution or group home, if the family pays support for the member, the person should be included in the family size. If support is paid by the State or another entity, do NOT include in family size.A family living in a shelter or other group residence. Are considered a separate family from the other residents.Foster children are always a family size of one.9/26/2013- L. Dingerson & T. Riemenschneider
22 WIC Income Webcast2.04 Income DeterminationUse current income guidelines (May 17, 2013) for clients paid only weekly, biweekly, semi-monthly or monthlyIf reported income is in multiple, varying intervals, use annual income guidelineI will go over the basics of Income policy and Terri will provide specifics for you.When calculating income, use the current guidelines (dated May 17 of this year). If the client has one source of income, use the interval amount listed in the guidelines.If the client has more than one source of income and they have varying intervals, use the Annual amount in the guidelines.9/13/12
23 2013 WIC Income Webcast2.04 Income DeterminationBased on client/applicant’s family size and incomeIf client has proof but did not bring to appointmentShort Certification(30 days)Income determination is based on the client’s family size and their income.If the client has income but did not bring proof to the clinic, short certify them. The short certification period for no proof of income is 30 days. You may issue one month’s benefits and the client must bring proof of income back to continue WIC services.9/26/2013- L. Dingerson & T. Riemenschneider
24 2.04 Income Determination Self Declaration 2013 WIC Income Webcast2.04 Income Determination Self DeclarationSelf-declaration (verbal statement) is allowed for:Clients who are adjunctively eligibleHomeless clientsMigrant workersFamily works for cashAttestation form signature requiredif not adjunctively eligibleNO proof of income is required in these casesWe’ll talk about clients who declare no income next…9/26/2013- L. Dingerson & T. Riemenschneider
25 2.04 Income Determination Variations WIC Income Webcast2.04 Income Determination VariationsTransfers with current certification – no income determination until next certificationMigrants – once every 12 monthsIf VOC is expired but shows income determination in last 12 months, don’t assess incomeClients who report NO incomeAsk questions that pop-up when $0 is entered in grid row and SavedClient signs Client Agreement – NO attestation form requiredLet’s talk for a minute about variations in income determination.For transfer clients who present a VOC or other proof of current certification, no income determination is required until they have their next certification appointment.Families of Migrant workers only need income determined once every 12 months.In rare instances, clients have no income. If a client reports that she does not have any income, probe further using the questions that pop-up when zero dollars is entered on the Income grid row and saved. If someone else is supporting the client, use that income. If the client truly has no income, the Client agreement serves as the attestation that the information given by the client is true.9/13/12
26 2.04 Income Determination 2.04A Military Pay 2013 WIC Income Webcast2.04 Income Determination 2.04A Military PayWhat DOES count:Base payBasic Allowance for Subsistence (BAS)Foreign Language Pay (FLPP)Family Separation Allowance (FSA)Jump Pay, Dive Pay, Sea Pay, Flight PayContinental United States Cost of Living Allowance (CONUS COLA)May Income Average:Clothing Maintenance Allowance (CMA)Bonus Pay (Bonus)Special PayWhat DOES NOT count:Basic Allowance for Housing (BAH or BAQ)Family Separation Housing (FSH)Family Subsistence Supplemental Allowance (FSSA)Overseas Housing Allowance (OHA)•Overseas Continental United States Cost of Living Allowance (OCONUS COLA or COLA)Combat Duty or Combat Zone PayWhen considering military pay, there are income sources that do and do not apply for WIC eligibility. (Go over the list)Any special pay such as jump pay, dive pay, etc. that is as a result of combat duty or combat zone do NOT count as income.Please refer to this policy when determining what counts for military pay. The policy also directs you to a website for more information.9/26/2013- L. Dingerson & T. Riemenschneider
27 2.21 Mid-Cert Income Determination 2013 WIC Income Webcast2.21 Mid-Cert Income DeterminationIF you learn that the client’s income has changed, AND:The client is NOT adjunctively eligibleThe client has more than 90 days left in the certification periodTHEN, use current income to determine continued eligibilityIf terminating client, use Termination Reason “No Longer Eligible” and issue benefits as system allowsAlong with our income discussion, let’s talk about when you need to re-determine income mid-certification. If you find out that the family’s income or family size has changed and the client is not adjunctively eligible (i.e. do not have Medicaid, Food Stamps, etc.), determine income ONLY if there is more than 90 days left in the certification period.If you do recalculate income and determine that the client is no longer eligible, use the term reason of No Longer Eligible to end the certification period. This will give the client 15 days notice of termination and allow any benefits that are due to the client to be produced. Remember to give the client a notice of ineligibility.9/26/2013- L. Dingerson & T. Riemenschneider
