Software Release Document 2.19

All WIC Coordinators and WIC Staff Using the HuBERT Application

Users must Reset the Local Reference Data after installation! (This is essential! Errors may occur otherwise.)

Implementation Date: 2/22/2014

2/22/2014 Release 2.19 1

Table of Contents

In This Release Document .......................................................................................................................................................... 4 Addendum Documents ............................................................................................................................................................. 4 Training Modules .......................................................................................................................................................................... 4 Installation Notes .......................................................................................................................................................................... 5 Risk Analysis ................................................................................................................................................................................... 6 Successful Installation – Version Number ................................................................................................................................ 6 Up-to-Date Information about Existing Issues ......................................................................................................................... 6 Release Time Tests ........................................................................................................................................................................ 7 26 Important Software Changes in HuBERT ............................................................................................................................. 8 Alerts: Copy Alert to Note (ENH-386) ...................................................................................................................................... 8 Appointment Scheduling: Display Resources Based on Designated Sort Order (ENH-278) ..................................... 11 Benefits History: Revise Tree View (ENH-396) ......................................................................................................................... 18 Benefit Issuance: Automatically Suggest Last Set of Benefits for Children (ENH-399) ................................................. 22 Benefit Issuance: Display Messages for All Household Members (ENH-384) ................................................................. 23 Blood: Remove Delayed Blood Work Checkbox (ENH-335) ............................................................................................ 26 Food Prescription: Add General Note Button to Add and Edit Food Prescription Screen (ENH-13) ........................ 27 Food Prescription: Auto-Generate 2-3 Y.O. and 3-5 Y.O. Default Food Packages during CGS (ENH-394) ............ 29 Health Information: Breastfeeding Now Checkbox, Breastfeeding Amount, and Breasteeding Children (ENH-267) ............................................................................................................................................................................................... 30 Health Information: Move Questions from Demographics ............................................................................................... 34 Health Information: Display Pre-pregnancy BMI for Postpartum Women and Save to Database (ENH-269) ........ 36 Health Information: Narrow Search Results when Linking Mom & Baby (ENH-385) ..................................................... 38 Height/Weight: Add Measurement Source and Do Not Plot Functionality (ENH-291) ............................................... 40 High Risk: Resolve System-Assigned High Risk (ENH-292) ................................................................................................... 44 High Risk: Indicate Risk Factor Flagging System-Assigned High Risk (ENH-328)............................................................. 56 In-State Transfers: Add Reminder to Transfer Message to Update Address when Transferring between Agencies (ENH-264) ..................................................................................................................................................................................... 58 Initial Contact (ENH-391) .......................................................................................................................................................... 59 Notes: Include Date Created and Staff Member when Printing (ENH-344) ................................................................ 61 Notes: Include Termination Date and Reason on System Note when Official Notification Printed (ENH-380) ..... 62 Nutrition Education: Add “Client Refused” and “No Show” Radio Buttons (TMP-107) ................................................ 64 Participation Count: Monthly Participation Count and Breastfeeding History (ENH-15) ............................................ 67 Participant Folder: No Longer Require Completion of Fields Not Required by State (ENH-389) ............................... 68 Referrals: Add Ability to Copy Referrals to Other Household Members on Same Date in Participant Folder and CGS (ENH-272) ............................................................................................................................................................................ 69 Referrals: Add Ability to Edit Referrals in Participant Folder on Same Date as Entered in CGS (ENH-285) ............. 75 Risk Factors: Add “Assign Risk Factors” Button to Risk Factors Tab (ENH-390) .............................................................. 78 Risk Factors: Label Risk Factors Assigned by CPA during Nutrition Assessment with “N” (ENH-390) ........................ 79

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VOC: Assign CPA and System Risk Factors for VOC Certifications (ENH-292) .............................................................. 80 10 Existing Issues in System – Clinic Module ......................................................................................................................... 85

Appointment Scheduling .................................................................................................................................................... 85 Certification ............................................................................................................................................................................ 86 Income .................................................................................................................................................................................... 86 Participant List ........................................................................................................................................................................ 86 Referrals ................................................................................................................................................................................... 86 Reports ..................................................................................................................................................................................... 87 Terminations ............................................................................................................................................................................ 87

Database Changes ................................................................................................................................................................... 88

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A must read for all HuBERT users

Date: Saturday, February 22, 2014 From: MN State WIC Program and CSC To: All WIC Local Agencies Subject: Release 2.19

In This Release Document This document provides information about changes that impact the MN WIC HuBERT system. Although other changes may have been made to the source code (software) and may be utilized by other states using the SPIRIT system, only those that affect MN clinic functionality are included in this document.

There are four main sections to this document: 1. Installation Notes – describes the step-by-step install process, risk analysis and version 2. 26 Important Software Changes that Affect System Functionality – describes changes in detail

including an explanation of the current functionality and a description of the new functionality/enhancement

3. 10 Existing Issues in System – provides a brief description of the 10 remaining bugs in the Clinic module

4. Database Changes – changes to tables that may be of interest to report users

Addendum Documents There are two documents that provide information for specific users:

1. Report Users - The Reports document will be available on Wednesday, January 15, 2014 – an overview of the following reports included in Release 2.19:

• NEW: Breastfeeding Duration – Currently Breastfeeding (OPR035 and OPR036) • NEW: Breastfeeding Duration – No Longer Breastfeeding (OPR033 and OPR034) • REVISED: Breastfeeding Initiation (OPR030) • NEW: Initial Contact (CLN040) • New: Reported participation List (CLD036) • REVISED: Benefit Pickup (CLN006) • REVISED: Certification Due (CLN002) • REVISED: Participation vs. Enrollment (CLD029)

2. Role 10 – LSA Users - System Administration: Potential Duplicate Participants – an overview of the enhancement to combine duplicate records

Training Modules A training module will be provided in February or March 2014 to review the functionality changes for Local Use Codes. This enhancement (ENH-265) allows local agencies to make Local Use Questions required fields in the Certification Guided Script and Participant Folder and provides a method for clearing previous answers. Information about the availability of this training module will be provided in a future HuBERT Hints. 2/22/2014 Release 2.19 4

Installation Notes When Will the Release Be Available? Release 2.19 will immediately install the first time you log into HuBERT after February 22, 2014. To ensure successful installation the following steps should be taken:

STEP 1: Start computer

All other applications MUST be closed before opening and logging into HuBERT

STEP 2: Open HuBERT by double-clicking the Clinic Icon

STEP 3: Log in to HuBERT

STEP 4: The Release automatically downloads

NOTE: Depending on the speed of your Local Agency connection, and the number of other HuBERT users also downloading this release at the same time, the amount of time it takes to download can vary greatly!

STEP 5: Once the download is complete, the application will need to restart. Click OK.

STEP 6: Log in to HuBERT again.

STEP 7: Reset the Local Reference Data! (This is essential! Errors may occur otherwise.)

*******

If you experience problems, please contact the Help Desk using the Urgent Line! (1-800-488-8799, 2, 1)

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Risk Analysis

The Risk associated with this release is rated 8 on a scale of 1-10 since it contains over 100 bug defect fixes, more than 25 new enhancements, and several complicated database scripts to update the database structure. The impact of these changes on the HuBERT clinic functionality is considerable. All users should review this Release Document thoroughly prior to Monday, February 24, 2014 for training and guidance about the expected changes.

Successful Installation – Version Number Once Release 2.19 has been installed, you can verify the current version number to ensure the download was successful. The version number should be 2.19.13336.1454:

Click on Help in the menu bar

Click on About WIC

Up-to-Date Information about Existing Issues The Identified Issues with Current HuBERT Releases on the MDH WIC website is an easily accessible reference for existing bugs.. It will be used to provide up-to-date information about any currently existing issues and any issues identified after Release 2.19 is installed on Production. To navigate to this page, click on:

• Information for Local Agencies • HuBERT Information System • Training & Software • Identified Issues with Current HuBERT Releases

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Release Time Tests There are many factors that may impact the speed of the HuBERT application including software, hardware, and available local agency bandwidth. Prior to implementing a Release, the following testing processes are performed:

• CSC performs productivity tests as they build the code and during QA testing;

• CSC performs time tests using their slowest DSL connection and a laptop computer (typically slower than desktops) to assess how long it takes to perform common functions; and

• The State performs these same time tests during User Acceptance Testing.

