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HuBERT Cross-Reference

MN WIC Program

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authorized representative's relationship, dies, duplicate, fixed nighttime location, local use codes, proxy, transferred to another clinic

Leave Proxy Fields Blank if No Alternative Representative(s)

The Alternative Representative/Proxy 1 and Alternative Representative/Proxy 2 fields in the Demographics-AdditonalInfo2 tab should be left blank if there isn't an actual person's name to enter into those fields. In the print screen of a participant's record shown below, staff have entered "NO OTHER" and "PROXY" into the Last Name and First Name fields. This is inaccurate data and should not be entered. If no other proxies exist, these fields should be left blank.

Alternate Representative/Proxy 2 field with NO OTHER in Last Name field and PROXY in First Name field.

April 2017 HuBERT Hints #1

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Reminder! If Duplicated Participant Records Created Do Not Use “DUPLICATE” or “DO NOT USE”

This is just a reminder that when duplicate records are created, you no longer have to identify them using “DUPLICATE” or “DO NOT USE”. In fact, this makes matching duplicate records more difficult when using the Potential Duplicate Participants function in System Administration since matching of duplicate records is based on date of birth, first name, and last name. You can leave the participant’s name as is and HuBERT users with Role 10 – LSA should use Potential Duplicate Participants to combine the records as soon as possible.

For those participant records that currently have “DUPLICATE” or “DO NOT USE” in the names, the Infoview report template called FIRST OR LAST NAME LOOKUP can be used to identify these records.

February 2015 HuBERT Hints #3

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Do NOT Type into Fixed Nighttime Location Field in Demographics

The Fixed Nighttime Location field in Demographics is a required field when the Homeless checkbox is selected. There are 7 options the State has identified for this drop-down list (HOMELESS SHELTER, HOTEL, FAMILY OR FRIEND, CAMPGROUND, CAR or OTHER). Although the drop-down list will allow you to type into the field, any options you may add will display for all Local Agencies and you should NOT type into this field.

Homeless section of demographics with Fixed Nightime Location drop-down

Currently, there are 5 options that were manually typed into the field (CHURCHES, FOSTER CARE, UNSURE and 2 addresses). These options will be deleted from this list on June 1, 2013.

If you would like to add an option to the Fixed Nighttime Location list, please submit a Local Agency HuBERT – Change Request Form and select Add Drop-Down Additions Selection for the Type. The State will review the suggestion and add it if is appropriate as a statewide option.

May 2013 HuBERT Hints #1

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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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Local Use Codes Clear When WIC Category Changes

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

December 2012 HuBERT Hints #1

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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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Participants Can Be Transferred to Another Clinic in Your Agency by Changing Their Assigned Clinic in the Participant Folder

Did you know that you can transfer a participant to another clinic in your agency simply by changing the Clinic Assigned in the Demographics screen of the Participant Folder?

Demographics screen with circle around Clinic Assigned field

Once you select a different clinic, you will receive the "Do you want to transfer this participant to this clinic?" message. Click Yes and the participant now belongs to the newly assigned clinic.

Do you want to transfer this participant to this clinic message

October 2011 HuBERT Hints #3

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