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Certification/Certification History

HuBERT Cross-Reference

MN WIC Program

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30 days, benefits, breastfeeding, categorically ineligible, cert end date, certification, certification history, count, delayed blood work, February, food package, high risk, infant, initial contact, issuance cycle, link, MCA, message, nutrition education contact, pseudo-cert, pregnant, recertify, remove incomplete, VOC

Recertify Infant 30 Days before First Birthday (ENH-045)

CPAs will be able to recertify an infant up to 30 days before their first birthday if it is necessary to sync the infant’s appointments with other household members. If the recert is performed within 30 days of the infant’s first birthday, the certification period will be for one year, not 6 months.

NOTE: This does not apply to infants being initially certified between 6 and 11 months old; these infants are still only certified for a 6-month certification period.

WIC Type
The infant’s WIC Type will not change to Child at the time of the recertification. Their WIC Type will still be automatically updated to Child when End-of-Day is performed on or after the first birth date.

Risk Factors/High Risk
Since the certification is being performed when the participant is still an infant, only those risk factors that apply to infants will display in the Assign Certification Risk Factors screen.

Food Prescriptions
The Select Formula screen will open because the participant is still an infant.

If the infant has a risk factor that is appropriate for both infants and children, a child default food package will be created (if it doesn’t already exist) with an Effective Date of the infant’s first birth date. If the infant only has infant risk factors, the system will NOT auto-create a child’s food package.

Benefit Issuance
Issuance rules pertaining to the infant/child’s food package remain the same: If there is a child food package and the infant’s one year birth date falls between the Printed First Date to Use (PFDTU) and the Last Date to Use (LDTU), the child’s food package will default for that set of benefits.

If the system allows issuance of the child food package, it is the responsibility of the CPA to assess whether an infant or child food package is more appropriate based on the infant’s development.

If an infant food package is appropriate for the last set of benefits, and a child food package exists, then the child food package will need to be deleted and only the last set issued. The other sets will need to be issued separately after a child’s food package has been created/re-created with the infant’s DOB as the Effective Date.

Release 2.22 Document

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Children Are Counted as Infants if Sets of Benefits with PFDTU after First Birthday Issued Before First Birthday (TMP-220)

Description: When benefits are issued to a participant the system records their WIC Type at the time of issuance based on their current WIC Type (or the WIC Type stored in the MEMBER table). The WIC Type stored at the time of issuance is used to count the type of participant in the participation counts.

If an infant is recertified prior to their first birthday and issued tri-monthly benefits, the system will count the participant as an infant for all three months even if the second and third sets of benefits are for child food packages and the PFDTU of the benefits is after the first birthday.

This can result in over-counting infants in the participation counts and could have a larger impact after Release 2.22 in which infants can be certified within 30 days of the first birthday.

Please note that infants should only be recertified early in instances where it is absolutely necessary to sync the infant's appointment with other household members. (Reference: 2.22 Release Document, page 10.)

What You Should Do: In general, infants should be recertified after their first birthday. If trying to sync the infant to other household members, ascertain if it is possible to sync all of the appointments after the infant's first birth date (by extending other certification periods by 30 or less days). If the infant must be recertified early, benefits could be issued for only one month and subsequent benefits issued after the infant's first birthday. If doing this were to cause hardship then issue tri-monthly; the system will count the participant incorrectly as an infant for the subsequent sets of benefits.

Resolution: This has been added to the issue queue.

Posted to Issues Page on 5/20/15 and May 2015 HuBERT Hints #2

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Participants Certified on 29th – 31st of Month - Benefit Issuance Cycles Start on First of Next Month

In Release 2.20, February benefit issuance issues were corrected by ensuring that issuance cycles do not have a LDTU after the 27th of any month. For participants certified on the 29th, 30th, or 31st who don’t have an established cycle, or a household member who has an established cycle to cycle-adjust to, the system will issues a partial set starting on the current date and ending on the last date of the month. This may result in a benefit for one day. Their cycle will then start on the first of the next month.

For more detailed information about this functionality, and how to change the cycle to a date later in the month if necessary, please refer to pages 6 and 7 of the 2.20 Release Document.

April 2015 HuBERT Hints #1

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MCA GS and CGS Icons Active at Same Time (TMP-36)

Description: The MCA GS and CGS icons are both active at the same time for participants who have a Mid-certification Due date but NO MCA Completed Date. These are participants that had their Midcert completed in the Participant Folder before the installation of Release 2.18.06 on June 29th, 2013, when the MCA GS was added to HuBERT. Although this will primarily be seen for participants during November and December 2013 due to the MCA conversion, it will continue to be seen for infants who have not had an MCA completed and are within 45 days of their Certification End Date.

