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HuBERT Cross-Reference

MN WIC Program

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Food Package 7 Always Provides 1 Lb. of Cheese

Food Package 7 contains 1 lb. of cheese that cannot be substituted for any other milk items. If the lb. of cheese is removed, the food calculator will indicate that there are 3 quarts available. However, if you try to add 3 more quarts of another milk food item (for example, tofu) a message will display indicating that you’ve exceeded the limit. Women receiving Food Package 7 are eligible to receive 27 quarts of milk items but 3 of those quarts are dedicated to cheese.

June 2015 HuBERT Hints #2

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Early Issuance and Issuing 6-Month Set of Benefits to Fully BF Infants

When issuing benefits to a fully breastfed infant, in some instances, the system will not suggest the 6-month benefits. This doesn’t occur consistently since it is based on meeting specific criteria relative to when the infant was first certified and the dates of their cycle. However, the following is a general explanation why this may occur.

The benefit issuance cycle hasn’t yet been set when issuing to a fully bf infant who is currently less than 6 months old. This means they don’t have a Last Date to Use (LDTU) associated with their record. In order to set their cycle, the system must sync them to another household member, usually the mom.

If mom were to come in early for her next set of tri-monthly benefits the system will attempt to sync the baby to mom’s cycle. Since baby doesn’t have a LDTU, the system will set her cycle as if issuing late benefits for baby. If baby is turning 6 months old at the end of that tri-monthly period, you might expect her to receive benefits for the last set that mom receives. In most cases, this may be true but in some cases, baby won’t be issued any benefits.

Here is a specific example to help with the general explanation of when a baby won’t be suggested benefits:

Baby was born on 12/11/2014. Her 6-month birthday is 6/11/215.

Mom has received benefits up through April, 2015 and has come in to clinic to receive May, June and July benefits early on April 30.

Mom’s cycle is the 6th to the 5th. Mom is issued benefits for:

  • 5/6-6/5 (May)
  • 6/6-7/5 (June)
  • 7/6-8/5 (July)

Baby is eligible to receive benefits for infant foods in July (not June because her birthday, June 11, is not before the PFDTU of the cycle).

When issuing the system sees that the baby doesn’t have a LDTU and since this is early issuance for mom, it attempts to provide late issuance for the baby. It syncs baby up with a late partial package and her issuance cycles are:

  • 4/30-5/5 (April)
  • 5/6-6/5 (May)
  • 6/6-7/5 (June) - Baby doesn’t receive any benefits at this pick-up

In order for baby to receive July benefits, mom would have to pick up benefits on or after the First Date to Use of her cycle; in this case, on or after May 6th. If she were to pick them up on or after May 6th, the system cannot issue late benefits to baby and when syncing the cycle will start her cycle on 5/6 so that it can provide the July food package.

  • 5/6-6/5 (May)
  • 6/6-7/5 (June)
  • 7/6-8/5 (July) - Baby receives July benefits

NOTE! The next time mom comes in, as long as she picks up even one day before her typical cycle, the system will suggest July benefits for baby. If she doesn’t come in until her actual August cycle starts or later, then baby will not receive July benefits.

May 2015 HuBERT Hints #2

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Reminder! Food Packages for Women Breastfeeding Multiple Infants Alternate Quantities Each Month

Women who are breastfeeding more than one infant, and receive food package 7+, have .5 quantities in their food package:

multiple food packages

Since the system cannot issue half quantities, it alternates a smaller and larger quantity each month in order to provide the full quantity of the food package over the participant’s entire certification period.

You can see how the foods will be distributed by clicking the Show Details button. This opens the Food Item Distribution window, which indicates how the food item will be distributed starting with the first month of the participant’s current certification period.

Show Details

March 2015 HuBERT Hints #1

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Some-Breastfeeding Women More than 6 Months Postpartum Incorrectly Suggested Benefits when Second Unlinked Infant Record in Infants Born from This Pregnancy (TWY-18)

Description: Although Some-Breastfeeding women more than 6 months postpartum are not eligible to receive food benefits, HuBERT is incorrectly suggesting benefits to these women when a second unlinked infant record exists in the Infants Born from This Pregnancy window in Health Information.

Infants Born from This Pregnancy with two records

What You Should Do: If a second record was incorrectly added to the Infants Born from This Pregnancy window instead of editing the initial record, you can delete the incorrectly added record simply by highlighting it in the window and clicking the Delete button. This should resolve the incorrectly suggested issuance.

If, however, the second record is appropriate because a second infant was born but is not on WIC due to neonatal death or other circumstances, you should simply remove the checkmark from in front of the participant's name in the Issue Benefits screen so that no benefits are issued.

Resolution: This issue has been added to the issue's queue.

Identified Issues - Posted 9/4/14

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Breast Pumps and Supplies Added to Materials Given in Nutrition Education Tab

For Breastfeeding women, a new category BREASTPUMPS AND SUPPLIES has been added to the Add Materials Given list. In order to control where in the list these options display, a "z" was added to each description so that these materials display alphabetically at the bottom of the list>

The last two items in the list, Expression Cup – Hygeia and Nipple Shield (See Notes), are not in alphabetical order and display with a "zz" prefacing them

Update Document - Food, Formula, & Materials Given Changes - 07/01/14

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Correctly Completing the Date Breastfeeding Began and Ended Fields

The Date Breastfeeding Began and Date Breastfeeding Ended fields in the Health Information screen are both used for breastfeeding duration calculations in reports. It is very important that accurate information is recorded in these fields.

For most infants, the date that breastfeeding was first started is their date of birth. We have been seeing a few records in which the participant’s certification date has been entered into the Date Breastfeeding Began field instead of their birth date.

May 2014 HuBERT Hints #1

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2012 Breastfeeding Annual Reports are Available

The calendar year 2012 Breastfeeding Annual Reports are now available (BF initiation and duration in total and at 3, 6, and 12 months). For Local Agency staff, the reports will be posted to the 2012/Annual Reports folder on the agencyeom in the secure FileZilla site. (These reports will be posted to the same folder on the stateeom for State staff.)

There are four reports posted for infants born in 2012:

  • by Agency ("Agency BF Init and Dur CY2012.pdf");
  • by Geographic County ("BF initiation and duration for MN WIC Infants born during CY2012 v5.pdf");
  • by City ("Breastfeeding Initiation and Duration by City of Residence for 2012 grouped by CHB.pdf"); and
  • by Grantee ("Grantee CY 2012 BF initiation and duration")

March 2014 HuBERT Hints #4

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Reason(s) Stopped Field Enabled and Required in Add Infant Information for Non-Breastfeeding Mom IF Infant's Health Information Completed First (TMP-127)

Description: This occurs for the following specific scenario:

  • Certifying a non-breastfeeding woman and her infant; and
  • The infant's Health Information is completed first

When completing the Add Infant Information screen in the non-breastfeeding woman's Health Information - Infant(s) Born from This Pregnancy, the Reason(s) Stopped field is enabled and required.

Add Infant Information screen with Reason(s) Stopped field enabled

What You Should Do: In general, you should complete the mom's Health Information first in order to create a two-way link between mom's and infant's records. However, if for some reason this isn't possible and this issue occurs, simply click the Ever Breastfed - Yes radio button and then the Ever Breastfed - No button and the field will become disabled.

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

Identified Issues - Posted 2/24/14

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Certification History Tab Displays Date WIC Category Changed from Breastfeeding to Non-Breastfeeding as Cert End Date

For Breastfeeding women who are less than 6 months postpartum and whose WIC Category is changed to Non-Breastfeeding, the Certification History tab will display the date the pseudo-cert was created, or the date the WIC Category was changed, as the cert end date of the Breastfeeding certification record.

For example, a breastfeeding woman's initial certification period is displayed in the Certification History tab as 3/13/13 - 2/28/14:

Cert History tab with cert start date and end date

If her Category is changed from Breastfeeding to Non-Breastfeeding on 6/5/13 the system indicates her new Cert End Date based on her infant's date of birth, which in this instance is 8/31/13:

Message:  Certification end date will change to 8.31.13

When we re-open the Certification History tab, it now displays the start and end date of the breastfeeding portion of her most recent certification and will display 6/5/13 as the end date:

Cert Hx tab showing cert end date of 6/5/13

However, in the Risk Factors tab, both the breastfeeding portion of her certification from 3/15/13 - 6/5/13 and her non-breastfeeding portion from 6/5/13 - 8/31/13 display.

