HuBERT Clinic Training Modules

• HuBERT Training Modules Checklist (WORD)

  This checklist can be used to track which modules you have completed (revised January 2021).

   

• HuBERT Cheat Sheets

  A list of cheat sheets providing step-by-step instructions for performing HuBERT issuance and re-issuance functions. Links to these same cheat sheets can also be found with their corresponding HuBERT Training Module.

• HuBERT Structured Exercises
  (on FileZilla)

  Documents that provide hands-on practice for using HuBERT. A HuBERT training computer must be used when completing these structured exercises. These are available on FileZilla (FileZilla Introduction - PDF) in the HuBERT Training >> Structured Exercises folder.

• Hardware Module - 4 Minutes
  (Script - PDF)

  Overview of printers, signature pads and card readers.

• Software Module - 9 minutes
  (Script - PDF)

  Overview of MN Help Desk, logging on/off, Session Manager, and Help.

• Participant List Module - 14 minutes (Script - PDF)

  Searching agency and statewide, ID definitions, toggling on-site, and Show Details.

• Prescreen Module - 13 minutes
  (Script - PDF)

  Overview of prescreening, creating new households or adding new members, and potential duplicates.

• Participant Folder Module - 10 minutes (Script - PDF)

  CPA Review Alerts, multiple folders, terminate/reinstate, print participant summary, official notification, work with another household member and close.

• Transfers

• Transfer Modules & Scripts

  • In-State Transfers Module - 11 minutes (Script - PDF)
    Transfers between clinics and agencies, View Participant Transfer History, change clinics
  • Out-of-State Transfers Module - 19 minutes
    (Script - PDF)
    VOCs in Prescreen and Participant Folder, printing VOC document

• Initial Contacts Module - 26 minutes (Script - PDF)

  True/false scenarios, scheduling challenges and handling no-shows.

• Manage Notes Module - 6 minutes (Script - PDF)

  Adding SOAP, General, Breastfeeding, and printing notes.

• Manage Alerts Module - 8 minutes (Script - PDF)

  User alerts, display of, adding, copying to note, editing and deleting.

• CGS Overview Module - 17 minutes (Script - PDF)

  Starting certs, event log, closing, removing incomplete, end cert process, and an overview of the Certification History tab.

• Demographics Module - 21 minutes (Script - PDF)

  WIC category changes, CGS, additional tabs 1 and 2, and duplicate participants.

• Income Assessment

• General Income Assessment Modules & Scripts

  • Copy to Current Module - 6 minutes (Script - PDF)
    Overview of documenting income and the Income History tab; how to use the Copy to Current function.
  • Adjunctive Eligibility Module - 6 minutes (Script - PDF)
    Assessing eligibility based on participation in other programs.
  • Traditional Income Screening Module - 6 minutes (Script - PDF)
    Adding income records.
    • Income Calculations - One or More Incomes Paid with the Same Frequency (PDF) - The steps outlined in this document only need to be performed if HuBERT has calculated the household as over-income and all the incomes are paid with the same frequency

  Temporary Income Eligibility Modules & Scripts

  • Temporary Income Eligibility Module - 6 minutes (Script - PDF)
    Documenting temporary eligibility for adjunctive programs and traditional income; Pending Proof of income.
  • Temporary Income Eligibility Follow-up Module - 6 minutes (Script - PDF)
    How to document the follow-up contact for temporary eligibility.
  • Presumptive Eligibility Module - 11 minutes
    (Script - PDF)
    Documenting presumptive eligibility and its follow-up.

  Over-Income Modules & Scripts

  • Income Ineligible in CGS Module - 12 minutes
    (Script - PDF)
    Over-income during certification.
  • Income Ineligible in Participant Folder Module - 8 minutes (Script - PDF)
    Documenting over-income in the Participant Folder.

  No Income or Proof Module & Script

  • Zero Income Module - 4 minutes (Script - PDF)
    Documenting when a participant does not have any income.
  • No Proof of Income Module - 4 minutes (Script - PDF)
    Documenting when a participant does not have any proof of income.

• Health Information

• Health Information Modules & Scripts

  • Pregnancy Tab Module - 28 minutes (Script - PDF)
    Overview of the Pregnancy Info Tab and linking previous records.
  • Postpartum Tab Module - 23 minutes (Script - PDF)
    Overview of the Postpartum Info tab and completing the Infant(s) Born from This Pregnancy screen.
  • Child Health Information Module - 22 minutes
    (Script - PDF)
    Overview of screen, one-way and two-way links, documenting and updating when breastfeeding beyond one year, collecting information for children 2-5 years old.

