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Appointments

Cross-Reference for HuBERT


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Keywords/Phrases
agency 88, appointments for today, color, define resource, delete, first appointment offered date, high risk, IND PICKUP, initial contact, missed appointment follow-up, processing standards, reminder e-mails, reminder interval, resource, same day/next day, schedule, scheduling, short description, show/hide details, system-defined, transfer. view appointments for date, WIC category


Unable to Make Resource Inactive if Appointments Scheduled in Past (TMP-139)

Description: One of the new functions in Release 2.19 was the ability to designate a Resource as inactive. This function isn't currently working.

What You Should Do: You will not be able to use this function until it is fixed.

Resolution: This issue has been added to the issues queue.

Identified Issues - Posted 2/24/14

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The Down Arrow is Initially Disabled in Define Resources when the 9th Resource or Below is First Highlighted (TMP-45)

Description: The down arrow used to define the sort order for resources in the Build Clinic Calendar - Define Resources window is initially disabled when you click to highlight the ninth resource, or any resource below the ninth resource.

Define Resources with disabled down arrow

What You Should Do: Simply click the up arrow once and the down arrow will be enabled.

Define Resources with both arrows enabled

Resolution: This issue has been added to the issues queue.

Identified Issues - Posted 2/24/14

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General Information about Using Appointment Reminder E-Mails in HuBERT

If your agency uses the HuBERT appointment scheduler, an automated appointment reminder message can be sent via e-mail for those participants with an e-mail address entered into the E-mail field in Demographics.

In order for the system to know whether or not your agency elects to send e-mail reminders, a return e-mail address for your Local Agency WIC Program has to be entered into the back-end of HuBERT. This must be a valid e-mail address and can be either generic for your WIC program or to a specific individual. (Keep in mind this e-mail can be responded to even though the reminder message states "This is a system generated email. Please do not reply.")

You can send your agency’s return e-mail address to Tami Matti at tami.matti@state.mn.us. Please allow 5 business days for her to enter it into the HuBERT back-end. She will contact you via e-mail once this has been completed.

The Reminder Interval field in the Edit Appointment Type window is where you can specify how many days before each Appointment Type the reminder e-mail should be sent; the default is 7.

Edit Appointment Type window

The following is an example of the Appointment Reminder E-Mail Message. (NOTE: This message will be sent in Spanish if Spanish is selected in the Correspondence Preference field in the AdditionalInfo2 tab.)

Automated appointment reminder letter sent via e-mail

Some agencies have indicated that they would like to use this feature to remind participants of Nutrition Ed contacts/benefit pick-ups. In order to do this, these contacts would have to be scheduled using the HuBERT appointment scheduler.

Also, the reminder message template, which is the same for all local agencies, would have to be modified by the State since it is currently specific to certification appointments. The State is willing to modify this template based on feedback we receive from Local Agencies about wanting to use this message to remind participants of other scheduled contact appointments. If you are interested in doing this, please contact your State Program/Regional Consultant.

May 2013 HuBERT Hints #1

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Reminder about Requirements for Initial Contact Dialog

The Initial Contact dialog is required to complete Prescreen. However, you only have to open it and click the OK button so that the system saves the date that defaults into the Date field and the Type, which defaults to Phone. The system never requires you to complete the First Appointment Offered Date.

However, this field must be completed in order to assess whether the processing standards are being met and once the Initial Contact record has been saved, the First Appointment Offered date must be completed on that same date.

In order to make it easy for you to complete this information, the Initial Contact dialog was added to multiple screens (Prescreen; VOC; Participant Search/List; Demographics – Participant Folder and Cert Guided Script; and Scheduled Appointment for Household).

February 2013 HuBERT Hints #3

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Reminder Interval

The Reminder Interval text box for system-defined Appointment Types has been enabled and can now be changed from the default of 7.

NOTE: The Reminder Interval is the number of days before an appointment that the system will automatically send an e-mail reminder to the participant.

From the 2.17.07 Release Document

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First Appointment Offered Date (Initial Contact)

The First Appointment Offered Date is NOT required and may or may not be the same as a participant's initial contact date and/or certification date. This is the earliest date offered, which may not have been accepted by the participant due to scheduling conflicts.

Once an initial contact record has been created and saved, the previously selected Date, Type and First Appointment Offered Date will default. Each of these fields can only be modified on the date the Initial Contact was originally saved and will be disabled after that date.

The Date and Type are required to save an Initial Contact; the First Appointment Offered Date is not required by the system to save the Initial Contact. However, the First Appointment Offered Date is essential to be able to assess whether the Processing Standards have been met. Although it does not have to be saved at the same time the Initial Contact is created/saved it must be entered and saved that same day. This field was designed with this flexibility in order to allow the user to complete the Applicant Prescreen or VOC Certification without having to know off-hand when the earliest appointment is available.

From the 2.17.07 Release Document

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Does the Following Scenario Require the Use of the Initial Contact Screen?

Participant who misses a scheduled appointment and contacts the WIC office to reschedule – YES.

2/20/2013 Memo - Processing Standards: Guidance for HuBERT Release 2.17.07

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Our agency uses Same Day/Next Day scheduling. If an applicant calls today, but all the appointments for today are full, the applicant is told to call tomorrow. How should this be documented?

