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Identified Issues with Current HuBERT Releases

Updated: 1/19/2016


MN WIC Program

This page will provide up-to-date information about any issues found by Local Agencies and confirmed by the State WIC Office and MN Help Desk.

These issues should have minimal impact on the HuBERT clinic application and will be fixed in a future Release.

Information provided about each bug includes a description, "What the User Should Do" or a work-around, and resolution (if known).


Issues Identified Since Release 2.22 Installed on Production in MN

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Posted 2/9/16

Pseudo-Certs Setting Reason Not Present to NULL and Removing Radio Button Display when Physical Presence Is "N" (TTY-47)

Description: When a pseudo-cert is created in the folder of a participant that has the No radio button and a Reason Not Present selected for Physically Present:

Physically Present Equals No and Reason Equals Premature Infant

the system is setting the Reason Not Present to NULL and no longer displaying the selected radio button.

Nothing selected Physically Present

What You Should Do: If you select the No radio button for Physically Present during a certification, please document the reason you selected in a General Note with the Subject of Physical Presence Exception. This way, if a pseudo-cert is created that causes the system to set the selected reason to NULL, the reason will still be documented for that certification.

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

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Posted 2/9/16

Mid-certification Assessment (MCA) Due Report Listing Participants Based on Agency where Certification Occurred, NOT Current Agency (TTY-46)

Description: When the HuBERT Mid-certification Assessment Due Report is run, the participants are being displayed based on the agency/clinic where they were certified. It should be displaying participants based on the agency/clinic where they currently belong.

What You Should Do: We are currently developing an Infoview report template called DUE FOR CERTIFICATION, MID-CERTIFICATION ASSESSMENT OR NUTRITION VISIT, which can be used to identify participants due for an MCA. It will provide a list of participants, who currently belong to the specified agency, and are due for an MCA during a specified time period. It only includes participants that do not have a completed MCA and lists whether they have an appointment scheduled (the State WIC ID and name of participants that do not have a scheduled appointment display in red).

This report template should be available in the Infoview MN SHARED/PROGRAM MANAGEMENT folder by February 12, 2016.

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

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Posted 2/9/16

Risk Factor 201 Removed from Postpartum Woman's Record when Infant(s) Born from This Pregnancy Button Selected (TTY-45)

Description: The system is removing Risk Factor 201 - Low Hemoglobin when the Infant(s) Born from This Pregnancy button is clicked on in a breastfeeding or non-breastfeeding woman's Health Information - Postpartum Info tab. This does not occur during the Certification Guided Script; only if clicked on once the certification has been completed.

What You Should Do: The Infant(s) Born from This Pregnancy screen displays the same information that can be found in the linked infant's Health Information screen. In general, HuBERT users tend to update breastfeeding information, such as Breastfeeding Amount or Date Breastfeeding Verified, in the infant's folder. In order to avoid this issue, users should continue to always update this information in the infant's record.

Resolution: This has been added to the issues queue.

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Posted 1/19/16

WIC Type Not Changing Correctly for Infants Recertified on Day Before First Birthday (TTY-44)

Description: There is a data issue when an infant is recertified the day before they turn one year old. It is caused by the End-of-Day (EOD) process not being able to change the WIC Type from infant to child.

In this example, the infant’s Date of Birth is 1/8/2015. The infant was certified on 1/7/16, the day before their first birthday and the certification record indicates the participant was an infant at the time of the cert.

Infant Cert Record shown

When EOD was run on 1/7/16, the system was unable to create a pseudo-cert to change the WIC Type from Infant to Child.

When the folder is next opened, the user is prompted to save Demographics. If Yes is selected, the WIC Type is changed to Child and a pseudo-cert is created with the current date.

However, the infant’s certification record now incorrectly shows the WIC Type at the time of the certification as Child.

Infant cert record changed to child

This will affect reports that identify infant certifications.