Sometimes system slowness can be perceived when changes are made to the system that alters user processes. For example, changes that decrease the number of messages the user has to “click through” before a screen opens (ex: ENH-398 – displays all benefit issuance messages in Issue Benefits screen). Since the user process has changed and is now less interactive while the screen is processing, it may “feel” like it is taking longer to open.

However, both the State and CSC take concerns about system slowness very seriously since it impacts system and service efficiency.

If you notice slow system functionality, the MN Help Desk is your first point of contact. When you call, if you can provide specific, detailed information about the issues you are seeing, it can help both CSC and the State Office in determining the next course of action for assisting your agency.

Some examples could include: • Performing upload-download speed tests • Time tests • Assess hardware and local agency bandwidth

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26 Important Software Changes in HuBERT The following provides an overview of 26 software enhancements that directly affect the HuBERT Clinic module and are included in Release 2.19.

Alerts: Copy Alert to Note (ENH-386)

Explanation of Current Functionality The Manage Alerts window displays all household alerts and any individual alerts that pertain to the current Participant Folder. There is no way to identify whether an alert was created as a Household (default option when creating an alert) or Individual alert.

At times, you may want to make the content of an alert permanent and save it for each household member. To do this you would need to save the alert as a note, which is permanent and can’t be deleted. To do this, you would have to open the alerts, edit, copy, close the alert, open the notes, select the type, and paste it. This would have to be repeated for any household members for whom you wanted to save the alert as a note.

New Functionality/Enhancement A column has been added to the Manage Alerts window called Type. This column displays whether the alert is a Household or Individual alert.

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A button has been added to the Manage Alerts window called Copy Alert to Note. This button allows you to convert an existing household or individual alert to a permanent note. If there are multiple alerts, you can select the alert that you want to convert to a note by clicking on it to highlight it.

Clicking the button opens another window called Copy Alert to Note.

The Subject drop-down provides the same list as found when creating a General Note or BF Note: Additional Education, Allergy, Appointments, Benefits Issuance, Breastfeeding, Cert Info/Nutrition Education, ERROR in Participant Folder, Food Package, Fraud/Program Abuse, Goal, High Risk, High Risk: Follow-up, Ht/Wt/Blood, Income Information, Medical Documentation: Food, Medical Documentation: Formula, New Participant Walk-in, Other, PE (Presumptive Eligibility), PE Update, Physical Presence Exception, Physicians Referral, SOAP, and SOAP: Follow-up. You must select a Subject for your note.

The alert text displays in the Note Text grid and is editable.

The Participants grid displays all household members. The name of the participant whose folder you are currently working in will be default-selected with a checkmark in the checkbox. You can choose to save the alert as a note for any of the other household members by clicking the checkbox. (You can also de-select the default-selected checkbox if necessary.)

The Application Area, which indicates what part of the folder you were in when the note was created, will display Alerts.

Clicking the OK button saves the alert as a new General Note for all the selected household members.

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The Date Created is the date the alert was converted to a Note; NOT the active date of the original alert.

Once saved as a note, just like other notes, the text can no longer be edited.

An additional small change has been made to the Alert Type section in the Add Alert and Edit Alert windows: the order of the Household and Individual radio buttons was switched so that the Household (default) radio button displays first.

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Appointment Scheduling: Display Resources Based on Designated Sort Order (ENH-278)

Explanation of Current Functionality The order that Resource columns display in the Schedule Appointments for Household screen changes based on which Resource is first scheduled an appointment for a specific date. This is due to system coding that makes an assumption that Resource columns would be filled from left-most column to right.

For example: Resources display in the order: CPA1, CPA2, CPA3 and Breastfeeding before any appointments are scheduled for that date.

The first appointment for that date is scheduled in the third Resource column, CPA3.

When the screen is refreshed or re-opened, the Resource columns now display in the order: CPA3, CPA1, CPA2 and Breastfeeding.

If the next appointment for that date is scheduled in the fourth column (Breastfeeding), once refreshed the order of the Resource columns changes again and displays as: CPA3, Breastfeeding, CPA1, and CPA2.

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When defining resources in Build Master Calender the system does not have the capability of assigning a display order to the resources.

New Functionality/Enhancement The ability to determine the order of your Resource columns has been added to the Define Resources window, which is found in Build Clinic Calendar by clicking on Calendar…Resources.

The Define Resources window (print screen on next page) has had the following modifications made to it:

• A Filter Criteria has been added that allows you to view resources based on their current status of active or inactive, or to view all regardless of status

• A statewide, unique, system-designated Resource ID column has been added

• The System Defined column was removed since there aren’t any system-defined resources

• An Active column has been added to indicate whether the Resource’s status is currently Active/Inactive

• Arrows to move selected Resources up and down in the list in order to designate the Resource column display order in the Schedule Appointments for Household screen

NOTE! The order the Resource columns display is set for your entire agency. It cannot be set to display in a different order for different clinics within your agency.

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The order the Resource columns will display in the Schedule Appointments for Household screen depends on the order the Resources display in the Define Resources window. The Resources will display in columns from left to right on the screen based on their order from top to bottom in this list.

NOTE! The Resource ID only affects the order of the list to set the default display order in the Define Resources window. Once you change the order, it no longer has any effect on the display order.

To change the order the Resources display for your agency:

• Click on the Resource to highlight it

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• Click the up or down arrow to move it up or down one row at a time in the list

• Repeat these steps until you have the Resources in the desired order

• Then click the Save button. If you make changes and click the Close button without saving, the system will prompt you to save before exiting the window.

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In the Schedule Appointments for Household screen, the Resource columns will now display in the order you have designated.

When you schedule appointments, they will remain in the same order you designated regardless of which column has an appointment scheduled first.

* * * * * A second component of this enhancement is the ability to mark a Resource as inactive.

An Active checkbox has been added to both the Add Resources…

…and Edit Resources windows

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To make a Resource inactive, click the Active checkbox to remove the checkmark.

The system will not allow you to designate a Resource as inactive if they have any appointments or group education classes scheduled.

This may be helpful for agencies that use staff names as Resources since the Resource can be made inactive if the staff person no longer works for WIC.

You can use the Filter Criteria – Status to display only those that are Active or Inactive in the Define Resources list. The default is to display All.

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Once a Resource is marked inactive, it will no longer display in most drop-down lists in Build Clinic Calendar.

It will, however, continue to display in the Replicate Resource TO drop-down list and on the Define Resource Schedules multi-select Resource list.

A small bug exists for agencies that have 9 or more resources defined. See TMP-45 – Defining More than 9 Resources.

2/22/2014 Release 2.19 17

Benefits History: Revise Tree View (ENH-396)

Explanation of Current Functionality The Benefits History tab displays all benefits issued to a participant. The tree view includes the benefit number, the FDTU (First Date to Use), LDTU (Last Date to Use), PFDTU (Printed First Date to Use), and the agency and clinic where the benefits were issued.

The default view, when the tab is first opened, has the node of the first benefit expanded to show the food items printed on that benefit.

When you click on a row to highlight, the Show Details button becomes enabled.

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Benefits that have been marked as Lost/Stolen display in bold red font.

New Functionality/Enhancement The Benefits History screen has been reorganized to make it more easily readable and to provide more information. The information is now grouped by benefit sets.

The first node now consists of two rows of information. The first row always displays the FDTU and LDTU along with the participant’s WIC Type at the time of issuance. A line divider (“|”) separates different types of information to make it more readable.

If the PFDTU is a different date than the FDTU as occurs when printed late, the PFDTU will be displayed in carrots “<mm/dd/yyyy>” similar to how it displays in the Benefit Issuance screen

The following information will also display in the first row:

If the benefits were cycle-adjusted and/or a prorated partial package issued Cycle Adjusted and the size of the food package (Quarter, Half, Three-Quarters), display:

If the benefits were added or replaced using the Add/Replace Set functionality Added or Replacement, display:

The second row displays the Agency and Clinic where the benefits were issued and the certification period (Cert Effective Date - Cert End Date). The cert period is based on the certification dates within which the FDTU falls.