28 2013 WIC Income Webcast2.10 Proof of PregnancyAny woman who claims to be pregnant is eligible if income, residency and identity are confirmed.If NO Proof Short Certification daysLet’s shift gears to some of our other intake policies for a few moments.In an effort to reach all pregnant women during the first trimester of pregnancy, any woman who claims…Clients may be enrolled after miscarriage as NPP IF proof of pregnancy or miscarriage was provided9/26/2013- L. Dingerson & T. Riemenschneider
29 2.09 Physical Presence Exceptions 2013 WIC Income Webcast2.09 Physical Presence ExceptionsVisit presents a barrier if client present at initial cert and has documented health careParent/caretaker work status presents barrier if client present within last yearClients visited and screened at home or in another program – (all elements of certification must be completed)Medical condition that requires medical equipment not easily transportedMedical condition that requires bed restSerious illness that may be worsened by coming into WIC clinicInfants under 8 weeks of ageMost clients should be present when certification occurs. There may be instances when the client absolutely cannot, or it would cause a significant barrier to, come into the clinic.Local agencies may opt to certify infants under 8 weeks of age without their presence in the clinic. In these instances the LA may require verification of the existence of the infant and you may want to bring these infants into the clinic during the first 2 months of life for growth and nutrition assessment.9/26/2013- L. Dingerson & T. Riemenschneider
30 2.20 Ineligibility Notices 2013 WIC Income Webcast2.20 Ineligibility NoticesWritten notice is required when client is:Ineligible at certificationTerminated at mid-cert for income ineligibilitySanctioned, suspended or disqualifiedA breastfeeding woman who discontinues breastfeeding after 6 monthsWritten notice must include client’s right to fair hearingFor most clients, the NE Plan provides the notification of end of certification.For clients who are found income ineligible at certification (this is an infrequent condition), issue an ineligibility notice. Ineligibility notices should also be given in the following other circumstances…The MI-WIC ineligibility notice includes the notification of the right to a fair hearing.Break for questions? And then Terri’s presentation?9/26/2013- L. Dingerson & T. Riemenschneider
31 1.09 Civil Rights New non-discrimination statement If full statement used on publication before, must be used on reprintsNew Discrimination Complaint FormAvailable on MDCH/WIC website under 1.09 policy
32 Questions 2013 WIC Income Webcast 9/26/2013- L. Dingerson & T. Riemenschneider
33 Now let’s look at the MI-WIC Process that supports these policies… Terri Riemenschneider, Eligibility Policy PAL
34 Family Information Screen 2013 WIC Income WebcastFamily Information ScreenFamily InformationAccurate-ask client to give address (including zip!) and phone and verifyCell # helpful as we are offering TEXT Reminder noticesPreferCell phone√ text messageCollect addressSAVEEligibility starts with the Family Info screen, verify that the information is current. Check to see if the client would like text reminders and complete fields. Remember, if the client indicates “Preference no Mailing”, they will not receive appt. notices or phone call or text reminders or be able to receive a replacement EBT card by mail.9/26/2013- L. Dingerson & T. Riemenschneider
35 Adjunct Eligibility/Income Info Tab 2013 WIC Income WebcastAdjunct Eligibility/Income Info TabIf PG or IBE, IBP or IFF has current Medicaid, makes entire family income eligibleIf C1, C2, C3, C4 has Medicaid, that client is income eligibleVERIFY Medicaid by clicking on Verify button, insert Medicaid ID#System should check “adjunct checkmark” if Medicaid eligibility is verifiedRecord if client/family participates in Food Stamp/SNAP or FIP programsLets move to the Income Info Tab and click on Adjunct Eligibility button…remember, if you verify current MA eligibility for PG or I client, the whole family is income eligible, has residency verified, and if the client has her MA card, provides proof of ID AND can self-declare income.9/26/2013- L. Dingerson & T. Riemenschneider
36 Adjunct Eligibility on Income Info Screen 2013 WIC Income WebcastStart withReport participationMedicaidFood StampsFIP/TANFSearch for Medicaid IDCHAMPSMI HealthOnly VERIFY one program use PG or InfantAdjunct Eligibility on Income Info ScreenAdjunct EligibilityReporting participation in Medicaid, Food Stamps and FIP are required for each participant BEING CERTIFIED TODAY, if a family member is not being certified today, unclick the “Include in Verification” check.Verify ONE program, this makes client adjunctively eligible.Use checkboxes below if family is not participating in Program or any Program9/26/2013- L. Dingerson & T. Riemenschneider
37 Verify Current Medicaid Click Yes for REP and √ VER (verify)The Medicaid Verify Adjunct Eligibility box will appearInput the Medicaid ID if not already shownClick verifyConfirm verificationAdjunct √Verify Current Medicaid
38 Medicaid Verification A pop-up will let you know if Verified Successfully or Not Found in RID.If verified, click OKA pop-up will ask if want to confirm the verification, click Yes
39 Adjunct Eligibility Note Adjunct Eligibility Record Food stamps or FIP enrollmentOr check if family not participating in programsClose
40 Medicaid Verification-MI Health Plan Benefit How to FIND Medicaid ID System searches and provides results Medicaid Active and ID #Input identifiers
41 Information on How to enroll on MI Health Plan Benefit WIC E-Notice # : MI Health Benefit Plan Medicaid Eligibility Verification - Rejections & Update.
