WIC Client Transfers Section 4: Transfer-In

1. WIC Client TransfersSection 4: Transfer-In

2. Learning Objectives Section 4: Transfer-In • By the end of this section, you will be able to: • Search for a Washington WIC client’s transfer information using the Transfer-In wizard. • Recognize check features available after the client transfer is complete. • Identify areas that staff must enter data for “Out of State” Transfer-Ins”.

3. Transfer-In wizard The following slides provide a tour of the Transfer-In (TI) wizard for clients who are transferring between Washington WIC clinics. Staff commonly refer to these as “In-State transfers”. Always start by searching for the client’s record on the Desktop Find Client tab. The tour information is organized by whether the transfer client is: • A new client who does not have a record at your clinic (New Client/New Group) • A new client being added to another client’s group (New Client/Existing Group) • A client that has a record found on the Desktop Find Client tab (Existing Client) Let’s begin the tour

4. New Client/New Group A client arrives at your clinic with a Transfer Card. You search the Desktop Find Client tab. The client does not have a record at your clinic and is not being added to another group. Client Services allows you to go directly to the Transfer-In wizard without using the Prescreen wizard first. 1. Select Transfer In from the WIC Service menu. 2. Answer the verification messages, selecting “New client/new group” and “In-state”.

5. Find tab On the Transfer-In wizard “Find” tab, enter the Transfer ID # found on Transfer card. Next, select the Find button

6. The results area will show the record that matches the Transfer Card ID number you entered.

7. Check the client’s ID& verify this is the correct record If this is the correct record, select the [Transfer Selected Client] button. All remaining tabs will become enabled.

8. Income Documentation tab Income documentation lines from the previous clinic display. Document the items provided as Proof of ID and Residency.

9. Demographics tab Update address, phone and alternate information. Remember, if the client goes by a different name, DO NOT change it until after the wizard is finished. For confidentiality, previous caregiver information is blank for foster children.

10. R/E tab Race and Ethnicity information documented at the previous clinic will display.

11. TI tab Note: This screenshot is from version 5.0. Version 6.0 includes fields that will auto-fill. Eligibility Begins and Ends dates auto-fill. If the feeding method and breastfeeding fields were entered at the previous Washington clinic, these fields will auto-fill. If these fields are blank, enter the information before completing the TI wizard.

12. Measures tab Measurement data is not required to complete the TI wizard. Measurement data is not included in the TI wizard, but fills into the record after the state replicates. The process of sending and receiving data between the clinic and the state office computers is called “replication”. This usually occurs daily.

13. Assessment tab Risks documented by the previous clinic for the current certification period will auto-fill. The risk “In-State Transfer” will appear on this tab for transfer clients in Presumed status.

14. Referrals tab Referrals documented at the previous clinic do not appear. Document referral information that you discuss with the transfer client. If the Medical Coupon adjunctive eligible button was checked on the Income tab, the “Has” button will automatically be marked for Medicaid.

15. Basic Contact Tab The Basic Contact Tab is blank so you can document required Basic Contacts at the time of the transfer in.

16. Notes Tab Notes from the previous clinic do not transfer.

17. Finish tab You can change the location the system takes you after finishing by selecting a different button before pressing [Finish] You will be taken to the Flowsheet after pressing the [Finish] button. The [Assign Foods] button will be grayed out. This helps assure any food package modifications made at the previous clinic are saved, especially prescribed WIC formulas and/or foods.A CPA can assess the appropriateness of any requested changes.

18. Desktop after the Transfer When you return to the Desktop after the Transfer wizard is used, the client’s status will be Active* & a new Client ID number will have been assigned to associate the client with your clinic. *Note: If the client was Presumed or Enrolled status at the previous clinic, their status will remain in that status. The status will not change to Active until the Certification is Completed (CC).

19. NEW CLIENT/EXISTING GROUP The previous slides showed how to transfer a New Client/New Group. When a transfer client needs to be added to a group: 1. On the Desktop, select a member of the group. 2. Open the Transfer-In wizard. • Answer the verification messages. ► New Client/Existing Group ► In-State You will be taken to the Find tab of the Transfer-In wizard to search for the client, and continue with the wizard.

