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HuBERT Cross-Reference

MN WIC Program

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additional info, ad-hoc, assigned clinic, do not use, duplicate, fixed nighttime location, foster care, household table, local use codes, member table, participant dies, relationship field, reminder e-mails, risk factor 903, state use question, type of medical home, WIC category

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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Pilot Starts for New Optional State Use Question

A new optional State Use Question will begin its pilot phase on Monday, March 31. The pilot agencies include: Aitkin, Hennepin, Olmsted, and St. Paul-Ramsey. The new question will be in the last State Use Question position and will read (as shown below): Which group do you identify with? (non-hispanic).

State Use question listing African American, Somali, Liberian, Other-Bkack, Hmong, KaRen, Other-Asian

This field is not required and its presence should not affect agencies that aren’t part of the pilot.

While collecting Race/Ethnicity information, the pilot agencies will ask participants who identify themselves as non-Hispanic Black or non-Hispanic Asian a follow-up question. This cultural identity question asks the participant whether they identify themselves with any of the applicable groups listed below:

Non-Hispanic Black

  • African American
  • Somali
  • Liberian
  • Other

Non-Hispanic Asian

  • Hmong
  • KaRen
  • Other

The purpose of this State Use Question is to enable the pilot agencies to more precisely identify health disparities in non-Hispanic Black and non-Hispanic Asian participants in order to assist with providing better nutrition surveillance for "at risk" groups and implementing targeted interventions.

The following is an example, provided by one of the pilot agencies, that explains their interest in collecting this information: "The black breastfeeding rate in Hennepin, Olmsted, and Ramsey Counties looks relatively good. All three counties have sizeable Somali and African American populations, and in addition, Hennepin has a sizeable Liberian population. All three counties would like to have better data about their African American breastfeeding and Somali breastfeeding rates, and Hennepin would like data on their Liberian breastfeeding rate. It is possible that one group might have a very high breastfeeding rate while another group has a much lower rate. If we can determine what the rates for the individual groups are, we can work to increase breastfeeding rates in groups with lower rates.”

For pilot agencies, an Infoview Report Template will be made available by Friday, April 11, to assist with ensuring staff is completing the field in HuBERT. Data will be collected for at least six months before any other Infoview queries will be created for analysis.

Please contact Joni Geppert ( if you have any questions about this pilot.

March 2014 HuBERT Hints #4

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General Information about Using Appointment Reminder E-Mails in HuBERT

If your agency uses the HuBERT appointment scheduler, an automated appointment reminder message can be sent via e-mail for those participants with an e-mail address entered into the E-mail field in Demographics.

In order for the system to know whether or not your agency elects to send e-mail reminders, a return e-mail address for your Local Agency WIC Program has to be entered into the back-end of HuBERT. This must be a valid e-mail address and can be either generic for your WIC program or to a specific individual. (Keep in mind this e-mail can be responded to even though the reminder message states "This is a system generated email. Please do not reply.")

You can send your agency’s return e-mail address to Tami Matti at Please allow 5 business days for her to enter it into the HuBERT back-end. She will contact you via e-mail once this has been completed.

The Reminder Interval field in the Edit Appointment Type window is where you can specify how many days before each Appointment Type the reminder e-mail should be sent; the default is 7.

Edit Appointment Type window

The following is an example of the Appointment Reminder E-Mail Message. (NOTE: This message will be sent in Spanish if Spanish is selected in the Correspondence Preference field in the AdditionalInfo2 tab.)

Automated appointment reminder letter sent via e-mail

Some agencies have indicated that they would like to use this feature to remind participants of Nutrition Ed contacts/benefit pick-ups. In order to do this, these contacts would have to be scheduled using the HuBERT appointment scheduler.

Also, the reminder message template, which is the same for all local agencies, would have to be modified by the State since it is currently specific to certification appointments. The State is willing to modify this template based on feedback we receive from Local Agencies about wanting to use this message to remind participants of other scheduled contact appointments. If you are interested in doing this, please contact your State Program/Regional Consultant.

May 2013 HuBERT Hints #1

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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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Risk Factor 903 (Foster Care) – Change to CPA-Assign Only

Risk Factor 903 (Foster Care) is being changed from both System-Assign and CPA-Assign to just CPA-Assign.

Currently, the system is set to system-assign this risk factor based on whether the Living with Foster Parent(s) checkbox is selected in the Demographics screen. However, Risk Factor 903 (Foster Care) should only be assigned if a participant has entered the foster care system during the previous six months or has moved from one foster care home to another during the previous six months. Since HuBERT cannot assess this criteria based on the checkbox, and the CPA cannot over-ride it when it is system-assigned, the risk factor will no longer be system-assigned.

This is accurately reflected in MOM, Exhibit 5-T, which indicates that this risk factor is not assigned by HuBERT.

NOTE! You should continue to select the checkbox to indicate a participant is in foster care but only assign Risk Factor 903 as appropriate based on the criteria.

November 2012 HuBERT Hints #3

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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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