1

WIC Client TransfersSection 3: Preparing for a Transfer-In

2

Learning ObjectivesSection 3: Preparing for a Transfer-In

By the end of this section, you will be able to:

Recall why staff do not use the Transfer-In (TI) wizard until the person is physically present in the clinic.

Identify the correct client record in the TI wizard and the “Similar Client Record(s) Found” pop-up message.

Locate specific information in areas of the Transfer Data tab.

Search for transfer records of existing clients.

3

Do not use the Transfer-In wizard until the personis physically present in the clinic.

You must document in the Transfer-In wizard the client’s proof of ID and Residency that you saw.

Instead of using the Transfer-In wizard at this time:

1. Use the Prescreen wizard to collect information on the Demographic tab.

2. Schedule a Transfer-In (TI) appointment.

Most clients will call when they need to schedule an appointment to transfer into your clinic.

4

As information is being entered into the Demographics tab of the Prescreen wizard, Client Services will automatically search for Washington WIC clients’ transfer data by comparing the client’s:

First name (first initial)

Last name (first initial)

Date of birth, and

Gender of the client

Automatic search for potential transfer

5

The “Similar Client Record(s) Found” screen appears when one or more WA client records are found with similar data enteredon the Demographics tab.

Review the message to determine if any of the records is the appropriate record to use for the transfer.

6

The Message Results Might Show:

One client’s record.

Multiple records for different clients.

A message will not appear if similar records are not found.

Multiple records for the same client.

7

If more than one similar record is found, select a client name from

the upper area and view the detailed information in the lower area.

Details in the lower area correspond to the client name highlighted in the upper area.

8

Once you have reviewed the Similar Client Record(s) Found message details, answer the question at the bottom of the screen, “Selected client is a match?”

Select [No] when none of the records in the top area is a match for the client.

When you find a record that is a match and want to use that record for the transfer, select the one correct record from the top area, then press the [Yes] button.

9

When would you select the [No] button?

The record displayed does not belong to the client you are serving.

=

10

Select [No] when the record should not be used.

Example: Jean was receiving WIC at your clinic. She moved to North Dakota without requesting a Transfer Card. North Dakota WIC certifies Jean and gives her new eligibility dates.

Later, Jean moves back to Washington. She has a Transfer Card from North Dakota WIC. When WA WIC staff use the Prescreen wizard, the Similar Client Record(s) Found message appears showing the eligibility dates established at your clinic. To honor the dates on the Transfer Card, staff select [No].

If the client has NEWER eligibility dates than the record shownin the pop-up message, the newer eligibility dates are to be honored.

11

It is especially important to rememberif you select the [Yes] button,

Client Services thinks you want to use the selected record.

12

What do you do when?...

You do not receive the Similar Client Record(s) Found message but the client says she was on WIC at a different WIC clinic?

The client changed her name since she was at the previous clinic?

You are not sure if the record is a match for your client?

Information on the next few slides will help.

13

What if I don’t get the message, but the client was getting WIC at another WA clinic?

The client’s eligibility may have ended at the previous clinic, or the record in “Expired” status. In both situations a record will not be found because the client is not eligible to transfer.

You may need to edit the information entered because of a typing error or because a different name was used at the previous clinic.

Review the search criteria entered.

If any information needs to be edited, close the Prescreen wizard without saving.

Open the wizard again and enter the correct information on the Demographics tab.

Client Services compares the first initial of the first and last names, date of birth, and gender entered to other records in WA.

14

I got married and changed my name since my last WIC

appointment.

Congratulations! What name did you use at the

previous clinic?

What if my client’s name has changed?

Ask which name was used at the previous WIC clinic.

15

When the client is present in the clinic and the Transfer In wizard is finished, the name can be changed.

Until then:

1) Enter the name the client used at the previous clinic on the Demographics tab.

2) Select the matching record on the Similar Client Record(s) Found message, and answer [Yes]. Finish the Prescreen wizard.

3) Make a Flowsheet note for the month of the transfer appointment. Note the client’s new name. Add instructions NOT TONOT TO change the name until after the Transfer-In wizard is finished. If the name is changed before the transfer, the transfer record will not be found.

16

What if I’m not sure if the record is a match?

1. Review the details of the Similar Client Record(s) Found message.

2. Ask questions that will help you know if the record is a match.

17

Similar Client Record(s) Found Message Details Include:

Client ID # Missing proof indicators Eligibility dates

Check information including the First day to use date, Food package, Rx indicator, and Lost/Stolen check replacement date

Migrant income indicator

Status

Clinic associated with the record

How do you think these details might help you determine a match?

18

What questions could you ask that might help you determine if the record is a match?

At which clinic were you last receiving WIC services?

Did you receive checks from the previous WIC clinic? What are the dates those checks can be used?

