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HuBERT Cross-Reference


MN WIC Program

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3, III, 113, 121, cash-value benefits, categorically ineligible, child food package, high risk, infants turning one, medically fragile, recumbent, participant dies, relationship field, risk factor


Identifying Future Food Packages with Cash-Value Benefit (CVB) of $6

In the July 2014 HuBERT Hints #4, we provided information about future food packages that were auto-generated for children by the system prior to May 5, 2014, containing the $6.00 CVB instead of the $8.00 CVB.

An Infoview Report Template has been created in order to assist you with identifying participants with future food packages containing the $6.00 CVB.

This report, CHILDREN WITH $6.00 CVBS ON FUTURE FOOD PACKAGES (Guidance Document), is available in the Infoview MN SHARED/FOOD & FORMULA folder.

August 2014 HuBERT Hints #1

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Cash-Value Benefit Default Amount of $8.00 and Future Food Packages

The cash-value benefit (CVB) amount for fruits and vegetables provided to children in their default food package was increased from $6.00 to $8.00 on May 5, 2014.

When creating new food packages, the default CVB amount will be $8.00. However, existing food packages that already have the $6.00 CVB amount in them will need to be either re-created or edited (food packages with an Effective Date in the past cannot be edited).

Please note: A future food package is created for children when the second or third birthday falls within the certification period. Therefore, future food packages that were auto-generated by the system with the incorrect CVB amount will be a short-term issue that should be resolved by May 2015. Until then, future food packages that were auto-generated prior to May 5, 2014, for the child’s second or third birthday should be verified to ensure they have the correct CVB amount.

Also, an Infoview report, CHILDREN ISSUED $6.00 CVBs (Guidance Document), is available in the MN SHARED/FOOD & FORMULA folder to identify children who have been issued benefits after May 5, 2014 with the incorrect amount of $6.00 for the CVB. These children may need to have a new food package created and/or a future food package edited.

July 2014 HuBERT Hints #4

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Children Who Are Medically Fragile and Receiving Food Package III May Receive Infant F/V in lieu of CVB

Children with Food Package III will be able to substitute their $8.00 cash-value benefits for jarred baby fruits and vegetables. To do this:

  • STEP 1: Edit the food prescription
  • STEP 2: Click on the FRESH or Frozen/Canned Fruits and Vegetables to highlight
  • STEP 3: Click the Delete Food Item
  • STEP 4: Click the Add Food Item button and select INFANT FRUIT-VEGETABLES from the drop-down
  • STEP 5: Select the WIC-allowed baby Fruits and Vegetables option

Training Tip! There is no system verification to ensure you do not over-issue the quantity fruits and vegetables. To help ensure that you do not over-issue, ALWAYS edit and decrease the WIC-allowed baby Fruits and Vegetables food item FIRST when adding the CVB for 9-11 month old infants and ALWAYS delete the CVB FIRST when adding jarred baby foods to a Food Package III child’s food package.

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

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Allow Increased Amount of Contract Formula for Infants

Infants, 6 months and older, who are medically fragile and receiving Contract formulas will be able to receive an increased amount of formula (amount allowed for 4-5 month old infants) in lieu of receiving any supplemental foods. Note that these participants must have the Requires Food Package III (FP III) checkbox selected in Health Information. This will impact the following formulas:

  • Similac Advance
  • Similac Sensitive
  • Similac Spit Up
  • Similac Total Comfort
  • Gerber Good Start Soy

-RX or FPIII: Similac Sensitive, Spit Up, and Total Comfort

For Similac Sensitive, Spit Up, and Total Comfort, which require a prescription and currently display with –Rx in their descriptions, the descriptions will change to –Rx or FPIII.

In order for infants to receive the higher quantity of formula in lieu of supplemental foods, the infant must:

  • Be 6 months or older
  • Have the Requires Food Package III checkbox selected in Health Information

Since only the food item description has changed, no changes need to be made to the formula if it is currently in their food package. However, the 6-11 month food package will have to be adjusted to provide the higher amount of formula (the system will not automatically do this). To do this, delete the supplemental foods from the food package and use the Edit Food Item button to increase the formula amount as appropriate.

-Child or Infant FPIII

Since infants do not require a prescription to receive either Similac Advance or Gerber Good Start Soy, these two formulas function differently from the Sensitive, Spit Up, and Total Comfort.

