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Certification/Certification History

HuBERT Cross-Reference


MN WIC Program

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benefits, breastfeeding, categorically ineligible, cert end date, certification, certification history, constraint error, copy to current, CPA signature, delayed blood work, food package, high risk check box, income calculator, initial contact, link, MCA, message, multiple PFDTU, nutrition education contact, primary key, pseudo-cert, pregnant, remove incomplete, unknown ht/wt, VOC


Using "Copy Items to Current Income" Button Generates a Data Conversion Error when Copying Date with Single-Digit Month to Current Two-Digit Month (TMP-43)

Description: When using the Copy Items to Current Income button in the Income Calculator to copy an income from a month that has a leading zero, such as September (09), to a current month that has a two-digit month, such as November (11), a "Conversion String" error is occurring.

Income Calculator

What You Should Do: When using the Copy Items to Current Income button, the system maintains the Original Screening Date but inserts the income record with the current date. The system will only allow you to copy incomes with an Original Screening Date within the past 92 days. If you want to copy an income record that has been recorded within the last 92 days, you will have to enter the income manually.

Users will need to be aware that an income was copied and not actually verified since there is no way to indicate the Original Screening Date in the income record you enter manually. In order to inform others that the last income was not verified, you should write an alert indicating that the most recent income was manually copied, and not verified, using a previous income.

Example of alert text:

Income for 11/21/13 manually copied form income verified on 9/26/13 due to bug - alert

Since the "Conversion String" error is occurring because the system is adding a leading zero to the current month, this error shouldn't occur once incomes can no longer be copied from September.

Resolution: This has been entered into the issue queue.

Identified Issues - Posted 11/20/13

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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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Selecting Adjunctive Eligibility and Entering a High Income in the Income Calculator Results in Members of the Household Being Terminated for Over-Income during the Certification Process (NIN-433)

Description: If you enter an income that is higher than the income guidelines and then select an Adjunctive Eligibility to over-ride that income, the system is ignoring the Adjunctive Eligibility and terminating the participant, and other members of the household in a current certification, for over-income.

What You Should Do: When determining income eligibility, you should first assess whether anyone in the household is adjunctively eligible. If a member of the household is adjunctively eligible, then simply select the appropriate checkbox and proof. No further income assessment is necessary.

According to MOM policy, Section 5.2.4:

Applicants are determined to be income eligible in one of these ways:

  • Automatic/Adjunctive eligibility based on being currently certified eligible to receive benefits from another program with comparable income guidelines or a member of a household in which member is currently certified eligible for an adjunctive program.
  • Traditional Income Determination based on household size and income.
  • Applicants whose income is above traditional income guidelines must apply for Minnesota Health Care Programs (MHCP) and be determined eligible before they can be eligible for WIC.

Automatic/Adjunctive Eligibility:

1. Applicants are eligible for WIC, regardless of household gross income, if they are:

  • Currently certified eligible to receive benefits from Supplemental Nutrition Assistance Program (SNAP, formerly known as Food Stamps), Medicaid, Minnesota Family Investment Program (MFIP), or MinnesotaCare or a member of a household in which a member is currently eligible for one of these programs.
  • Currently certified eligible to receive benefits from a program using comparable income guidelines such as Free or Reduced Price Meal Eligibility for the National School Lunch Program, Energy Assistance or Headstart or a member of a household in which a member is currently eligible for one of these programs.
  • Currently eligible for Tax Equity Fiscal Responsibility Act (TEFRA) or Supplemental Security Income (SSI); in this situation other household members would not be WIC eligible.

Resolution: This issue is currently assigned to Release 2.19.06.

October 2013 HuBERT Hints #1 and Identified Issues - Posted 10/15/13

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"Multiple PFDTU Dates Available" Message Will Display Two Dates in Same Month for Participants Who Haven't Received Benefits for Current Month if Cycle Begins before New Start Date

The purpose of the Multiple PFDTU Dates Available prompt is to determine whether late benefits should be issued using the participant's current cycle or a set of benefits should be issued using a PFDTU beginning on the new certification date.

The prompt displays when you issue benefits after a participant has been recertified. Ideally, this prompt is to ensure that the participant receives late benefits for the previous month as part of the previous certification period.

However, if a participant has not yet received benefits for the current month, and the participant's cycle is prior to the new certification period, the prompt will display with two suggested PFDTUs in the same month.