42 Medicaid Verification CHAMPSApply through SSOAllows verification of Medicaid, lookup by name, date of birth
43 2013 WIC Income WebcastCHAMPS TrainingMDCH is excited to announce that Web Based Trainings (WBT) are now available for Providers. These trainings will allow providers to use interactive learning tools to complete CHAMPS training courses.These courses are not required; however, they are an excellent resource for gaining knowledge and understanding on the use of CHAMPS. To access these courses you must have access to Internet Explorer and follow the steps below.Access the site at9/26/2013- L. Dingerson & T. Riemenschneider
44 CHAMPS- MEMBER SEARCH Search by: Last Name First Name Date of Birth 2013 WIC Income WebcastCHAMPS- MEMBER SEARCHSearch by:Last NameFirst NameDate of BirthSubmit9/26/2013- L. Dingerson & T. Riemenschneider
46 CHAMPS- Quick Reference 2013 WIC Income WebcastCHAMPS- Quick ReferenceMedicaid ID9/26/2013- L. Dingerson & T. Riemenschneider
47 Medicaid Verification MCIR General Information Screen 2013 WIC Income WebcastMedicaid Verification MCIR General Information ScreenIf client has active Medicaid, Health Plan name will be displayedBlue Cross MI9/26/2013- L. Dingerson & T. Riemenschneider
48 Adjunct Eligibility… DHS Bridge Card Verify Food Stamps (FAP/SNAP) or FIP (TANF)Call Customer Service # on back of cardSelect deposit inquiry #5Listen for DEPOSIT information for this monthRecord last 9 digits of DHS Bridge Card in FS or FIP pop up screenMI-WIC Adjunct DocumentationDocument as YES in MI-WIC Adjunct ScreenVerify-insert family #MI Bridges-client can check benefit status
49 WHY Verify Adjunct Eligibility??? Verified Medicaid= Residency Income verified ID if have Medicaid cardClient adjunctively eligible-may make others in family adjunctively eligibleInfant or Pregnant woman with Medicaid makes all eligibleChild with Medicaid, only selfFamily with Active Foodstamps or FIP - all eligible in family
50 Income Information Screen Verify Family size-Update “expected infants” if PGUpdate family size if adding infantRecord sources of income for familyCan “reuse” income line if applies or remove and add rowSelf Declare source of income if adjunctively eligible or “migrant, homeless or works for cash”
51 Income Information Verify family size Record Income 2013 WIC Income WebcastIncome InformationVerify family sizeRecord expected infants= Family size + # of infantsRecord IncomeVerification: self declaredAdjunct eligibleNo income $0Works for cashOtherwise must review paystub or other income documentationWhy adjunct first, if you can verify adjunct, then income can be obtained verbally-saving time and fumbling for check stubs.9/26/2013- L. Dingerson & T. Riemenschneider
52 Income Info Year To Date Calculation 2013 WIC Income WebcastIncome Info Year To Date CalculationUseful when income is variableSelect last pay dateInput pay YTDRecordcalculatedincomeNote- Must input the calculated annual amount into the amount field9/26/2013- L. Dingerson & T. Riemenschneider
53 Income Info Hourly Calculation 2013 WIC Income WebcastIncome Info Hourly CalculationSelect Hourly intervalRecord amount of payRecord number of hours/weekRecord VerificationSystem calculates annual incomeNote that system fills in annual amount when using “hourly” when the screen is saved or9/26/2013- L. Dingerson & T. Riemenschneider
54 Income Information Screen - Foster Foster designationSelect Foster Child on screenRecord Foster stipend amount for incomeAll Foster children have Medicaid eligibilityALWAYS family size of 1Can include PG woman-include the number of expected infants
55 Foster ChildClick Foster ChildSelect child from dropdownClick Go
56 Foster Child Family size 1 Can record # of Expected infants if PGComplete income grid with foster stipend amountSave
57 Family Additional Information Language-notices in Arabic, English or SpanishProof of Residency-Medicaid or other proofVoter RegistrationASK “Would you like to update your voter registration?”YES - Complete Voter Registration FormNO - Sign Declination formUnder 18-Not eligible to registerPickup Interval-Defaults to 3 monthsReferred From: Note program that informed client of WICSpecial Needs: Note if client has special needsProof of Auth Person ID-Complete at initial visit ONLY or when Auth Person changes
58 Additional Information Tab 2013 WIC Income WebcastAdditional Information TabRecordPrimary LanguageVerifyProof of ResidencyProof of Auth Person’s IDDesignateMigrantHomelessCompleteVoter Registration orVoter Declination formPrimary language allows notices/postcards to be sent in client’s preferred language (English, Spanish, Arabic).9/26/2013- L. Dingerson & T. Riemenschneider
59 2013 WIC Income WebcastClient AgreementClick on Client Agreement after client has reviewed hard copy of documentObtain signature on Client Agreement each cert/recertClose (takes you back to Household Summary Screen)CAN ALSO Obtain signature by Miscellaneous/Signature/WIC Client Agreement9/26/2013- L. Dingerson & T. Riemenschneider
60 Client Agreement- EACH CERT/RECERT 2013 WIC Income WebcastClient Agreement- EACH CERT/RECERTAsk Authorized Person to read Client Agreement or read it to themAsk if any questions…Complete client agreementCopy to client at initial MI-WIC cert, offer thereafterNo Client Agreement needed at IEVAL and CEVALWanda Wick9/26/2013- L. Dingerson & T. Riemenschneider
61 Client Information Screen 2013 WIC Income WebcastClient Information TabClient NameProof of ID (Initial cert ONLY)Proof of PregnancyEducation LevelMarital StatusREASON for Ineligibility-Complete ONLY when determined ineligibleAdditional Information tabRecord/verify race/ethnicityClient Information ScreenHere is where the final eligibility elements are recorded. Please note that Proof of Identity is needed for NEW client’s only.Also remember that proof of pregnancy can include physical appearance as well as note from Dr., ultrasound, etc.If you see a client has an ineligibility reason in their record during a certification that you anticipate will be continuing, remove the reason and save. We have quite a few clients with reasons for ineligibility who are certified.9/26/2013- L. Dingerson & T. Riemenschneider
62 Cert Action Screen Cert Action Cert recert Category change button If short cert, leave message in notes…update note & remove termination date when proof providedCategory change buttonSystem will calculate cert end date based on category selectedTermination Reason/dateIf Terminating, place reason for term in grid, system will automatically calculate termination date based on the reason
63 Cert Action – Infant or Child Add row for cert period
64 Cert Action Screen- PG Add a row Add the LMP or EDD 2013 WIC Income WebcastCert Action Screen- PGAdd a rowAdd the LMP or EDDSystem calculates Cert End DateValidates if pregnant womanSystem checks to ensure that # of expected infants is more than zero if PGAdd the a row for each certification. Add the Last Menstrual Period (LMP) or Expected Delivery Date (EDD), Save or Next. The system validates the LMP or EDD and calculates the Cert End Date.9/26/2013- L. Dingerson & T. Riemenschneider
65 Cert Action Screen-Short Cert If short cert, leave message in notes…When clients bring information…Remove term reason and date when proof provided& update note
66 Category Change Select new category Align BE/IBE BP/IBP NPP/IFF Suggest change mom first then infant
67 Cert Action Screen-Termination Input term reasonSystem calculates term dateIf d/c breastfeeding update BF stats on Infant recordIF IBE or IBP to IFF, make sure to term mom! Remember, her recert date is 1 year post partum and she will remain on if not terminated!
