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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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MCA Due Date is Dropping for Infants Recertified Prior to One Year of Age when WIC Type is Changed from Infant to Child during End-of-Day (TFV-36 or TTY-43)

Description: When an infant is recertified during the 30 days before their first birthday, the MCA Due Date is calculated and displayed. However, when the system changes the infant to a child during the End-of-Day process, the MCA Due Date is no longer associated with the child record resulting in the MCA Due Date being dropped. When a participant does not have an MCA Due Date, the MCA Guided Script is not enabled and cannot be used to perform the MCA.

What You Should Do: Do not perform recertifications for infants early; perform them on or after their first birth date. If, for some reason, the cert is performed early then the MCA can be performed in the Participant Folder. Please note that these participants will not have reminder MCA alerts nor will they display on reports providing information on MCAs.

Resolution: This has been added to the issues queue.

January 2016 HuBERT Hints #1 and Identified Issues Page

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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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Early Issuance and Issuing 6-Month Set of Benefits to Fully BF Infants

When issuing benefits to a fully breastfed infant, in some instances, the system will not suggest the 6-month benefits. This doesn’t occur consistently since it is based on meeting specific criteria relative to when the infant was first certified and the dates of their cycle. However, the following is a general explanation why this may occur.

The benefit issuance cycle hasn’t yet been set when issuing to a fully bf infant who is currently less than 6 months old. This means they don’t have a Last Date to Use (LDTU) associated with their record. In order to set their cycle, the system must sync them to another household member, usually the mom.

If mom were to come in early for her next set of tri-monthly benefits the system will attempt to sync the baby to mom’s cycle. Since baby doesn’t have a LDTU, the system will set her cycle as if issuing late benefits for baby. If baby is turning 6 months old at the end of that tri-monthly period, you might expect her to receive benefits for the last set that mom receives. In most cases, this may be true but in some cases, baby won’t be issued any benefits.

Here is a specific example to help with the general explanation of when a baby won’t be suggested benefits:

Baby was born on 12/11/2014. Her 6-month birthday is 6/11/215.

Mom has received benefits up through April, 2015 and has come in to clinic to receive May, June and July benefits early on April 30.

Mom’s cycle is the 6th to the 5th. Mom is issued benefits for:

  • 5/6-6/5 (May)
  • 6/6-7/5 (June)
  • 7/6-8/5 (July)

Baby is eligible to receive benefits for infant foods in July (not June because her birthday, June 11, is not before the PFDTU of the cycle).

When issuing the system sees that the baby doesn’t have a LDTU and since this is early issuance for mom, it attempts to provide late issuance for the baby. It syncs baby up with a late partial package and her issuance cycles are:

  • 4/30-5/5 (April)
  • 5/6-6/5 (May)
  • 6/6-7/5 (June) - Baby doesn’t receive any benefits at this pick-up

In order for baby to receive July benefits, mom would have to pick up benefits on or after the First Date to Use of her cycle; in this case, on or after May 6th. If she were to pick them up on or after May 6th, the system cannot issue late benefits to baby and when syncing the cycle will start her cycle on 5/6 so that it can provide the July food package.

  • 5/6-6/5 (May)
  • 6/6-7/5 (June)
  • 7/6-8/5 (July) - Baby receives July benefits

NOTE! The next time mom comes in, as long as she picks up even one day before her typical cycle, the system will suggest July benefits for baby. If she doesn’t come in until her actual August cycle starts or later, then baby will not receive July benefits.

May 2015 HuBERT Hints #2

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Children Are Counted as Infants if Sets of Benefits with PFDTU after First Birthday Issued Before First Birthday (TMP-220)

Description: When benefits are issued to a participant the system records their WIC Type at the time of issuance based on their current WIC Type (or the WIC Type stored in the MEMBER table). The WIC Type stored at the time of issuance is used to count the type of participant in the participation counts.

If an infant is recertified prior to their first birthday and issued tri-monthly benefits, the system will count the participant as an infant for all three months even if the second and third sets of benefits are for child food packages and the PFDTU of the benefits is after the first birthday.

This can result in over-counting infants in the participation counts and could have a larger impact after Release 2.22 in which infants can be certified within 30 days of the first birthday.

Please note that infants should only be recertified early in instances where it is absolutely necessary to sync the infant's appointment with other household members. (Reference: 2.22 Release Document, page 10.)

What You Should Do: In general, infants should be recertified after their first birthday. If trying to sync the infant to other household members, ascertain if it is possible to sync all of the appointments after the infant's first birth date (by extending other certification periods by 30 or less days). If the infant must be recertified early, benefits could be issued for only one month and subsequent benefits issued after the infant's first birthday. If doing this were to cause hardship then issue tri-monthly; the system will count the participant incorrectly as an infant for the subsequent sets of benefits.

Resolution: This has been added to the issue queue.

Posted to Issues Page on 5/20/15 and May 2015 HuBERT Hints #2

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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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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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Correctly Completing the Date Breastfeeding Began and Ended Fields

The Date Breastfeeding Began and Date Breastfeeding Ended fields in the Health Information screen are both used for breastfeeding duration calculations in reports. It is very important that accurate information is recorded in these fields.

For most infants, the date that breastfeeding was first started is their date of birth. We have been seeing a few records in which the participant’s certification date has been entered into the Date Breastfeeding Began field instead of their birth date.