Example:

  • Previous Cert End Date = 7/31/2013
  • New Cert Start Date = 7/15/2013
  • Cycle = 3rd to 2nd
  • Last Set's Last Date to Use (LDTU) = 7/2/13

Multiple PFDTU Dates Available Message with 7/3/13 selected

The default date suggested maintains the participant's current cycle and the second date suggested begins the cycle on the new Cert Start Date. Since the beginning date of the cycle is in the past, the system considers this "late issuance" for the previous certification period.

If there are other household members to sync to, the current cycle will be maintained regardless of which PFDTU is selected.

For example, if the PFDTU beginning on the current Cert Start Date is selected:

Multiple PFDTU Dates Available Message with 7/15/13 selected

The system will suggest a partial package beginning on that date and then continue to sync to the current cycle:

Issuance cycle with partial package starting on 7/15/13

If there is only one member in the household, and the new Cert Start Date is selected as the PFDTU, the system will maintain the new cycle dates.

You may see this prompt with two dates in the same month more frequently as it becomes later in the month and as participants are recertified after their cycle start date.

July 2013 HuBERT Hints #3

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"Multiple PFDTU Dates Available" Message Displaying for Specific Participants Determined Categorically Ineligible (NIN-333)

Description: This issue is specific to the following scenario: a Breastfeeding woman more than 6 months postpartum when her infant was changed to Non-Breastfeeding returns before her previous Breastfeeding certification's end date to be recertified as pregnant.

Example:

  • Woman certified as Breastfeeding from 8/22/12-8/31/13
  • Benefit cycle = 12th to 11th
  • On 3/11/13, the infant's Breastfeeding Amount was changed to Non-Breastfeeding

Since mom was more than 6 months postpartum, the system automatically terminated her as Categorically Ineligible. Her WIC Category remains as Breastfeeding and her Cert End Date as 8/31/13.

  • On 7/8/13 mom is certified as Pregnant

This is before her previous certification's Cert End Date of 8/31/13 resulting in an overlap between her new Cert Start Date (7/8/13) and her old Cert End Date (8/31/13). When printing benefits after the certification has been completed, the system displays the following Multiple PFDTU Dates Available message even though she is not eligible for a set of benefits for the previous month:

Multiple PFDTU Dates Available of 6/12/13 or 7/8/13

Explanation: The code is currently looking at the Cert End Date of the previous certification and not evaluating whether the previous certification has a Cert Termination Date or a Cert Ineligible Date.

What You Should Do: If this scenario should occur, you should select the PFDTU that begins on the certification date, for the current month, since the participant is not eligible for late issuance for the previous month.

Resolution: This is currently assigned to Release 2.19.05.

Identified Issues - Posted 7/9/13

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Violation of PRIMARY KEY Constraint Error when Opening Certification Guided Script (CGS) - (NIN-330)

Description: When opening the CGS, the following message was displaying for some users:

Violation of Primary Key Contraint PK_CertHistory

Explanation: With the addition of the Mid-certification Assessment (MCA) in Release 2.18.06, the process for how information is stored in the CERTHISTORY table was modified. The system now stores a record for each change made in the CGS and the MCA GS, and each record is consigned an ID.

The consignment range for these IDs reaches its limit very quickly as users start new CGS's and MCAs. Usually, when the last ID is consigned, the system automatically adds a new consignment range. However, if users start a Cert or MCA at the same time as the system is trying to update the consignment range, which can easily occur because of the number of records being created, the system is unable to identify what the next number should be and the PRIMARY KEY Constraint Error will occur.

Resolution: CSC has identified a long-term solution for this issue. Until the solution can be implemented in either a Patch or the next Release, CSC will be closely monitoring the consignment range and pro-actively increasing the range as necessary.

From the Identified Issues Page - 2.18.06 Installed on Production

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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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Mid-Certification Assessment (MCA): Adding Unknown Ht/Wt in MCA Causes Ht/Wt Node of Most Recent Cert in Certification History Tab to Update with MCA Staff Name and Date/Time (NIN-201)

Description: When an Unknown Birth Height/Weight is added in the MCA, the system is writing a CertStartDate to the ANTHROPCONTACT table. This results in the most recent certification information for Height/Weight to be updated in the Certification History tab once the MCA has been completed.

What the User Should Do: This is a display issue.

