wic benefits grouping base date...
Post on 27-Jun-2020
0 Views
Preview:
TRANSCRIPT
1/28/2015
1
WIC Benefits Grouping & Base Date Synchronizationy
Version 13.4 February 2015
1/28/2015
2
• Stephanie Bess, MS, RD, LDN, CLCNutrition Services Coordinator
Li C i h S L N CLC• Lisa Cunningham, MS, RD, LDN, CLC WIC Foods & Nutrition Coordinator
2
1/28/2015
3
Goals & Objectives
P id l l l ff i i i WIC• Provide tools to local staff to assist in grouping WIC families and issuing WIC food benefits per stat policy.
• Following the webcast, participants will be able to:D ib h h WIC B fi G i k– Describe how the WIC Benefits Grouping screen works.
– List the steps for determining the WIC Head of Household.– Explain why base dates must be standardized.– Complete a case study activity in which the family’s base dates synchronize.dates synchronize.
3
1/28/2015
4
WIC EBT Readiness
C l i fi f ( ) i• WIC Electronic Benefit Transfer (EBT) is an electronic system that replaces paper food checks with a card for benefit issuance and redemption at authorized vendors.
• To facilitate implementation of WIC EBT, there are certain functions or requirements that must be fulfilled before we can begin providing WIC EBT; this is known as EBT Readiness.
• The requirements for EBT Readiness are being implemented in phases.
4
1/28/2015
5
Phase 1
• High speed internet• Converting Cornerstone to a web‐enabled version referred to as Vstone (still in progress)
• Phase 1 does not need to be completed prior to implementation of pPhase 2
5
1/28/2015
6
Phase 2
• Assigning a Head of Household for the family• Grouping families to generate a family ID• Synchronizing base dates for family members WIC b fiWIC benefits
Statewide February 9, 2015
6
1/28/2015
7
PA50‐WIC Benefits Grouping
N WIC l• New WIC only screen to:– Identify a Head of
Household (HOH) – Assign family members to
a group– Generate a Family ID
• In the future:– will be used to issue EBT
cards– document proxy
information
7
1/28/2015
8
PA50‐WIC Benefits Grouping
• Will need to assign screen access to appropriate staff
8
1/28/2015
9
Found in the “Part” drop down menu
9
1/28/2015
10
PA06 versus WIC PA50
PA06‐ Participant Group Relationships
• No longer used for WIC purposes
• May be used for other
PA50‐WIC Benefits Grouping
• WIC only screen• Assigning a HOH in the PA50
and grouping other Cornerstone programs participating family
members is required to issue food instruments
• In the future, will be used to issue the EBT cardissue the EBT card
10
1/28/2015
11
WIC Head of Household (HOH)
• May or may not be participating in WIC
P, B, N
• HOH for
I, C
• HOH is
Foster
• Foster• HOH for herself and any family members
• HOH is who the child lives with the majority of the time
• Foster parent is HOH for each foster child
11
1/28/2015
12
Certifying Parent vs. Proxy vs. HOHC if i OCertifying Parent Proxy HOH
Parent, guardian, fosterparent or caretaker
Any person designated by a woman participant or parent/caretaker to obtain & transact FI’s and/or receive nutrition education
May also be the certifying parent or proxy
on behalf of a participant
Signs the WIC Program Client Certification form
Parents or caretakers applying on behalf of child and infant participants are not proxies
Cannot sign the WICCannot sign the WIC Program Client Certification form
12
1/28/2015
13
WIC HOH
• REQUIRED prior to assigning food packages
• Data Error Warning at AS02‐WIC
13
1/28/2015
14
HOH Override
• One‐time ONLY option to override HOH requirement– Secondary education appointments“K” visits– K visits
• Participant education very important so they are prepared at next visit.p p
14
1/28/2015
15
HOH Override Window
15
1/28/2015
16
WIC HOH Only
l• WIC HOH only option– Person who is identified as HOH for the group, but not participating in WIC herself
– Must be enrolled in Cornerstone on the PA03‐Participant Enrollment, required fields include:
• Current first and last name• Birthdate• Sex
d f l– Cornerstone consent required if not previously in Cornerstone
16
1/28/2015
17
WIC HOH Only‐ PA03
• Current name will auto‐fill from the PA01 screen
• Enter birthdate• Enter sex• Once these are entered, WIC HOH only box will allow you to checkallow you to check– <F4> Save
17
1/28/2015
18
WIC HOH Only‐ PA03
• Address– Not required for WIC HOH only
– Will allow synching of th b ith thother members with the