What You Should Do: This issue results from recertifying infants the date before their first birth date. Currently, there is no way to correct the data. If possible, please do not perform recertifications the day before an infant’s first birth date.

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

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Posted 1/13/16

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.

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Posted 1/6/16

Unable to Save as PDF in HuBERT Reports (TTY-41)

Description: An error displays within the HuBERT Reports Environment when using Save as PDF to export a report.

This error is a result of Windows Update KB3102429. The issue is resolved if this Windows Update is uninstalled.

What You Should Do: Local Agencies can contact their local IT, who manage the Windows updates on their workstations, and request that this update be uninstalled. Otherwise, users will have to choose one of the other print/export options available within the HuBERT report interface.

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Posted 9/29/15 - Revised 9/30/15

System Not Syncing Benefits Correctly for Certain Participants when Certified on the 29th or 30th of the Month (TTY-38)

Description: This issue is occurring only for participants who are certified on the 29th or 30th and meet one of the following criteria:

  • New to WIC and added to a household with members who are no longer in a current certification but who have a Last Date to Use (LDTU) associated with their records

OR

  • On WIC before, are part of an established household without any other members, and have a previous LDTU associated with their record

For these participants, instead of suggesting a syncing package with a Printed First Date to Use (PDFTU) on the 29th or 30th and a LDTU on the last date of the CURRENT month and then starting their next cycle on the FIRST of the NEXT month (as shown below):

  • SET 1: 09/29/2015 - 09/30/2015 (Quarter)
  • SET 2: 10/01/2015 - 10/31/2015 (Full)
  • SET 3: 11/30/2015 - 11/30/2015 (Full)

HuBERT is suggesting benefits with PFDTU on the 29th or 30th and the LDTU on the LAST DATE of the NEXT month and then keeping the PFDTU as the 29 or 30th for future sets (as shown below):

  • SET 1: 09/30/2015 - 10/31/2015 (Full)
  • SET 2: 10/30/2015 - 11/30/2015 (Full)
  • SET 3: 11/30/2015 - 12/31/2015 (Full)

What You Should Do: Click on the Select LDTU of radio button. This will reset the participant's cycle and the system should suggest the correct sets of benefits.

If benefits have already been issued with a cycle beginning on the 29th or 30th and the participant returns for LATE ISSUANCE, the next set of benefits will continue on that cycle but will SKIP a month of issuance.

Example: The last sets of benefits issued to a participant had the following dates:

  • SET 1: 09/30/2015 - 10/31/2015 (Full) - Sept
  • SET 2: 10/30/2015 - 11/30/2015 (Full) - Oct
  • SET 3: 11/30/2015 - 12/31/2015 (Full) - Nov

The participant returns on January 2, 2016 to receive late issuance for December and benefits for January and February.

This time, the system will suggest:

  • SET 1: <12/30/15> 01/02/2016 - 01/31/2016 (Full) - Dec
  • SET 2: 02/01/2016 - 02/29/2016 (Full) - Feb
  • SET 3: 03/01/2016 - 03/31/2016 (Full) - March

Since benefits were issued with a PFDTU for December, February and March, issuance for January was skipped.

What You Should Do: As before, click the Select LDTU of radio button.

This will reset the participant's cycle and the system should suggest the correct sets of benefits providing a syncing set for December with a LDTU of the current date (which in the example above is 1/2/16) and full sets for January and February (as shown below).

  • SET 1: 12/30/15 - 01/02/16 (Quarter) - Dec
  • SET 2: 01/03/2016 - 02/02/2016 (Full) - Jan
  • SET 3: 02/03/2016 - 03/02/2016 (Full) - Feb

Resolution: This has been added to the issue queue.

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Release 2.22 - from Release Document

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Posted 6/1/15

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.

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Release 2.19 - Issues Identified Since Release 2.19 Installed on Production in MN

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Posted 5/20/2015

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.