68 Ineligibility Client Information Screen Complete reason for ineligibilityIf determined over-income, record income on income determination screen.Print Ineligibility notice
69 Print Ineligibility Notice Print docsSelect ineligibility noticeMust have reason for ineligibility documented on Client Info screenNotice recorded in MiscellaneousCommunications
70 Benefit Issuance & Print Docs… 2013 WIC Income WebcastBenefit Issuance & Print Docs…Benefit IssuanceSchedule next visitAsk client day & timepreferredPrint DocsNE PlanVOC (signed)Shopping ListClient AgreementProvide if new clientOffer if ongoing clientVendor ListingIf new or offer to ongoing clientUSE PRINT column if at all possible! Red are for all NEW clients + Blue for all clients9/26/2013- L. Dingerson & T. Riemenschneider
71 Print Docs Ineligibility Short Certification Ineligibility notice with Fair Hearing notice-must complete Reason for Ineligibility on Client Information screenShort CertificationShort certification noticeLists proof needed by what dateAttestation of Identity, Income or ResidencyCopy of signed document to client upon requestIneligibilityNotice
72 Communications Screens Records print docs in family/client record
73 Precert screen…add new enrollee Add a row in the applicant fieldsAdd the new client’s information and save
74 Dual Enrollment Pop-up New enrollees only 2013 WIC Income WebcastDual Enrollment Pop-up New enrollees onlyIf a Dual Enrollment popup is received, evaluate the client information to determine if the client is a dual enrollee or indeed, a new client.If a new client, save the screen. If the client is a duplicate enrollee, click “Cancel” and remove the row to prevent duplicate enrollment.9/26/2013- L. Dingerson & T. Riemenschneider
75 Remove dual enrollee row to prevent dual enrollment 2013 WIC Income WebcastRemove dual enrollee row to prevent dual enrollment9/26/2013- L. Dingerson & T. Riemenschneider
76 NO dual enrollment…Or Click Cancel to stop record creation
77 Resolve Dual Enrollment-WIC 2013 WIC Income WebcastResolve Dual Enrollment-WICPrint Dual Enrollment report to research listingsSelect “Miscellaneous”Select Resolve Dual EnrollmentSelect client from dropdownDetermine if duplicate or dual enrollee or different clientSelect resolutionNote if neededIf a dual enrollment does occur, it is necessary to resolve it. Here’s how…BlockKeepNot same clientInvestigateOther9/26/2013- L. Dingerson & T. Riemenschneider
78 Report lists clients when the following matches WIC/WIC Dual Enrollment Report clinic/reports/participation/WIC dual enrollmentReport lists clients when the following matchesFirst 4 letters of last name and first nameSame date of birthSame gender
79 Resolve Dual Enrollment-WIC/Focus:HOPE-CSFP 2013 WIC Income WebcastResolve Dual Enrollment-WIC/Focus:HOPE-CSFPMUST RESOLVE BEFORE WIC CERTIFICATION!Resolve within 45 days of identificationDetermine if client wants CSFP, WIC or is not same personSelect resolutionIf CSFP in area, check every 6 months for dual enrollmentWIC also may have dual enrollment with CSFP (Commodity Supplemental Food Program) enrollees. MI-WIC currently links with Focus:HOPE to identify dual enrollees. Unlike WIC dual Enrollees, WIC/CSFP enrollees are identified by weekly9/26/2013- L. Dingerson & T. Riemenschneider
84 Special Circumstances… 2013 WIC Income WebcastSpecial Circumstances…Works for cashOver incomeIncome guidelinesMedicaidOtherMilitary payUnemploymentOvertimeAdoptionFoster ChildrenChildren’s special health care servicesSelf employedTeenImmigrantHere are some examples of policy/eligibility questions that we have received from WIC staff over the past year. The question is in black and the answer ● BLUE9/26/2013- L. Dingerson & T. Riemenschneider
85 Military pay Client had Coast Guard pay stub, total was over income. Staff should review 2.04A for allowed and not allowed payClient was determined to be income eligible when BAH and FSH were not includedBasic Allowance for Housing (BAH or BAQ)Family Separation Housing (FSH)
86 Military Pay What DOES NOT count: Basic Allowance for Housing (BAH or BAQ)Family Separation Housing (FSH)Family Subsistence Supplemental Allowance (FSSA)Overseas Housing Allowance (OHA)Overseas Continental United States Cost of Living Allowance (OCONUS COLA)Combat Duty or Zone PayHardship Duty, Parachute, Flight Deck, Demolition, Experimental Stress, Toxic Fuel, Dangerous Virus, Chemical Munitions, Maritime Visit, Polar Flight…Exhibit 2.04A
87 Military PayClient with military pay stub from December can I take YTD?OutcomeMore accurate-should look at past 30 days income/pay (with military exemptions-Policy 2.04A)Can ask for electronic pay stub to verify current income
88 Unemployment How to verify Unemployment? 2013 WIC Income WebcastUnemploymentHow to verify Unemployment?Unemployment benefits now direct deposit to bank account or debit cardClients receive “Notice of Determination” letter, which should state amount of benefitsClients can contact CHASE customer service atto determine current benefits.Terri Babcock at Kalkaska County reported that clients receiving unemployment benefits were no longer getting a check stub-how to verify Unemployment?9/26/2013- L. Dingerson & T. Riemenschneider
89 Adoption subsidyCaller wants to know if adoption subsidy is to be included in the household income for eligibility.OutcomeYes. There is no stipulation in regulation/policy for excluding it.