same Family ID if entered
18
1/28/2015
19
WIC HOH Only‐ PA03
H h ld Si• Household Size– Will default to “1”– Do not change
• Registration Date• Registration Date– Will default to current date
– Do not change
• Will generate a Participant ID
19
1/28/2015
20
WIC HOH
• If the HOH was not a HOH‐only but also participating in the program, you would complete the PA03 screen as normal if needed
20
1/28/2015
21
Adding HOH on the PA50
1/28/2015
22
Select “WIC Benefits Grouping”
22
1/28/2015
23
With the “Detail” tab highlighted, <F5> Add
23
1/28/2015
24
Select “New Family ID”
24
1/28/2015
25
Fields will auto‐fill,<F4> Save
25
1/28/2015
26
“Active Family Summary” will display, Family ID is generated
26
1/28/2015
27
“Receiving Benefits in this Group”“Receiving Benefits in this Group”• Field to indicate when a HOH is participating in WIC and receiving food benefits
under this Family ID • Leave blank if not applicable• Will not be an available field for infant/children participants
27
1/28/2015
28
Now we can add those associated with this HOH who will be
participating in WICparticipating in WIC
1/28/2015
29
<F8> Participant Look‐Up
29
1/28/2015
30
PA01 to begin the Enrollment Process
30
1/28/2015
31
PA03‐Participant Enrollment
• Completed as normal since this is someone who is participating in the program
31
1/28/2015
32
PA15‐ Program Information
• Completed as normal• <F4> Save• <F3> Return
32
1/28/2015
33
Adding Family Members to PA50
• Notice the HOH is the person we are adding family members under
• <F5> Add
33
1/28/2015
34
Please Select an Option BoxPlease Select an Option BoxFor this example, we are adding to the existing Family ID that was generated when we identified the HOH
34
1/28/2015
35
Adding a Family Member to the HOHAdding a Family Member to the HOHYou may search by “Participant ID” or “Last Name” and “First Name”Press <enter> to display the Participant Browse window
35
1/28/2015
36
Adding a Family Member to the HOHAdding a Family Member to the HOHChoose the participant by highlighting the name of the person to be added and pressing <enter>
36
1/28/2015
37
Adding a Family Member to the HOHAdding a Family Member to the HOH• Participant ID, Last Name and First Name will auto‐generate• In the “Relationship” field, type in the correct relation code or use the drop
down menu to indicate the relationship of the participant to the HOH• <F4> to save
37
1/28/2015
38
Adding a Family Member to the HOH
38
1/28/2015
39
Adding a Family Member to the HOHAdding a Family Member to the HOH• “Active Family Summary” tab will display• Participant is now added to the “Family ID” generated for the HOH• <F3> to return to the main screen
39
1/28/2015
40
Completing the Visit
• If you are adding additional family members, repeat the process
• When you are finished adding family members complete the remainder of the visitmembers, complete the remainder of the visit as normal
40
1/28/2015
41
Synchronizing Base Dates
1/28/2015
42
Synchronizing Base Dates
A i ill l b bl h b d• Agencies will no longer be able to change base dates• Base dates for members with the same Family ID will be synched– Date used for the family will be the date of the first person certified after release of Version 13 4certified after release of Version 13.4
– Dates will synch for each participant when they come in for their certification appointment
• If a family member is coming in for an education and the participating HOH is being certified, the date used for synching base dates will be the certification date for the participating HOHp p g
• The family member coming in for education will not synch until their next certification visit
42
1/28/2015
43
Synchronizing Base DatesSynchronizing Base DatesCertification date is the date certified, however base date will default to the 28th of the month if the certification date falls on the 29th, 30th, or 31st
43
1/28/2015
44
Synchronizing Base DatesSynchronizing Base DatesRemainder Month:• To account for the pro‐rates issued in the first month• Will allow assignment of age appropriate food packages throughout the
certification period when no more months remain• Cornerstone will activate if needed
44
1/28/2015
45
Synchronizing Base DatesSynchronizing Base DatesMonths are based on 28 days to account for those with 30 or less days
45
1/28/2015
46
Synchronizing Base Dates
46
1/28/2015
47
