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Transfers/VOCs Topics
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Do NOT Terminate Participants when Printing VOC Document
The Terminate Participant checkbox should never be selected when printing a VOC document. Although it may appear that you need to select the checkbox because of the way it displays on this screen, you can simply click the OK button and the VOC document will be sent to the printer.
Remember, we do not terminate participants that indicate they may be moving out of state.
October 2019 HuBERT Hints #1 and May 2011 HuBERT Hints #1
Remember to Delete Appointments at Other Agencies when Participant Transfers to Your Agency
When a participant transfers to a different agency/clinic any appointments they may have scheduled at their previous agency/clinic are NOT automatically deleted by the system.
It is best practice when performing an in-state transfer to always delete appointments scheduled at another agency.
If a participant has an appointment scheduled, it will display in the Show Details panel on the Participant Search/List screen.
You can delete the scheduled appointments by opening the Appointments tab in the Participant Folder and clicking the View All button in order to display any appointments scheduled at another agency.
Clicking the View All button will do two things: display all appointments scheduled for household members and enable the Delete Appointment button.
By deleting appointments scheduled at the participant’s previous agency, you will help to ensure that the no-show rate won't be inadvertently inflated by participants who have transferred out of an agency and that those appointments will be made available for other participants still receiving services from that agency.
May 2015 HuBERT Hints #2
The Cert End Date for All VOCs Should Be the Last Date of the Month in Which the Cert Ends
Description: The Cert End Date should be the last date of the month in which a participant's certification ends when performing VOC transfers.
Explanation: All certification end dates are calculated by HuBERT as the last date of the month in which a certification ends. If a participant comes from a state that ends their certification based on the actual date the participant was certified, you should round up to the last date of that month and enter that as the Cert End Date for all WIC Types.
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Example:
- Cert End Date on VOC = 2/07/2012
- Cert End Date for MN WIC = 2/29/2012 (Note: February 2012 is a Leap Year.)
What You Should Do: If you are performing a VOC certification, you must enter the last date of the month in which the cert ends as the Cert End Date.
January 2012 HuBERT Hints #1 (and Sept 2019 HH #1)
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Reminders about VOCs
- The Cert End Date is required for VOCs – make sure to enter the last date of the month if the cert ends on a date during the month
- VOCs do not display in the Certification History tab since only certifications completed via the Certification Guided Script (CGS) display – this information can be found in the Risk Factors tab because the system auto-assigns Risk Factor 502 - Transfer of Certification
- The Cert Start Date for VOCs is the date on which the VOC is performed
- VOCs should only be performed if the participant is in a current cert – if their cert from another state has ended, do not perform a VOC, simply Prescreen (if necessary) and certify via the CGS
The following are just some reminders about out-of-state transfers, or VOCs:
August 2011 HuBERT Hints #4