90 Adoption-Family Size NOTE: Family has 2 foster children and one adopted child, what is the family size?Mark “foster” on foster children’s client information screen (family size for each foster ALWAYS = 1)Document family size of2 parents + 1 adopted child=3NOTE:Adopted children are considered members of the family and the family’s income supports them.
91 AdoptionNOTE:Some children are provided Medicaid, even after adoption.If the family is in the process of adoption, the child may be considered a “ward of the state” and have Medicaid coverage.Infant has just been adopted by family that is over income. Adoption agency has told family that infant will be on Medicaid, but won’t receive card for a couple of weeks. Can we enroll?Need verification of pending MedicaidSearch MI-Benefit or CHAMPS for ID#
92 Foster SiblingsHas client with 2 foster children who are siblings. Are they a family of one or two?OutcomeEach foster child is a family size of one.
93 Foster Child Income Verification Having problems entering income for a foster child. Keeps getting a pop-up that says income has not been verified todayMake sure foster child is selected on both client information screen and then on income screenInput foster stipend amount for child’s income
94 2013 WIC Income WebcastFoster dadNew foster dad - having problems getting him in as Authorized Person.OutcomeIf Foster child moving into new Foster family…Create new family with Dad as Auth PersonTransfer foster child into Dad’s family using participant transferTrain dad on use of benefits, issue EBT card & benefits for child9/26/2013- L. Dingerson & T. Riemenschneider
95 Create new family for Client Transfer Search statewide for Authorized PersonIf found, update address and proxy information, if new create new familyKeep FAMILY level in active recordSearch statewide for clientSelect client and click TransferClient displays in Foster family, click on “Foster”
96 Foster StipendPregnant woman applying for WIC. She has two foster children living with her. Do we count the foster stipend as part of her income?Each foster child is considered their own household. Exclude the children and their stipends from the applicant's income calculation.
97 Foster childThe foster child is adjunctively eligible with MedicaidReport monthly stipend as incomeOther children in family are not eligible at this timeIf infant adopted with Medicaid, other children eligibleIf child adopted without Medicaid, other children not eligibleFamily is over income but have a foster child with Medicaid. The family is adopting the foster child, but the adoption is not yet final.
98 CPS wants info from WIC… Child Protective Services (CPS) wanted information for a neglect case, as asking if WIC information such as WIC clinic and appointment information be provided?OutcomeVerified that client information can be released to CPS per MI-WIC Policy 1.03You could provide a copy of screen shots with Appointment History
99 Foster Child BenefitsAgency called to ask when foster child transfers, do benefits go with child?No, client will need benefits loaded to new family’s accountIf possible, void future benefits before transferring client to new family
100 2013 WIC Income WebcastFoster Child - BlockedFoster child is blocked in MI-WIC due to Dual Enrollment. Help!Child was previously enrolled as foster child under different family number and authorized person.Select the most current recordTransfer current enrollee into foster familyNote: WIC Coordinators can unblock clients in Admin. Module.9/26/2013- L. Dingerson & T. Riemenschneider
101 Children’s Special Health Care Services Had quads born at 23 weeks, one died and others with handicaps. Now almost 2 years old. Medicaid has been dropped. Children have CSHCS, does this make them eligible?No, CSHCS can use WIC for income eligibility, but WIC can only use CSHCS if income is calculated at or below 185% of poverty
102 Self employedDetermine income based on available evidence/informationTax document probably best if not receiving pay check regularly1040 form can be used for income documentation until the next 1040 is filed
103 OvertimeWe have a client whose hourly wage qualifies for WIC but their YTD is over because he frequently works overtime. Which are we supposed to go by? YTD is at $40,000 now, so it will calculate higher than the max of $51,005 for a family of 5. Not sure how we should handle this.Options to accurately calculate income:YTD calculates annual pay to reflect overtime and straight pay from current pay stubsMost current 1040 income tax form
104 “Per Cap” payments to Tribal members Are “Per Cap” payments income?Per capita payments are provided to some tribal members from Casino profitsThis is considered income for the familyMay be annualized if paid on a quarterly basis
105 TeenMother called regarding pregnant daughter eligibility. Parents are supporting and providing insurance to cover pregnancy. Family of 5 (with unborn), parents both work.Suggest referral to Medicaid/Healthy Kids to cover co-pays and ensure coverage of infant when born (thereby adjunct eligible)
106 ImmigrantPregnant woman applicant eligible for Emergency Medicaid due to immigrant status. Client has ID, proof of residency and appropriate income. Is she WIC eligible?Yes, client is eligible based on Income, PG and Emergency MedicaidWIC does NOT consider immigration status for eligibilityWIC enrollment does NOT affect immigration status in terms of government support as WIC is a NUTRITION Program
107 Works for cashClient works for cash, doesn’t have proof of income or Medicaid. What to do?Verify that client does not have Medicaid (MI-Health Plan or CHAMPS)Document client’s income type as gross wages, verification is self declaredSign attestation form-explaining why no proof of income exists
108 Over income-on Medicaid C1 client in family has Medicaid, C2 does not, family over income. Does C2 qualify if over income?C1 client IS adjunctively eligibleC2 client NOT eligible/over income
109 Self Employed/Farm Income Had a client whose husband is self-employed farmer and she works. Wants to know how to calculate the income, based on the Schedule C and the 1040, and W-2.Policy indicates that you use the net income on the Schedule C for husband and, which show loss and gain and then use the wife’s reported income (W-2).
