Presenters Linda Dingerson BSN Policy Coordinator Terri Riemenschneider MS Eligibility PAL Intake Policies And revised polices Linda Dingerson WIC Policy Coordinator 2 110 Voter Registration ID: 780850
Download The PPT/PDF document "WIC Income Webcast 2013 September 26, 20..." is the property of its rightful owner. Permission is granted to download and print the materials on this web site for personal, non-commercial use only, and to display it on your personal computer provided you do not modify the materials and that you retain all copyright notices contained in the materials. By downloading content from our website, you accept the terms of this agreement.
Slide1
WIC Income Webcast 2013
September 26, 2013
Presenters:
Linda Dingerson, BSN, Policy Coordinator
Terri Riemenschneider, MS, Eligibility PAL
Slide2Intake Policies…
And revised polices
Linda Dingerson,
WIC Policy Coordinator
2
Slide31.10 Voter Registration
Acceptable Photo IDs:
Driver’s license/State/Federal ID
Current U.S. passport
Current student ID
Military ID
Tribal ID card
Clients who request to register to vote must have photo ID
If no photo ID, must sign an affidavit
3
NEW!
Slide41.10 Voter Registration
Affidavit of Voter not in Possession of Picture ID
Available through E-forms
Arabic and Spanish
translations available
on
the
MDCH/WIC website at:
www.michigan.gov/wic
Attach affidavit to VR Application and send to
clerk
4
NEW!
Slide51.10 Voter Registration
5
Ask
the
client at each:
Certification/recertification
When the client changes address
“If you are not registered to vote where you live now, would you like to apply to register to vote here today?”
Slide61.10 Voter Registration
6
Give “Declination” (top) portion of form for signature if response is:
No
No, registered at present address
Under age 18
Give Voter Registration application if response is:
Yes
Address change and client wants to register
Address changes over the phone:
Mail the Voter Registration application -OR-
Direct the client to the SOS website at:
www.michigan.gov/vote
Slide7Voter Registration posters are available for clinic use
Order on E-forms
7
Slide81.03 Confidentiality
8
Any information about an applicant or client that individually identifies an
Applicant
Client, and/or
Family member
Restrict use and disclosure of information to:
WIC employees who
need
to know
Slide9Maintaining confidentiality
9
Insure Privacy
Sign in sheets
Income
determination
Anthropometric and laboratory
procedures
Print Docs
Restrict Access to Client Record
Diminish screens or log off
Notes and Alerts
Saving/Printing Reports
Slide10Sharing Client Information
10
Memoranda of Understanding (MOU)
Immunization
MDCH Lead Program
MIHP
Head Start
Dept. of Ed (CSFP)
Release of Information
Sharing Appointment Lists
MOU
WIC Client is also client of health center
Slide112.01 Eligibility/Certification of Clients
Overview of certification policies
Clients who meet income, residency and categorical eligibility are presumptively eligible.
Use the Short Certification process if a proof is missing
11
Slide122.02 Residency
12
Proof of residency required at:
Enrollment
Each certification
Transfer
Short certification if client did not bring proof
NO
Proof required for:
Homeless
Migrant
Transfers who have a VOC
Someone who has recently moved into areaVictim of theft, loss or disasterThese clients sign an Attestation form
Slide132.03 Identity
13
Proof required:
For
NEW clients
only
, at initial certification or transfer
For
authorized person/proxy
, at benefit pickup, each certification and transfer
NO Proof required for:HomelessMigrantVictim of theft, loss or disasterThese clients sign an Attestation form
Personal recognition by staff allowed once proof has been established
Slide14Proofs - How Do I Know What I Need to Do?
Slide152.04 Income Policy Revision
–reflects new guidance from USDA
Current income Previous 30 days unless..Current income has changed such as laid off/ unemploymentThen project next 30 days
Source of incomeRecent paycheck or stubCan be electronic or by phone W-2 and current 1040 tax form filed“Per Cap”-payment include as income
Slide162.04 Income Policy Revision
–reflects new guidance from USDA
IEVAL & CEVALNo income determination
Review Family info screen and verify current informationIf new address, complete voter registration/declinationIf other family members are certified today and over income, then terminate all family members unless adjunctively eligible
Slide172.04 Income Policy Revision
–reflects new guidance from USDA
Migrant familiesDetermine income once every 12 months, even if not currently certifiedUse VOC information to determine last income date
Slide182.04 Income Policy Revision
–reflects new guidance from USDA
Verification of incomePublic assistance (FAP/SNAP, FIP, Medicaid)Verbal declaration of other income after verification of current eligibility
VERIFY one adjunct programVerify Medicaid using MI-WIC adjunct eligibility verification (BEST-Infant or PG-makes whole family adjunctively eligible)Verify FIP/FAP using phone or online verification systemUnemployment benefit-use notice or myaccount.chase.com or 1-866-523-2122
Slide192.06 Adjunct Income Eligibility
19
Client receives:
FIP (Cash Assistance)
Medicaid/Healthy Kid’s Program/ Plan First
MOMS
Member of a family that:
Receives SNAP (Food Stamps)
Receives FIP
Contains Pregnant Woman or Infant receiving Medicaid
Client is enrolled in one of these programs that has determined their income to be less than 185% poverty level
Children’s Special Health Care Services
Family Planning
MIChild
Other State or Federally funded programs that have determined income eligibility(free or reduced lunch)
Slide20What if client is
adjunctively eligible?