Do you have a Transfer Card or anything from your last clinic that includes your client ID number?

Items such as WIC checks, Certification History Reports, and ID/Appointment Folders include the client’s ID number.

How about these?

19

Contact CIMS SUPPORT

I’m not certain which record to select.

I can’t figure out when checks can be issued again.

Oops! I accidentally transferred in the wrong record!

whenever you have questions about Client Services

I can’t find a record for a client.

Help

1-800-841-1410 x 7

Should I select “yes” or “no” to the match?

20

The Transfer Data tab contains the same details as the Similar Client Record(s) Found message.

You can revisit the tab to review information.

The tab remains on the Desktop until the Transfer In wizard is completed or until the client’s eligibility expires.

When you select the [Yes] button and finish the Prescreen Wizard,the Transfer Data tab will appear on the Desktop.

Transfer Data tab

21

1) Missing proofs indicator 2) Rx indicator 3) Lost / Stolen date

4) Status 5) Clinic last associated with the client record

Try to find the following details on the Transfer Data tab before advancing to the next slide:

Transfer Data tab

22

Missing proof indicators

When a grace period was given to the client by the previous clinic, a dot will appear next to a client’s name & codes will appear in the missing proof area.

Inc = Income

ID = Identification

PG = Pregnancy

Res = Residency

These are the same codes used on the Flowsheet.The client must provide these proof

items before receiving checks.

Transfer Data tab

23

Lost/stolen checks indicator

If a client had checks replaced that were reported lost, stolen, or destroyed in the past 6 months, a date will appear in this area.

Transfer Data tab

24

Migrant income indicatorWhen the “Migrant” box was checked on the Demographics tab at the previous clinic, an indicator appears in the results details.

This indictor simply provides you with a reminder to assess if the client is still a migrant. If migrancy no longer applies, change the “Migrant” checkbox on the Demographics tab.

Transfer Data tab

25

Record “status”

The status “Termed” does not mean the client is “out of eligibility” when it appears on the Similar Client Record(s) Found message, Transfer Data tab, Transfer-In wizard, or other related screens.

A client’s record may be in one of these statuses: Termed, Enrolled, Presumed or Active.

Transfer Data tab

When “Termed” appears in this status field it may mean a Transfer Card was issued at the previous clinic, changing the status to “Termed”.

Once the Transfer-In wizard is finished, the status changes back to Active, Enrolled, or Presumed accordingly.

26

When the status field shows, “Presumed” or “Enrolled”

Either:

Schedule a TI with the clerk followed by CC with a certifier.

Schedule a TI with the certifier with enough time for a CC.

Schedule the CC with the certifier and make a note in the Flowsheet to use the TI wizard before the CC.

the complete certification (CC) must be done following

the Transfer-In (TI).

Transfer Data tab

27

Clinic

Transfer Data tab

The name of the clinic associated with the record displays in this area. Following the Transfer-In process, the client will receive a new ID # associated with your clinic. If another clinic searched for the record, your clinic’s name would appear in this area.

28

About the Rx Indicator

If an “X” appears in the Rx box, this indicates the client has been receiving prescribed WIC formula and/or foods at the previous clinic.

Transfer Data tab

The Rx end date is NOT available on the Transfer Data tab.

Nothing from the “Record Prescription tabs” at the previous clinic will appear in the client’s record after the Transfer-In wizard is used. Other areas that typically include a Rx indicator such as Checks screens, will not include Rx information.

29

Transfer Data tab

The prescription information cannot be recorded until after the Transfer-In wizard is finished.

IMPORTANT:

Staff are required by policy to obtain and document the client’s prescription information within 30 days of the transfer.

Find out where your clinic keeps prescription information until it can be recorded in

Client Services.

Because prescription information is NOT provided as part of the transfer record, staff must manually document

prescription information in Client Services using “Record Prescription”.

30

Prescription Information and In-State Transfers

Transfer Data tab

The Rx indicator alerts staff that prescription information is required.

Ask the client to bring a copy of the completed Prescription Form, or contact the previous clinic to request the information so you have it ready for the client’s Transfer-In appointment.

The Transfer Data tab disappears after the Transfer-In wizard is finished,and the Rx indicator disappears with it.

This makes Flowsheet notes especially important. Note that prescription information is required and communicate about any action taken to collect the client’s prescription information.

31

Staff schedule transfer appointments close to the time when checks can be issued. Assure that transfer clients do not miss out on benefits.

Client record

Eligibility ends: March 31, 2010

Check Info: First day to use: December 19, 2009

The “First day to use” date indicates the first day the client can use the last set of checks issued. This client’s checks are “good” from December 19 through January 19.

Transfer Data tab details help with scheduling.

Transfer Data tab

From the choices below, which date would be best to schedule the Transfer In (TI) appointment?