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By single-clicking the plus next to the first node or double-clicking on the rows of the first node, the second node is displayed.

This node details specific to each benefit and lists the serial numbers of the benefits issued.

If benefits are voided, it displays VOIDED and the date (mm/dd/yyyy) the benefits were voided.

If the benefits were marked as stolen, it displays Marked Stolen and the date (mm/dd/yyyy) the benefits were marked as stolen in bold red font.

If the benefits marked as lost, it displays Marked Lost and the date (mm/dd/yyyy) the benefits were marked as lost in bold red font.

If the Reprint checkbox is selected on the Confirm Benefits to Mark as Lost/Stolen and Reprint window, Reprint is displayed next to the benefit number. (NOTE: Reprint should only be used if issuing from the same agency and clinic since it “reprints” this information and does not accurately record the agency and clinic if issued from a different agency/clinic.)

Lastly, this node will indicate if formula was “Direct Shipped”. This is not a function we currently use in HuBERT.

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Similar to before 2.19, you must click the benefit number to highlight it and enable the Show Details button. Remember, this button opens a window that displays individual benefit information. You cannot simply highlight the first node because the system does not know which benefit information to display.

By single-clicking the plus next to the serial number or double-clicking on the serial number, the third, and last, node is displayed.

This node displays the individual food items printed on the benefit. The icon next to each food item has been removed so that the foods display as an easily readable list.

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Benefit Issuance: Automatically Suggest Last Set of Benefits for Children (ENH-399)

Explanation of Current Functionality The system does not auto-suggest the last set of benefits for a child whose certification is ending but is not becoming categorically ineligible (the system does auto-suggest the last set of benefits for the month a child turns 5 years old).

Example:

New Functionality/Enhancement A Business Rule has been added that allows the system to auto-suggest the last set of benefits a child is eligible for during their certification period. This is the set of benefits in which the Printed First Date to Use (PFDTU) is in the same month as the Certification End Date.

Example:

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Benefit Issuance: Display Messages for All Household Members (ENH-384)

Explanation of Current Functionality When the Issue Benefits icon is clicked, individual messages display for household members. These messages indicate reasons why benefits will not be suggested for that member. The following are just some samples:

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When the Issue Benefits screen opens, only those household members for whom benefits can be suggested display in the lower section of the screen.

New Functionality/Enhancement The Issue Benefits process has been modified so that individual messages no longer display as the screen is opening. Instead, messages will display in red beneath the participant’s name, in the lower section of the screen, which explain why benefits cannot be suggested for that member. (NOTE: All members of the household will display regardless of their current eligibility or status.)

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NOTE! Since individual messages will no longer be displaying for each household member, and you will no longer have to click through each message, the perception may be that opening the screen takes longer. Both the developers and the state testers performed time tests to ensure that this enhancement did not increase the amount of time it took for the Issue Benefits screen to open.

The following are potential messages:

Ineligible for Benefit Issuance: • The difference between the Last Date to Use and the current system date is not 75 days or less. • Has been issued all Food Instruments for their current certification. • Not in a valid certification. • Certification has been terminated (REASON). • Fully Breastfed and cannot receive benefits until they are 6 months old. • Breastfeeding and cannot receive benefits for [FDTU] – [LDTU] because her infant is getting more than

the maximum amount of formula.

Pending Information: • Has a proof pending and will be limited to one month of issuance. • Has a proof pending and has already received the one set of benefits allowed.

Food Prescription: • Needs a Food Prescription that is effective for the current certification. • Needs an effective food prescription for current certification to generate benefits for [FDTU] – [LDTU]. • There is no appropriate food prescription available for age category [Age Category] to generate the

benefit set for [FDTU] – [LDTU]. • Food prescription contains food item [Food Item Description] – [Food Item ID] which isn’t effective until

[Food Item Effective Date] for benefit set [FDTU] – [LDTU]. • Food prescription contains food item [Food Item ID] – [Food Item Description] which expired on [Food

Item Expiration Date] for benefit set [FDTU] – [LDTU]. • Food prescription contains special prescription [Food Item Description] – [Food Item ID] which expires on

[Special Rx Expiration Date] for benefit set [FDTU] – [LDTU].

Date Verification: • Currently marked as homeless. To issue benefits, please go to the Demographics tab and verify the

homeless status. • Currently marked as breastfeeding now. To issue benefits, please go to the Health Information tab and

update the Breastfeeding Verified Date. • Currently marked as Requiring Food Package III. To issue benefits, please go to the Health Information

tab and verify the Food Package III status.

Miscellaneous • Not currently assigned to this clinic. To issue benefits, please transfer the participant. • A child food package was not found. An infant food prescription will be used instead to generate

benefits for [FDTU] – [LDTU].

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Blood: Remove Delayed Blood Work Checkbox (ENH-335)

Explanation of Current Functionality We do not use the Delayed Blood Work checkbox in the Add/Edit Blood Measurement window. However, users have been known to click the checkbox, which functions to allow a participant to be certified without entering a blood value. If a blood value isn’t entered within 270 days, the participant is auto-terminated by the system.

New Functionality/Enhancement A Business Rule has been added that allows the State to remove the Delayed Blood Work checkbox from the Add/Edit Blood Measurement window.

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Food Prescription: Add General Note Button to Add and Edit Food Prescription Screen (ENH-13)

Explanation of Current Functionality Access to Manage Notes is available via the Participant Activities menu and the Activities menu in the Participant Folder and Certification Guided Script, respectively. It can also be accessed via the Manage Notes icon.

When creating a food prescription, the screen opens on top of both the menu options and icon so that a note cannot be written until the Food Prescription screen is closed.

New Functionality/Enhancement An Add General Note button has been added to the Add Food Prescription and the Edit Food Prescription screens.

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When you click the button, it opens the Add General Note window.

Just like other General Notes, you will be required to select a Subject. A new subject heading, Food Package, has been added to the drop-down list.

• You may choose to use this subject heading to document information about the Food Package.

• The other two food prescription-related subjects, Medical Documentation-Food and Medical Documentation-Formula, also remain available in General Notes for documentation of medical approvals.

The Application Area, which indicates what part of the folder you were in when the note was created, will display Food Prescription.

Although access to this note is from the Food Prescription screens, the note does not have to be related to the food package.

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Food Prescription: Auto-Generate 2-3 Y.O. and 3-5 Y.O. Default Food Packages during CGS (ENH-394)

Explanation of Current Functionality HuBERT has 3 age categories for children: 1-2, 2-3 and 3-5 years old. The first two age categories are necessary due to food package changes that occur (such as to fat-free milk at 2 years old) and risk code changes. The 3-5 year age category is used by other states that share the system software.

When issuing benefits, the system is unable to suggest benefit sets that span the participant’s 2 or 3-year birthday if a food prescription with an Effective Date on their 2 or 3-year birthday doesn’t exist.

New Functionality/Enhancement During the CGS, HuBERT will create multiple default food packages (DFPs) for children, like it currently does for infants, if the child’s 2 or 3-year birthday falls within the new certification period.

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Health Information: Breastfeeding Now Checkbox, Breastfeeding Amount, and Breasteeding Children (ENH-267)

Explanation of Current Functionality The system allows users to select Non-Breastfeeding from the Breastfeeding Amount drop-down list when the Breastfeeding Now checkbox is selected. This causes issues with assigning risk factors and default food packages, and results in discrepancies in reports.

New Functionality/Enhancement If the Breastfeeding Amount is changed to Non-Breastfeeding and the Breastfeeding Now checkbox is selected…

…the system will automatically de-select the Breastfeeding Now checkbox and disable the Breastfeeding Amount drop-down list.

The Breastfeeding Amount drop-down becomes re-enabled if the Breastfeeding Now checkbox is re-selected.

