MN WIC Program
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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
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.
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
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
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
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
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
- Click the Edit button
- Remove the checkmark from the 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
- Save the change to the Health Information screen
December 2012 HuBERT Hints #2
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
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.
- 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.
- 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