Synchronizing Base DatesSynchronizing Base DatesIf pro‐rates are issued in the first month to synch the dates, may not actually be printing 3 full months of food instruments
47
1/28/2015
48
Case Studies
• Scheduling participants and how many food instruments to print will depend on each family members base day and term dates– You may want to print only 2 months for 1 family– You may want to print only 2 months for 1 family member, but 3 for the other in order to have them return on the same day
48
1/28/2015
49
Adding Multiple Family ID’s to one HOH
(Foster parent example)
49
1/28/2015
50
Adding Multiple Family ID’s
• Process is the same until we are ready to group family members
50
1/28/2015
51
Adding Multiple Family ID’s
• In the “Active Family Summary”, Mary has a current “Family ID” associated with her
51
1/28/2015
52
Adding Multiple Family ID’s
• To add family members to a WBG relationship, the HOH will be displayed in the PSPB and additional family members added under them
• In this example, the HOH is the foster parent
52
1/28/2015
53
Adding Multiple Family ID’s
• In this example, we have already added the HOH who is participating in WIC
• Since a foster child is a family of 1, we will choose “New Family ID”
• <F5> Add
53
1/28/2015
54
Adding Multiple Family ID’s
• The “Detail” tab will auto‐fill, verify the information is correct
• <F4> Save
54
1/28/2015
55
New Family ID was Generated
55
1/28/2015
56
Adding family members
• In the “Active Family Summary” will display all the Family ID’s
• Select the Family ID to which you wish to add the child by clicking on that row
• Move to the Detail tab
56
1/28/2015
57
Choose “Add to Family ID”
57
1/28/2015
58
Search for the participant we are wanting to add
58
1/28/2015
59
Select the correct participant
59
1/28/2015
60
Choose “Relationship”
60
1/28/2015
61
Active Family Summary
61
1/28/2015
62
Ending a WIC Benefits Grouping (WBG) Relationship( ) p
1/28/2015
63
Ending a WBG Relationship
• In the “Active Family Summary” tab, highlight the name of the person you are wanting the relationship to end
63
1/28/2015
64
Ending a WBG Relationship
• In the “Detail” tab:– <F6> Edit– Check the “End WIC Benefits Group R l ti hi ”Relationship”
– <F4> Save
64
1/28/2015
65
Ending a WBG Relationship
• If you are ending the relationship of the HOH:– A confirmation pop‐window will display
– Select “yes” to end all relationships associated with this Family ID
– Select “no” to cancel
65
1/28/2015
66
Ending a WBG Relationship
• Active Family Summary tab will now only display the currently active Family ID’s and those members
66
1/28/2015
67
Ending a WBG Relationship
• The “HOH History” tab will display current and past family members associated with each Family ID
• “End Date” will display the date the WBG relationship ended
67
1/28/2015
68
Ending a WBG Relationship
68
1/28/2015
69
Ending a WBG Relationship
69
1/28/2015
70
Reactivating a WBG Relationship
• “HOH History” tab• Select the HOH and the family ID you are wanting to reactivate
• <F5> Add
70
1/28/2015
71
Ending a WBG Relationship
71
1/28/2015
72
Reactivating a WBG Relationship
72
1/28/2015
73
Reactivating a WBG Relationship
73
1/28/2015
74
Reactivating a WBG Relationship
74
1/28/2015
75
Reactivate a WBG Relationship
75
1/28/2015
76
Reactivate a WBG Relationship
76
1/28/2015
77
Miscellaneous Items
1/28/2015
78
In‐State Transfers
C id h h HOH• Consider who the HOH will be
• HOH only– Copy participant to local files do not needfiles, do not need program record for a HOH only
– Registration date is required, use the date you are requesting theyou are requesting the transfer
78
1/28/2015
79
In‐State Transfers
f• HOH transferring:– WBG relationship for all family members are ended at the outgoing agency
– PA50 will need to be completed at the incoming agency which will generate a new Family ID
• Non‐HOH transferring:– Relationship will end for the participant transferringg
– HOH will need to be assigned at the incoming agency
79
1/28/2015
80
Fast Path
• <Ctrl> and H simultaneously to bring up the WIC Group Browse pop‐up window
80
1/28/2015
81
Statewide Call
• February 5, 2015 at noon– WIC Coordinators and Managers
G th ti f t ff• Gather questions from staff– Submit to RNC by February 4th @ 2pm
• Questions will be answered during the call• Questions will be answered during the call
1/28/2015
82
Thank you for participating!
82
top related