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Explanation of Current Functionality When participants breastfeed beyond one year, the user is supposed to remove the checkmark from the Breastfeeding Now checkbox and select Breastfeeding Beyond One Year in the Reasons Breastfeeding Stopped list. This is counter-intuitive since mom is continuing to breastfeed her child.

New Functionality/Enhancement A new Breastfeeding beyond One Year checkbox has been added to the Feeding Information section on the Child Health Information screen.

This checkbox becomes enabled when the Yes radio button is selected in the Ever Breastfed section and:

• A currently certified infant turns one-year-old and the End-of-Day process has changed their WIC Category to Child); or

• The child is 13 months or older

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One-Year-Old Continuing to Breastfeed If the child over one-year-old is continuing to breastfeed, the user should select the Breastfeeding beyond One Year checkbox.

NOTE! No changes need to be made for children for whom the Reason(s) Stopped - Breastfeeding Continues Beyond One Year has been previously selected. The Breastfeeding beyond One Year checkbox can start being used for certifications occurring once Release 2.19 has been implemented.

The system will automatically:

• De-select the Breastfeeding Now checkbox;

• Select Non-Breastfeeding from the Breastfeeding Amount drop-down list and disable it;

• Clear and disable the Reason(s) Stopped drop-down;

• Clear and disable the Date Breastfeeding Ended field; and…

• REQUIRE completion of the Date Supplemental Feeding Began field.

The system is requiring the Date Supplemental Feeding Began field to be completed when the Breastfeeding beyond One Year checkbox is selected and the changes to Health Information saved.

You will need to enter the current date if the participant has never been provided formula in order to save and exit the screen. If the participant has been provided supplemental formula, please enter the actual date in which formula supplementation began.

This is currently being researched; it has not yet been entered as a new issue.

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If the Health Information screen is saved for a child over one year old, and the Breastfeeding Now checkbox is still selected, the system will display the following message before saving the record:

The user will be required to either:

• Select the Breastfeeding beyond One Year checkbox; OR • Enter the Date Breastfeeding Ended and the select the Reason(s) Stopped.

Verifying the Date Breastfeeding Verified Field For children over one who have the Breastfeeding beyond One Year checkbox selected, the system will no longer verify the Date Breastfeeding Verified field at benefit issuance; it will only verify whether the date has been updated at certifications.

If the child is no longer breastfeeding at their next certification, the checkmark should be removed from the Breastfeeding Beyond One Year checkbox. The system will require the user to enter the Date Breastfeeding Ended and the Date Supplemental Feeding Began before saving the change since this information will be used for calculating breastfeeding duration.

NOTE! The Date Breastfeeding Verified, Breastfeeding beyond One Year checkbox, and Date Breastfeeding Ended can be updated at any time during the certification period. The system will REQUIRE an update at certification.

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Health Information: Move Questions from Demographics (ENH-382)

Explanation of Current Functionality The Household Smoking and TV/Video Viewing fields are located in the Demographics AdditionalInfo1 screen despite being health-related questions and triggering risk factor assignment.

New Functionality/Enhancement The Household Smoking and TV/Video Viewing fields have been removed from the Demographics screens and added to the Health Information screen. The functionality of these fields has not changed; they are required to complete Health Information.

In the CHILD Health Information, both fields have been added to a new Health Information section:

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In the WOMAN Health Information screen, the Household Smoking field has been added to the Cigarette Usage section of the Pregnancy Info tab…

…and the Cigarette Usage section of the Postpartum Info tab.

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Health Information: Display Pre-pregnancy BMI for Postpartum Women and Save to Database (ENH-269)

Explanation of Current Functionality The Pre-pregnancy BMI displays in the Pregnancy Info tab of the Health Information screen and is calculated by the system when the participant’s most recent Height and Pre-pregnancy Weight are available for the participant’s current certification. It is not stored in the database.

It does not display on the Postpartum Info tab.

New Functionality/Enhancements For pregnant women: When the system calculates the Pre-pregnancy BMI, using the most recent Height and Pre-pregnancy Weight for the current certification attempt, it will be stored in the database (PREGNANCY.PrePregBMI) when the information on the Pregnancy Info tab is saved.

For postpartum women:

• If the participant was certified during her pregnancy, the Pre-pregnancy BMI stored for the pregnancy certification will be displayed in the Postpartum Info tab.

• If the participant was not certified during her pregnancy, the Pre-pregnancy BMI will be calculated using the participant’s most recent Height measurement and the difference between the Weight at Delivery and the Weight Gained during Pregnancy values recorded during the certification attempt. It will be calculated once the necessary information is available and saved, and will be stored in the database (POSTPARTUM.PrePregBMI). It will display on the Postpartum Info tab when available.

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Changes to the Postpartum Info tab include:

• A Pre-pregnancy BMI field has been added where the Pre-pregnancy value will display once able to be calculated

• The fields, and their tabbing order, have been rearranged to keep related fields together (i.e. Weight Gained during Pregnancy and Weight at Delivery moved to the center column; C-section Delivery, Diabetes Mellitus and Hypertension or Prehypertension moved above the Birth Facility field and to the right column)

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Health Information: Narrow Search Results when Linking Mom & Baby (ENH-385)

Explanation of Current Functionality When creating a two-way link between mom and baby in the Add Infant Information screen in mom’s Health Information, you must first search for the infant in the Linked Participant window. This statewide list displays all infants that have a date of birth both 5 days before and 5 days after the date entered into the Actual Delivery Date field in the Woman Health Information Postpartum Info tab. The list displays the participant’s State WIC ID and Name.

When creating a one-way link between baby and mom in the baby’s Health Information, the Linked Participant window displays a statewide listing of all women who have a date of birth both 5 days before and 5 days after the date entered into the Mother’s Information: Birth Date field in the Child Health Information screen.

New Functionality/Enhancement The criteria has been changed for the participants that display so that only members from the same household who have a date of birth 1 day before and 1 day after the Actual Delivery Date, or Mother’s Information: Birth Date, initially display in the list when linking from the mom’s, or the infant’s record, respectively. A Household ID column has also been added to the Linked Participant window.

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The Show All checkbox at the bottom of the Linked Participant window allows you to broaden the search criteria to include all infants or women whose date of birth falls within the 3-day criteria window regardless of their Household ID. This list continues to be a statewide listing of participants.

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Height/Weight: Add Measurement Source and Do Not Plot Functionality (ENH-291)

Explanation of Current Functionality Participants can bring height/weight measurements from their physicians as long as it is within 60 days of the current date. HuBERT does not have a method to indicate if a measurement is from a source other than the WIC clinic.

Growth Grids Users can indicate a Possible Incorrect Measurement Reason but the measurement continues to plot on the grid. Also, some measurements, when reviewed at a later date, should not be included on the growth grids since their potential inaccuracy can distort the information imparted by the grid (as indicated by the red dot in the grid below).

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New Functionality/Enhancement A new field, Measurement Source, has been added to the Add Height/Weight Measurement and the Edit Height/Weight Measurement windows. The default selection is WIC Clinic.

The following options are available to indicate where the measurements were taken if from referral data:

• Medical Clinic • Child & Teen Check-Up • Home Visit

A column, Measurement Source, has been added to the Height/Weight grid.

Measurements previous to the installation of Release 2.19 will not have a Measurement Source recorded. The column will start to populate with measurements taken after Release 2.19.

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Growth Grids To be able to indicate whether a measurement should be plotted on a grid, a checkbox called Do Not Plot has been added to the Edit Height/Weight Measurement window. The checkbox is always enabled and its default status is unchecked.

To have a measurement not plot on the growth grids, simply click on the measurement in the Height/Weight grid to highlight the row, click the Edit button, and click the checkbox, which can be checked at any time (as shown in the print screen below with a Measurement Date of 1/10/2013).

A column, Plot, has been added to the Height/Weight grid. It will display No if the Do Not Plot checkbox has been selected for that measurement.

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A Plot column has also been added to the Growth Grids. By selecting Do Not Plot, the red plot point as shown on the previous growth grid is not plotted and the growth curve for this participant appears accurate.