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Posted 5/6/2015

Yellow Tabs in Participant Folder Displaying Incorrectly for Some Participants (TMP-223)

Description: A high risk flag is found in three tables: MEMBER, CERTCONTACT, and RISKFACTOR. When a participant is not high risk all three high risk fields should equal N (or No). In some instances, it appears that the CERTCONTACT record is setting the high risk field equal to Y even though the participant doesn’t have any high-risk risk factors assigned. This results in the participant folder tabs displaying in yellow.

What You Should Do: (OPTIONAL) If you identify a participant whose tabs are yellow but currently doesn’t have any high-risk risk factors assigned, you can open the Assign Risk Factors screen and click the Resolve System-assigned High Risk Designations checkbox. When you do this, a note will be auto-generated by the system with the Subject of High Risk Resolution. You should then create another General Note, selecting High Risk as the Subject, and explaining that the participant didn’t have any high-risk risk factors and that is why the high risk was resolved.

Resolution: This has been added to the issue queue.

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Posted 1/28/2015

"Server Unable to Process Request Error" Randomly Occurring when Working in View Appointments for Date Screen (TMP-213)

Description: The following error is displaying randomly when users are working in the View Appointments for Date screen.

Server unable to process request error message

What You Should Do: Click the OK button on the message and continue working in the screen.

Resolution: This has been added to the issue queue.

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Posted 12/15/2014

"Deserializing Participant" Error Displaying Randomly when Opening Participant Folders (TMP-152)

Description: An error that reads: "Error encountered while deserializing Participant: Error encountered while deserializing Bloodwork: Exception has been thrown by the target of an invocation."

What You Should Do: Click the OK button on the message and the Participant Folder will continue to open.

Resolution: This has been added to the issue queue.

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Posted 10/1/2014

CPA Household Alerts Displaying More than Once Resulting in Screen Focus Not on Most Recently Opened Participant Folder; Focus Remains on First Folder in the Household Opened (TWY-20 and 21)

Description: There are two issues contributing to the focus not being appropriately maintained on the most recent Participant Folder opened:

Household Alerts

  • If there is a CPA-created and a system-created household alert (such as Due for Mid-certification Assessment), the CPA-created alert is opening multiple times resulting in the first folder opened maintaining the screen focus instead of the most recent folder opened.
  • If there is a CPA-created household alert and a second folder is opened for that household leaving the first folder open (either by minimizing the first folder or just clicking on the Participant List), the CPA-created alert does not open again but the first folder opened maintains the screen focus and opens on top of the most recent folder opened.

Use of the Minimize Button

  • If when opening multiple Participant Folders in a household the minimize button is used to minimize the first Participant Folder opened instead of clicking on the Participant List (screen or button on the taskbar), the focus is maintained on the first folder opened, not the most recently opened folder.

What You Should Do: You don't have to use the Minimize button to switch between folders or return to the Participant List screen. You can click on the buttons on the taskbar or the Participant List screen in the background.

Resolution: These issues have been added to the issues queue.

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Posted 9/4/2014

Some-Breastfeeding Women More than 6 Months Postpartum Incorrectly Suggested Benefits when Second Unlinked Infant Record in Infants Born from This Pregnancy (TWY-18)

Description: Although Some-Breastfeeding women more than 6 months postpartum are not eligible to receive food benefits, HuBERT is incorrectly suggesting benefits to these women when a second unlinked infant record exists in the Infants Born from This Pregnancy window in Health Information.

Infants Born from This Pregnancy with two records

What You Should Do: If a second record was incorrectly added to the Infants Born from This Pregnancy window instead of editing the initial record, you can delete the incorrectly added record simply by highlighting it in the window and clicking the Delete button. This should resolve the incorrectly suggested issuance.

If, however, the second record is appropriate because a second infant was born but is not on WIC due to neonatal death or other circumstances, you should simply remove the checkmark from in front of the participant's name in the Issue Benefits screen so that no benefits are issued.