20
FAST LANE
Verbal statement of income allowed
No other “proofs” are required
90
Slide212.08 Family Size
21
Income eligibility based on Total Family Size
Include:
Unborn child(ren)
Adopted child(ren)
Special Considerations
Resident of Institution or group home
Family living in homeless shelter, group residence
Foster child – Family of one
How many people in the household does this income support?
Slide222.04 Income Determination
Use current income guidelines (May 17, 2013) for clients paid
only
weekly, biweekly, semi-monthly or monthlyIf reported income is in multiple, varying intervals, use annual income guideline
22
Slide232.04 Income Determination
Based on client/applicant’s family size and income
If client has proof but did not bring to appointment
Short
Certification
(30 days)
23
Slide242.04 Income
Determination
Self Declaration
Self-declaration (verbal statement) is allowed for:
Clients who are adjunctively eligible
Homeless clients
Migrant workers
Family works for cash
Attestation form signature required if not adjunctively eligibleNO proof of income is required in these cases
24
Slide252.04 Income
Determination
Variations
Transfers with current certification – no income determination until next certificationMigrants – once every 12 months
If VOC is expired but shows income determination in last 12 months, don’t assess income
Clients who report
NO
income
Ask questions that pop-up when $0 is entered in grid row and SavedClient signs Client Agreement – NO attestation form required25
Slide262.04 Income
Determination
2.04A Military Pay
26
What
DOES
count:
Base pay
Basic Allowance for Subsistence (BAS)
Foreign Language Pay (FLPP)
Family Separation Allowance (FSA)
Jump Pay, Dive Pay, Sea Pay, Flight Pay
Continental United States Cost of Living Allowance (CONUS COLA) May Income Average
:Clothing Maintenance Allowance (CMA) Bonus Pay (Bonus)Special Pay
What
DOES NOT
count:
Basic
Allowance for Housing (BAH or BAQ)
Family
Separation Housing (FSH)
Family
Subsistence Supplemental Allowance (FSSA)
Overseas
Housing Allowance (OHA)
•Overseas
Continental United States Cost of Living Allowance (OCONUS COLA or COLA)
Combat Duty or Combat Zone
Pay
Slide272.21 Mid-Cert Income Determination
IF you learn that the client’s income has changed, AND:
The client is NOT adjunctively eligible
The client has more than 90 days left in the certification period
THEN, use current income to determine continued eligibility
If terminating client, use Termination Reason “No Longer Eligible” and issue benefits as system allows
27
Slide282.10 Proof of Pregnancy
28
Any woman who claims to be pregnant is eligible if income, residency and identity are confirmed.
If NO Proof Short Certification 60 days
Clients may be enrolled after miscarriage as NPP
IF
proof of pregnancy or miscarriage was provided
Slide292.09 Physical Presence
Exceptions
29
Medical condition that requires medical equipment not easily transported
Medical condition that requires bed rest
Serious illness that may be worsened by coming into WIC clinic
Infants under 8 weeks of age
Visit presents
a barrier
if client present at initial cert and has documented health care
Parent/caretaker
work status presents
barrier if client present within last year
Clients
visited and screened at home or in another program –
(all
elements of certification must be
completed)
Slide302.20 Ineligibility Notices
Written notice is required when client is:
Ineligible at certification
Terminated at mid-cert for income ineligibilitySanctioned, suspended or disqualifiedA breastfeeding woman who discontinues breastfeeding after 6 monthsWritten notice must include client’s right to fair hearing
30
Slide311.09 Civil Rights
New non-discrimination statement
If full statement used on publication before, must be used on reprints
New Discrimination Complaint Form
Available on MDCH/WIC website under 1.09 policy
31
Slide32Questions
32
Slide33Now let’s look at the MI-WIC Process that supports these policies…
33
Terri Riemenschneider, Eligibility Policy PAL
Slide34Family Information Screen
Family Information
Accurate-ask client to give address (including zip!) and phone and verify
Cell # helpful as we are offering TEXT Reminder noticesPrefer
Cell phone
√
text message
Collect e-mail address
SAVE
34
Slide35Adjunct Eligibility/Income Info Tab
If PG or IBE, IBP or IFF has current Medicaid, makes
entire family
income eligibleIf C1, C2, C3, C4 has Medicaid, that client is income eligibleVERIFY Medicaid by clicking on Verify button, insert Medicaid ID#System should check “adjunct checkmark” if Medicaid eligibility is verified
Record if client/family participates in Food Stamp/SNAP or FIP programs
35
Slide36Adjunct Eligibility on Income Info Screen
Start with
Report participation
MedicaidFood StampsFIP/TANF
Search for Medicaid ID
CHAMPS
MI Health
Only VERIFY one program use PG or Infant
36
Adjunct Eligibility
Slide37Verify Current Medicaid
Click Yes for REP and √ VER (verify)
The Medicaid Verify Adjunct Eligibility box will appear
Input the Medicaid ID if not already shownClick verify
Confirm verification
Adjunct
√
37
Slide38Medicaid Verification
A pop-up will let you know if Verified Successfully or Not Found in RID.