The date of application is the date the applicant first calls. Leave the First Appointment Offered Date blank; write a comment documenting the information given to the applicant, such as "Today appts are full; call tomorrow" or "Schedule is full; call tomorrow".

2/20/2013 Memo - Processing Standards: Guidance for HuBERT Release 2.17.07

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Processing Standards: Best Practice for Scheduling Appointments

Best practice for scheduling appointments is to see high risk applicants within 10 calendar days of their date of application and all others within 20 calendar days of date of application. We realize there are special circumstances (e.g., small WIC agencies that have limited number of WIC clinic days per month). In situations where your agency is routinely unable to meet the Processing Standards, we recommend consulting with your state WIC Regional Consultant to determine the best options for WIC applicants.

2/20/2013 Memo - Processing Standards: Guidance for HuBERT Release 2.17.07

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Color of Date Changes when Appointment Slots Full

The date on the calendar in the Schedule Appointments for Household and the View Appointments for Date screens will turn aqua blue if there aren’t any appointments slots open for the date.

Note: Every slot must be full; it will not change colors if even a 5 minute increment is left open.

From the 2.16.06 Release Document

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WIC Category Field in Schedule Appointments for Household

The WIC Category drop-down list has been changed to a disabled text field that displays the participant's current WIC Category as saved in the Demographics screen (MEMBER.WICStatus). This change was made because the WIC Category is not and has never been saved to the APPOINTMENT table and this was causing confusion when staff were able to select from the field.

From the 2.16.06 Release Document

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Upcoming High Risk Appointments Report – Requires Appointment Type(s) with Short Description IND PICKUP

Description: The Upcoming High Risk Appointments Report is a recertified report available in the Clinic module of the Reports Environment. Some agencies have indicated that whenever they print the report, it doesn’t display any records. This is due to the criteria the report uses to pull records. The report will only pull appointments that have Appointment Types with a short description of IND PICKUP. If none of your Appointment Types have this Short Description, no records will display on the report.

What You Should Do: If you want to use this report, you will need to change the Short Description of appropriate Appointment Types to: IND PICKUP. (The Short Description does not have to be unique for each Appointment Type; it can be the same for multiple different Appointment Types.)

NOTE: You cannot modify the Short Description for the System-Defined Appointment Types (High Risk Follow-Up, Mid Certification, Initial Certification and Subsequent Certification).

April 2012 HuBERT Hints #3

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Remember to Delete Appointments at Other Agencies When Participant Transfers to Your Agency

Description/Explanation: When a participant transfers to a different agency/clinic any appointments they may have scheduled at their previous agency/clinic DO NOT DELETE.

What You Should Do: It is best practice to ALWAYS DELETE appointments scheduled at another agency when a participant transfers from that agency to your agency. This will delete the appointment from the other agency's appointment schedule, ensuring that the no-show rate won't be inadvertently inflated by participants who have transferred out of an agency and that those appointments will be made available for other participants actually receiving services from that agency.

Remember, to see appointments scheduled at another agency, you need to click the View All button at the bottom of the Appointments tab in the Participant Folder.

March 2012 HuBERT Hints #1

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Definition of N/A and * on the Show Details Panel of the Participant Search Screen

  • N/A = participant has no future appointments scheduled
  • * = participant had an appointment scheduled earlier on the current date
  • N/A* = participant has no future appointments scheduled and had an appointment scheduled earlier on the current date

NOTE: Show Details must be refreshed if an appointment is made on the current date while the Show Details is displaying. Click the Hide Details button and re-click the Show Details button to refresh.

From the 2.12.05 Release Document

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Using the Missed Appointment Follow-up Function to Identify Participants Who Have Missed An Appointment during a Specified Time Frame

Please note: Detailed information about this function is provided in Session 8: Training Module 5 – Missed Appointment Follow-up.

The Missed Appointment Follow-up function is available in the Activities menu on the Participant Search/List screen.

You can use this to identify participants who have missed their scheduled appointment. To generate a list of participants, filter for a specific date (enter the same date in the From and To fields) or date range, select which WIC Categories you want to display, and then click the Apply Criteria button. The report results are records that do not have the Kept checkbox selected in the View Appointments for Dates screen (remember, the Kept checkbox is automatically selected by the system if benefits are issued for the participant on the same date as their appointment).

For more information about Print, Follow-up and View Comments, please review Session 8: Training Module 5 – Missed Appointment Follow-up.

November 2011 HuBERT Hints #3

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Scheduling Appointments for Participants Purged to Agency 88

Description: Participants transferred from Agency 88 for whom an appointment is then scheduled are transferred back to Agency 88 during the End-of-Day process.

Explanation: The EOD process automatically purges records by changing the Agency ID to 88 in the Member table to indicate the participant’s record has been archived. The archive rules are based on the current certification status of the participant.

  • Prescreened > 60 days ago and not certified
  • Terminated > 6 months ago, not certified and currently not in a new cert attempt
  • Determined ineligible > 6 months ago and not certified

When a participant is transferred from Agency 88 and only updates are made to the Participant Folder, such as scheduling an appointment, the system automatically re-archives the record during the next EOD process.

What You Should Do: Continue to transfer the participant into your local agency and schedule the appointment. When the participant returns, you will have to search for them in Statewide. However, their appointment is maintained in their Participant Folder and on the appointment screens.

September 2011 HuBERT Hints #2

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