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

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Posted 5/13/2014

System Incorrectly Assigning Risk Factor 113 to Children 3-5 Years Old Measured Recumbent (TMP-169)

Description: The system is incorrectly auto-assigning Risk Factor 113, Obese (Children 2-5 Years of Age), to children who are 3-5 years old and are measured recumbent. These measurements are also not being plotted on the Y2-6 grids as they should be.

What You Should Do: This should affect a very limited number of children since most 3-5 year old children are measured standing. However, if risk factor 113 is incorrectly assigned, document that it should NOT have been assigned in a note.

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

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Posted 4/2/2014

Unable to Print Last set of Benefits for Breastfeeding Mom with Infant Breastfeeding beyond One Year (TMP-159)

Description: The system will NOT suggest benefits and displays Breastfeeding and cannot receive benefits for <PFDTU - LDTU> because her infant is getting more than the maximum amount of formula in the Issue Benefits screen for:

  • Fully or Mostly-Breastfeeding women;
  • When issuing last set of benefits (benefits with a PFDTU in the month their infant turns one year old);
  • If infant has been recertified; and
  • The Breastfeeding beyond One Year checkbox was selected in Health Information

What You Should Do: There are a couple of options to work around this issue:

  • OPTION #1: Certify the child the month after s/he turns 1 year old.
  • OPTION #2: Issue the current set of benefits to mom prior to starting the one year old's certification; issue benefits to the child after the certification has been completed.
  • OPTION #2: Issue benefits for both mom and the one year old prior to starting the certification; certify the child and then issue the remaining sets of benefits.

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

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Posted 3/24/2014

Homeless Date Verified of 3/18/2013 Displaying for All Participants in the State Office Module (TMP-156)

Description: In the State Office module, a Homeless Date Verified of 3/18/2013 is displaying for all participant records in the Homeless section of Demographics.

Homeless field with 3/18/14 displayed

For those participants who are actually marked as Homeless in the Clinic module, the correct homeless information is being displayed in the State Office module.

What You Should Do: This is a display issue in the State Office Module.

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

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Posted 3/18/14

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 been added to the issues queue.

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Posted 2/27/14

Timeout Error Occurring when Using Potential Duplicate Participants Function (TMP-145)

Description: A "Web Service Timeout Expired" error is occurring when trying to use the new Potential Duplicate Participants function.

Time out error

What You Should Do: This error renders the new functionality unusable.

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

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Posted 2/24/14

Unable to Make Resource Inactive if Appointments Scheduled in Past (TMP-139)

Description: One of the new functions in Release 2.19 was the ability to designate a Resource as inactive. This function isn't currently working.

What You Should Do: You will not be able to use this function until it is fixed.

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

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Release 2.19 - Issues Identified Since Release 2.19 Installed on Production in Other States Using SPIRIT

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Posted 2/24/14

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.

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Release 2.19 - from Release Document

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Posted 2/24/14

The Down Arrow is Initially Disabled in Define Resources when the 9th Resource or Below is First Highlighted (TMP-45)

Description: The down arrow used to define the sort order for resources in the Build Clinic Calendar - Define Resources window is initially disabled when you click to highlight the ninth resource, or any resource below the ninth resource.

Define Resources with disabled down arrow

What You Should Do: Simply click the up arrow once and the down arrow will be enabled.

Define Resources with both arrows enabled

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

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Posted 2/24/14

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.

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Posted 2/24/14

Previous Referral Dates Not Allowed in CGS (TMP-40)

Description: When entering a Contact Date into the Certification Guided Script (CGS), the system will not allow a date before the current date to be entered. If a previous date is entered, upon ending the certification, the Event Log will display indicating that "No referrals found for current certification".

Explanation: This is due to the system verifying the Contact Date instead of the Created Date for the referral.

What you Should Do: If you need to enter a previous Contact Date for a referral, you can edit the referral in the Participant Folder on the same date the certification is completed.