The issue occurs if the MCA GS is started when you meant to start the CGS. When you realize you mistakenly started the MCA GS and close the MCA, the CGS icon is enabled. If you click the CGS icon instead of first removing the incomplete MCA, the system will allow the participant to have concurrent MCA GS and CGS sessions.

If information, such as Ht/Wt/Blood, was entered into the MCA GS or CGS and you have an MCA in process, any information entered will be treated as if it were entered into the Participant Folder and you will not be able to complete the CGS.

What You Should Do: Make sure you are clicking on the correct icon to start the appropriate Guided Script.

Certification and MCA GS icons

If you realize you have mistakenly started the MCA GS instead of the CGS, please make sure to click the "door" icon instead of the "stop sign" icon. If you click the "stop sign" the system will end the MCA GS (as long as a blood value has been entered) and disables the Remove the Mid-certification Assessment, which you will need to do to "fix" this issue.

Close certification icons

If you have started the CGS, without first removing the MCA, start with Step 1. If you haven't started the CGS yet, start with Step 5:

  • Step 1: Click the "door" icon to exit the CGS
  • Step 2: Click the Certification menu.

Both the Remove Incomplete Certification and the Remove Mid-certification Assessment options are enabled

  • Step 3: Click the Remove Incomplete Certification option
  • Step 4: Click Yes on the message "The current certification attempt will be removed for the participant along with all of its related information. This information cannot be recovered after it has been removed. Do you wish to continue?"
  • Step 5: Click the Certification menu.
  • Step 6: Click the Remove Mid-certification Assessment option.
  • Step 7: Click Yes on the message "The incomplete mid-certification assessment will be canceled. Information collected will be retained but will not count toward a new assessment. Do you want to continue?"
  • Step 8: If a Nutrition Assessment was performed in the MCA GS or the CGS, delete it in the Participant Folder.
  • Step 9: Click the CGS icon to start a new certification.
  • Step 10: If a Ht/Wt and/or Blood record was completed in the MCA GS, you will need to "edit" the record in order for the CGS to recognize it as part of the certification.
  • Step 11: Click on Ht/Wt/Blood
  • Click the Edit button
  • Click OK
  • Click the Blood tab.
  • Click the Edit button
  • Click OK
  • Click Close

Resolution: This has been entered into the issue queue.

Identified Issues Page - Posted 11/14/13

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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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Purpose of "Valid benefits are still available…" Message that Displays before Certification

This pertains to the message "Valid benefits are still available for this participant through Issue Benefits. Would you like to abort the certification process?" that sometimes displays before starting a certification.

When a certification is first started, HuBERT assesses whether there are benefits that can still be auto-suggested in the Issue Benefits screen for the participant’s current certification period. If there are, this message will display.

The message has two options:

  • Yes – abort the cert process (so that you can go to the Issue Benefits screen and issue benefits before starting the cert)
  • No – continue with the certification

This allows you to decide whether benefits should be issued before certifying. There are two different scenarios that have caused some confusion:

NOTE: For the following we will use 6-month certs for ease of examples.

Scenario #1: Participant Certified in Month Cert Ends and Hasn’t Received Benefits for Previous Month
  • CHILD's current certification began on: 8/26/12
  • Received benefits for August, Sept, Oct, Nov and Dec (for some reason, haven’t received January)
  • Cert End Date = 2/28/13
  • Cycle = 26th to 25th
  • Last Printed First Date to Use (PFDTU) = 12/26/12
  • Last Check Last Date to Use (LDTU) = 1/25/13
  • Recertifying participant on 2/7/13

Since the January benefits are the 6th set for the participant's current cert period and the participant is eligible to receive late issuance for January, the system is still able to auto-suggest this set in Issue Benefits and the message will display. If you click Yes on the message and go to Issue Benefits, the following set will be suggested:

  • <1/26/2013>2/7/2013-2/25/2013 Three Fourth

The PFDTU is in January and these benefits are counted for that month.

If you click No on the message, the system begins the cert process. When you open the Issue Benefits screen once the cert is completed, the system now suggests a syncing partial package for February and a full set for February, March and April; it will no longer auto-suggest late issuance for January once the cert is completed.

  • 2/7/2013-2/25/2013 Three Fourth
  • 2/26/2013-3/27/2013 Full
  • 3/26/2013-4/25/2013 Full
  • 4/26/2013-5/25/2013 Full

NOTE: Remember, this message displays regardless of whether the issuance would be considered a "late issuance"; it simply displays if benefits can still be auto-suggested by the system in the Issue Benefits screen.