NOTE: The Do Not Plot checkbox is always enabled. If the checkbox has been selected, it can always be de-selected if it’s later decided the plot point should display.

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High Risk: Resolve System-Assigned High Risk (ENH-292)

Explanation of Current Functionality Participants are designated as high risk by the system if certain thresholds are met for a risk factor (RF). If system-assigned, the high risk status can only be removed or resolved by the system.

The yellow highlighting of the Participant Folder tabs and the yellow outline on the Show Details panel in the Participant List are determined by the status of the MEMBER.HighRisk value in the database where:

• MEMBER.HighRisk = Y (Yes) YELLOW • MEMBER.HighRisk = N (No) NOT YELLOW

New Functionality/Enhancement The High Risk checkbox is now labeled CPA-assigned High Risk on the Assign Certification Risk Factors screen in the Participant Folder and Certification Guided Script (CGS) and the Assign Risk Factors for VOC Certification screen (see VOC: Assign CPA and System Risk Factors – ENH-292 for more information about this screen) in the Participant Folder.

A new checkbox labeled Resolve System-assigned High Risk Designations has been added to the right of the CPA-assigned High Risk checkbox.

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Guidance for Use of New Resolve System-Assigned High Risk Checkbox

A local agency may choose to use the Resolve System-Assigned High Risk Checkbox if it supports their high risk procedures. According to the High Risk Care policy, guidance and criteria (MOM Section 6.6 and Exhibit 6-A), there will be circumstances in which it may be appropriate for a CPA to “resolve” high risk status. Below are three examples.

• At certification, HuBERT flags a participant as “high risk” due to the assignment of a risk code but the participant does not meet the high risk criteria for that risk code. (Example: Pregnant woman in 2nd Trimester is assigned 101 for Underweight and is system-assigned “high risk”. However, weight gain has been adequate based on prenatal weight gain grids; therefore, the participant does not meet high risk criteria.) CPA can resolve the system-assigned high risk status.

• At certification, the CPA determines participant is receiving high-risk care and follow-up from a health care provider, and it is not necessary from WIC. (See MOM Section 6.6 for specific requirements.)

• At a follow-up contact, the CPA is sure that the condition(s) is resolved or stable and that further monitoring would either not be necessary or not be beneficial. (Example: Pregnant woman assigned 131 for Low Maternal Weight Gain at certification. Weight gain still plots below the bottom line of the appropriate weight gain grid, but nausea has resolved and weight gain is steadily increasing. It may be appropriate to discontinue high risk care.)

In every situation, CPAs must use professional discretion in deciding to “resolve” high risk status, and when they do, they must document the reason for resolving the system-assigned high risk with a HuBERT note. Additional guidance about the use of the Resolve System-Assigned High Risk Checkbox and documentation expectations will be provided in a future WIC Wednesday Update.

The CPA-assigned High Risk checkbox will be disabled and the new Resolve System-assigned High Risk Designations checkbox will be enabled if:

• The system assigns high-risk risk factors (ex: 131- Low Maternal Weight Gain); or

• The CPA assigns high-risk risk factors (ex: 347 - Cancer)

• The system assigns a risk factor and the criteria for the high risk threshold is met (ex: 201 assigned and value is 9.5)

Do NOT use the Resolve System-assigned High Risk Designations functionality in the CGS. It should only be used in the Participant Folder once the certification is completed. Although the Resolve System-assigned High Risk Designations checkbox is enabled in the CGS, it should not be used. Until the certification has been completed, the system cannot resolve the high risk designation. If the Resolve System-assigned High Risk Designations is selected in the CGS, the selection will not be saved when the CGS is completed.

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The High Risk checkbox on the main CGS screen will continue to function in the same way. It will be disabled and will be auto-selected by the system if the participant is designated as high risk by either the system or the CPA.

Once the CGS has been completed, if high risk has been system-assigned, the tabs in the Participant Folder will continue to be yellow…

…as well as the Show Details panel in the Participant List.

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If the CPA determines it is appropriate to resolve the high risk designation after the CGS has been completed, the CPA can open the Assign Certification Risk Factors screen in the Participant Folder via the Certification menu.

NOTE: In the Assign Certification Risk Factors screen in the Participant Folder, the CPA-assigned High Risk checkbox is now selected or checked, but still disabled. Although the checkbox is labeled “CPA-assigned High Risk”, in this instance it will be selected and disabled in the Participant Folder when the high risk is system-assigned in the CGS.

Once the CGS has been completed, the CPA can determine if it is appropriate to resolve the high risk assignment at any point during the participant’s certification period in the Participant Folder, including on the same date the CGS is completed.

The Resolve System-assigned High Risk Designations checkbox is always enabled when high risk has been assigned by the system. Selecting the checkbox resolves, or removes, the system-assigned high risk status.

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When the OK button is clicked to save the checkmark, the following message displays:

Clicking Yes on the message causes the following to occur:

1. The yellow tabs in the Participant Folder and the yellow outline around the Show Details panel of the Participant List are removed

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2. A System Note is auto-generated:

• Note Type = General • Subject = High Risk Resolution • Note Text = “System assigned high risk resolved by <staff name> on <date and timestamp>”

The status of the CPA-assigned High Risk checkbox remains the same; checked and disabled.

The Resolve System-assigned High Risk Designations checkbox remains enabled and the checkmark can be removed at any time during the certification period (this would function to re-instate the participant’s high risk status).

If the checkmark is removed, and the OK button is clicked to save the change, the following message displays:

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If Yes is clicked, the tabs in the Participant Folder and the outline of the Show Details panel in the Participant List turn yellow again. However, the High Risk Resolution System Note is not deleted; it remains as a permanent part of the participant’s history.

CPA-assigned High Risk Checkbox and the CGS When completing the CGS, the CPA-assigned High Risk checkbox will be enabled and the Resolve System-assigned High Risk Designations checkbox will be disabled if:

• No risk factors have been assigned by the system; or

• No high-risk risk factors have been assigned by the system (ex: 131- Low Maternal Weight Gain); or

• No system-assigned risk factors meet the threshold for high risk (ex: 201 assigned but hemoglobin not low enough to meet high risk threshold – as indicated by the lack of asterisk next to 201 in the tree-view – see High Risk: Indicate Risk Factor Flagging System-Assigned High Risk – ENH-328 for more information )

It should be noted that the system-assigned high risk designations over-ride the CPA-assigned high risk designations.

• If the system has assigned a high-risk risk factor, the CPA-assigned High Risk checkbox will be disabled.

• If the CPA selects the CPA-assigned High Risk checkbox and then the system assigns a high-risk risk factor, the system will automatically remove the checkmark and the checkbox will become disabled.

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The checkbox can be selected if a CPA determines it is appropriate to designate a participant as high risk who does not have any high-risk risk factors assigned.

As indicated previously, the High Risk checkbox on the main CGS screen will be auto-selected by the system if the participant is designated as high risk by the CPA.

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When the CPA-assigned High Risk checkbox is selected the tabs in the Participant Folder will be yellow…

…as well as the Show Details panel in the Participant List.

Once selected, the checkbox will remain enabled throughout the participant’s certification period.

The CPA will be able to resolve the CPA-assigned high risk in the Assign Certification Risk Factors screen in the Participant Folder by de-selecting the checkbox.

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Clicking the OK button will simply save this change. A note will NOT be system-generated to document this change.

Similar to resolving the system-assigned high risk, de-selecting the CPA-assigned High Risk checkbox removes the yellow highlights from the tabs in the Participant Folder and the Show Details panel in the Participant List.

Pseudo-certs Changing the status of the CPA-assigned high risk does not create a pseudo-cert.

For example, the participant shown in the previous section (State WIC ID: 00242108) was assigned high risk when the CPA selected the CPA-assigned High Risk checkbox for risk factor 425I – Eating nonfood items (pica).

When the checkmark was removed from the CPA-assigned High Risk checkbox, the system did not create a pseudo-cert.

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If the system creates a pseudo-cert as a result of a risk factor or WIC category change, it will not over-ride the CPA-assigned high risk as long as the pseudo-cert does not result in system-assigned high risk.

