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Certifications/Certification History

Cross-Reference for HuBERT


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121, benefits, breastfeeding, cert end date, certification, certification history, error, February, food package, high risk, income calculator, infants, initial contact, late issuance, LDTU, link, MCA, message, multiple PFDTU, pending, proof, pseudo-cert, pregnant, remove incomplete, referral, residency, VOC


Initial Contact and Participants Previously on WIC

There appears to be some confusion about what Initial Contact date should be selected for participants who have previously been on WIC. The processing standards in the Federal Regulations specify that participants must be seen within a certain amount of time. This pertains to their current certification period. The Initial Contact date for participants who have previously been on WIC should indicate when they were first offered an appointment for their current certification, not their initial contact with WIC.

June 2014 HuBERT Hints #2

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The Pending Proof of Income Checkbox Must Be Selected to Limit Issuance to One Month

Federal Regulations require participants who are pending proof of income to be limited to one month of issuance until proof of income can be verified. HuBERT will limit issuance to these participants but only if the Pending Proof of Income checkbox on the Income Calculator screen is selected. It is not enough to select the pending proof options from the proof drop-down lists for either adjunctive eligibility or traditional income assessment; you must also select the Pending Proof of Income checkbox.

You must select the Pending Proof of Income checkbox when selecting Pending Proof - 30 Day from the Adjunctive Eligibility proof drop-down lists.

Adjunctive Eligibility must select Pending Proof from drop-down and checkbox

You must also select the Pending Proof of Income checkbox when selecting **PENDING PROOF** from the income calculator Proof of Income drop-down.

Select PENDING PROOF and Proof of Income checkbox

The Pending Proof of Income checkbox is a system flag that, when selected, notifies HuBERT to display the CPA Review alert reminding us that proof of income is required:

CPA Review Alert - Proof of Income Required

It also limits the participant’s benefit issuance to one month so that you can’t over-issue benefits when the participant is pending proof of income.

Benefit Issuance screen indicating participant has already received the one set of benefit they are eligible for without proof of income

May 2014 HuBERT Hints #2

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System is Incorrectly Assigning High Risk to Full-Term Infants Whose Length Falls below Grid and Percentile is N/A (TMP-153)

Description: The system is incorrectly assigning high risk for Risk Factor 121 when it is assigned to full-term infants whose length measurement falls below the lowest line on the Growth Grid resulting in a Length/Age percentile of N/A.

What You Should Do: You can use the Resolve High Risk Designation function in the Assign Certification Risk Factors screen to remove the incorrect system-assigned high risk.

Please note that if the infant is high risk for other risk factors, using the Resolve High Risk Designation function will remove ALL high risk, which may not be appropriate.

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

Identified Issues - Posted 3/18/14

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System is Incorrectly Assigning Risk Factor 142 to Children between 1-2 Years Old with Weeks Gestation of 37 Weeks (TMP-149)

Description: Risk Factor 142 should be assigned to children 1-2 years of age if their Gestation value in Health Information is 37 Weeks and 0 days. However, the system is incorrectly assigning Risk Factor 142 to children 1-2 years old and 37 weeks gestation regardless of the number of days. This occurs both in the Certification Guided Scripts and when pseudo-certs are generated in the Participant Folder.

What You Should Do: Remove the link between the child's and mom's records since the child is over one year old and the link is unnecessary.

Linked mom

To do this, simply remove the checkmark in the On WIC checkbox in the child's Health Information screen and save the change.

Unlinked

Once the link is removed, the system will remove the incorrectly assigned Risk Factor.

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

Identified Issues - Posted 3/10/14

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Multiple PFDTU Dates Available Window that Displays after Recertification Not Suggesting Late Issuance for February if Last Set's Last Date to Use (LDTU) is 2/28/14 (TMP-146)

Description: After recertifying a participant the Multiple PFDTU Dates Available window that usually displays, suggesting the option of issuing a set of benefits for the previous month (late issuance) or a set of benefits for the current month, is not displaying late issuance if the participant's last set's LDTU is 2/28/14.

Instead it is suggesting two sets of benefits for the current month.

Multiple PFDTU Dates Available

What You Should Do: If the participant's last set's LDTU is 2/28/14, you will need to issue the benefits from the Issue Benefits screen BEFORE recertifying the participant . This will ensure the participant receives benefits, and is counted for, February.

When the benefits are issued after certification, the benefits sets may not sync correctly with other household members. Please issue these benefits; the cycles will sync within the household when the next set of benefits are issued (after March 2014).

Suggested benefits where cycles don't sync

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

Identified Issues - Posted 3/4/14

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Error Occurs when Starting an Infant's Cert, after Completing Mom's Cert, if Infant's Participant Folder is Open (TMP-142)

Description: When certifying a mom and her infant, if the infant's Participant Folder is open when mom's cert is completed, the following error displays:

BF History table is null error message

This error displays regardless of how the certification is started as long as the infant's Participant Folder is open when mom's cert is completed (i.e. Work with Another Member window at the end of mom's cert or click the Certification icon in infant's folder).

What You Should Do: Click OK on the error and close the infant's Participant Folder. Re-open the folder and click the Certification icon to start the infant's cert (the error will no longer display).

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

Identified Issues - Posted 2/26/14

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Benefit Issuance is Not Limited to One Month if Participant Pending Proof of Residency (TMP-141)

Description: When a participant is lacking proof of residency, they are only eligible to receive one set of benefits before showing proof. When **PENDING PROOF** is selected in the Residency Proof drop-down, the system should only suggest one set of benefits. However, it is incorrectly suggesting benefits based on the participant's issuance frequency (typically tri-monthly).

Once one set of benefits has been issued, the system should also display a message in the Issue Benefits screen that indicates the participant is not eligible for more benefits until proof of residency is provided. Instead, the system is again auto-suggesting benefits based on the participant's issuance frequency.

What You Should Do: When issuing benefits after the certification, you should remove the checkmarks in front of benefit sets suggested for future months in the Issue Benefits screen and only issue benefits suggested for the current month.

Benefit issuance with only one month

When the participant returns, the CPA Review message indicating Proof of Residency is required will display when you open the Participant Folder.

CPA Review Alert

However, if you open the Issue Benefits screen without verifying proof of residency first, the system will incorrectly auto-suggest benefits based on the participant's current issuance frequency. These benefits should NOT be issued until the participant has provided proof of residency.

Suggested sets should not be issued

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

Identified Issues - Posted 2/25/14

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Previous Referral Dates Not Allowed in CGS (TMP-40)

Description: When entering a Contact Date into the Certification Guided Script (CGS), the system will not allow a date before the current date to be entered. If a previous date is entered, upon ending the certification, the Event Log will display indicating that "No referrals found for current certification".

Explanation: This is due to the system verifying the Contact Date instead of the Created Date for the referral.

What you Should Do: If you need to enter a previous Contact Date for a referral, you can edit the referral in the Participant Folder on the same date the certification is completed.

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

Identified Issues - Posted 2/24/14

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Food Package is Not Removed during the Remove Incomplete Certifications Process (TMP-25)

Description: When an incomplete certification is removed, all items that were created as part of that certification should be removed. The food package(s) created during the Certification Guided Script are not being automatically deleted after an incomplete certification is removed.

What you Should Do: You can delete the food package in the Food Prescription tab of the Participant Folder.

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

Identified Issues Page - Posted 2/24/14

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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 ito 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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"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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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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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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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.

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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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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