WIC Chicks
When is the next available appt for a pregnant woman, infant less than 6 months of age, child, postpartum woman?
10 days, 10days, 20 days, 20 days
What are Rights and Responsibilities?
Be sure to summarize Rights and Responsibilities to participants and have them summarize what they have signed
How do we make services accessible to participants
We are open during lunch and we work those who have transportation problems into the schedule We take walk-ins.
Do we mail eWIC Cards?
No
What procedures do you use when staff is limited?
Explain about Separation of Duties policy and the Log that we use
What is the procedure for processing applications?
We accept applications when we are open. The application is started when the individual contacts us for WIC services. Applications are at no cost. if they have ID and proof of income and residence we see them immediately. If not then we schedule within processing standards.
What is proxy? What happens when a proxy picks up benefits
A proxy is someone who can pick up benefits and go shopping
A proxy must be over 18 years of age
A proxy has to sign or have read to them rights and responsibilities if they pick up benefits and make the next appt
How do we provide language assistance to LEP/non-English speaking clients
Do we use friends and family and children as interpreters?
We have bi-lingual employees and Spanish Interpreters We have a Fluent Line and interpreter services available by tablet We have a mulit-lingual tag line that we give these participants with their notifications
LEP is marked in Crossroads on the Demographics Screen and language read and spoken are selected
The CPS notes the use of interpreting in their Care Plan Summary Note
Family members are not used as interpreters
What are the procedures used for issuing benefits when a cardholder is not physically present?
verify Identify (eWIC Card and name and address)
Food packages that do not require medical documentation are completed over the telephone
We select our name by the radio button if they are not present
How do we secure access to Crossroads?
Our passwords are kept confidential Computer screens shut down every 15 to 20 minutes
We log out when we leave our workstations
What happens if an appt is outside processing standards?
The reason is noted in Crossroads so they will get a missed appt letter.
Describe the process of transferring clients into and out of the WIC Program?
Those moving our of State receive a VOC. If they move to another county in NC the receiving county transfers their file to the new county.
Everyone has to be asked about moving during IC and SC appts
What auxiliary aides and services do we have available at ICHD and where do we document the use of them?
We record reasonable modifications under Special Needs on the Family Demographics Screen in Crossroads
How do you educate participants about the use of the eWIC Card, food and CVB, store coupons and authorized vendors?
Use the eWIC Card Brochure to explain about use of the eWIC Card, setting a PIN, shopping with eWIC Card, eWIC Card replacement
Use the shopping guide to explain about benefits and shopping
Where do we store eWIC Cards?
They are kept behind a closed cabinet door during the clinic and them the cabinet is locked at night
Where is physical presence documented in Crossroads?
Participant Demographics Screen
Discuss NVRA requirements
IC and SC appts are asked If you are not registered to vote where you live now, would you like to apply to register to vote here today?
We make it clear that their decision does not affect their eligibility for the WIC Program
Voter Registration Preference Forms are signed and Voter Applications are provided and they are offered assistance in completing them
Documented in Crossroads
Where is the WIC Program Manual located?
Where are WIC Policies Located?
in the Clinic and on the CNSS Website
In the Clinic and on the server
What is the procedure for weighing and measuring women, infants under age 2 and children?
How do we train new employees to weigh and measure?
Put a clean paper sheet on the length measuring board being sure to cover the fixed head board.
Length boards should be sanitized between clients.
Remove shoes, hats and bulky clothing when measuring length or height.
Standing Height Board- Make sure that the feet are back to the wall. Put a disposable sheet on the floor for the child or adult to stand on. Between each client sanitize the head board and replace the disposable paper sheet on which the child or adult stands.
Infant scale- Put clean, paper sheet on scale. Remove child’s shoes and outer clothing. A onesie or a t shirt and a diaper are OK. Remove all other clothing such as tights and socks and any shirt/dress that is over a t shirt. Must have a clean dry diaper. Hold at the knees and the feet can be slight apart but not far apart. Sanitize scale between clients.
Standing scale- Place a disposable sheet on the scale between clients.
We use train the trainer to train new employees
What is the procedure for receiving and issuing products from CNSS?
The packing slip is emailed to CNSS, the participant is notified of the product arrival and the product is added to inventory so that it can be issued through formula wizard
How do you determine income eligibility? Adjunctive eligibility, full income screening
What is an economic unit?
What is current income?
Medicaid, Food Stamps, TANF verified
Pregnant woman in infant on Medicaid whole family is eligible
SNAP and TANF anyone in the family and entire family is eligible
How do we serve participants in the event of a disaster?
We use the Business Continuity Plan and we use Alternative Operating Procedures
Discuss the process of making referrals
Participants who indicate that they do not have enough food for their family are given a ICHD Resource Guide that has a list of food pantries and the referral is documented in Crossroads on the referral program screen Any participant who has financial issues is referred to Medicaid and given the ICHD Resource Guide that has specific information They are also referred to CMARc and CMHRP Care Managers Participants who do not have a physician are given a referral list of pediatricians in the area.
Explain the process of changing formula and the medical documentation needed.
What is the procedure for receiving and issuing products ordered from NSB?
Products ordered from CNSS. The packing slip is emailed to CNSS, the participant is notified of the products arrival. The participant must sign for the product. Products are added to inventory, and issued out of Formula Wizard. If this is not possible the participant signs for the product on a paper log.
Metabolic Products The packing slip is emailed, the participant is notified of the products arrival. The participant must sign for the product and the signature is faxed to the State.
What is the process that you use when we have a new prescription for infant formula?
A Nutritionist must approve the prescription (meets prescription requirement) and enter it into Crossroads and scan the prescription into Crossroads We would contact the prescribing physician for clarification if required medial documentation is not met
n Required Medical Documentation
The WIC Program medical documentation must include the following information as applicable: Participant’s name and date of birth, Specific name of the formula, product or whole milk prescribed, including amount of formula/product needed per day, Specific qualifying condition(s) requiring use of the prescribed formula/product or whole
Discuss how formula is disposed of
Weekly Any returned formula from participants is opened and emptied (Powder and liquid) 2 staff members are present Formula Disposal Logs are completed and signed by the WIC Director Disposed formula is removed from inventory
Damaged or expired product is also disposed of and noted on the Formula Disposal Log
Discuss any products received from CNSS with CNSS