Transfers - HuBERT Training Module1
Transfers – Module 1
In-State Transfers
Slide Title
Slide Text
Introduction
This HuBERT on-demand training module is provided by the MN
Department of Health WIC Program.
Objectives
This module will provide an overview of in-state transfers between clinics
and agencies and the View Participant Transfer History function.
In-State Transfers between Clinics
<In-State>
In-state transfers occur when we open the folder of a participant who
belongs to our agency but is assigned to a clinic other than the clinic we
are currently working in.
There are many reasons why we might need to transfer a participant
between clinics within our agency, such as: the participant wants to go
to a different clinic, we need to complete some work in a folder for a
participant we saw when working at another clinic, our appointments are
made at a central clinic site for other clinics, chart audits, etc.
So, today we are working at Hennepin County WIC Program’s Clinic 089 –
SOUTHSIDE.
We need to open Maude Lin’s participant folder. Her State WIC ID is:
937366. Go ahead and search for her in the Agency database.
<ISTOpenPF>
We can see that Maude is currently assigned to Clinic 091.
Since she belongs to another clinic, when we open the participant folder
we automatically initiate an in-state transfer. Go ahead.
<ISTMsg>
The “Do you want to transfer...” message displays. Notice that the Clinic
Number is still 091.
Click Yes to complete the in-state transfer.
<ISTHHAlert>
Once we’ve answered Yes to the transfer message, the Clinic Number
updates because the transfer has been completed.
The alerts display like always. Go ahead and close them.
<ISTCPAAlert>
<no script>
<ISTPF>
If we take a look at the lower portion of the screen...
<ISTClinicAssign>
…we can see that Maude is now assigned to Clinic 089.
In-state transfers between clinics can also be performed using this Clinic
Assigned drop-down. Click to open the drop-down list.
<ISTDemoXfer>
By selecting a different clinic we can initiate a transfer to that clinic.
This comes in handy when we have to open a participant’s folder while
working at another clinic but want to transfer them back once were done
doing whatever needs to be done.
Let’s transfer her back to her original clinic. Select 091- NORTHPOINT.
Page 1
Transfers - HuBERT Training Module1
<ISTListHighLt>
<no script>
<ISTDemoYes>
Same as when we opened the folder, we want to click Yes on the “Do
you want to transfer...?” message to complete the transfer.
<ISTNewClinic>
Maude is now assigned to clinic 091 again.
However, we need to make sure we save this change to the
Demographics screen. Otherwise, the transfer won’t stick.
<ISTPFExit>
Let’s exit Maude’s participant folder. Make sure to click Yes on the “Do
you want to save?” message.
<ISTPFSave>
<no script>
<ISTBack>
As we can see, she once again belongs to Clinic 091.
In-State Transfers between Agencies
<ISTAgStatewide>
In-State Transfers also occur when we open a folder of a participant that
belongs to another agency.
Ann Teak currently belongs to the St. Paul-Ramsey County WIC Program
(agency 421).
Usually if we know our participant belongs to another agency, we would
start our search in the Statewide database. But let’s just see what
happens if we were to search for her in the Agency database first.
Double-click in the State WIC ID field to highlight the text to that we can
type over it.
<ISTAgency>
Ann’s State WIC ID is: 38967. Type this and click the Search button or hit
the Enter key.
<ISTAgNoResults>
This message indicates Ann doesn’t belong to our agency. Click OK.
<ISTAgStatewide>
Now let’s search for her in the Statewide database. Click the radio
button.
<ISTAgSWSearch>
Since our State WIC ID has been retained we can simply click Search or
hit the Enter key.
So, Ann’s current Agency Number is 421 (we are agency 241) and she
belongs to Clinic 158.
What do you think we need to do to initiate the in-state transfer? Go
ahead.
<ISTAgMsg>
Right. We initiate in-state transfers by opening the participant folder.
The message that displays when transferring from another agency has a
reminder to update the physical and mailing address since this most likely
will have changed if the participant is going to a different county for WIC.
Click Yes to complete the in-state transfer.
<ISTAgHHMsg>
Notice that she now belongs to agency 241 instead of 421.
Again, the alerts display like always. