WIC Category Change

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WIC Category Change

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MN WIC Program

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6 month, bf to nbf, breastfeeding, categorical ineligibility, certification history, local use codes, pseudo-cert

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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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 checkmark is removed from the Breastfeeding Now checkbox 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 checkbox to remove the checkmark

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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Local Use Codes Clear when WIC Category Changes

The Local Use Codes are based on WIC Category. Each question and answer has to be entered individually for each WIC Category and the system assigns a distinct ID to each combination of WIC Category and question/answer. When the participant's WIC Category changes, the Local Use Code field clears because the unique ID assigned to the question/answer is no longer associated with the participant's new WIC Category.

December 2012 HuBERT Hints #1

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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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