May 2014 HuBERT Hints #1

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System is Incorrectly Assigning High Risk to Full-Term Infants Whose Length Falls below Grid and Percentile is N/A (TMP-153)

Description: The system is incorrectly assigning high risk for Risk Factor 121 when it is assigned to full-term infants whose length measurement falls below the lowest line on the Growth Grid resulting in a Length/Age percentile of N/A.

What You Should Do: You can use the Resolve High Risk Designation function in the Assign Certification Risk Factors screen to remove the incorrect system-assigned high risk.

Please note that if the infant is high risk for other risk factors, using the Resolve High Risk Designation function will remove ALL high risk, which may not be appropriate.

Resolution: This issue has also been added to the issues queue.

Identified Issues - Posted 3/18/14

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h2>Reason(s) Stopped Field Enabled and Required in Add Infant Information for Non-Breastfeeding Mom IF Infant's Health Information Completed First (TMP-127)

Description: This occurs for the following specific scenario:

  • Certifying a non-breastfeeding woman and her infant; and
  • The infant's Health Information is completed first

When completing the Add Infant Information screen in the non-breastfeeding woman's Health Information - Infant(s) Born from This Pregnancy, the Reason(s) Stopped field is enabled and required.

Add Infant Information screen with Reason(s) Stopped field enabled

What You Should Do: In general, you should complete the mom's Health Information first in order to create a two-way link between mom's and infant's records. However, if for some reason this isn't possible and this issue occurs, simply click the Ever Breastfed - Yes radio button and then the Ever Breastfed - No button and the field will become disabled.

Resolution: This issue has been added to the issues queue.

Identified Issues - Posted 2/24/14

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Fully-Breasted Infants Less than 6 Months Old Should be Terminated for Failure to Pick-Up when Their Linked Mothers are Terminated (TMP-26)

Description: Fully breastfed infants less than 6 months old do not receive benefits and don't have a last set Last Date to Use to trigger the system to terminate them for Failure to Pick-up. However, in ENH-15, the system now only counts fully breastfed infants if their linked mother receives benefits. For consistency purposes, the infants should also be terminated when their linked mother is terminated for Failure to Pick-up.

What you Should Do: This is a display and consistency issue and should not affect users.

Resolution: This issue has been added to the issues 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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Of the Following Scenarios, Which Ones Requires the Use of the Initial Contact Screen?

  • Brand new applicant - YES
  • Pregnant woman, currently on WIC, who delivers and requests certification for herself (postpartum) and her new baby – YES for the baby, NO for the woman
  • Postpartum woman, not certified for WIC during her pregnancy, who applies for WIC for herself and her new baby – YES for both applicants

2/20/2013 Memo - Processing Standards: Guidance for HuBERT Release 2.17.07

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Able to Issue Benefits to Infant Who Already Received Benefits for 6 Month Fully BF Food Package

This is a reminder that you are now able to issue benefits for formula to an infant who used to be fully-breastfeeding and had already received benefits with the 6-month supplemental foods on them.

Example: On 1/5/13, Fully-BF infant received benefits for March 2013 with supplemental foods. On 2/6/13, mom returns requesting supplemental formula (baby is now Mostly-BF); you void the March benefits with Fully-BF supplemental foods on them and update the food package as appropriate.

  • When benefits are voided, the system resets the last set's LDTU to the participant's last non-voided LDTU (LastCheckLDTU in the MEMBER table is set back to last non-voided issued set, if only voided benefits exist, the LastCheckLDTU is set to NULL)
  • System suggests benefits for February, March and April in the Issue Benefits screen

NOTE! Since benefits for February were never issued or voided, they will not display in the Replace screen. Benefits have to be issued via Issue Benefits.

February 2013 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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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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How to Delete Incorrect Links between Mom and Infant Records

Description: If a link is incorrectly created between a woman and infant's records, it must be deleted in both of their Health Information screens; it is not enough to delete the link in just one of the records.

What You Should Do: Deleting an incorrect link between a woman's record and an infant's record is a two-step process.

STEP #1: In the woman's Health Information:

  • Click the Infant(s) Born from This Pregnancy button

Infant(s) Born from This Pregnancy button

  • Click the Edit button

Infants Born from This Pregnancy window with Edit button circled in red

  • Remove the checkmark from the Infant on WIC checkbox

Infant on WIC checkbox

  • Click OK on the Edit Infant Information screen
  • Click the Delete button on the Infants Born from This Pregnancy window

STEP #2: In the infant's Health Information:

  • Remove the checkmark from the on WIC checkbox

On WIC checkbox

  • Save the change to the Health Information screen

December 2012 HuBERT Hints #2

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Tips and Guidance about Linking Mom and Baby

Description: You should always link mom's record to her infant's record when they are both on WIC in the same household.

Explanation: Linking records is essential to ensure that Risk Factors are assigned correctly and the correct default food packages are suggested.

What You Should Do: The following are a couple of tips for creating links between mom and baby's records.

  • Baby does not have to be certified to link but must be prescreened (have a WIC ID in the database)
  • Links should be created in mom's Infant(s) Born from This Pregnancy screen in order to create a two-way link immediately. Otherwise, if a link is initially created in baby's record, a link will also have to be created in mom's record.

NOTE! Baby’\'s Participant Folder or Health Information screen in the CGS must be closed at the time fields are updated and saved in mom's record. Otherwise, the information will not update in the infant’\'s Health Information.

August 2011 HuBERT Hints #1

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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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