20. A “Relationship Link” must be established in order for Client Services to: ► verify correct food package assignment ► count breastfeeding rates accurately A pop-up message will appear to inquire whether the infant/child and woman participant in the group are related by birth. The message will only appear once. Pop-up message when adding an infant or child to a woman’s group Pop-up message when adding a woman to an infant and/or child’s group

21. When you indicate they are related by birth, you can later assure the link has been established by visiting the “Cert” tab of the client’s Certification and History Report. All names and ID numbers of infants and children linked with the woman’s record appear on her Cert tab. Records for infants and children will include only the woman’s name and ID number linked with the client. The names of their siblings are not displayed.

22. After answering the question on the relationship link pop-up message, you will be taken to the Transfer-In wizard Find tab to search for and locate the client’s record to use for the transfer. Using the Transfer Card ID # is the easiest and most accurate way of locating the transfer client’s record. There are other ways to search for client recordsusing the Transfer-In wizard’s Find Tab.

23. Client ID # The Client ID # from the record at the previousclinic can be used for the search. The number can be found on: • WIC checks • Appointment Folders • Certification Reports

24. If you do not know the Transfer ID # or Client ID #, you can search by : • Last name, • First name, • Birth Date,and • Gender. Data must be entered in all 4 fields when using this search method.

25. It is best to narrow the search criteriato receive the results you are seeking. Example If you are searching for Barney Smith’s record, and enter“S” for his last name, and “B”for his first name, you may receive search results for: Bart Simpson, Buck Shot, Brian Smith, Bob Smith, in addition to Barney Smith because they match the criteria. Enter a few letters in the last and first name fields for the search. Example: For Barney Smith, enter: “Smi” for the last name “Barn” for the first name Note: The search would also require that you enter Barney’s date of birth and gender.

26. Just like the “Similar Client Record(s) Found” message, you may receive results for: • One client matching the search criteria. • Multiple records that match the search criteria. • = Multiple records, Different clients OR = Multiple records, Same client • No match to the search criteria • Try again & verify your search criteria • Try a different name used at the previous clinic

27. [Transfer Selected Client] • Review the search results. • Check the client’s proof of ID. • Select the correct record to use for the transfer. • Press the [Transfer Selected Client] button. • All remaining tabs of the wizard will be enabled.

28. I can’t find a record for a client. Help • 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! Contact CIMS SUPPORT whenever you have questions about Client Services 1-800-841-1410 x 7

29. Existing clients A client who has a record on your Client Services Desktop is considered an existing client. The client might have previously received services at your clinic, or staff used the Prescreen wizard to create a record so that a Transfer In appointment could be scheduled. Start by selecting the record on the Desktop. Open the Transfer-Inwizard, then answer the verification messagesmarking: The Find Tab will be skipped. The TI wizard will start with the Income tab. Document proof of ID and Residency. The remaining tabs of the wizard will be enabled. • Existing Client and • In-State.

30. The “type” of client you are transferring = New Client/New Group = The client does not have a record and is not being added to a group. New Client/Existing Group = The client is being added to a group selected on the Desktop. Existing Client = The client’srecordis selected on the Desktop.

31. Which “type” of client do you want to transfer ? Determine which “type of client” you would select to Transfer-In based on the following situation. James and Sally’s mom arrived at the clinic to request a “Transfer –In” appointment. She brought their proof of ID, Residency, and Transfer Cards. Because she brought all the required items with her, you are allowed to use the Transfer-In wizard instead of scheduling the appointment. You choose to start with James. You open the Transfer-In wizard and receive the verification message. Which type of client will you select?  New Client/New Group  New Client/Existing Group  Existing Client You finish the Transfer-In wizard for James. Sally is next. You select James’ record on the Desktop, open the Transfer-In wizard, and receive the verification message. For Sally, which type of client will you select?  New Client/New Group  New Client/Existing Group  Existing Client

32. Compare your answers For James, you would select  New Client/New Group James is a new client who does not have a record at your clinic, and he isnot being added to a client group. For Sally, you would select New Client/Existing Group Sally is a new client who does not havea record at your clinic, but she is beingadded to the client group with James. How did you do?