Risk Factors tab showing breastfeeding and non-breastfeeding portions of her cert

From the 2.18.06 Release Document

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Nutrition Assessment Questions for Breastfeeding Women

To ensure the appropriate questions display when the Nutrition Assessment screen is opened, the Health Information should be completed first. The questions that display when you open the Nutrition Assessment screen are based on the participant's WIC category and breastfeeding amount. If the Breastfeeding Amount is not selected before opening the screen, the system does not know which questions are appropriate to display causing it to display all of the breastfeeding questions.

April 2013 HuBERT Hints #1

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Of the Following Scenarios, Which Ones Requires the Use of the Initial Contact Screen?

  • Pregnant woman, currently on WIC, who delivers and requests certification for herself (postpartum) and her new baby – YES for the baby, NO for the woman
  • Postpartum woman, currently certified for WIC, who now applies as a pregnant woman – YES
  • Postpartum woman, not certified for WIC during her pregnancy, who applies for WIC for herself and her new baby – YES for both applicants

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

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Question from 2.17.07 WebEx Review: If mom is more than 6 months postpartum and is no longer breastfeeding, should she receive a last set of benefits before being terminated for Categorical Ineligibility? If so, do those benefits need to be issued before changes are made to the infant’s Health Information screen?

Answer: According to MOM 5.2-3, under Certification Periods: For a BF Woman, "If her infant is six (6) months or older, she is given 15 days notification of pending ineligibility. If she is due to receive vouchers within the 15 days, CPAs may issue one-month’s vouchers."

As explained on pages 33-34 of the 2.17.07 Release Document, after Release 2.17.07 is implemented, the system will auto-terminate mom if her infant is more than 6 months old and she is no longer breastfeeding (the check mark is removed from the Breastfeeding Now check box in the infant's Health Information screen).

The following steps should be taken in order to insure mom receives her last set of benefits and policy guidelines are met:

  • Issue Benefits to Mom:

1. Open mom's Participant Folder

2. Issue one last set of benefits to mom for her current food package (remove the checkmarks from all but the first set auto-suggested and, to keep it simple, from any other household members being suggested at this time)

3. Once the set of benefits is issued, close mom's Participant Folder (it must be closed for the system to auto-terminate)

  • Change Infant’s Breastfeeding Status, Auto-Terminate Mom’s Cert, and Issue Benefits to Infant:

4. Open the infant's Participant Folder

5. Click on the Health Information tab

6. Click on the Breastfeeding Now check box to remove the check mark

7. Click Yes on the message indicating mom's cert will be terminated

8. Click on another tab and save the changes to Health Information

9. The Select Formula screen opens; complete it

10. Issue benefits to the infant and other members of the household

  • Issue Ineligibility Letter to Mom:

11. Open mom's Participant Folder again

12. Click on Participant Activities on the menu bar

13. Select Generate Official Notification

This is specific to a breastfeeding woman who has an infant more than 6 months old and has completely stopped breastfeeding. As long as she is breastfeeding at least one time per day, she should continue as a Some-BF woman.

February 2013 HuBERT Hints #1

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How to Delete Incorrect Links between Mom and Infant Records

Description: If a link is incorrectly created between a woman and infant's records, it must be deleted in both of their Health Information screens; it is not enough to delete the link in just one of the records.

What You Should Do: Deleting an incorrect link between a woman's record and an infant's record is a two-step process.

STEP #1: In the woman's Health Information:

  • Click the Infant(s) Born from This Pregnancy button

Infant(s) Born from This Pregnancy button

  • Click the Edit button

Infants Born from This Pregnancy window with Edit button circled in red

  • Remove the check mark from the Infant on WIC check box

Infant on WIC checkbox

  • Click OK on the Edit Infant Information screen
  • Click the Delete button on the Infants Born from This Pregnancy window

STEP #2: In the infant's Health Information:

  • Remove the check mark from the on WIC check box

On WIC checkbox

  • Save the change to the Health Information screen

December 2012 HuBERT Hints #2

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Cannot Change Participants from BF to NBF if Pseudo-Cert Already Created for Date

Description: If any changes are made to a woman's folder that result in the system creating a pseudo-cert, you are unable to change the participant's WIC Category from Breastfeeding to Non-Breastfeeding.

Explanation: Pseudo-certs are auto-created by the system whenever it performs an assessment of the current risk factors and either assigns or removes a risk factor based on assessable criteria. This can occur when a Participant Folder is first opened (ex: Household Smoking has changed) or when information is entered (ex: hemoglobin value is entered). A pseudo-cert is also created when a participant's WIC Category is changed (ex: infant to child automatically changed during End-of-Day or by user when woman changes from Breastfeeding to Non-Breastfeeding).