If verified, click OK
A pop-up will ask if want to confirm the verification, click Yes
38
Slide39Adjunct Eligibility
Note Adjunct Eligibility
Record Food stamps or FIP enrollmentOr check if family not participating in programs
Close
39
Slide40Medicaid Verification-MI Health Plan Benefit
How to FIND Medicaid ID
Input identifiers
System searches and provides results
Medicaid Active and ID #
40
Slide41Information on How to enroll on MI Health Plan Benefit
WIC E-Notice # 2012-101: MI Health Benefit Plan Medicaid Eligibility Verification - Rejections & Update.
Slide42Medicaid Verification
CHAMPS
Apply through SSO
Allows verification of Medicaid, lookup by name, date of birth
42
Slide43CHAMPS
Training
MDCH is excited to announce that Web Based Trainings (WBT) are now available for Providers. These trainings will allow providers to use interactive learning tools to complete CHAMPS training courses.These courses are not required; however, they are an excellent resource for gaining knowledge and understanding on the use of CHAMPS. To access these courses you must have access to Internet Explorer and follow the steps below.
Access the site at http://learning.mihealth.org/SOLO/
Slide44CHAMPS
- MEMBER SEARCH
44
Search by:
Last Name
First Name
Date of Birth
Submit
Slide45CHAMPS
- MEMBER SEARCH
45
Slide46CHAMPS
- Quick Reference
46
Medicaid ID
http://www.michigan.gov/documents/mdch/Eligibility_Quick_Reference_291964_7.pdf
Slide47Medicaid Verification
MCIR General Information Screen
47
If client has
active
Medicaid
, Health Plan name will be displayed
Blue Cross MI
Slide48Adjunct Eligibility…
DHS Bridge Card
DHS Bridge Card - 1-888-678-8914
Verify Food Stamps (FAP/SNAP) or FIP (TANF)Call Customer Service # on back of card 1-888-678-8914 Select deposit inquiry #5
Listen for DEPOSIT information for this month
Record last 9 digits of DHS Bridge Card in FS or FIP pop up screen
MI-WIC Adjunct Documentation
Document as YES in MI-WIC Adjunct Screen
Verify-insert family #MI Bridges-client can check benefit statuswww.michigan.gov/mibridges
48
Slide49WHY Verify Adjunct Eligibility???
Verified Medicaid=
R
esidency Income verified ID if have Medicaid cardClient adjunctively eligible-may make others in family adjunctively eligible
Infant or Pregnant woman with Medicaid makes all eligible
Child with Medicaid, only self
Family with Active Food
stamps or FIP - all eligible in family
49
Slide50Income Information Screen
Verify Family size-
Update “expected infants” if PG
Update family size if adding infant
Record sources of income for family
Can “reuse” income line if applies or remove and add row
Self Declare source of income if adjunctively eligible or “migrant, homeless or works for cash”
50
Slide51Income Information
Verify family size
Record expected infants
= Family size + # of infantsRecord IncomeVerification: self declaredAdjunct eligible No income $0Works for cash
Otherwise must review paystub or other income documentation
51
Slide52Income Info
Year To Date Calculation
Useful when income is variable
Select last pay dateInput pay YTDRecord calculated
income
52
Slide53Income Info
Hourly Calculation
Select Hourly interval
Record amount of payRecord number of hours/weekRecord VerificationSystem calculates annual income
53
Slide54Income Information Screen - Foster
Foster designation
Select Foster Child on screenRecord Foster stipend amount for income
All Foster children have Medicaid eligibilityALWAYS family size of 1 Can include PG woman-include the number of expected infants
54
Slide55Foster Child
Click Foster Child
Select child from dropdown
Click Go
55
Slide56Foster Child
Family size 1
Can record # of Expected infants if PGComplete income grid with foster stipend amount
Save
56
Slide57Family Additional Information
Language-notices in Arabic, English or Spanish
Proof of Residency-Medicaid or other proofVoter Registration
ASK “Would you like to update your voter registration?”YES - Complete Voter Registration FormNO - Sign Declination formUnder 18-Not eligible to register Pickup Interval-Defaults to 3 monthsReferred From: Note program that informed client of WICSpecial Needs: Note if client has special needsProof of Auth Person ID-Complete at initial visit ONLY
or when Auth Person changes
57
Slide58Additional Information Tab
Record
Primary Language
Verify Proof of ResidencyProof of Auth Person’s ID
Designate
Migrant
Homeless
CompleteVoter
Registration or Voter Declination form
58
Slide59Client Agreement
Click on Client Agreement after client has reviewed hard copy of document
Obtain signature on Client Agreement each cert/recert
Close (takes you back to Household Summary Screen)
CAN ALSO Obtain signature by
Miscellaneous/Signature/
WIC Client Agreement
59
Slide60Client Agreement-
EACH CERT/RECERT
Ask Authorized Person to read Client Agreement or read it to them
Ask if any questions…Complete client agreementCopy to client at initial MI-WIC cert, offer thereafterNo Client Agreement needed at IEVAL and CEVAL
60
Wanda Wick
Slide61Client Information Screen
Client Information Tab
Client Name
Proof of ID (Initial cert ONLY)
Proof of Pregnancy
Education Level
Marital Status
REASON for Ineligibility-Complete ONLY when determined ineligible
Additional Information tab
Record/verify race/ethnicity
61
Slide62Cert Action Screen
Cert Action
Cert recertIf short cert, leave message in notes…update note & remove termination date when proof provided
Category change buttonSystem will calculate cert end date based on category selectedTermination Reason/dateIf Terminating, place reason for term in grid, system will automatically calculate termination date based on the reason
62
Slide63Cert Action – Infant or Child
Add row for cert period
63
Slide64Cert Action Screen- PG
Add a row
Add the LMP or EDD
System calculates Cert End DateValidates if pregnant womanSystem checks to ensure that # of expected infants is more than zero if PG
64
Slide65Cert Action Screen-Short Cert
If short cert, leave message in notes…
When clients bring information…
Remove term reason and date when proof provided& update note
65
Slide66Category Change
66
Select new category
Align
BE/IBE
BP/IBP
NPP/IFF
Suggest change mom first then infant
Slide67Cert Action Screen-Termination
Input term reason
System calculates term date
If d/c breastfeeding update BF stats on Infant record
67
IF IBE or IBP to IFF, make sure to term mom! Remember, her recert date is 1 year post partum and she will remain on if not terminated!