33. Check Functions & Transfers Let’s explore check related functions after a client transfer. Check Pickup works the same. You will be able to print checks the client is eligible to receive. Check History is not available. You will not be able to review information about checks printed at the client’s previous clinic.

34. Rx indicators will be blank until a prescription is recorded at your clinic. Remember, information from the client’s “Record Prescription” tabs do not transfer. Review the Flowsheet notes and the foods included on the Assign Foods tab to determine whether prescribed foods and or formula were assigned at the previous clinic. Do not change the assigned foods. A CPA must assess the appropriateness of any changes.

35. Other check functions: • If you need to replace checks issued by the previous clinic, use Replace Non-CIMS Checks and make notes in the client’s record to explain why checks were replaced. Note: Only checks printed at your clinic appear under Void/Replace checks. • Missing Proof & Lost/Stolen/Destroyed check rules apply. You will receive pop-up messages reminding you of the rules, and asking if you would like to continue printing the checks.

36. Transfer-In wizard: Out of State

37. The Transfer-In wizard is also used for clients who are transferring into your clinic from a different state, U.S. Territory, or WIC Overseas program. When the client is physically present at the clinic and has required transfer documentation, use the Transfer-In wizard. Open the wizard, and identify the “type” of client you are transferring. If the client does not have a record and is not being added to a group, open the Transfer-In wizard, and verify this client is a “New Client/New Group”. If the client is being added to a group, select a group member on the Desktop, open the Transfer-In wizard, and verify this client is a “New Client/Existing Group”. If the client has a record, select it on the Desktop, open the Transfer-In wizard, and verify this client is an “Existing Client”.

38. Verify the client is transferringfrom “Out-of-State”. Identify the client’s category.

39. Continue by manually entering transfer information into the record. Income does not need to be reassessed for transfer clients. On the Income tab, the following automatically fills in: Number in household = “1” Source and Proof of Income = “Other” Income amount = “$ 0”. If you need to update income information, select the [Edit Income]button and fill in the appropriate income information.  Document proof of ID and Residency.

40. Enter information on the Demographics and R/E tab. On the TI tab, enter eligibility begin and end dates from the Transfer Card. If the Transfer Card for an infant or breastfeeding woman indicates the other state’s WIC program only established a 6 month eligibility period, apply Washington’s eligibility rules and extend the client’s eligibility end date accordingly.

41. When the TI tab includes the feeding method and breastfeeding fields,enter data into them.

42. When entering information on the measures tab, make sure to change the date to match the date the measurement was taken. Add a new line, highlight today’s date, and enter the measurement date before entering the measurement. After measurements are entered, select the [Identify New Risks] button.

43. Assessment tab Client Services automatically adds the risk “Out-of-State Transfer”.

44. Referrals tab Document referral information that you discuss with the transfer client.

45. Basic Contact Tab Document required Basic Contacts at the time of the transfer in.

46. Notes Tab Enter transfer related notes, or skip this tab.

47. Finish tab You can change the location the system takes you after finishing by selecting a different button before pressing [Finish] You will be taken to the Flowsheet after pressing the [Finish] button.

48. Section 4: Learning Assessment Determine if you have achieved this section’s learning objectives. • You have met the objectives if you can: • Search for a Washington WIC client’s transfer information using the Transfer-In wizard. • Recognize check features available after a client transfer is complete. • Identify areas that staff must enter data for “Out of State” Transfer-In’s”. Test your knowledge by answering the questions on the next few slides. Answer each question before moving to the next slide.

49. Test your knowledge If you were using the Transfer-In wizard for a WA WIC client, but you did not know the client’s Transfer ID # or previous Client ID #, which 4 fields must you enter information into for Client Services to be able to search for the record? Answer this question before moving to the next slide.

50. Check your answer When you are not able to use the Transfer ID # or the Client ID # to search for a client’s record, you must enter information into these 4 fields: Last name (at minimum, the first initial ) First name (at minimum, the first initial ) Date of Birth (DOB) Gender (male or female)