December 15 January 15 February 15

Review these details:

32

Client record

Eligibility ends: March 31, 2010

Check Info: First day to use: December 19, 2009

The “First day to use” date indicates the first day the client can use the last set of checks issued. This client’s checks are “good” from December 19 through January 19.

Compare Your Answer

Transfer Data tab

Previous checks were issued for December

(benefit month)

January 15 is the best choice

Checks have not been issued for January

(benefit month)

Which date would be best to schedule the Transfer In (TI)?

December 15 January 15 February 15

33

Search for transfer records Existing Clients

The Prescreen wizard cannot be used for clientswhose name is already found in your database.

You must manually search for transfer records for these “existing clients”.

Client Services helps you to find out if the client is able to transfer.

34

Search for Transfer RecordTo check if an existing client has a transfer eligible record at another WA clinic:

1. Select the client record on the Desktop.

2. Select “Search for Transfer Record” from the Client menu bar.

35

If one or more matches is found,

an informational window appears.

Review the information to determine if or when the client should be scheduled a Transfer-In appointment.

When you finish reviewing the information, press the[Close] button. You will return to the Desktop.

36

If no records are found, a pop-up message will appear.

Press the [Ok] button to close the message & return to the Desktop.

Determine and schedule the most appropriate appointment type.

37

Section 3: Learning Assessment Assess your readiness to move to Section 4.

You know you are ready when you can:

Test your knowledge by answering the questions on the next few slides.

Answer each question before moving to the next slide.

Recall why staff do not use the Transfer-In (TI) wizard until the person is physically present in the clinic.

Identify the correct client record in the TI wizard and the “Similar Client Record(s) Found” message.

Locate specific information in areas of the Transfer Data tab.

Search for transfer records of existing clients.

1. Why do clients have to be physically present for the Transfer In appointment?

38

Answer this question before moving to the next slide.

Test your knowledge:

Compare your answer

39

Clients need to be physically present in the clinic for the Transfer-In because:

1.Staff must document in the Transfer-In wizard the client’s proof of ID and Residency that was seen.

2.It is policy.

Remember, when clients call to make a Transfer-In appointment, use the Prescreen wizard. Collect the client’s information on the Demographics tab and Client Services will do the automatic search for “transfer records” of clients participating at a Washington WIC clinic.

The client provided this information over the phone:

First Name: An Last Name: Lee Date of birth: 09-15-1988

“Similar Client Record(s) Found” pop-up message information:

Client Name Date of birth Transfer ID Category Status Clinic Ang Lee 09-15-1988 99995561 PG Termed Walla Walla

Angie Lee 09-15-1988 98675309 BF Termed Puyallup

Conversation:

You: “Where did you last receive WIC?”

Caller: “Walla Walla”.

You: “Did you receive a Transfer Card from the Walla Walla clinic?”

Caller: “Yes, I have it right here.”

You: “Would you please tell me the numbers on the top right corner of the card?”

Caller: “Yes, they are 99995561”.

40

2. You received the Similar Client Records Found pop-up message. Review the information from the message and the conversation:

Based on this information, do any of the records match?

41

1. Select the record for Ang Lee from the top area of the pop-up message.

2. With Ang Lee’s record selected, select the [Yes] button.

Compare your answer.

Yes. The Transfer Card numbers match the record for Ang Lee.

To indicate a match, follow these steps:

Client Name Date of birth Transfer ID Category Status Clinic Ang Lee 09-15-1988 99995561 PG Termed Walla Walla

Angie Lee 09-15-1988 98675309 BF Termed Puyallup

42

Client ID number Rx indicator Eligibility dates The “First Day To Use” date for the last set of checks issued to the client

3. Locate these areas of the Transfer Data tab before advancing to the next slide:

Transfer Data tab

43

Compare your answers.

Transfer Data tab

Client ID number

First day to use date of the last set of checks issued to the client.

Rx Indicator Eligibility Dates

Remember, Client Services does not allow you to use the Prescreen wizard for clients who already have records

in your database.44

4. How do you search for “transfer records” of “Existing” clients?

45

Search for Transfer RecordTo check if an existing client has a transfer eligible record at another WA clinic:

1. Select the client record on the Desktop.

2. Select “Search for Transfer Record” from the Client menu bar.

3. An information window will appear if a transfer eligible record at a different WA WIC clinic. Review the information and schedule the client accordingly.

How does your answer compare with these steps?

End of Section 3

46

How did you do?Do you feel you prepared for the next section?

When you are ready, “Transfer In” to Section 4.

47

This institution is an equal opportunity provider. Washington WIC does not discriminate.

For persons with disabilities, this document is available on request in other formats. To submit a request, please call 1-800-525-0127 (TDD/TTY 1-800-833-6388).

DOH 960-192 March 2010