Scenario #2: Participant Certified Month AFTER Cert Ends and Hasn't Received Benefits for Previous Month

  • CHILD's current certification began on: 8/26/12
  • Received benefits for August, Sept, Oct, Nov, Dec and Jan
  • Cert End Date = 2/28/13
  • Missed original appointment scheduled in February
  • Cycle = 26th to 25th
  • Last Printed First Date to Use (PFDTU) = 1/26/13
  • Last Check Last Date to Use (LDTU) = 2/25/13
  • Recertifying participant on 3/7/13

In this case, the participant has received all sets of benefits for their certification period. But, since they missed an appointment last month (February) they didn't receive benefits for that month (February) and they are still eligible to receive late issuance for the month their cert ended (February). (Reference - Participation: Issuing Late Benefits before Recertifying Children, Wednesday Update Memo from 2/6/13).

For children who are not turning 5 years old, the system will NOT auto-suggest the set with a PFDTU in the month their cert ends (for all other participants, who technically become categorically ineligible, the system will suggest this last set).

In this case, the system does not have any other benefits it can auto-suggest in the Issue Benefits screen and the message will NOT display. You need to remember to use Add Set to issue the February benefits.

NOTE: In Release 2.18, a prompt will display that allows you to choose whether to issue the late benefits once the cert has been completed.

February 2013 HuBERT Hints #2

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

  • A former WIC participant whose certification has lapsed – YES, if the lapse in certification is greater than 30 days
  • 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
  • Current participant, whose certification is ending, and who needs to be scheduled for a recertification – NO, if the recertification appointment can be scheduled within the following 30 days
  • Participant in a current certification period who transfers to Minnesota from out-of-state – NO, but schedule the transfer as soon as possible

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

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The Minnesota Operations Manual, Section 3.2, states: "When an applicant (or a participant not in a current certification) requests program benefits in-person during WIC clinic hours, staff should prescreen the individual". What is the definition for "a participant not in a current certification"?

A participant whose certification has lapsed more than 30 days beyond the "Certification End Date" is considered not in a current certification.

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

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The Previous Food Package Is Viewable in the Certification Guided Script (CGS)

Due to the link that exists between Risk Factors and Food Prescription assignment, the system is unable to default in the previous food package during the CGS. When asked what food items the participant would prefer, they may respond that they want the "same as last time”".

If this occurs, you can easily view the previous food package in the Food Prescription screen of the CGS. The system creates a default food package (DFP) with the current date at the top of the screen. However, it also lists all previous food packages.

Food Prescription screen with previous food package highlighted

To view their most recent food package, simply double-click the date directly below the new DFP (or single-click on the + sign next to the date).

Food Packages

When editing the new DFP if you need to refer back to the previous food package once the Edit Food Prescription window is open, you can move the Edit window so that the Food Prescription screen is viewable. To do this, click on the title bar of the Edit Food Prescription window and drag it to the right.

Food Prescription window with Edit Food Prescription overlapping it

March 2012 HuBERT Hints #2

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The Cert End Date for All VOCs Should Be the Last Date of the Month in Which the Cert Ends

Description: The Cert End Date should be the last date of the month in which a participant's certification ends when performing VOC transfers.

Explanation: All certification end dates are calculated by HuBERT as the last date of the month in which a certification ends. If a participant comes from a state that ends their certification based on the actual date the participant was certified, you should round up to the last date of that month and enter that as the Cert End Date for all WIC Types.


  • Cert End Date on VOC = 2/07/2012
  • Cert End Date for MN WIC = 2/29/2012 (Note: February 2012 is a Leap Year.)

VOC with Cert End Date as 2/29/2012

What You Should Do: If you are performing a VOC certification, you must enter the last date of the month in which the cert ends as the Cert End Date.

January 2012 HuBERT Hints #1

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Reminders about VOCs

The following are just some reminders about out-of-state transfers, or VOCs:

  • The Cert End Date is required for VOCs – make sure to enter the last date of the month if the cert ends on a date during the month
  • VOCs do not display in the Certification History tab since only certifications completed via the Certification Guided Script (CGS) display – this information can be found in the Risk Factors tab because the system auto-assigns Risk Factor 502 - Transfer of Certification
  • The Cert Start Date for VOCs is the date on which the VOC is performed
  • VOCs should only be performed if the participant is in a current cert – if their cert from another state has ended, do not perform a VOC, simply Prescreen (if necessary) and certify via the CGS

August 2011 HuBERT Hints #4

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Why Can't We Add More than One Nutrition Education Contact per Day?

HuBERT only allows one Nutrition Education contact of the same type per day because it has a validation rule in which the Contact Date must be greater than the participant's previous nutrition education contact.

If a contact is entered via the Certification Guided Script (CGS), a new Nutrition Education contact of the same type (i.e. Individual Primary Contact) cannot be added in the Participant Folder. However, it can be edited.

If you forget to include a topic when the contact is first created, you can select the Nutrition Education contact in the tree in the Nutrition Education Contacts/Peer Counselor Referrals/Materials Given for Household Member section of the screen, which will enable the Edit Contact, Material or Referral button.

August 2011 HuBERT Hints #4

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Still Need to Complete Infant(s) 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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