110 Joint Custody… Mother is authorized person and is not picking up benefits. Dad called,says he has joint custody, but no paperwork.He wants WIC card. What can we do?Contact mother to ask if Authorized person can be changed to allow benefits to be issued.If client is no longer enrolled, Dad could apply on child’s behalf.There is NO MDCH/WIC policy regarding who can be Auth. Person or how to change, so it is up to the agency to establish procedure. Just be sure that client is not dually enrolled.
111 Transfer-Short stayTook call from woman who says she is on WIC in another state. She is coming to visit in Michigan for a month before leaving with her husband to go to new base in Japan. Wants her WIC benefits in Michigan for the month. How do we handle her?Treat her as any other transfer-Require same proofs of residency (can attest), etc. and VOC information from other state.Issue only one month of benefits at that time.
112 Transfer – Release of Information 2013 WIC Income WebcastTransfer – Release of InformationWhat information should be released in a transfer?Required information includes:Verification of Certification(VOC) signedOptional information:Client Information ReportMedical DocumentationFormVerify agency with returned phone call then fax requested information.Working with USDA and other states to streamline Transfers and minimize need for Release of Info.9/26/2013- L. Dingerson & T. Riemenschneider
113 Moved out of state How to document ineligibility when notified that clientmoved out of state?Cert Action Screen- Document Term reason, term date is auto displayed. This will remove future benefits.Place note in client’s record as to who called regarding transfer and what information was provided.Client has already moved, so don’t need to generate termination notice.
114 Present or Not PresentHas a mom who is refusing to bring the baby in for newborn cert because of mom’s C-section, and staff wanted to know was that ok without a Dr's note.Allowable - note reason for not presentNeed birth data/verificationCould also have proxy bring infant
115 Physical Presence?Full term adjusted age infant discharged from NICU with doctor’s note that infant cannot leave home. Can LA certify without physical presence?Yes, can certify using hospital discharge information noting reason for not present on Cert Action screen
116 Custody & EligibilityMom was on WIC when pregnant, now on as post partum, but lost custody of her infant. Can she still remain on WIC as an NPP?Yes
117 “Frozen” EBTClient complains that even after receiving new card from ACS the card doesn’t workIf client is INACTIVE in EPPIC,card must beissuedOVER THECOUNTERat the agency
118 PG woman with infant on Medicaid PG reports no income but living with family that provides immediate needs. Has 9 month old infant currently receiving Medicaid. Can I document 'no income‘?OutcomeYes, can document for this certification because the PG mom is adjunctively eligible due to infant receiving Medicaid.
119 Medicaid Verification Mom does not have Medicaid card with her but number is in the system, do we short cert until she brings in the card?OutcomeVerify that the Medicaid number is active using the Adjunct Eligibility screen and take a verbal income, no short cert is neededMedicaid verifies incomeMedicaid verifies residency (in Michigan)Identity was confirmed at previous certification
120 16 year old mom16 year old mom enrolling new baby, grandmother has Medicaid case & another child on WIC. Do we have to make separate WIC account or can she have 2 children from different moms on one EBT acct?OutcomeCan be separate or together.If in same "family" wichealth.org would apply to both and benefits would be aligned if gma is the shopper-mom could be proxy with own card.If the 16 year old decides to take Authorized person status, just create new family and do participant transfers.
121 Siblings have Medicaid Triplets being seen in office today, only 2 have Medicaid. What should be done about the 3rd on without Medicaid (can they certify)? (MMCAA)OutcomeIf infants, others with Medicaid will make 3rd adjunctively eligibleIf C1-C4, family income must be determined
122 Mom in JailGrandma is proxy, mom is in jail. Mom & infant are on the program. Grandma is trying to get guardianship. Can she have a card issued to her? If mom is in jail, do not issue her benefits correct?OutcomeGrandma can be issued a second card as a proxy.If grandma gets custody suggest they create a family record with her as authorized person and transfer infant in.No benefits should be issued for mom if she is in jail. Mom is eligible to get her benefits when out of jail.