For example, this participant is high risk due to the CPA having selected the CPA-Assigned High Risk checkbox.

If information is added to the participant’s record, such as a hemoglobin value, that results in the system adding a risk factor…

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The system will not remove the CPA-assigned High Risk designation when it creates a pseudo-cert to add a risk factor and assesses the participant’s high risk status (based on the currently assigned risk factors).

However, if the pseudo-cert results in the system assigning high risk, the system will over-ride the participant’s CPA-assigned high risk and:

• Remove and disable the checkmark from the CPA-assigned High Risk checkbox

• Enable the Resolve System-assigned High Risk Designations checkbox

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High Risk: Indicate Risk Factor Flagging System-Assigned High Risk (ENH-328)

Explanation of Current Functionality The system auto-assigns high risk based on assigned risk factors or a threshold criteria being met for that risk factor. However, when multiple risk factors are assigned that may generate a high risk designation, there is no way to identify which risk factor prompted it.

New Functionality/Enhancement An asterisk (*) has been added beside the risk factor code to indicate that high risk has been system-assigned due to this risk factor. The asterisk displays in:

• The Assign Certification Risk Factors screen in both the CGS and the Participant Folder and the Assign Risk Factors for VOC Certification screen in the Participant Folder; and

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• The Risk Factors tab in the Participant Folder.

A High Risk column has also been added to the Household Member Information section on the main CGS screen.

2/22/2014 Release 2.19 57

In-State Transfers: Add Reminder to Transfer Message to Update Address when Transferring between Agencies (ENH-264)

Explanation of Current Functionality If the Participant Folder is opened for a participant who currently belongs to a different agency or clinic, the following message displays verifying the user wants to transfer the participant to the clinic they are currently working in:

If the user selects Yes, the participant record is transferred to the new clinic with all of its current information intact, maintaining the participant’s current physical and mailing addresses. However, when participants transfer between agencies, their address often changes and in some instances this information isn’t being updated.

New Functionality/Enhancement In order to remind users to update the participant’s address when s/he transfers between agencies, the sentence “This participant is transferring from another agency. Please update the physical and mailing addresses, if appropriate.” has been added to the transfer message.

NOTE! This sentence will only display if the participant is transferring between agencies; otherwise, the current transfer message will continue to display.

2/22/2014 Release 2.19 58

Initial Contact (ENH-391)

Explanation of Current Functionality The Initial Contact dialog (implemented in Release 2.17.07) allows the user to record the first date offered to a participant for an appointment in order to document whether the Processing Standards, which require applicants/participants to be offered an appointment within a specified time frame based on their WIC Category and “Migrant” status, are being met.

The participant’s WIC Category and Migrant status are not collected on the Initial Contact dialog nor are they stored in the INITIALCONTACT table.

New Functionality/Enhancement In order to be able to assess whether the Processing Standards are being met based on a participant’s WIC Category and Migrant status in the Initial Contact Report, two new fields have been added to the Initial Contact dialog: WIC Category and Migrant at Initial Contact. This provides a mechanism for collecting and storing this information in the database.

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The new WIC Category field is REQUIRED to complete the Initial Contact.

Similar to the participant’s name, if the WIC Category field has been selected in the Applicant Prescreening, the field will default display the current selection:

The Migrant at Initial Contact checkbox will be unchecked by default when the Initial Contact dialog is opened in Applicant Prescreening.

If the Initial Contact dialog is opened in another part of the application (Participant Search, Demographics, or Appointment Scheduling) and there is an existing record in the INITIALCONTACT table, the WIC Category and Migrant at Initial Contact status will display as recorded in the database.

There is NO relationship between the Migrant at Initial Contact checkbox in the Initial Contact dialog and the Migrant checkbox in the Demographics tab of the Participant Folder/Certification Guided Script. Selecting the checkbox in the Initial Contact does NOT select the checkbox in Demographics. In order for the participant to be considered migrant, beyond the Initial Contact report, the checkbox must also be selected in Demographics.

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Notes: Include Date Created and Staff Member when Printing (ENH-344)

Explanation of Current Functionality When a note is printed from the Manage Notes screen, it includes the:

• Type of note • Participant’s Name • Subject • Note text

New Functionality/Enhancement When a note is printed from the Manage Notes screen, it will include:

• Type of note • Participant’s Name • Subject • Date Created (the date the note was written) • Staff Member (the person logged into HuBERT when the note was written) • Note text

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Notes: Include Termination Date and Reason on System Note when Official Notification Printed (ENH-380)

Explanation of Current Functionality When a participant is terminated an Official Notification can be printed. Once the letter is printed, a note is created by the system documenting that an Official Notification was given to the participant. This includes:

• Date of the Official Notification • Staff ID (the person logged into HuBERT when the note was written)

Continued on Next Page…

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New Functionality/Enhancement The system-generated note created when an Official Notification is printed will include:

• Date of the Official Notification • Staff ID (the person logged into HuBERT when the note was written) • Termination Date • Termination Reason

2/22/2014 Release 2.19 63

Nutrition Education: Add “Client Refused” and “No Show” Radio Buttons (TMP-107)

Explanation of Current Functionality A report called Statewide Education Summary, which is used by other states, counts the number of education contacts a participant has within their certification period. The report is hard coded to exclude codes 44 (No Show for Nutrition Ed) and 45 (Client Refused Nutrition Ed). However, when changes were made to allow States to control Nutrition Ed topics, the codes for 44 and 45 became obsolete resulting in incorrect report results.

New Functionality/Enhancement In order to ensure the Statewide Education Summary report counts all nutrition education contacts correctly, a Topic Response section was added to the Add Individual Nutrition Education Contact and Add Group Education Contact window in Nutrition Education. This section has 3 radio buttons: Topic (default selected), Client Refused and No Show.

Guidance Nutrition education is a cornerstone to the effectiveness of WIC, and participants must be offered nutrition education services per the requirements outlined in Chapter 6 in MOM. Occasionally a participant will decline nutrition education. Refusing nutrition services does not impact the participant’s eligibility for supplemental foods.

This enhancement provides CPAs an option for documenting refusal of nutrition education by selecting the Client Refused radio button. Using this button will provide documentation that nutrition services were offered but declined.

Additionally, there is an option to document “no show” for nutrition services. A local agency may choose to use the No Show radio button if it is helpful in tracking nutrition services.

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If either the Client Refused or No Show radio button is selected the list under Topic(s) Discussed is disabled.

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When the Topic Response is saved by clicking the OK button, the contact will display either Client Refused or No Show based on the selection.

Neither the Client Refused nor the No Show nutrition education contact will be counted in the Statewide Education Summary report.

The State will be reviewing the Statewide Education Summary report. If the information provided by the report is determined to be helpful for assessing the number of nutrition education contacts during a participant’s certification period, a HuBERT Pre-Defined Guidance Document will be created and posted to the MDH WIC Website for reference.

2/22/2014 Release 2.19 66

Participation Count: Monthly Participation Count and Breastfeeding History (ENH-15)

Explanation of Current Functionality The system performs a monthly participation count during the End-of-Month (EOM) process, and includes the following when counting participants:

A. Participants issued benefits that were subsequently ALL voided and not replaced

B. Fully-breastfeeding (FBF) infants less than 6 months old who don’t receive food benefits regardless of whether their mothers received benefits for that month

C. Some-breastfeeding (SBF) women more than 6 months postpartum who don’t receive food benefits regardless of whether their infants received benefits for that month

It also counts participants based on the following:

D. FBF infants and SBF women are counted at the Agency/Clinic where first certified (not necessarily the Agency/Clinic they current belong to)

E. Only counts FBF infants and SBF women if there is a two-way link between their records

F. Counts the infant’s breastfeeding status (Fully, Mostly or Some) at the time the EOM process is run instead of their breastfeeding status as of the end of that participation month

New Functionality/Enhancement The EOM process for counting participation has been altered to meet Federal requirements (Ref: Federal Regulations, Section 246.2, document page 357).