• Questions & Feedback

• Height/Weight/Blood Module - 28 minutes (Script - PDF)

  Adding, editing and deleting height/length and hemoglobin measurements, and documenting unknown height/weight.

• Growth & Weight Gain Grids Module - 14 minutes (Script - PDF)

  >0-24 WHO, Y2-6 & B-36, and BMI grids, premature and weight gain grids; printing grids.

• Nutrition Assessment Module - 11 minutes (Script - PDF)

  Adding/editing and deleting a contact, assigning risk factors, completing the contact, multiple contacts, and copying answer from another household member.

• Risk Factors/High Risk/Pseudo-Certs Module - 17 minutes (Script - PDF)

  Adding risk factors in CGS and participant folder, documenting and resolving high risk, and pseudo-certs.

• Referrals Module - 7 minutes
  (Script - PDF)

  Adding and copying referrals and Other Program Enrollment.

• Nutrition Education Module - 14 minutes (Script - PDF)

  Adding, editing and deleting contacts (individual, materials, goals, and goal results), adding group education, and adding referrals to peer counselors.

• Food Packages & Prescriptions

• Food Package Overview Modules & Scripts

  • Food Package Overview Module - 13 minutes
    (Script - PDF)
    MN WIC-allowed foods, creating, editing and deleting default food packages (DFPs), soy documentation and show details.
  • Infant Food Packages - 13 minutes (Script - PDF)
    Issuance basics, fully breastfeeding infants, breastfeeding and formula supplementation.

  Food Package & Risk Factors Modules & Scripts

  • Risk Factors & DFPs Module - 9 minutes (Script - PDF)
    Overview of how risk factors impact food package, RF 335 (Multifetal Gestation), RF 338 (Pregnant and Breastfeeding), breastfeeding multiple infants, and RF 801 (Homelessness)
  • Risk Factors & DFPs - 425X Module - 5 minutes
    (Script - PDF)
    When to use RF 425Z (Child Transitioning to New Age Category).

  Food Package III Modules & Scripts

  • Food Package III Overview Module - 8 minutes
    (Script - PDF)
    Defining FPIII, FPIII and infants, increased formula in lieu of supplemental foods, and editing special prescriptions.
  • Food Package III & Infants - Contract Formula Module - 8 minutes (Script - PDF)
    Providing increased contract formula in lieu of infant foods.
  • Food Package III - Children & Women Module - 8 minutes (Script - PDF)
    Providing formula to children and women.

• Mid-certification Assessment Module - 11 minutes (Script - PDF)

  MCA & Show Details, MCA GUided Script, removing incomplete MCAs and MCA & the participant folder.

• Benefits Management

• WIC Card Modules & Scripts

  • The WIC Card Module - 13 minutes (Script - PDF)
    Overview of the WIC Card, EBT Household Demographics, representatives, setting the primary and assigning a card.
  • Managing WIC Cards Module - 12 minutes
    (Script - PDF)
    Deactivating and replacing cards, printing the Account Balance, resetting PIN count and View EBT Card History.
  • eWIC Customer Service Module - 8 minutes
    (Script - PDF)
    Overview of customer service, setting the PIN & voice prompts, trouble-shooting PIN issues, if the participant speaks another language, and other features.
  • Managing Representatives Module - 4 minutes
    (Script - PDF)
    Deleting/adding representatives, changing the Authorized Representative or Primary Card Holder.

  General Benefit Issuance Modules & Scripts

  • Benefit Issuance Basics Module - 20 minutes
    (Script - PDF)
    Concepts and definitions, Issue Benefits screen, proration, and printing the Shopping List.
  • Syncing & Cycle-Adjusting Module - 19 minutes
    (Script - PDF)
    Syncing/partial packages and cycle adjusting by selecting a new LDTU.
  • Benefit Issuance Messages Module - 10 minutes
    (Script - PDF)
    General and late issuance messages.
  • Benefits & EBT Transaction History Module - 11 minutes (Script - PDF)
    Overview of the Benefits History and EBT Transaction History screens.
  • Issuing Infant vs. Child Food Packages Module - 5 minutes (Script - PDF)

  Food Adjustment Wizard (FAW): Voiding Benefits - Module & Script & Cheat Sheet

  • Voiding Benefits Module - 20 minutes (Script - PDF)
    Introduction to the FAW and voiding current and future benefits.
    • Cheat Sheet: Voiding Benefits - Incorrectly Issued Future Benefits (PDF)