Slide68Ineligibility
Client Information Screen
Complete reason for ineligibility
If determined over-income, record income on income determination screen.Print Ineligibility notice
68
Slide69Print
Ineligibility
Notice
Print docsSelect ineligibility notice
Must have reason for ineligibility documented on Client Info screen
Notice recorded in Miscellaneous
Communications
69
Slide70Benefit Issuance & Print Docs…
Benefit Issuance
Schedule next visit
Ask client day & time preferred
Print Docs
NE Plan
VOC (signed)
Shopping List
Client Agreement Provide if new client Offer if ongoing client
Vendor Listing If new or offer to ongoing client
70
Slide7171
Print Docs
Ineligibility
Ineligibility notice with Fair Hearing notice-must complete Reason for Ineligibility on Client Information screen
Short Certification
Short certification notice
Lists proof needed by what date
Attestation of Identity, Income or Residency
Copy of signed document to client upon request
Ineligibility
Notice
Slide72Communications Screens
Records print docs in family/client record
72
Slide73Precert screen…add
new enrollee
Add a row in the applicant fieldsAdd the new client’s information and save
73
Slide74Dual Enrollment Pop-up
New enrollees only
74
Slide75Remove dual enrollee row to prevent dual enrollment
75
Slide76NO dual enrollment…
Or Click
Cancel
to stop record creation
76
Slide77Resolve Dual Enrollment-WIC
Print Dual Enrollment report to research listings
Select “Miscellaneous”
Select Resolve Dual EnrollmentSelect client from dropdownDetermine if duplicate or dual enrollee or different clientSelect resolutionNote if needed
77
Block
Keep
Not same client
Investigate
Other
Slide78WIC/WIC Dual Enrollment Reportclinic/reports/participation/WIC dual enrollment
Report lists clients when the following matches
First 4 letters of last name and first name
Same date of birthSame gender
Slide79Resolve Dual Enrollment-WIC/Focus:HOPE-CSFP
MUST RESOLVE BEFORE WIC CERTIFICATION!
Resolve within 45 days of identification
Determine if client wants CSFP, WIC or is not same personSelect resolutionIf CSFP in area, check every 6 months for dual enrollment
79
Slide80WIC/CSFP (Focus:HOPE) Dual Enrollment Report
Clinic/reports/participation/WIC -CSFP Dual enrollment
Slide81Questions?
Slide82Break
Slide83Answers
Slide84Special Circumstances…
Military pay
UnemploymentOvertimeAdoption
Foster ChildrenChildren’s special health care servicesSelf employedTeenImmigrantWorks for cashOver incomeIncome guidelinesMedicaid
Other
84
Slide8585
Military pay
Client had Coast Guard pay stub, total was over income.
Staff should review 2.04A for allowed and not allowed pay
Client was determined to be income eligible when BAH and FSH were not included
Basic Allowance for Housing (BAH or BAQ)
Family Separation Housing (FSH)
Slide8686
Military Pay
What
DOES NOT
count:
Basic Allowance for Housing (BAH or BAQ)
Family Separation Housing (FSH)
Family Subsistence Supplemental Allowance (FSSA)
Overseas Housing Allowance (OHA)
Overseas Continental United States Cost of Living Allowance (OCONUS COLA)
Combat Duty or Zone Pay
Hardship Duty, Parachute, Flight Deck, Demolition, Experimental Stress, Toxic Fuel, Dangerous Virus, Chemical Munitions, Maritime Visit, Polar Flight…
Exhibit 2.04A
Slide87Military Pay
Client with military pay stub from December 2013- can I take YTD?
OutcomeMore accurate-should look at past 30 days income/pay (with military exemptions-Policy 2.04A)
Can ask for electronic pay stub to verify current income
Slide8888
Unemployment
How to verify Unemployment?