However, the system can only create one pseudo-cert per date. If a pseudo-cert is created due to a risk factor change, you will be unable to change a woman's WIC category.

What You Should Do: If a woman is no longer breastfeeding and her infant is less than 6 months old, you should change her WIC Category in the Demographics tab immediately, before any other changes are made to the folder.

In instances when the pseudo-cert is auto-created before you have a chance to do this (such as a change in Household Smoking), you will be unable to change the WIC Category and will receive the following message when trying to change the WIC Category:

The participant's WIC Category cannot be changed in this manner.  A new certificaiton willl need to be completed.

If this occurs, you can either wait until the next day to change the WIC Category or call the Help Desk for assistance.

NOTE: If a woman is no longer breastfeeding and the infant is over 6 months old, you cannot change her WIC Category in Demographics. You must terminate her record then update the infant's Health Information.

August 2011 HuBERT Hints #4

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Still Need to Complete Infants Born from This Pregnancy Screen if Participant Miscarries

Description: The Health Information screen, including the Infant(s) Born from This Pregnancy screen, must be completed if a participant miscarries and she is certified as postpartum.

Explanation: The function of the Infant(s) Born from This Pregnancy screen is two-fold. It collects information about the pregnancy for which the woman is being certified as postpartum and it allows you to link records.

What You Should Do: When completing the Health Information screen, the Infant(s) Born from This Pregnancy screen should be opened and Stillborn, Miscarriage, or Abortion selected from the Infant Status at Birth field if you are certifying a postpartum woman who has miscarried. When this is selected, ALL other fields are disabled in that screen.

August 2011 HuBERT Hints #2

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Tips and Guidance about Linking Mom and Baby

Description: You should always link mom's record to her infant's record when they are both on WIC in the same household.

Explanation: Linking records is essential to ensure that Risk Factors are assigned correctly and the correct default food packages are suggested.

What You Should Do: The following are a couple of tips for creating links between mom and baby's records.

  • Baby does not have to be certified to link but must be prescreened (have a WIC ID in the database)
  • Links should be created in mom's Infant(s) Born from This Pregnancy screen in order to create a two-way link immediately. Otherwise, if a link is initially created in baby's record, a link will also have to be created in mom's record.

NOTE! Baby’\'s Participant Folder or Health Information screen in the CGS must be closed at the time fields are updated and saved in mom's record. Otherwise, the information will not update in the infant’\'s Health Information.

August 2011 HuBERT Hints #1

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How does HuBERT count some-breastfeeding women?

Some-breastfeeding women who are more than 6 months postpartum are automatically counted by HuBERT during the End-of-Month process. There is no correlation between these participants being counted and the letter that automatically prints for them when benefits are issued to their linked infants.

July 2011 HuBERT Hints #3

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Fully-Breastfed Infants Must be 6 Months Old On or Before the Printed First Date to Use to Receive Supplemental Foods

Description: The system will not suggest benefits for fully-breastfeeding infants until the Printed First Date to Use (PFDTU) is greater than the infant's 6-month birthday.

Example #1

  • Fully BF Infant
  • DOB = 10/27/2010
  • Cycle = 23rd - 22nd
  • Issuance Date = 4/28/2011

System Suggests for Tri-Monthly Issuance:

  • Set 1: 5/23/2011-6/22/2011 (May)
  • Set 2: 6/23/2011-7/22/2011 (June)

Even though the infant may be older than 6 months on the date the benefits are issued, the PFDTU of the April set is 4/23/2011. Since 4/23 is before 4/27, which is her 6-month birthday, April benefits will not be suggested for this fully-breastfed infant.

Example #2

  • Fully BF Infant
  • DOB = 10/20
  • Cycle = 23rd to 22nd
  • Issuance Date = 4/18/2011

System Suggests for Tri-Monthly Issuance:

  • Set 1: 4/23/2011-5/22/2011
  • Set 2: 5/23/2011-6/22/2011
  • Set 3: 6/23/2011-7/22/2011

Even though the infant isn't quite 6-months old when the benefits are printed on 4/18 she will be 6-months old by the time the benefits can be used on 4/23/2011. Since the PFDTU of the first set is on 4/23, which is after her 6-month birthday, April benefits will be suggested for this fully-breastfed infant.

April 2011 HuBERT Hints #2

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