Resolution: This is currently assigned to Release 2.19.

From the 2.18.06 Release Document

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Pregnant Women Who Are Breastfeeding

Pregnant and Fully-Breastfeeding: Keep mom's breastfeeding certification until her cert ends or she stops fully-breastfeeding since the food package for fully-breastfeeding provides more food than the pregnant food package.

Pregnant and Mostly- or Some-BF: Certify mom as pregnant. If she is still breastfeeding, you can leave the infant as mostly- or some-breastfeeding as appropriate. However, you must delete the link from the infant's folder by removing the check mark from the On WIC check box and saving the changes to the Health Information.

On WIC Checkbox

If the link is not deleted: if the baby's Breastfeeding Amount is changed to Non-Breastfeeding and s/he is over 6 months old, the system will terminate mom's current certification (the system only looks for a linked mom to terminate, it does not verify the current WIC Category).

April 2013 HuBERT Hints #1

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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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How the High Risk Check box Works in HuBERT

The functionality of the Risk Factor check box is not intuitive. The following is simply an explanation of how it works.

High Risk Check box on the Certification Guided Script (CGS) screen

This check box indicates if a high-risk Risk Factor has been auto-assigned by the system. It is always disabled and will be auto-selected by the system once a high-risk Risk Factor is assigned by the system.

High Risk Check box in the Assign Risk Factors screen of the CGS or Participant Folder

This check box indicates that a high-risk Risk Factor has been assigned by the CPA from within the Assign Risk Factors screen.

  • The check box will be enabled and unchecked even if the High Risk check box on the CGS screen is checked and disabled.
  • The check box will be automatically checked and disabled when a high-risk Risk Factor is added by the CPA.
  • CPAs can check the High Risk check box to indicate a participant is high risk even if none of the Risk Factors are high-risk. In this instance, the check box will be checked but will remain enabled.
  • If the system-assigned high-risk Risk Factors are removed and a pseudo-cert created, the High Risk check box in the CGS will continue to be checked because it indicates that a CPA-assigned Risk Factor was high-risk or that the CPA selected the check box to make the participant high risk in lieu of the assigned Risk Factors.

NOTE! The functionality of the High Risk check boxes will change in Release 2.19.

October 2012 HuBERT Hints #1

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Error Occurring when Capturing CPA Signature

Description: The following Windows error appears to be occurring sporadically on random computers:

ParticipantFolder.exe has encountered a problem and needs to close.  If you were in the middle of something, the information you were working on might be lost.

This seems to display when capturing the CPA's electronic signature at the end of the certification. The participant signature captured prior to the error is saving to the database. However, the CPA will be unable to capture their electronic signature to indicate that they have determined the participant's eligibility.

What You Should Do: Please call the Help Desk if you receive this error. CSC is currently researching and gathering information in order to diagnose why the error is occurring. It is essential that you call in order to provide details that might help them to identify the cause.

Since the CPA's signature is required at the end of a certification, you have two options if this error occurs. You can:

  • OPTION 1: Document in a note that the signature was not collected due to the "2.15.06 Windows Error". NOTE: This is a temporary solution and should only be used for this particular issue!

Resolution: CSC is currently researching this; they have been unable to re-create it as of May, 2013.

July 2012 HuBERT Hints #1

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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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Reminder – Do Not Use Delay of Blood Work Check box

Description: The Delayed Blood Work check box should never be used.

Explanation: The intent of the Delayed Blood Work check box is to remove the system's requirement for any future blood work contacts for that participant. We do not use this functionality in MN.

What You Should Do: Since HuBERT requires a blood contact for every certification, you should use the Reason Blood Work Was not Collected drop-down to select CPA determined not due for blood work if the participant does not need a hemoglobin check based on MN WIC policy (Ref: MOM 5.3.2).

Other available options in the drop-down include:

  • Other (explain in notes)
  • Medical Condition (explain in notes)
  • Religious Objection (explain in notes)

If any of these other options apply, the reason needs to be selected at each certification and a note written.

Add Blood Measurement window

Although the placement of the Delayed Blood Work check box above the Reason Blood Work Was not Collected drop-down may make it seem like the two fields go together, they do not. You should only ever use the Reason Blood Work Was not Collected drop-down.

Resolution: In Release 2.19 these two fields will become mutually exclusive; if one is selected, the other will be disabled.

February 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.

Example:

  • 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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