Unemployment benefits now direct deposit to bank account or debit card
Clients receive “Notice of Determination” letter, which should state amount of benefits
Clients can contact CHASE customer service at
1-866-523-2122 to determine current benefits.
Slide89Adoption subsidy
Caller wants to know if adoption subsidy is to be included in the household income for eligibility.
OutcomeYes. There is no stipulation in regulation/policy for excluding it.
Slide9090
Adoption-Family Size
Family has 2 foster children and one adopted child, what is the family size?
Mark “foster” on foster children’s client information screen (family size for each foster ALWAYS = 1)
Document family size of
2 parents + 1 adopted child=3
NOTE:
Adopted children
are
considered members of the family and the family’s income supports them.
Slide9191
Adoption
Infant has just been adopted by family that is over income. Adoption agency has told family that infant will be on Medicaid, but won’t receive card for a couple of weeks. Can we enroll?
Need verification of pending Medicaid
Search MI-Benefit or CHAMPS for ID#
NOTE:
Some children are provided Medicaid, even after adoption.
If the family is in the process of adoption, the child may be considered a “ward of the state” and have Medicaid coverage.
Slide92Foster Siblings
Has client with 2 foster children who are siblings. Are they a family of one or two?
OutcomeEach foster child is a family size of one.
Slide9393
Foster Child Income Verification
Having problems entering income for a foster child. Keeps getting a pop-up that says income has not been verified today
Make sure foster child is selected on both client information screen and then on income screen
Input foster stipend amount for child’s income
Slide94Foster dad
N
ew foster dad - having problems getting him in as Authorized Person. OutcomeIf Foster child moving into new Foster family…
Create new family with Dad as Auth PersonTransfer foster child into Dad’s family using participant transferTrain dad on use of benefits, issue EBT card & benefits for child
Slide95Create new family for Client Transfer
Search statewide for Authorized Person
If found, update address and proxy information, if new create new family
Keep FAMILY level in active recordSearch statewide for clientSelect client and click TransferClient displays in Foster family, click on “Foster”
Slide9696
Foster Stipend
Pregnant woman applying for WIC. She has two foster children living with her. Do we count the foster stipend as part of her income?
Each foster child is considered their own household. Exclude the children and their stipends from the applicant's income calculation.
Slide9797
Foster child
Family is over income but have a foster child with Medicaid. The family is adopting the foster child, but the adoption is not yet final.
The foster child is adjunctively eligible with Medicaid
Report monthly stipend as income
Other children in family are not eligible at this time
If infant adopted with Medicaid, other children eligible
If child adopted without Medicaid, other children not eligible
Slide98CPS wants info from WIC…
Child Protective Services (CPS) wanted information for a neglect case, as asking if WIC information such as WIC clinic and appointment information be provided?
OutcomeVerified that client information can be released to CPS per MI-WIC Policy 1.03
You could provide a copy of screen shots with Appointment History
Slide9999
Foster Child Benefits
Agency called to ask when foster child transfers, do benefits go with child?
No, client will need benefits loaded to new family’s account
If possible, void future benefits before transferring client to new family
Slide100100
Foster Child - Blocked
Foster child is blocked in MI-WIC due to Dual Enrollment. Help!
Child was previously enrolled as foster child under different family number and authorized person.
Select the most current record
Transfer current enrollee into foster family
Slide101101
Children’s Special Health Care Services
Had quads born at 23 weeks, one died and others with handicaps. Now almost 2 years old. Medicaid has been dropped. Children have CSHCS, does this make them eligible?
No, CSHCS can use WIC for income eligibility, but WIC can
only
use CSHCS if income is calculated at or below 185% of poverty
Slide102102
Self employed
1040 form can be used for income documentation until the next 1040 is filed
Determine income based on available evidence/information
Tax document probably best if not receiving pay check regularly
Slide103103
Overtime
We have a client whose hourly wage qualifies for WIC but their YTD is over because he frequently works overtime. Which are we supposed to go by? YTD is at $40,000 now, so it will calculate higher than the max of $51,005 for a family of 5. Not sure how we should handle this.
Options to accurately calculate income:
YTD calculates annual pay to reflect overtime and straight pay from current pay stubs
Most current 1040 income tax form
Slide104“Per Cap” payments to Tribal members
Are “Per Cap” payments income?
Per capita payments are provided to some tribal members from Casino profitsThis is considered income for the family
May be annualized if paid on a quarterly basis
Slide105105
Teen
Mother called regarding pregnant daughter eligibility. Parents are supporting and providing insurance to cover pregnancy. Family of 5 (with unborn), parents both work.
Suggest referral to Medicaid/Healthy Kids to cover co-pays and ensure coverage of infant when born (thereby adjunct eligible)
Slide106106
Immigrant
Pregnant woman applicant eligible for Emergency Medicaid due to immigrant status. Client has ID, proof of residency and appropriate income. Is she WIC eligible?
Yes, client is eligible based on Income, PG and Emergency Medicaid
WIC
does NOT
consider immigration status for eligibility
WIC enrollment does NOT affect immigration status in terms of government support as WIC is a NUTRITION Program
Slide107107
Works for cash
Client works for cash, doesn’t have proof of income or Medicaid. What to do?