Similac Advance

For Similac Advance formula, the food items currently designated for children with FP III will be changed so that they are also available for infants, 6 months and older, who have the Requires Food Package III checkbox selected in Health Information. The Similac Advance description, for these participants, will change to –Child or Infant FPIII.

Gerber Good Start Soy

For Gerber Good Start Soy formula, three new food items will be added. These formulas will display for children and infants, 6 months and older, with the Requires Food Package III checkbox selected in Health Information.

Training Note! Since these are new food items, any child already receiving Gerber Good Start Soy formula will require a new food prescription. The Infoview report template FOOD/FORMULA ISSUED ON LAST SET OF BENEFITS can be used to obtain a list of currently certified participants receiving these formulas (enter Food Items IDs = 295;296;297). For more information about this report, please see the Guidance Document.

In order for the formula options with –Child or Infant FPIII to display for infants, three conditions must be met:

  • The infant must be 6 months or older OR the Effective Date must be on or after the infant's 6-month birthday
  • The Requires Food Package III checkbox must be selected on the Health Information screen
  • Yes must be selected on the Add Food Prescription message that displays after clicking the Use Default button and asks "Do you want the system to automatically remove the solid food items from the food prescription so the formula quantity may be increased to the 4-5 month old limit?".

If you select the No button, the formulas with –Child or Infant FPIII will not display. If this occurs, you will need to cancel out of the Select Formula and Add Food Prescription window and start again.

Training Tip! When providing Similac Advance or Gerber Good Start Soy, the –Child or Infant FPIII formula option should only be selected if you want to provide the increased amount of formula and no supplemental foods. This will require a medical prescription. Otherwise, the standard formula item should be selected.

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

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Cash-Value Benefit Default Amounts and Future Food Packages

The cash-value benefit amount for fruits and vegetables provided to children in their default food package was increased from $6.00 to $8.00 on May 5, 2014. Any current or future food packages created prior to May 5, 2014 will have the incorrect amount of $6.00 since the system will NOT auto-adjust this quantity.

Current food packages for children should be verified to ensure they provide the correct quantity of $8.00. If the current quantity is $6.00 then a new food package will need to be created since food packages with Effective Dates in the past cannot be edited.

Future food packages should also be verified. If the incorrect amount of $6.00 is provided in the food package, you can edit the food package by deleting the current fruit/vegetable food item and adding the fruit/vegetable food item (under the CASH BENEFIT Food Category) back into the food package.

June 2014 HuBERT Hints #2

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Increase in Cash Value Benefit for Children Effective Monday, May 5, 2014

Due to changes in the final Food Package Rule, the fruit and vegetable cash value benefits will increase from $6.00 to $8.00. This change will be implemented on the HuBERT back-end and will be available to users on Monday, May 5. Please be sure to Reset Local Reference Data to ensure this change is made.

The increased cash value benefit will be added to the children’s Default Food Package. In order for children to receive the increased amount, you will need to create a new food prescription (since prescriptions with Effective Dates in the past cannot be edited). Future food prescriptions can be edited (delete current fruit/vegetable food item and add new fruit/vegetable food item).

April 2014 HuBERT Hints #2

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System Incorrectly Assigning Risk Factor 113 to Children 3-5 Years Old Measured Recumbent (TMP-169)

Description: The system is incorrectly auto-assigning Risk Factor 113, Obese (Children 2-5 Years of Age), to children who are 3-5 years old and are measured recumbent. These measurements are also not being plotted on the Y2-6 grids as they should be.

What You Should Do: This should affect a very limited number of children since most 3-5 year old children are measured standing. However, if risk factor 113 is incorrectly assigned, document that it should NOT have been assigned in a note.

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

Identified Issues - Posted 5/13/14

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Increase in Cash Value Benefit for Children Effective Monday, May 5, 2014

Due to changes in the final Food Package Rule, the fruit and vegetable cash value benefits will increase from $6.00 to $8.00. This change will be implemented on the HuBERT back-end and will be available to users on Monday, May 5. Please be sure to Reset Local Reference Data to ensure this change is made.

The increased cash value benefit will be added to the children’s Default Food Package. In order for children to receive the increased amount, you will need to create a new food prescription (since prescriptions with Effective Dates in the past cannot be edited). Future food prescriptions can be edited (delete current fruit/vegetable food item and add new fruit/vegetable food item).

