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MONITORING ISSUANCE OF INCORRECT CVB AMOUNT
Local Agencies should use the PARTICIPANTS NOT ISSUED INCREASED CVBs BY ISSUED DATE report to ensure participants are being issued the increased CVB amount.
This report template is found in the INFOVIEW TEMPLATES >> Agency Management >> Audits/Charts Review folder and allows you to identify participants incorrectly issued benefits after 10/1/2022 with $9, $11, and $17.50 CVBs, as well as the staff who issued them and may require more training.
Please see Infoview Report for Monitoring Issuance of Incorrect CVB Amount in the October 2022 HuBERT Hints #1 for more information about using this report.
October 20, 2022, HuBERT Hints
Fully Breastfed Infants More than 6 Months Old - Reminder
For Fully Breastfed infants more than 6 months old, if they return to receive formula, you can leave the food items as-is for the current month and use the Food Adjustment Wizard to Add Formula. The system will automatically correct the food items issued for future months.
June HuBERT Hints #1
Removing Bananas from Infant’s Default Food Packages
With the transition to eWIC and pilot starting on October 29th, we will now be removing bananas from the default food package for infants. With eWIC, bananas can only be provided by the cash-value benefit and cannot be a separate food item. For new infants that will be 6 months old prior to your eWIC roll-out, you can edit the system-generated 6-month food package to add bananas back in. With this addition, you must remove 4 jars of infant fruits/vegetables.
October HuBERT Hints #1
Early Issuance and Issuing 6-Month Set of Benefits to Fully BF Infants
When issuing benefits to a fully breastfed infant, in some instances, the system will not suggest the 6-month benefits. This doesn’t occur consistently since it is based on meeting specific criteria relative to when the infant was first certified and the dates of their cycle. However, the following is a general explanation why this may occur.
The benefit issuance cycle hasn’t yet been set when issuing to a fully bf infant who is currently less than 6 months old. This means they don’t have a Last Date to Use (LDTU) associated with their record. In order to set their cycle, the system must sync them to another household member, usually the mom.
If mom were to come in early for her next set of tri-monthly benefits the system will attempt to sync the baby to mom’s cycle. Since baby doesn’t have a LDTU, the system will set her cycle as if issuing late benefits for baby. If baby is turning 6 months old at the end of that tri-monthly period, you might expect her to receive benefits for the last set that mom receives. In most cases, this may be true but in some cases, baby won’t be issued any benefits.
Here is a specific example to help with the general explanation of when a baby won’t be suggested benefits:
Baby was born on 12/11/2014. Her 6-month birthday is 6/11/215.
Mom has received benefits up through April, 2015 and has come in to clinic to receive May, June and July benefits early on April 30.
- Mom’s cycle is the 6th to the 5th. Mom is issued benefits for:
- 5/6-6/5 (May)
- 6/6-7/5 (June)
- 7/6-8/5 (July)
Baby is eligible to receive benefits for infant foods in July (not June because her birthday, June 11, is not before the PFDTU of the cycle).
When issuing the system sees that the baby doesn’t have a LDTU and since this is early issuance for mom, it attempts to provide late issuance for the baby. It syncs baby up with a late partial package and her issuance cycles are:
- 4/30-5/5 (April)
- 5/6-6/5 (May)
- 6/6-7/5 (June) - Baby doesn’t receive any benefits at this pick-up
- In order for baby to receive July benefits, mom would have to pick up benefits on or after the First Date to Use of her cycle; in this case, on or after May 6th. If she were to pick them up on or after May 6th, the system cannot issue late benefits to baby and when syncing the cycle will start her cycle on 5/6 so that it can provide the July food package.
- 5/6-6/5 (May)
- 6/6-7/5 (June)
- 7/6-8/5 (July) - Baby receives July benefits
May 2015 HuBERT Hints #2
Correctly Completing the Date Breastfeeding Began and Ended Fields
The Date Breastfeeding Began and Date Breastfeeding Ended fields in the Health Information screen are both used for breastfeeding duration calculations in reports. It is very important that accurate information is recorded in these fields.
For most infants, the date that breastfeeding was first started is their date of birth. We have been seeing a few records in which the participant’s certification date has been entered into the Date Breastfeeding Began field instead of their birth date.
May 2014 HuBERT Hints #1
Infants Turning One in Next Benefit Issuance - Issuing an Infant vs. Child Food Package
Description: A child's food package will automatically be suggested by the system for the last set of benefits issued to an infant if the following two criteria are met:
- A child's food package exists in the Food Prescription screen with an Effective Date of the infant's first birthday (or between the Printed First Date to Use (PFDTU) and the Last Date to Use)
- The infant's one-year birthday falls between the PFDTU and the LDTU of a set of benefits being issued
- Explanation: The system will automatically create a child's food package during the certification process when an infant has a Risk Factor assigned that is applicable to both infants and children. It is up to you, the CPA, to determine whether the child's food package is appropriate to provide at this time. Some examples of when it might not be appropriate include, if the infant:
- Had a low hemoglobin at the Midcert
- Doesn't consume protein or high-iron foods well
- Has special needs
- Just turned 11 months old
What You Should Do: The process for changing a suggested child's food package to an infant's food package, or vice-versa, is relatively simple:
- If a CHILD Food Package is suggested and you want to provide an INFANT food package:
- Delete the Child Food Package in the Food Prescription tab
- Issue benefits
- If an INFANT Food Package is suggested and you want to provide a CHILD food package:
- Verify the participant has a Risk Factor appropriate for a Child (if not, assign Risk Factor 428)
- Create a Food Package with an Effective Date of the infant's first birthday
- Issue benefits
February 2012 HuBERT Hints #3
How to Delete Incorrect Links between Mom and Infant Records
Description: If a link is incorrectly created between a woman and infant's records, it must be deleted in both of their Health Information screens; it is not enough to delete the link in just one of the records.
What You Should Do: Deleting an incorrect link between a woman's record and an infant's record is a two-step process.
- Click the Edit button
- Remove the checkmark from the Infant on WIC checkbox
- Click OK on the Edit Infant Information screen
- Click the Delete button on the Infants Born from This Pregnancy window
- Save the change to the Health Information screen
December 2012 HuBERT Hints #2
Tips and Guidance about Linking Mom and Baby
Description: You should always link mom's record to her infant's record when they are both on WIC in the same household.
Explanation: Linking records is essential to ensure that Risk Factors are assigned correctly and the correct default food packages are suggested.
- What You Should Do: The following are a couple of tips for creating links between mom and baby's records.
- Baby does not have to be certified to link but must be prescreened (have a WIC ID in the database)
- Links should be created in mom's Infant(s) Born from This Pregnancy screen in order to create a two-way link immediately. Otherwise, if a link is initially created in baby's record, a link will also have to be created in mom's record.
NOTE! Baby’s Participant Folder or Health Information screen in the CGS must be closed at the time fields are updated and saved in mom's record. Otherwise, the information will not update in the infant's Health Information.
August 2011 HuBERT Hints #1