Verify that client does not have Medicaid (MI-Health Plan or
CHAMPS
)
Document client’s income type as gross wages, verification is self declared
Sign attestation form-explaining why no proof of income exists
Slide108108
Over income-on Medicaid
C1 client in family has Medicaid, C2 does not, family over income. Does C2 qualify if over income?
C1 client IS adjunctively eligible
C2 client NOT eligible/over income
Slide109109
Self Employed/Farm Income
Had a client whose husband is self-employed farmer and she works. Wants to know how to calculate the income, based on the Schedule C and the 1040, and W-2.
Policy indicates that you use the net income on the Schedule C for husband and, which show loss and gain and then use the wife’s reported income (W-2).
Slide110110
Joint Custody…
Mother is authorized person and is
not picking up benefits. Dad called,
says he has joint custody, but no paperwork.
He wants WIC card. What can we do?
Contact mother to ask if Authorized person can be changed to allow benefits to be issued.
If client is no longer enrolled, Dad could apply on child’s behalf.
There is NO MDCH/WIC policy regarding who can be Auth. Person or how to change, so it is up to the agency to establish procedure. Just be sure that client is not dually enrolled.
Slide111111
Transfer-Short stay
Took call from woman who says she is on WIC in another state. She is coming to visit in Michigan for a month before leaving with her husband to go to new base in Japan. Wants her WIC benefits in Michigan for the month. How do we handle her?
Treat her as any other transfer-Require same proofs of residency (can attest), etc. and VOC information from other state.
Issue only one month of benefits at that time.
Slide112Transfer – Release of Information
What information should be released in a transfer?
Required information includes:
Verification of Certification (VOC) signedOptional information:
Client Information Report
Medical Documentation
Form
112
Slide113Moved out of state
How to document
ineligibility when
notified that client moved out of state?
Cert Action Screen- Document Term reason, term date is auto displayed. This will remove future benefits.
Place note in client’s record as to who called regarding transfer and what information was provided.
Client has already moved, so don’t need to generate termination notice.
113
Slide114114
Present or Not Present
Has a mom who is refusing to bring the baby in for newborn cert because of mom’s C-section, and staff wanted to know was that ok without a Dr's note.
Allowable - note reason for not present
Need birth data/verification
Could also
have
proxy bring infant
Slide115Physical Presence?
Full term adjusted age infant discharged from NICU with doctor’s note that infant cannot leave home. Can LA certify without physical presence?
Yes, can certify using hospital discharge information noting reason for not present on Cert Action screen
115
Slide116116
Custody & Eligibility
Mom was on WIC when pregnant, now on as post partum, but lost custody of her infant. Can she still remain on WIC as an NPP?
Yes
Slide117117
“Frozen” EBT
Client complains that even after receiving new card from ACS the card doesn’t work
If client is INACTIVE in EPPIC,
card must be
issued
OVER THE
COUNTER
at the agency
Slide118PG woman with infant on Medicaid
PG reports no income but living with family that provides immediate needs. Has 9 month old infant currently receiving Medicaid. Can I document 'no income‘?
OutcomeYes, can document for this certification because the PG mom is adjunctively eligible due to infant receiving Medicaid.
Slide119Medicaid Verification
Mom does not have Medicaid card with her but number is in the system, do we short cert until she brings in the card?
Outcome
Verify that the Medicaid number is active using the Adjunct Eligibility screen and take a verbal income, no short cert is neededMedicaid verifies incomeMedicaid verifies residency (in Michigan)Identity was confirmed at previous certification
Slide12016 year old mom
16 year old mom enrolling new baby, grandmother has Medicaid case & another child on WIC. Do we have to make separate WIC account or can she have 2 children from different moms on one EBT acct?
Outcome
Can be separate or together. If in same "family" wichealth.org would apply to both and benefits would be aligned if gma is the shopper-mom could be proxy with own card. If the 16 year old decides to take Authorized person status, just create new family and do participant transfers.
Slide121Siblings have Medicaid
Triplets being seen in office today, only 2 have Medicaid. What should be done about the 3rd on without Medicaid (can they certify)? (
MMCAA)Outcome
If infants, others with Medicaid will make 3rd adjunctively eligibleIf C1-C4, family income must be determined
Slide122Mom in Jail
G
randma is proxy, mom is in jail. Mom & infant are on the program. Grandma is trying to get guardianship. Can she have a card issued to her? If mom is in jail, do not issue her benefits correct?
OutcomeGrandma can be issued a second card as a proxy.If grandma gets custody suggest they create a family record with her as authorized person and transfer infant in. No benefits should be issued for mom if she is in jail. Mom is eligible to get her benefits when out of jail.
Slide123Not Present for Certification…
Could you cert a mother who had recently delivered, no prior WIC activity, but who's culture (Asian) required her to stay home for 30 days.