April 2014 HuBERT Hints #2

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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 issue's queue.

Identified Issues - Posted 3/10/14

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For Children over Two Years Old, the System is Not Assigning Risk Factor 121 and if 121 Is Already Assigned It Is Removing it when a Pseudo-Cert is Created (TMP-132)

Description: For children over two years old, whose height is less than the 10th percentile, the system is not auto-assigning Risk Factor 121. If a pseudo-cert is created and Risk Factor 121 has been previously assigned, the system is removing the risk factor even though it may still be applicable.

What You Should Do: When this happens, document that Risk Factor 121 should be assigned in a note.

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

Identified Issues - Posted 2/24/14

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Using the Authorized Representative's Relationship Field

If users choose to use the Relationship field, they should select the option that best describes the representative's relationship to a child in the household (born or unborn).

For instance, if in mom's participant folder, "Mother" should be selected for the Authorized Representative's Relationship field since she is the mother of the children in the household. Other examples:

  • If mom's sister is an Alternate Representative, select "Aunt" since that is her relationship to the child(ren) in the household.
  • If mom is pregnant and her mother is an Alternative Representative, select "Grandmother" since she will be the grandmother of the unborn child.

From the 2.17.07 Release Document

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Managing a Participant's Record if the Participant Dies

Description: When a participant dies it can be uncomfortable or difficult if staff don't realize it and ask the family about the member.

Explanation: Participants who haven't had any activity on their participant record remain in the Local Agency database for 180 days before being purged to Agency 88. When the household is searched for the participant will continue to display for 6 months. Alerts are helpful but only if the staff asks questions after opening the Participant Folder.

What You Should Do: Change the participant's Household ID so that the participant record no longer displays with the rest of the household. Select Other (explain in notes) from the Reason for ID Change drop-down and document why the participant's household ID was changed.

September 2012 HuBERT Hints #2

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Issuing the Last Set of Benefits to Categorically Ineligible Participants

Although participants should only receive 3 sets of benefits at a time, we understand that some agencies may have issued the last set via Add Set when a single child without any other household members was turning 5 years old so that the participant would not have to return for one last set of benefits.

In Release 2.15.06 changes were made to insure that a last set of benefits is auto-suggested in the Benefit Issuance screen for participants becoming categorically ineligible. One of the results of this is that participants turning 5 that are issued 3 sets of benefits and are still eligible for one more set before becoming categorically ineligible will not be able to receive another set via Add Set at the time that the 3 sets are issued. The system now determines that another set can still be issued via Benefit Issuance and Add Set will display a message indicating this. The participant will have to return for the last set of benefits (or they can be mailed as policy allows, ref: MOM, Section 8.4).

July 2012 HuBERT Hints #2

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Infants Turning One in Next Benefit Issuance - Issuing an Infant vs. Child Food Package

Description: A child's food package will automatically be suggested by the system for the last set of benefits issued to an infant if the following two criteria are met:

  • A child's food package exists in the Food Prescription screen with an Effective Date of the infant's first birthday (or between the Printed First Date to Use (PFDTU) and the Last Date to Use)
  • The infant's one-year birthday falls between the PFDTU and the LDTU of a set of benefits being issued

Explanation: The system will automatically create a child's food package during the certification process when an infant has a Risk Factor assigned that is applicable to both infants and children. It is up to you, the CPA, to determine whether the child's food package is appropriate to provide at this time. Some examples of when it might not be appropriate include, if the infant:

  • Had a low hemoglobin at the Midcert
  • Doesn't consume protein or high-iron foods well
  • Has special needs
  • Just turned 11 months old

What You Should Do: The process for changing a suggested child's food package to an infant's food package, or vice-versa, is relatively simple:

If a CHILD Food Package is suggested and you want to provide an INFANT food package:

  • Delete the Child Food Package in the Food Prescription tab
  • Issue benefits

If an INFANT Food Package is suggested and you want to provide a CHILD food package:

  • Verify the participant has a Risk Factor appropriate for a Child (if not, assign Risk Factor 428)
  • Create a Food Package with an Effective Date of the infant's first birthday
  • Issue benefits

February 2012 HuBERT Hints #3

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