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Demographics Topics
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Participant Death
We've had a couple of questions recently regarding what to do if a participant dies. The last time we addressed this in the HuBERT Hints was September 2012 and we recommended changing the participant’s Household ID.However, with the implementation of eWIC and the Change Household ID Guided Script, changing the Household ID is less straightforward and has more steps. To assist staff with navigating the Guided Script, we've created a cheat sheet, In Case of Participant Death, which provides step-by-step guidance to address these instances.
In general, if the participant is the only member of their household, we recommend deactivating the WIC Card, terminating the deceased participant's current certification, and writing an alert, which is optional.
If the participant is a member of a household with other participants, we recommend using the Change Household ID Guided Script to remove them from their current household, terminating the deceased participant's current certification, and writing an alert, which is optional.
February 2020 HuBERT Hints #1
Clearing Telephone 1 Results in Error (TMP-343)
If a participant no longer has a phone number and you need to clear the Telephone 1 field, an error message that reads "Conversion from string "" to type "Long" is not valid." will display when attempting to save the change to Demographics.The work-around for this issue is to enter all zeros for the telephone number (000-000-0000).
eWIC Transition Guide
Leave Proxy Fields Blank if No Alternative Representative(s)
This is a reminder that the Alternative Representative/Proxy 1 and Alternative Representative/Proxy 2 fields in the Demographics-AdditonalInfo2 tab should be left blank if there isn't an actual person's name to enter into those fields.In the print screen of a participant's record shown below, staff have entered "NO PROXY" and "XXX" into the Last Name and First Name fields. (XXX is often also seen in these fields.) This is inaccurate data and should not be entered. If no other proxies exist, these fields should be left blank.
If an option has been selected from the Relationship field, when you delete the inappropriate place holders from the name field...
...and then save your change...
...the system will automatically remove the previously selected relationship.
November 2017 HuBERT Hints #2
Reminder! If Duplicated Participant Records Created Do Not Use "DUPLICATE" or "DO NOT USE"
This is just a reminder that when duplicate records are created, you no longer have to identify them using “DUPLICATE” or “DO NOT USE”. In fact, this makes matching duplicate records more difficult when using the Potential Duplicate Participants function in System Administration since matching of duplicate records is based on date of birth, first name, and last name. You can leave the participant’s name as is and HuBERT users with Role 10 – LSA should use Potential Duplicate Participants to combine the records as soon as possible.For those participant records that currently have “DUPLICATE” or “DO NOT USE” in the names, the Infoview report template called FIRST OR LAST NAME LOOKUP can be used to identify these records.
February 2015 HuBERT Hints #3
Do NOT Type into Fixed Nighttime Location Field in Demographics
The Fixed Nighttime Location field in Demographics is a required field when the Homeless checkbox is selected. There are 7 options the State has identified for this drop-down list (HOMELESS SHELTER, HOTEL, FAMILY OR FRIEND, CAMPGROUND, CAR or OTHER). Although the drop-down list will allow you to type into the field, any options you may add will display for all Local Agencies and you should NOT type into this field.Currently, there are 5 options that were manually typed into the field (CHURCHES, FOSTER CARE, UNSURE and 2 addresses). These options will be deleted from this list on June 1, 2013.
If you would like to add an option to the Fixed Nighttime Location list, please submit a WIC IS Software Change Request From and select Add Drop-Down Additions Selection for the Type. The State will review the suggestion and add it if is appropriate as a statewide option.
May 2013 HuBERT Hints #1
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
Local Use Codes Clear When WIC Category Changes
The Local Use Codes are based on WIC Category. Each question and answer has to be entered individually for each WIC Category and the system assigns a distinct ID to each combination of WIC Category and question/answer. When the participant's WIC Category changes, the Local Use Code field clears because the unique ID assigned to the question/answer is no longer associated with the participant's new WIC Category.December 2012 HuBERT Hints #1