Food Packages/Prescriptions (Food Items)

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Food Package/Prescriptions

HuBERT Cross-Reference

MN WIC Program

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End-of-Day (EOD) Removes One-Year Food Prescriptions when Infants Turns One Year Old (CDP-173)

Description: The system automatically creates a one-year food prescription during the infant certification if the infant has any risk factors that are also applicable for children. However, during the EOD process, when the system changes the infant’s WIC Type from infant to child on their one year birthday, it is also deleting this child food package.

What You Should Do: For the majority of infants this should not be an issue because most infants must be certified after their first birthday and HuBERT creates a child food package at the time of the certification.

This may be an issue for the following two scenarios:

  • Infants certified after 6 months of age; and
  • Infants certified before their first birthday.

In these instances, a message will display indicating that benefits cannot be issued because the participant doesn’t have an appropriate food package and a new food package will need to be created.

Resolution: This is currently being researched by CDP and has been added to the issues queue.

From the 2.26 Release Document

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Issuing Formula to Breastfed Infants

As part of the breastfeeding support activities for 2015, in Release 2.22 the default food packages for Mostly and Some-Breastfeeding (BF) infants was changed to the minimum allowed based on the infant’s age and breastfeeding amount. This change affected contract formulas only.

Now, when future food packages are created by the system for each of the age categories, the minimum amount is defaulted. This will require CPAs to assess the need for formula supplementation for breastfed infants at each new age category (0- <1, 1-3, 4-5, 6-8 and 9-11).

Defaulting to the minimum amount should prompt you to discuss breastfeeding and assess how much formula might be needed, rather than automatically providing the maximum amount suggested by the system. Since the number of cans allowed is based on the infant’s breastfeeding amount and age, you should adjust the formula amount provided based on the infant’s actual supplementation needs.

Some local agencies have requested that HuBERT be changed to carry forward the amount provided at one age category to future food packages, however, this does not work because the maximum allowed quantities vary for each of the different age categories. For example, if the CPA increases the amount to 8 cans for a 4-5 month old infant, that amount of 8 exceeds the maximum allowed for 6-8 months; the system cannot simply forward that quantity for the next age category.

Carrying forward an amount which is greater than the minimum amount defeats the purpose of making this change, which is to prompt you to discuss actual supplementation needs before issuing formula to breastfed infants.

If you find you are having to void a fair number of benefits, you might consider deleting future food packages, since HuBERT would then remind you to create an appropriate food package for the age category before suggesting benefits.

September 2015 HuBERT Hints #1

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Assignment or Removal of Risk Factor 201 in a Child’s Participant Folder Results in Deletion of Current and Future Food Prescriptions (TTY-6)

Description: For children in a current certification period, if Risk Factor 201(Low Hemoglobin) is added or removed via a pseudo-cert within the Participant Folder, the system is auto-deleting food prescriptions with an Effective Date of the current date or with a future date.

What You Should Do: You will need to create a new food package before being able to issue benefits.

Resolution: This has been added to the issue queue.

2.22 Release Document

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Food Package 7 Always Provides 1 Lb. of Cheese

Food Package 7 contains 1 lb. of cheese that cannot be substituted for any other milk items. If the lb. of cheese is removed, the food calculator will indicate that there are 3 quarts available. However, if you try to add 3 more quarts of another milk food item (for example, tofu) a message will display indicating that you’ve exceeded the limit. Women receiving Food Package 7 are eligible to receive 27 quarts of milk items but 3 of those quarts are dedicated to cheese.

June 2015 HuBERT Hints #2

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Reminder! Food Packages for Women Breastfeeding Multiple Infants Alternate Quantities Each Month

Women who are breastfeeding more than one infant, and receive food package 7+, have .5 quantities in their food package:

multiple food packages

Since the system cannot issue half quantities, it alternates a smaller and larger quantity each month in order to provide the full quantity of the food package over the participant’s entire certification period.

You can see how the foods will be distributed by clicking the Show Details button. This opens the Food Item Distribution window, which indicates how the food item will be distributed starting with the first month of the participant’s current certification period.

Show Details

March 2015 HuBERT Hints #1

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Changes to Benefit Maximums and Descriptions for 19 Kcal Powder Formula

The following formulas will be affected by these changes:

  • Similac Sensitive (12.6 OR 12.0 oz pwd)
  • Similac Spit Up (12.3 OR 12.0 oz pwd)
  • Similac Total Comfort (12.6 or 12.0 oz pwd)

Change to Benefit Maximum
In July 2014, the maximum number of cans that would print on a benefit for the 19 Kcal powder formulas was changed to 5 cans due to their limited availability in stores. Since these formulas should now be readily available, the maximum number of cans that will print on a benefit has been changed back to the maximum allowed based on the participant’s age category and breastfeeding amounts.

Change to Descriptions
During the transition to the 19 Kcal formulas, the formula descriptions included the larger can size. Since the 12.0 ounce cans of powdered formula are now readily available, the larger size will be removed from the formula description so that after February 21, 2015, they will print as:

  • can(s) 12.0 oz powder Similac Sensitive
  • can(s) 12.0 oz powder Similac Spit Up
  • can(s) 12.0 oz powder Similac Total Comfort

February 2015 HuBERT Hints #1

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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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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).

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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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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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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