  Food Adjustment Wizard (FAW): Adjusting Foods - Modules & Scripts & Cheat Sheets

  • Change a Food Already Issued (Milk) Module - 8 minutes (Script - PDF)
    • Cheat Sheet: Change Food Item Issued to Card - Example: Milk to Lactose-Free (PDF)
  • Remove Issued Cheese Module - 13 minutes
    (Script - PDF)
    • Cheat Sheets:
      Change Food Item Issued to Card - Cheese (PDF)
    • Change Food Item Issued to Card - Cheese & Milk (PDF)

  Food Adjustment Wizard (FAW): Adjusting Formula - Modules & Scripts & Cheat Sheets

  • Changing Issued Formula Module - 9 minutes
    (Script - PDF)
    • Cheat Sheet: Change Issued Formula - Example: Similac Issued to Card; Returns for Isomil (PDF)
  • Increase Issued Formula Module - 7 minutes
    (Script - PDF)
    • Cheat Sheet: Increase Issued Formula (potential changes to BF status) (PDF)

  Food Adjustment Wizard (FAW): Adjusting Formula when Breastfeeding Status Changes - Modules & Scripts & Cheat Sheets

  • No Foods on WIC Card for Infant Module - 7 minutes
    (Script - PDF)
    FBF infant is less than 6 months old when breastfeeding status changes.
    • Cheat Sheet: Issuing Formula - FBF Infants Less than 6 Mo (BF Change) (PDF)
  • Foods on WIC Card for Infant Module - 8 minutes
    (Script - PDF)
    FBF infant is 6 months or older when breastfeeding status changes.
    • Cheat Sheet: Issuing Formula - FBF Infants More than 6 Mo (BF Change) (PDF)

  Food Adjustment Wizard (FAW) & Food Package III - Modules & Scripts & Cheat Sheets

  • Food Package III - Add Formula & Remove Infant Foods Module - 8 minutes (Script - PDF)
    Adding more formula and removing infant foods issued to the WIC Card when redemption of infant foods or formula has occurred.
    • Cheat Sheet: Food Package III - Add Formula (PDF)
  • Food Package III - Add Infant Foods & Decrease Formula Module - 6 minutes (Script - PDF)
    Adding infant foods and decreasing the amount of formula issued to the WIC Card when redemption of formula has occurred.
    • Cheat Sheet: Food Package III - Add Infant Foods (PDF)

• Direct Ship

• Direct Ship Modules, Scripts & Cheat Sheets

  • Direct Ship Module - 9 minutes (Script - PDF)
    Issuing direct ship formulas.
  • Direct Ship - Add Formula Module - 8 minutes (Script - PDF)
    Adding formula in the FAW when the initial issuance was direct ship.
    • Cheat Sheets:
      Direct Ship - Adding More Formula (by Direct Ship or to WIC Card) (PDF)
    • Direct Ship - Need New Formula (PDF)
    • Adding More Formula by Direct Ship when Original Issuance Was to WIC Card (PDF)
    • Direct Ship Same Formula Issued to WIC Card (PDF)

• Household Lock Module - 3 minutes (Script - PDF)

  How to unlock a participant folder locked by the system.

• Change Household ID

• Change Household ID Modules & Scripts

  • Change Household ID - Create New Household Module - 15 minutes (Script - PDF)
    Foster care, Change Household ID Guided Script overview, creating a new household, issuing to the new household, reissuing a full set of benefits, and the lock message.
    • Cheat Sheets:
      Change Household ID - Create New Household (PDF)
    • Change Household ID - All Food Items Redeemed (PDF)
  • Change Household ID - Find Existing Household Module - 12 minutes (Script - PDF)
    Adding participant to an existing household, transferring food from old household to new, in case of participant death, and questions & answers.
    • Cheat Sheets:
      Change Household ID - Find Existing Household (PDF)
    • In Case of Participant Death (PDF)

• Scan Documents Module - 11 minutes (Script - PDF)

  Scanning, viewing, reassigning and deleting documents.

• Appointment Scheduling

• Appointment Scheduling Modules & Scripts

  • Appointment Scheduling Module - 22 minutes
    (Script - PDF)
    Overview of the Appointments tab and how to schedule, delete, and reschedule appointments in HuBERT.
  • View Appointments for Date & Missed Appt Follow-up Module - 15 minutes (Script - PDF)
    Overview of View Appointments for Date screen, indicating kept, rescheduling, confirming and following-up missed appointments.