OutcomeCould certify the infant-with hospital birth information or by coming to the clinicCould certify mom with hospital information or by home visit of WIC qualified staff, document why not present
Slide124124
What if I forget how… HELP
Help screens
Select HELP
Type topic in search box, ENTER
Will provide list of materials in HELP for that topic
Slide125125
What if I forget how… HELP
System HELP and DuJour
1-800-WIC-1636
Press 1 and 1 for 3Sigma for problem with system
Press 1 and 2 for WIC Consultant DuJour – policy
Press 1 and 3 for SSO/Tech Support
Press 1 and 4 for WIC Operations – EBT
Slide126126
MI-WIC Release Process
System changes still occurring
December 12, 2013 Release 5.6
NO MI-WIC after 5 pm to allow
for testing time
Slide127Wichealth.org
Client inquires if she can complete interim NE on line vs. having to visit the clinic. Asks about how soon completed lesson verification will be posted. Client aware that agency accepts wichealth.org, which client has completed in past.
Outcome
Client notes that she has found more assistance in Michigan than she did in IN where she previously lived. Client informed that her verification of wichealth.org lesson completion should post by end of day of completion, and usually within an hour. Recommended she contact the WIC agency before 4 pm to inquire about benefits loading.
Slide128EBT Question
Client showing zero benefits on her card.
OutcomeEither not loaded or Card marked as inactive in EPPIC. If “inactive” must issue a new card at the clinic.
Slide129C1 and C3 client certified yesterday. C1 client verified Medicaid, C3 client had no MA. Family over income per guidelines. Why did system allow adjunct for C3?
Outcome
The system is verifying based on current client status, which is not upgraded until cert action screen –if C1 status was IFF at the time verified, then all in family would be shown adjunctively eligible. C3 is
not adjunctively eligible and should be terminated after ineligibility notice and 15 day benefit given.
Adjunct Eligibility
Slide130WIC Vendors
Client called asking “Can I use WIC at only the stores listed on my paper WIC gave me?”
Outcome
Can use WIC at any store in MI that accepts WIC. The list is only the stores within your home zip code.
WIC
Slide131WIC Vendors List by County
Select Miscellaneous
Authorized Vendor then select county, Print
Slide132Check stub or equivalent??
Can staff use electronic record to verify income or
FAP/FIP
deposits (off phone or computer), or do staff need to have paper copies?OutcomeCan verify using hard copy pay stub or virtual electronic record or balance inquiry phone call (deposits).
Policy 2.04
Slide133Medicaid Pending for infant…
Mother has active Medicaid but is over income. Has applied for Medicaid for infant; status pending. Unable to save adjunct eligibility for infant due to over income status.
Outcome
Informed staff that infant has presumed Medicaid eligibility due to mom's Medicaid status, can manually verify adjunct (based on the mother having Medicaid during pregnancy). Mom recertified as BE/Infant certified as IBE.
Slide134Dad’s right to WIC info…
Wanted to know if we can provide MI-WIC records to the father of a child in a custody battle.
OutcomeWIC Policy 1.03 A#3 – “A WIC client or the parent or guardian of a minor client shall have access to, and may receive, a copy of the specified individual’s WIC record upon written request.”
We would want to scan the request and note what information was provided in the client’s record.
Slide135No proof of pregnancy…
Has client who was “short
certed” for no proof of pregnancy and now reports miscarriage. Can she recert as NPP with proof of pregnancy?
OutcomeYes, proof of pregnancy or miscarriage is required to certify as Non-lactating Post Partum woman in this case.
Slide136PG on Bed rest
A client is 33 weeks pregnant and on bed rest. Can we enroll her in WIC without her in the clinic?
OutcomeThe answer is yes, still need to complete the
certification with proxy or through a home visit/MIHP obtaining the required proof items and using referral bloodwork and anthropometric data
Slide137Non-US citizen benefits
A mother
(US citizen) signed an affidavit when she married a
non-citizen that they would not receive federal services for 2 years. Is getting WIC breaking that agreement?OutcomeDoes not fall under entitlement program or Federal Services according to USDA/USCIS
.
Benefits Not Subject to Public Charge Consideration
Under the agency guidance, non-cash benefits and special-purpose cash benefits that are not intended for income maintenance are not subject to public charge consideration. Such benefits include:
…Nutrition programs, including the Supplemental Nutrition Assistance Program (SNAP)- commonly referred to as Food Stamps,
the Special Supplemental Nutrition Program for Women, Infants and Children (WIC), the National School Lunch and School Breakfast Program, and other supplementary and emergency food assistance programs. Public ChargeFact Sheet-USCIS 4/2011
Slide138When to schedule I-EVAL
For infant enrolled at 2 months of age, can we do I-EVAL at 6 months of age?
OutcomeYes, Policy allows for MID-cert, evaluation-usually halfway through certification, but usually tied to benefit issuance timeframe.
Slide139I-EVAL & C-EVAL
Staff have questions about I-EVAL and C-EVAL requirements:
Does client need proof of residency? Outcome
No, update address, and Voter Registration form if moved, but eligibility is not reviewed.
C-EVAL
C-EVAL
I-EVAL
Slide140BF mom now Pregnant?
Mom is a BE with an
IBE and now pregnant. Keep baby as IBE
?OutcomeYes, keep mom as BE and baby as IBE until one year post partum, or baby is weaned. THEN-certify mom as PG after breastfeeding certification expires.