123 Not Present for Certification… Could you cert a mother who had recently delivered, no prior WIC activity, but who's culture (Asian) required her to stay home for 30 days.OutcomeCould certify the infant-with hospital birth information or by coming to the clinicCould certify mom with hospital information or by home visit of WIC qualified staff, document why not present
124 What if I forget how… HELP Help screensSelect HELPType topic in search box, ENTERWill provide list of materials in HELP for that topic
125 What if I forget how… HELP System HELP and DuJour1-800-WIC-1636Press 1 and 1 for 3Sigma for problem with systemPress 1 and 2 for WIC Consultant DuJour – policyPress 1 and 3 for SSO/Tech SupportPress 1 and 4 for WIC Operations – EBT
126 MI-WIC Release Process System changes still occurringDecember 12, 2013 Release 5.6NO MI-WIC after 5 pm to allowfor testing time
127 Wichealth.orgClient inquires if she can complete interim NE on line vs. having to visit the clinic. Asks about how soon completed lesson verification will be posted. Client aware that agency accepts wichealth.org, which client has completed in past.OutcomeClient notes that she has found more assistance in Michigan than she did in IN where she previously lived. Client informed that her verification of wichealth.org lesson completion should post by end of day of completion, and usually within an hour. Recommended she contact the WIC agency before 4 pm to inquire about benefits loading.
128 EBT Question Client showing zero benefits on her card. Outcome Either not loaded orCard marked as inactive in EPPIC. If “inactive” must issue a new card at the clinic.EBT Question
129 Adjunct Eligibility Outcome The system is verifying based on current client status, which is not upgraded until cert action screen –if C1 status was IFF at the time verified, then all in family would be shown adjunctively eligible. C3 is not adjunctively eligible and should be terminated after ineligibility notice and 15 day benefit given.Adjunct EligibilityC1 and C3 client certified yesterday. C1 client verified Medicaid, C3 client had no MA. Family over income per guidelines. Why did system allow adjunct for C3?
130 2013 WIC Income WebcastWIC VendorsClient called asking “Can I use WIC at only the stores listed on my paper WIC gave me?”OutcomeCan use WIC at any store in MI that accepts WIC. The list is only the stores within your home zip code.Look for The WIC Vendor sticker on the door to see if your store is a WIC Vendor.WIC9/26/2013- L. Dingerson & T. Riemenschneider
131 WIC Vendors List by County Select MiscellaneousAuthorized Vendorthen select county, Print
132 Check stub or equivalent?? Can staff use electronic record to verify income or FAP/FIP deposits (off phone or computer), or do staff need to have paper copies?OutcomeCan verify using hardcopy pay stub orvirtual electronic recordor balance inquiry phone call (deposits).Policy 2.04
133 Medicaid Pending for infant… Mother has active Medicaid but is over income. Has applied for Medicaid for infant; status pending. Unable to save adjunct eligibility for infant due to over income status.OutcomeInformed staff that infant has presumed Medicaid eligibility due to mom's Medicaid status, can manually verify adjunct (based on the mother having Medicaid during pregnancy). Mom recertified as BE/Infant certified as IBE.
134 Dad’s right to WIC info… Wanted to know if we can provide MI-WIC records to the father of a child in a custody battle.OutcomeWIC Policy 1.03 A#3 – “A WIC client or the parent or guardian of a minor client shall have access to, and may receive, a copy of the specified individual’s WIC record upon written request.”We would want to scan the request and note what information was provided in the client’s record.
135 No proof of pregnancy…Has client who was “short certed” for no proof of pregnancy and now reports miscarriage. Can she recert as NPP with proof of pregnancy?OutcomeYes, proof of pregnancy or miscarriage is required to certify as Non-lactating Post Partum woman in this case.
136 PG on Bed restOutcomeThe answer is yes, still need to complete the certification with proxy or through a home visit/MIHP obtaining the required proof items and using referral bloodwork and anthropometric dataA client is 33 weeks pregnant and on bed rest. Can we enroll her in WIC without her in the clinic?
137 Non-US citizen benefits Benefits Not Subject to Public Charge Consideration Under the agency guidance, non-cash benefits and special-purpose cash benefits that are not intended for income maintenance are not subject to public charge consideration. Such benefits include:…Nutrition programs, including the Supplemental Nutrition Assistance Program (SNAP)- commonly referred to as Food Stamps, the Special Supplemental Nutrition Program for Women, Infants and Children (WIC), the National School Lunch and School Breakfast Program, and other supplementary and emergency food assistance programs. Public ChargeFact Sheet-USCIS 4/2011A mother (US citizen) signed an affidavit when she married a non-citizen that they would not receive federal services for 2 years. Is getting WIC breaking that agreement?OutcomeDoes not fall under entitlement program or Federal Services according to USDA/USCIS.
138 When to schedule I-EVAL For infant enrolled at 2 months of age, can we do I-EVAL at 6 months of age?OutcomeYes, Policy allows for MID-cert, evaluation-usually halfway through certification, but usually tied to benefit issuance timeframe.
139 2013 WIC Income WebcastI-EVAL & C-EVALStaff have questions about I-EVAL and C-EVAL requirements:Does client need proof of residency?OutcomeNo, update address, and Voter Registration form if moved, but eligibility is not reviewed.I-EVALC-EVALC-EVALFor Infant Eval, complete the lab, Medical, Nut. History, Nutr & Health Summary, NE, Referrals, BF Assessment Screens as well as reviews Food Package and Issues Benefits. Staff should provide the updated NE Plan, the Shopping list and Referral letter, if referrals are made.For C-EVAL, complete the Lab, Mid-Certification, Nutr & Health Summary, NE, Referrals screens, update the Food prescription if needed, issue benefits, schedule next appt. and print the NE Plan, shopping list and referral letter, if referrals were made.9/26/2013- L. Dingerson & T. Riemenschneider
140 2013 WIC Income WebcastBF mom now Pregnant?Mom is a BE with an IBE and now pregnant. Keep baby as IBE?OutcomeYes, keep mom as BE and baby as IBE until one year post partum, or baby is weaned.THEN-certify mom as PG after breastfeeding certification expires.9/26/2013- L. Dingerson & T. Riemenschneider
141 Mom in Hospital, baby at home… Mother remains in hospital but infant is discharged. Mom did not name proxy at certification. Needs Grandmother to bring infant in for appointment. Can mother write a note and send with Grandmother?OutcomeYes - - referred LA staff to Proxy Policy 8.03.
