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Food Package/Prescriptions (Food Items)

HuBERT Cross-Reference


MN WIC Program

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3, III, 425, 428, 6 months, alternating, beans, breastfeeding, cash, value, cereal, cheese, child food package, default, food package, formula, fpIII, fruit/vegetable, infants turning one, maximum, medically fragile, pregnant, printed first date to use, prorated, -rx, supplemental foods, remove incomplete, risk factor, WIC category


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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Move Cereal so that It Always Prints on Second Benefit

Currently, participants receiving two dozen eggs often receive a benefit with just one dozen eggs on it. By changing the cereal from always printing on the first benefit to always printing on the second benefit, the eggs will be distributed onto the first two benefits for the majority of participants, which should greatly decrease the number of benefits printed with only one dozen eggs on them.

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

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Add Cash-Value Benefits (CVB) for Infants 9-11 Months Old

Infants 9-11 months old will be able to receive a cash-value benefit for FRESH fruits and vegetables in exchange for a portion of the jarred baby fruits and vegetables.

Amount Breastfeeding
CVB Amount
Bananas
Jars Infant F/V
Fully Breastfeeding $8.00 2 pounds 28 jars F/V
Mostly, Some or Non-BF $4.00 2 pounds 12 jars F/V

Since HuBERT does not have a 9-11 month age category for infants, and this change will require a system enhancement, you will need to manually create a food package for infants to receive the CVB. To do this:

  • STEP 1: Add a food prescription
  • STEP 2: Change the Effective Date of Food Prescription to the infant's 9-month birthday
  • STEP 3: Click the Use Default button and select the appropriate formula
  • STEP 4: Click on the WIC-allowed baby Fruits and Vegetables to highlight
  • STEP 5: Click the Edit Food Item button and decrease the quantity to the appropriate amount
  • STEP 6: Click the Add Food Item button and select CASH BENEFIT from the Food Category drop-down
  • STEP 7: Select the Fruits and Vegetables – (FRESH ONLY) option

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

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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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Ensure that Participants Do Not Receive More than the Maximum Cheese Allowed

In accordance with current policy, HuBERT will limit the amount of cheese that can be substituted for milk to the following amounts:

  • FP 4, 5 and 6 = 1 pound
  • FP 7 = 2 pounds (Note: in addition to the 2 lb. cheese available from milk substitution, FP 7 also provides 1 lb. cheese from the CHEESE category)

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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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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Alternating Beans - 8 Cans of Beans Will Print on One Benefit

In Release 2.18.06, the ability to alternate canned beans with other bean options was corrected.

However, if the participant receives two dry beans, peas and lentil options and one of those options is canned beans while the other option is alternating canned beans, the system will print all 8 cans of beans on one benefit.

Although there is a maximum of 4 cans per benefit, this maximum is set by individual food item. When alternating, it is considered a different food item so the maximum does not apply for both the single and alternating food items.

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 checkmark from the On WIC checkbox 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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Beans

The (64 oz.) or 4 (14 to 16 oz.) WIC-allowed canned beans food item is going to be made inactive on March 31, 2013. This is due to the fact that 64 oz. cans of beans are not available for purchase.

In November 2012, the (64 oz.) or 4 (14 to 16 oz.) WIC-allowed canned beans food item was removed from any default food packages that included it and the new (14 to 16 oz.) WIC-allowed canned beans food item added.

After March 31, 2013, when issuing benefits, the system will display a message indicating that the food item is inactive if it is still in the participant's current food package. You will need to select the appropriate (14 to 16 oz.) WIC-allowed canned beans food item to be able to issue benefits.

March 2013 HuBERT Hints #3

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Explaining Prorated Food Packages to Participants

When issuing benefits "late" to women and children, HuBERT prorates the food package, indicating a "three-quarters", "half" or "one-quarter" food package. However, only the amount of milk is reduced; the other food items are not. CPAs should specifically mention this to participants, informing them of the amount of milk they will receive, and that the amount of other food items is not less.

We suggest not using the terms "half" or "three-quarters" food package with participants since such terms are inaccurate and likely to be confusing. If you have questions, please contact your Nutrition Consultant.

March 2013 HuBERT Hints #3

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Can Create Manual Food Package if System Unable to Create Default Food Package

This is a reminder that you can create manual food packages in instances where the Default Food Package (DFP) is not available due to age category changes and you receive the following message:

Message: There are no risk factors on which to base a default food prescription.  The defaulting feature will not be functional.

To create manual food packages, you need to be familiar with the food packages, including the appropriate number of food items (such as two whole grain food items for children). Each food item would then need to be added individually.

To do this:

  • Click the Add button;
  • Click the Add Food Item button
  • Select each food category from the drop-down list; and

Add Food Item window

  • Select the appropriate food item(s)

Add Food Item window with Legumes selected

The system will still base the quantities on the participant’s WIC Category, Age Category and Breastfeeding Amount.

We encourage you to always use the DFP because it is a shortcut for food packages that provides the correct number, quantity and food items for a participant. If you need to add a Risk Factor in order to use the DFP, you can assign a "transitional" Risk Factor. For children, this is Risk Factor 425X – Child transitioning to new age category and for infants transitioning from infant to child, this is Risk Factor 428 – Dietary Risk Associated with Complementary Feeding Practices.

January 2013 HuBERT Hints #2

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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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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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Fully-Breastfed Infants Must be 6 Months Old On or Before the Printed First Date to Use to Receive Supplemental Foods

Description: The system will not suggest benefits for fully-breastfeeding infants until the Printed First Date to Use (PFDTU) is greater than the infant's 6-month birthday.

Example #1

  • Fully BF Infant
  • DOB = 10/27/2010
  • Cycle = 23rd - 22nd
  • Issuance Date = 4/28/2011

System Suggests for Tri-Monthly Issuance:

  • Set 1: 5/23/2011-6/22/2011 (May)
  • Set 2: 6/23/2011-7/22/2011 (June)

Even though the infant may be older than 6 months on the date the benefits are issued, the PFDTU of the April set is 4/23/2011. Since 4/23 is before 4/27, which is her 6-month birthday, April benefits will not be suggested for this fully-breastfed infant.

Example #2

  • Fully BF Infant
  • DOB = 10/20
  • Cycle = 23rd to 22nd
  • Issuance Date = 4/18/2011

System Suggests for Tri-Monthly Issuance:

  • Set 1: 4/23/2011-5/22/2011
  • Set 2: 5/23/2011-6/22/2011
  • Set 3: 6/23/2011-7/22/2011

Even though the infant isn't quite 6-months old when the benefits are printed on 4/18 she will be 6-months old by the time the benefits can be used on 4/23/2011. Since the PFDTU of the first set is on 4/23, which is after her 6-month birthday, April benefits will be suggested for this fully-breastfed infant.

April 2011 HuBERT Hints #2

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