A. Do Not Count Participants when ALL Issued Benefits Are Voided and Not Replaced The system will not count a participant if ALL benefits issued for a participation month are subsequently voided and not replaced.

B. Only Count FBF Infants Less than 6 Months Old if Benefits Issued to Mom for Participation Month The system will not count a FBF infant who isn’t receiving food benefits if their mom wasn’t issued any benefits for that participation month.

C. Only Count SBF Women More than 6 Months Postpartum if Benefits Issued to Infant for Participation Month The system will not count a SBF woman who isn’t receiving food benefits if their infant wasn’t issued any benefits for that participation month.

D. Count Participants at the Agency/Clinic Where the Linked Member Was Issued Benefits The system will count FBF infants and SBF women not receiving benefits at the Agency/Clinic where the FBF mom and SBF infant, respectively, were issued benefits.

E. Count Participants with a One-Way Link between the Records The system will count FBF infants and SBF women not receiving benefits as long as at least a one-way link exists between the two records.

F. Record Participant’s Breastfeeding Status as of the End of the Participation Month The system will record the participant’s Breastfeeding Amount as of the last day of the report month. This will not affect 30-day or close-out records.

The current HuBERT Pre-Defined Reports Guidance available for participation reports will be updated to reflect these changes once Release 2.19 has been implemented on Production.

2/22/2014 Release 2.19 67

Participant Folder: No Longer Require Completion of Fields Not Required by State (ENH-389)

Explanation of Current Functionality Since we share HuBERT with other state agencies, the software was developed requiring users to complete certain fields even though our State does not require the information to be collected.

New Functionality/Enhancement The system will no longer require users to complete the fields listed in the table below:

Tab/Screen Field

Demographics AdditionalInfo2 Education Level

Demographics AdditionalInfo2 Marital Status

Demographics AdditionalInfo2 Register to Vote

Child Health Information – Birth Information Birth Height In and 8ths

Infant(s) Born from This Pregnancy – Birth Information Birth Height In and 8ths

Woman Health Information – Postpartum Tab Birthing Facility

Woman Health Information – Previous Pregnancy Information Number of WIC Pregnancies

2/22/2014 Release 2.19 68

Referrals: Add Ability to Copy Referrals to Other Household Members on Same Date in Participant Folder and CGS (ENH-272)

Explanation of Current Functionality Referrals are a requirement in the Certification Guided Script (CGS). When the same referral is provided to multiple family members on the same date, you must add the referral for each member individually.

When adding a Referral, each Referral is stored beneath a Program in the referrals tree. Users must double-click the Program to view and select the Referral.

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New Functionality/Enhancement A button, Copy Referrals, has been added to the Referrals tab in the Participant Folder and the Referrals/Other Program panel in the CGS.

The button is initially disabled.

Once a referral is added for one of the member’s in the household, the button becomes enabled:

• for the other members in the household;

• regardless of whether it was entered into the CGS or the Participant Folder; and

• only on the same date the referral was initially added

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Clicking the Copy Referrals button in another household member’s Referrals screen opens the Copy Referrals from Household Members window. This lists all referrals assigned to other household members on that date.

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All the referrals are default-selected. You can choose not to assign a referral by clicking the checkbox in the Include column to remove the checkmark.

Clicking OK assigns the selected referrals.

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If another referral were added to the second member…

…the new referral would be added to the list for a third member of the household who hadn’t yet had any referrals assigned on that date.

It would also be added to a list for the first member of the household (and the Copy Referrals button enabled).

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Any time another referral is added for any of the household members it will become available, on that same date, to all the other members of the household via the Copy Referrals button. Only those that have not yet been assigned to that household member will display in the Copy Referrals from Household Members window.

* * * * * The Add Referral Contact Information window has also been slightly modified. The Programs tree in the Available section will automatically display the Referral Organizations so that the user does not have to double-click on the Program to view and select the Referral

They will also continue to display in the tree view in the Selected section of the window.

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Referrals: Add Ability to Edit Referrals in Participant Folder on Same Date as Entered in CGS (ENH-285)

Explanation of Current Functionality Referrals, which are required in the Certification Guided Script (CGS), cannot be edited in the Participant Folder once the CGS has been closed. If additional referrals are provided after the CGS is closed they cannot be added to the participant’s record until the next day.

New Functionality/Enhancement The ability to edit a referral, documented in the CGS on the current date, in the Participant Folder has been added. Clicking on the referral for the current date enables the Edit button.

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In the Edit Referral Contact Information window, the Contact Date is no longer disabled.

It can be changed to a date before the current date if appropriate and referrals can be modified as necessary.

A small bug exists that doesn’t allow a previous Contact Date to be entered for Referrals in the CGS. See TMP-40 – Previous Referral Date Not Allowed in CGS.

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Since the Contact Date can now be modified, two dates are displayed for each record. The date the contact record was created and the saved Contact Date (Created on <Current Date> for <Contact Date>).

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Risk Factors: Add “Assign Risk Factors” Button to Risk Factors Tab (ENH-390)

Explanation of Current Functionality The Assign Certification Risk Factors screen can only be opened via the Certification menu in the Participant Folder.

New Functionality/Enhancement A button, Assign Risk Factors, has been added to the Risk Factors tab in the Participant Folder.

The button is enabled when the participant is in a valid certification period.

If the participant was certified using the CGS, the Assign Risk Factors button will open the Assign Certification Risk Factors screen.

If the participant was certified via VOC, the Assign Risk Factors button will open the Assign Risk Factors for VOC Certification screen.

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Risk Factors: Label Risk Factors Assigned by CPA during Nutrition Assessment with “N” (ENH-390)

Explanation of Current Functionality When risk factors are assigned during Nutrition Assessment, they are denoted with a “C” in the Risk Factors tab, which is the same as when they are assigned in the Assign Certification Risk Factors screen by the CPA.

New Functionality/Enhancement Risk factors assigned during Nutrition Assessment will be labeled with an “N” in both the Assign Certification Risk Factors screen…

…and the Risk Factors tab in the Participant Folder.

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VOC: Assign CPA and System Risk Factors for VOC Certifications (ENH-292)

Explanation of Current Functionality When a participant is transferred into MN WIC via VOC, the system automatically assigns one risk factor: 502 – Transfer of Certification. CPAs are encouraged to assign any risk factors provided in the VOC document by the other state but many common risk factors can only be assigned by the system, such as 201 – Low Hematocrit/ Low Hemoglobin.

New Functionality/Enhancement A new option, Assign Risk Factors for VOC Certification, has been added to the Certification menu in the Participant Folder.

This option is enabled, and the Assign Certification Risk Factors option is disabled, when a participant’s current certification is a VOC certification.

Selecting the option opens the Assign Risk Factors for VOC Certification window.

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This screen is exactly the same as the Assign Certification Risk Factors window except that ALL risk factors, CPA and system, are listed in the Available grid and any of these risk factors can be assigned by the CPA (based on their VOC documentation from their transferring state).

When system risk factors are assigned by the CPA, the assigned method will be represented by a “C” to indicate that they were CPA-assigned.

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The Assign Risk Factors button on the Risk Factors tab will also open the Assign Risk Factors for VOC Certification window while the participant’s current cert is a VOC certification.

If a risk factor has been assigned by a CPA, it can be removed by a CPA, even if it is a “system” risk factor. System-assigned risk factors, such as 502, cannot be removed by the CPA.

Pseudo-Certs Usually when the system creates a pseudo-cert it reassesses everything in the Participant Folder and updates all risk factors. If this were to occur with VOC certifications, it would remove all the risk factors because there isn’t any supporting documentation for those risk factors. Therefore, the pseudo-cert process was modified to assess risk factors based only on the specific information entered into the Participant Folder that may result in the addition of a risk factor, not removal of the CPA-assigned CPA and system risk factors.

When risk factors are re-evaluated by the system and a pseudo-cert is created, the CPA-assigned risk factors are carried forward and continue to display under the pseudo-cert.

If the risk factor is a system risk factor that was CPA-assigned, the system will not duplicate or overwrite the risk factor when displaying them for the pseudo-cert.