142 Client Agreement Are proxies allowed to sign 2013 WIC Income WebcastClient AgreementAre proxies allowed to signthe Client Agreement form?OutcomeYes, proxies are allowed to bring children to certification appointments, sign forms, receive nutrition education and purchase food benefits according to Proxy Policy 8.03.9/26/2013- L. Dingerson & T. Riemenschneider
143 BloodworkOutcomePolicy 2.16 requires that a test be performed at least every 12 months for children over 2 years of age if the previous test was above the cut-off level. It makes sense to obtain the test if it has been 11 months since the previous test and you won’t see the client in a clinic visit until the C-EVAL appointment.We recertified a child who had had a blood test done 11 months ago. Should we have done one at the recert?
144 2013 WIC Income WebcastWIC and Head StartDoes WIC have an MOU with Head Start? I just received a request for blood lead values on children.OutcomeYes, refer to WIC Policy Manual-Policy 1.03, Confidentiality. The MOU with Head Start does include sharing data and specifies measurements, hemoglobin and lead as some of the items.NOTE- Head Start may also be a good WIC outreach source!9/26/2013- L. Dingerson & T. Riemenschneider
145 Infant certification period 2013 WIC Income WebcastInfant certification periodAdded a 9 month old to the program and he was given a 6 month cert period. Is this correct or a bug?OutcomeAccording to Federal Regulations, for infants that are added after 6 months and before 12 months of age, their certification period is 6 months.9/26/2013- L. Dingerson & T. Riemenschneider
146 Certification period alignment Wanted to know what to do to get family onto simultaneous cert dates. This has become an issue with the 1 year CEVAL. Wondered if they just needed to bring the child in sooner (greater than 30 days) and make a note in the record as to why it was done.OutcomeYou can schedule the CEVAL MID-CERTIFICATION (flexible) to align with benefits and other family members certs/visits.
147 More formula for IBPClient was made NPP from BP (before 6 months post partum). After a call with Peer Counselor she determined client is still breastfeeding after 6 months.OutcomeBreastfeeding status can't be changed due to termination. Client would have to be re-certified as BP until 1 year post partum.If breastfeeding but need more formula than IBP package-Keep clients BP and IBP categories – refer client to CPA to…Change FOOD package for BP to NPP (after 6 mos., mom won’t receive food, but will still be BP)Change FOOD package for IBP to IFF
148 WIC Overseas TransferC4 client transferring from Overseas WIC (Japan). Previously a client at Cheboygan. Documentation presented has cert end date of August How do I handle this process?OutcomeTransfer client to current clinicFollow “Out of State Transfer” ProcessSelect MiscellaneousOut of State TransferComplete screen with cert end date from VOC or other transfer information from clientSaveMay need referral/referral infoAssign food packageNew client information re: WIC Food & EBT card use, vendors, Substance Abuse Assistance, etc.
149 No longer Interested in WIC Follow-up call after missed EDU appt. Client had lost baby and no longer wanted to participate in WIC-how to document?OutcomeAdd note in NOTE field to record client’s wishesIn MI-WIC, staff had to bring up the client on Cert Action Screen, then select the reason for termination. The system automatically calculates the “termination end date” based on the reason.IF the “termination end date” is past BVT date, agency can issue one month of additional benefits.
150 No proof of pregnancy short cert Need to recert a BE client who had been terminated due to no proof of pregnancy, but now had delivered and couldn't change the cert end date.OutcomeGo to Cert Action screen select “Reinstate" for the PG client, then she would be able to proceed.End the PG certification period as yesterdayAdd new row with current status, BE, BP or NPP
151 PG mom out of current family How can you separate a PG mother from the father who is authorized person for her child, but mother would like to utilize another clinic?OutcomeCreate new family on Precert screen for PG mom in desired clinic (don’t add mom as new client)-save and make new family activePerform client transfer of PG mom into new family
152 Frequently Asked Questions How do I correct client’s Date of Birth?If Auth Person, can change on Family Info screenIf client, call 3Sigma Helpdesk at WIC press 1 and 1How do I update EDD for PG client?If EDD is later than the certification end date, please contact 3Sigma Helpdesk at WIC press 1 and 1Otherwise note updated EDD in NotesHow do I change the appointment minutes in my templates (want 30 minutes for NCRD appointment instead of 15 minutes)?Call Kathie Boynton at WIC press 1 and 2 and ask for Kathie
153 Questions? 2013 WIC Income Webcast 9/26/2013- L. Dingerson & T. Riemenschneider
154 Project FRESHClients with Project FRESH benefits will be sent a reminder on September 27th to use their benefits before October 31, 2013.Dear WIC Client-Use Your 2013 Project FRESH benefits by October 31, 2013Thank you, WICWIC is an equal opportunity program
155 Thank you! Please complete your evaluations! 2013 WIC Income WebcastThank you! Please complete your evaluations!Contact informationLinda Dingerson, Policy CoordinatorTerri Riemenschneider, Eligibility Policy PAL9/26/2013- L. Dingerson & T. Riemenschneider