Slide141Mom in Hospital, baby at home…
Mother remains in hospital but infant is discharged. Mom did not name proxy at certification. Needs Grandmother to bring infant in for appointment. Can mother write a note and send with Grandmother?
Outcome
Yes - - referred LA staff to Proxy Policy 8.03.
Slide142Client Agreement
Are proxies allowed to sign
the Client A
greement form?OutcomeYes, proxies are allowed to bring children to certification appointments, sign forms, receive nutrition education and purchase food benefits according to Proxy Policy 8.03.
Slide143Bloodwork
We recertified a child who had had a blood test done 11 months ago.
Should we have done one at the recert?
OutcomePolicy 2.16 requires that a test be performed at least every 12 months for children over 2 years of age if the previous test was above the cut-off level. It makes sense to obtain the test if it has been 11 months since the previous test and you won’t see the client in a clinic visit
until the
C-EVAL appointment.
Slide144WIC and Head Start
Does WIC have an MOU with Head Start? I just received a request for blood lead values on children.
OutcomeYes, refer to WIC Policy Manual-Policy 1.03, Confidentiality. The MOU with Head Start does include sharing data and specifies measurements, hemoglobin and lead as some of the items.
NOTE- Head Start may also be a good WIC outreach source!
Slide145Infant certification period
Added a 9 month old to the program and he was given a 6 month cert period. Is this correct or a bug?
OutcomeAccording to F
ederal Regulations, for infants that are added after 6 months and before 12 months of age, their certification period is 6 months.
Slide146Certification period alignment
Wanted to know what to do to get family onto simultaneous cert dates. This has become an issue with the 1 year CEVAL. Wondered if they just needed to bring the child in sooner (greater than 30 days) and make a note in the record as to why it was done.
Outcome
You can schedule the CEVAL MID-CERTIFICATION (flexible) to align with benefits and other family members certs/visits.
Slide147More formula for IBP
Client was made NPP from BP (before 6 months post partum). After a call with Peer Counselor she determined client is still breastfeeding after 6 months.
Outcome
Breastfeeding status can't be changed due to termination. Client would have to be re-certified as BP until 1 year post partum.If breastfeeding but need more formula than IBP package-Keep clients BP and IBP categories – refer client to CPA to…Change FOOD package for BP to NPP (after 6 mos., mom won’t receive food, but will still be BP)
Change FOOD package
for IBP to IFF
Slide148WIC Overseas Transfer
C4 client transferring from Overseas WIC (Japan). Previously a client at Cheboygan. Documentation presented has cert end date of August 2014. How do I handle this process?
Outcome
Transfer client to current clinicFollow “Out of State Transfer” ProcessSelect MiscellaneousOut of State TransferComplete screen with cert end date from VOC or other transfer information from clientSave
May need referral/referral info
Assign food package
New client information re: WIC Food & EBT card use, vendors, Substance Abuse Assistance, etc.
Slide149No longer Interested in WIC
Follow-up call after missed EDU appt. Client had lost baby and no longer wanted to participate in WIC-how to document?
Outcome
Add note in NOTE field to record client’s wishesIn MI-WIC, staff had to bring up the client on Cert Action Screen, then select the reason for termination. The system automatically calculates the “termination end date” based on the reason.
IF the “termination end date” is past BVT date, agency can issue one month of additional benefits.
Slide150No proof of pregnancy short cert
Need to recert a BE client who had been terminated due to no proof of pregnancy, but now had delivered and couldn't change the cert end date.
OutcomeGo to Cert Action screen select “Reinstate" for the PG client, then she would be able to proceed.
End the PG certification period as yesterdayAdd new row with current status, BE, BP or NPP
Slide151PG mom out of current family
How can you separate a PG mother from the father who is authorized person for her child, but mother would like to utilize another clinic?
Outcome
Create new family on Precert screen for PG mom in desired clinic (don’t add mom as new client)-save and make new family activePerform client transfer of PG mom into new family
Slide152Frequently Asked Questions
How do I correct client’s Date of Birth?
If Auth Person, can change on Family Info screenIf client, call 3Sigma Helpdesk at 1-800-WIC-1636- press 1 and 1
How do I update EDD for PG client?If EDD is later than the certification end date, please contact 3Sigma Helpdesk at 1-800-WIC-1636- press 1 and 1Otherwise note updated EDD in NotesHow do I change the appointment minutes in my templates (want 30 minutes for NCRD appointment instead of 15 minutes)? Call Kathie Boynton at 1-800-WIC-1636- press 1 and 2 and ask for Kathie
Slide153Questions?
Slide154154
Project FRESH
Clients with Project FRESH benefits will be sent a reminder on September 27
th
to use their benefits before October 31, 2013.
Dear WIC Client-
Use Your 2013 Project FRESH benefits by October 31, 2013
Thank you, WIC
WIC is an equal opportunity program
Slide155Thank you!Please complete your evaluations!
Contact information
Linda Dingerson, Policy Coordinator
517-335-9156dingersonl@michigan.govTerri Riemenschneider, Eligibility Policy PAL
517-335-9562
riemenschneidert@michigan.gov