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Participant Folder & |
- What do we do if a woman is fully breastfeeding and pregnant? (08/11)
- When a participant calls just to update their phone number, it won't save unless we update all their other Demographic data. Would it be possible to have the address/phone fields auto-save with changes? (03/11)
- Is it possible to have a default Education Level for infants/children (i.e. None or NA)? Nothing listed pertains to them. (03/11)
- What should we do if the incorrect postpartum category is selected in the WIC Category prompt when the CGS is first started for a woman (for example, Non-BF is selected instead of BF)? (01/11)
- Will we still have manual certification forms in case of problems with HuBERT? (12/10)
- What happens when a certification appointment is started but not completed until later? Does the Cert Start Date begin the day the cert is completed or when it is started? (12/10)
- Do we have to enter a height for a woman every time we add a weight? If so, can we just enter the previous height? (12/10)
- How do you extend the certification for breastfeeding women to 1 year in HuBERT? (12/10)
- Can we leave a cert unfinished? Does anything happen to the record if the CGS isn’t completed the same day it is started? (10/10)
- How are medical clinics recorded in HuBERT? (09/09)
- Does HuBERT maintain proxy information? (02/09)
- Is there going to be an option to enter heights and weights in HuBERT in metric, or will there be some type of conversion mechanism? (12/08)
- How many days prior to the Cert End Date can a Recert be started? (12/08)
What do we do if a woman is fully breastfeeding and pregnant? (08/11)
Since HuBERT will not suggest the Fully Breastfeeding default food package for pregnant women, in order to ensure the participant receives the appropriate food items, you should keep mom as Fully Breastfeeding until her baby turns one year old (or she decreases the amount she is breastfeeding), and then certify her has pregnant.
When a participant calls just to update their phone number, it won't save unless we update all their other Demographic data. Would it be possible to have the address/phone fields auto-save with changes? (03/11)
Just like CHIP, if any changes are made to Demographics, HuBERT will require you to complete all required fields. For the Demographics and Health Information tabs, the Save process is prompted by an changes made to the fields and in both of them, you cannot make changes without completing all required fields.
This is mostly a transition issue since these are mostly fields that we didn't collect in CHIP and couldn't be converted and are therefore, left blank right now. Once your participants are certified in HuBERT, these required fields will be completed during the CGS and should no longer be an issue.
Is it possible to have a default Education Level for infants/children (i.e. None or NA)? Nothing listed pertains to them. (03/11)
Once selected, the value does default for future certifications. However, initially, a value must be selected. Since we don't collect the Education Level for infants/children because the system is actually collecting the Education Level of the Authorized Representative, you should select the value of "Unknown" for all infants/children.
Note: If you use Copy Demographics, the Education Level is one of the fields copied. Since we don't provide Education Level information to the CDC for infants and children, it does not matter if "Unknown" is over-written with mom's Ed Level when you copy mom's Demographics to the infant/child record. However, the reverse it not true. If you copy the child's information, you should ensure that mom's record continues to have the accurate selection in the Education Level field.
What should we do if the incorrect postpartum category is selected in the WIC Category prompt when the CGS is first started for a woman (for example, Non-BF is selected instead of BF)? (01/11)
If the incorrect postpartum category is selected, you will be unable to select the correct WIC Category in Demographics. You will have to close the CGS and remove the incomplete cert.
However, if an incomplete cert is removed, the CGS is locked until End-of-Day is run so you will be unable to start a new certification for this participant.
If necessary, you will have to create a duplicate record in order to be able to complete a certification.
Will we still have manual certification forms in case of problems with HuBERT? (12/10)
Yes. There will be manual forms for use in the rare occasion that you are unable to access the HuBERT environment (for example, in a power outage). The Manual certification forms are available on the MDH WIC web site.
When manual certifications are performed, you will need to make arrangements for the participant to receive the benefits because they will not be printed until the information collected has been entered into HuBERT.
What happens when a certification appointment is started but not completed until later? Does the Cert Start Date begin the day the cert is completed or when it is started? (12/10)
The system records two separate certification dates:
- Certification Start Date: The date the CGS is opened.
- Certification Effective Date: The date the CGS is completed.
The certification start/effective dates displayed in HuBERT always display the Certification Effective Date, or the date associated with the completion of the CGS.
Do we have to enter a height for a woman every time we add a weight? If so, can we just enter the previous height? (12/10)
HuBERT requires you to enter a height every time a weight is entered.
According to the guidance in MOM, Section 5.3.1: "If a woman is >/= 20 years of age, staff need measure her height only once (typically at her initial certification)".
So, if the woman is 20 years old or older, you can just enter the height from the previous measurement.
How do you extend the certification for breastfeeding women to 1 year in HuBERT? (12/10)
Certifications for Breastfeeding women are for 1 year in HuBERT. You never have to "extend" the cert like you did in CHIP.
Can we leave a cert unfinished? Does anything happen to the record if the CGS isn’t completed the same day it is started? (10/10)
The Certification Guided Script, once started, does not have to be completed. The incomplete certification will be purged after 125 days during the End-of-Day process.
How are medical clinics recorded in HuBERT? (09/09)
Medical clinics will be recorded in HuBERT in the Medical Home field on the Demographics AdditionalInfo1 tab.
Using the data on the AS400, all of the clinics currently listed in Local Agencies’ databases were dumped into a file. This file had over 6100 clinics listed and was manually filtered to remove any duplicate clinics. The current statewide medical clinic list, which will be imported into HuBERT during the data conversion process, contains 1049 clinics.
The clinics will be listed alphabetically and, as a navigational shortcut, users will be able to type the first letter of the clinic name to jump to the section of the drop-down list that begins with that letter.
Since the medical clinics will be a statewide list, the state office will be maintaining the list. Once agencies have completed Roll-out they can review the clinic list. An online form will allow agencies to notify the State Office of any medical clinics that aren’t already included in the Medical Home drop-down list or are no longer open.
Does HuBERT maintain proxy information? (02/09)
The Parents/Guardians/Proxies are called Authorized Representatives in HuBERT. They are saved in the Demographics AdditionalInfo2 tab. There are various reports and labels that use this information. The Authorized Representative Name auto-populates with the name of the participant if the participant is a woman.
Note: These fields are required if the participant is an infant or child.
Is there going to be an option to enter heights and weights in HuBERT in metric, or will there be some type of conversion mechanism? (12/08)
Like CHIP, the height is entered in inches to an 1/8 of an inch and weight in pounds to a 1/4 of a pound. HuBERT doesn't have a conversion mechanism for metrics.
How many days prior to the Cert End Date can a Recert be started? (12/08)
A recertification can be started in HuBERT 45 days prior to reaching the certification end date.