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For instance, if we selected the Diabetes Mellitus and Expecting Multiple Births checkbox in the Health Information screen for this participant that was VOC-certified…

…and entered a hemoglobin measurement of 13.0…

The system will:

• Create a pseudo-cert based on only these changes

• Not duplicate the CPA-assigned system risk factors (ex: risk factor 335)

• Not remove risk factor 201 because it is a system risk factor that was CPA-assigned and the system will not overwrite it

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10 Existing Issues in System – Clinic Module The following provides an overview of 10 open issues that affect the Clinic module organized by functional area. These are minor issues that should have relatively minimal impact on HuBERT users. (NOTE! This Release Document does not include an overview of all the issues fixed by Release 2.19 since over 80 issues that pertained to the Clinic module were fixed.)

Appointment Scheduling Defining More than 9 Resources (TMP-45)

Description: The down arrow is initially disabled when the 9th Resource, or one below, is first highlighted.

Work-Around: To enable the down arrow simply, click the up arrow once and the down arrow will be enabled.

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Certification MCA GS and CGS Icons Active at Same Time (TMP-36)

The description and explanation for this issue has already been documented on the Identified Issues with Current HuBERT Releases page of the MDH WIC website (Ctrl + F Search for TMP-36)

* * * * * Food Package is Not Removed during the Remove Incomplete Certifications Process (TMP-25)

Description: When an incomplete certification is removed, all items that were created as part of that certification should be removed. The food package(s) created during the Certification Guided Script are not being automatically deleted after an incomplete certification is removed.

What you Should Do: You can delete the food package in the Food Prescription tab of the Participant Folder.

Income Selecting Adjunctive Eligibility and Entering a High Income in the Income Calculator Results in Members of the Household Being Terminated for Over-Income during the Certification Process (TMP-115/NIN-433) The description and explanation for this issue has already been documented on the Identified Issues with Current HuBERT Releases page of the MDH WIC website (Ctrl + F Search for NIN-433)

* * * * * Using "Copy Items to Current Income" Button Generates a Data Conversion Error when Copying Date with Single-Digit Month to Current Two-Digit Month (TMP-43)

The description and explanation for this issue has already been documented on the Identified Issues with Current HuBERT Releases page of the MDH WIC website (Ctrl + F Search for TMP-43)

Participant List Unable to Toggle Participants On-Site if Not in Current Certification and Toggling Affects All Members of Household instead of Just Selected Member (TMP-118)

Description: When using the “Toggle On-Site” feature to indicate a participant has arrived at clinic, if the participant is not in a current certification, the system will not toggle them on-site. This includes participants who have only been pre-screened, terminated participants and those with Cert End Dates in the past.

“Toggle On-Site” is also toggling all members of a household when one member of the household is selected. It should only toggle the selected household member.

What you Should Do: There isn’t a valid work-around for these issues. If you use the “Toggle On-Site” feature, you will need to be aware that it isn’t working correctly.

Referrals Previous Referral Dates Not Allowed in CGS (TMP-40)

Description: When entering a Referral Date into the Certification Guided Script (CGS), the system will not allow a date before the current date to be entered. If a previous date is entered, upon ending the certification, the Event Log will display indicating that “No referrals found for current certification”. This is due to the system verifying the Contact Date instead of the Created Date for the referral.

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What you Should Do: If you need to enter a previous Contact Date for a referral, you can edit the referral in the Participant Folder on the same date the certification is completed.

Reports Timeout Error Sometimes Displays when Running the Year-to-Date Participation and Outlays Report (TMP-10)

Description: An error “The underlying connection was closed: An unexpected error occurred on a receive” message will sometimes display when running the Year-to-Date Participant and Outlays report for larger clinics.

What you Should Do: If you receive this error, close out of the Reports screen, re-open and re-run the report.

* * * * *

Participation vs. Enrollment Monthly Report Displays All Clinics when Run in Clinic Module (TMP-119)

Description: When running the Participation vs. Enrollment Monthly report (CLD029) in the Reports Environment’s Clinic module, the Clinic(s) list displays all clinics instead of only those associated with the Agency selected when you first open HUBERT.

What you Should Do: This is a display issue and does not affect your ability to run the report for your clinics.

Terminations Fully-Breasted Infants Less than 6 Months Old Should be Terminated for Failure to Pick-Up when Their Linked Mothers are Terminated (TMP-26)

Description: Fully breastfed infants less than 6 months old do not receive benefits and don’t have a last set Last Date to Use to trigger the system to terminate them for Failure to Pick-up. However, in ENH-15, the system now only counts fully breastfed infants if their linked mother receives benefits. For consistency purposes, the infants should also be terminated when their linked mother is terminated for Failure to Pick-up.

What you Should Do: This is a display and consistency issue and should not affect users.

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Database Changes The following are changes to the database made as a result of enhancements. These may be of interest to some report users.

ENH-292 Resolve System-assigned High Risk Designations A new field was added to the CERTCONTACT table called ResolveHighRisk. It has 3 values:

• 1 = No High Risk Assigned (participants not designated as high risk)

• 2 = High Risk Assigned not Resolved (high risk participants)

• 3 = High Risk Assigned Resolved (participants designated as high risk by system and resolved by CPA)

When a participant is certified as high risk:

• The CERTCONTACT.HighRisk value is Y. This value does not change if the CPA resolves the high risk.

• The MEMBER.HighRisk value is also Y.

o This value only changes if a pseudo-cert is created that changes their current high risk status (ex: a new hemoglobin value is entered that is within the appropriate range)

o This value does not change if the CPA resolves the high risk

The yellow highlight on the Participant Folder tabs and the Participant List – Show Details panel is now determined by the following:

• If the CERTCONTACT.ResolveHighRisk = 3 (High Risk Assigned Resolved) NOT YELLOW

• If the CERTCONTACT.ResolveHighRisk <> 3 (No High Risk Assigned or High Risk Assigned Not Resolved)

o MEMBER.HighRisk = Y YELLOW

o MEMBER.HighRisk = N but an RF has been assigned where RISKFACTOR.HighRisk = Y YELLOW

CPA-assigned High Risk checkbox When the CPA-assigned High Risk checkbox is selected:

• The MEMBER.HighRisk value is Y

• The CERTCONTACT.HighRisk value is N

This selection only affects the MEMBER record. High risk that has only been assigned by the CPA is not stored as part of the certification record.

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ENH-15 In order to accurately record breastfeeding status, a BFHISTORY table has been added to the database. The BFHISTORY table creates a record every time a change is made to the Breastfeeding Amount field that includes:

• StateWICID

• ChangedDTTM – the date and time the BF information was changed in HuBERT

• AgeCategory – the infant’s age category

• EverBreastfed – the value in the Ever Breastfed field

• CurrentlyBreastfed – a flag indicating the status of the Breastfeeding Now checkbox

• AmountBreastfeeding – the value in the Breastfeeding Amount drop-down

• BreastfeedingBegan – the date in the Date Breastfeeding Began field

• BreastfeedingEnd – the date in the Date Breastfeeding Ended field

• SuppFeedBeganDate – the date in the Date Supplemental Feeding Began field

• CurrentlyBreastfedBeyondOneYear – a flag indicating the status of the Currently Breastfed Beyond One Year checkbox (see ENH-267 in this document for more details about this field)

• CreateUserID – the staff ID of the person logged into the computer when the change was made

• CreateDTTM – date/time stamp indicating when this new history record was created

A record is saved to the BFHISTORY table when any of the following occurs:

• Mom’s WIC Category is changed

• Infant’s Health Information is changed

• Linked infant’s record is added or modified

As an extension of this enhancement, a new BFREASONSSTOPPEDHISTORY table has also been added. This table creates a record for each selection in the Reason(s) Stopped field and a record every time changes are made. The table includes:

• StateWICID

• ChangedDTTM – the date and time the selections in the field were changed

• StoppedBFReason – an individual value selected

• CreateUserID – the staff ID of the person logged into the computer when the change was made

• CreateDTTM – the date/time stamp indicating when this new history record was created

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