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Medical Documentation - Frequently Asked Questions
MN WIC Program
- Was the new Medical Formula Documentation form reviewed by Health Care Providers? (07/15/09)
- Will MN WIC be providing the Medical Formula Documentation form to health care providers? (07/15/09)
- Who can sign the Medical Documentation forms? It is okay if the physician's nurse approves the food/formula prescription? (07/15/09)
- If we receive a prescription or Medical Formula Documentation form that is not clear or complete, may we use it as "verbal approval" and provide 1 month of formula/supplemental foods until we receive complete written documentation? (07/15/09)
- With the new Medical Formula Documentation form, will the approval period still be 6 months, or will it be whatever the doctor indicates on the form? (07/15/09)
- How long must medical documentation for medical formulas and milk substitutes be kept on file? (07/15/09)
- If an infant is 6 months old, on medical formula, and cannot consume complementary foods, are they eligible for more formula? (07/15/09)
- If MD or parent states infant no longer needs medical formula and requests standard contract formula, will another medical documentation form be required, or may we simply document this in a note in the participant record? (07/15/09)
- Can the qualifying conditions be added to the form so MD can just circle? (07/15/09)
- If a child is over 1 year, on medical formula such as Pediasure, and only consuming pureed foods, can we provide baby fruits and vegetables? (07/15/09)
- Can infant cereal be provided to a child on a medical formula? (07/15/09)
- Why do women receiving medical formula have to get medical documentation to receive supplemental foods? (07/15/09)
- Will there be a WIC START query provided to follow-up on Medical Documentation/Formula and Medical Documentation/Foods? (07/15/09)
- How was the decision made to require medical documentation for children to receive tofu and soy beverages, but not women? (05/06/09)
- Will we have to write both INCP and Medical Documentation notes? (05/06/09)
Was the new Medical Formula Documentation form reviewed by Health Care Providers? (07/15/09)
Yes. We received helpful input from a number of providers.
Will MN WIC be providing the Medical Formula Documentation form to health care providers? (07/15/09)
Yes. Health Care Providers are being notified of food package and formula changes in several ways. WIC information will be included in several Minnesota medical association newsletters and information provided for their websites. Providers will also be encouraged to visit the new Health Care Provider section of the Minnesota WIC website for further information. The form will be available there as well.
Who can sign the Medical Documentation forms? It is okay if the physician's nurse approves the food/formula prescription? (07/15/09)
Only Health Care Providers who are licensed to write prescriptions may sign the Medical Documentation form. These are listed on the form: MD, NP, CNM, PA and DO. The physician may communicate an initial verbal approval through the nurse, but nurses may not approve or sign the form since they are not qualified to write prescriptions.
If we receive a prescription or Medical Formula Documentation form that is not clear or complete, may we use it as "verbal approval" and provide 1 month of formula/supplemental foods until we receive complete written documentation? (07/15/09)
If verbal verification is received from the Health Care Provider for the missing information, the formula and/or food item may be issued for 1 month. Complete written Medical Documentation must be obtained before vouchers are issued for a second month.
With the new Medical Formula Documentation form, will the approval period still be 6 months, or will it be whatever the doctor indicates on the form? (07/15/09)
New documentation is require at every certification OR any time the prescription changes. Additionally, for infants who are on medical formula to receive complementary foods (infant cereal, infant fruits and vegetables) at 6 months, medical documentation is required, and must be obtained prior to issuing vouchers for the infant foods.
How long must medical documentation for medical formulas and milk substitutes be kept on file? (07/15/09)
Follow the same record-retention requirements used for other auditable participant documents such as voucher receipts.
If an infant is 6 months old, on medical formula, and cannot consume complementary foods, are they eligible for more formula? (07/15/09)
Yes. Infants who are on medical formula and whose medical condition prevents them from consuming complementary foods, may receive the same maximum monthly allowance of medical formula available to infants 4-5 months of age. Medical documentation must be provided indicating complementary foods are contraindicated.
NOTE: This provision only applies to infants on medical formula. It does not apply to infants on standard contract formula who cannot consume foods.
If MD or parent states infant no longer needs medical formula and requests standard contract formula, will another medical documentation form be required, or may we simply document this in a note in the participant record? (07/15/09)
A new prescription for contract formula is not required for an infant, and a note should be added to the participant record.
Can the qualifying conditions be added to the form so MD can just circle? (07/15/09)
Qualifying conditions will not be added to the form at this time.
If a child is over 1 year, on medical formula such as Pediasure, and only consuming pureed foods, can we provide baby fruits and vegetables? (07/15/09)
No. A participant over 1 year may not be provided baby food fruit and vegetables, per Federal Regulations. With medical documentation, the fruit & vegetable cash value voucher could be issued, and the caregiver could puree the food.
Can infant cereal be provided to a child on a medical formula? (07/15/09)
Yes. Children on medical formula, and who have medical documentation for supplemental foods, are eligible for either 32 oz. infant or 36 oz. regular cereal.
Why do women receiving medical formula have to get medical documentation to receive supplemental foods? (07/15/09)
This is requirement of the Federal Regulations. Presumably, if a woman has a medical condition requiring a medical formula, it is best for the Health Care Provider to confirm that WIC foods are not contraindicated for her condition.
Will there be a WIC START query provided to follow-up on Medical Documentation/Formula and Medical Documentation/Foods? (07/15/09)
Two WIC START System queries will be created and guidance provided to assist with follow-up on the Medical Documentation of Formula and Foods. The queries will be created and guidance provided by September 1, 2009.
How was the decision made to require medical documentation for children to receive tofu and soy beverages, but not women? (05/06/09)
This is a requirement specified in interim rule in Federal Regulations, and is to ensure that the child's Health Care Provider is aware that the child is receiving soy as a substitute for milk.
Will we have to write both INCP and Medical Documentation notes? (05/06/09)
All participants receiving medical formula are considered high-risk and require an Individualized Nutrition Care Plan (INCP). This is in addition to the Medical Documentation note. The two notes serve different purposes:
- An INCP ensures that a participant with high-risk nutrition-related conditions receives appropriate WIC related services and referrals.
- A Medical Documentation note helps the agency track and manage medical formula prescriptions.
Note: The "use of milk substitutes" does not necessarily make a participant "high-risk". If the substitution is not related to a medical condition, the participant does not require an INCP (though Medical Documentation note is required). However if a participant requires a milk substitute because of a qualifying medical condition, such as underweight, the participant is considered "high-risk" and an INCP must be developed.