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

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Posted 2/24/14

Timeout Error Sometimes Displays when Running the Year-to-Date Participation and Outlays Report (TMP-10)

Description: An error "The underlying connection was closed: An unexpected error occurred on a receive" message will sometimes display when running the Year-to-Date Participant and Outlays report for larger clinics.

What you Should Do: If you receive this error, close out of the Reports screen, re-open and re-run the report.

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

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Posted 2/24/14

Participation vs. Enrollment Monthly Report Displays All Clinics when Run in Clinic Module (TMP-119)

Description: When running the Participation vs. Enrollment Monthly report (CLD029) in the Reports Environment's Clinic module, the Clinic(s) list displays all clinics instead of only those associated with the Agency selected when you first open HUBERT.

Generate report screen with all clinics listed

What you Should Do: This is a display issue and does not affect your ability to run the report for your clinics.

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

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Posted 2/24/14

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.

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Issues Identified Since Release 2.18.10
Installed on Production in MN

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Updated 2/5/14 (Posted 1/13/14)

Posted 11/14/2013

MCA GS and CGS Icons Active at Same Time (TMP-36)

Description: The MCA GS and CGS icons are both active at the same time for participants who have a Mid-certification Due date but NO MCA Completed Date. These are participants that had their Midcert completed in the Participant Folder before the installation of Release 2.18.06 on June 29th, 2013, when the MCA GS was added to HuBERT. Although this will primarily be seen for participants during November and December 2013 due to the MCA conversion, it will continue to be seen for infants who have not had an MCA completed and are within 45 days of their Certification End Date.

The issue occurs if the MCA GS is started when you meant to start the CGS. When you realize you mistakenly started the MCA GS and close the MCA, the CGS icon is enabled. If you click the CGS icon instead of first removing the incomplete MCA, the system will allow the participant to have concurrent MCA GS and CGS sessions.

If information, such as Ht/Wt/Blood, was entered into the MCA GS or CGS and you have an MCA in process, any information entered will be treated as if it were entered into the Participant Folder and you will not be able to complete the CGS.

What You Should Do: Make sure you are clicking on the correct icon to start the appropriate Guided Script.

Certification and MCA GS icons

If you realize you have mistakenly started the MCA GS instead of the CGS, please make sure to click the "door" icon instead of the "stop sign" icon. If you click the "stop sign" the system will end the MCA GS (as long as a blood value has been entered) and disables the Remove the Mid-certification Assessment, which you will need to do to "fix" this issue.

Close certification icons

If you have started the CGS, without first removing the MCA, start with Step 1. If you haven't started the CGS yet, start with Step 5:

  • Step 1: Click the "door" icon to exit the CGS
  • Step 2: Click the Certification menu.

Both the Remove Incomplete Certification and the Remove Mid-certification Assessment options are enabled

  • Step 3: Click the Remove Incomplete Certification option
  • Step 4: Click Yes on the message "The current certification attempt will be removed for the participant along with all of its related information. This information cannot be recovered after it has been removed. Do you wish to continue?"
  • Step 5: Click the Certification menu.
  • Step 6: Click the Remove Mid-certification Assessment option.
  • Step 7: Click Yes on the message "The incomplete mid-certification assessment will be canceled. Information collected will be retained but will not count toward a new assessment. Do you want to continue?"
  • Step 8: If a Nutrition Assessment was performed in the MCA GS or the CGS, delete it in the Participant Folder.
  • Step 9: Click the CGS icon to start a new certification.
  • Step 10: If a Ht/Wt and/or Blood record was completed in the MCA GS, you will need to "edit" the record in order for the CGS to recognize it as part of the certification.
  • Step 11: Click on Ht/Wt/Blood
  • Click the Edit button
  • Click OK
  • Click the Blood tab.
  • Click the Edit button
  • Click OK
  • Click Close

Resolution: This has been entered into the issue queue.

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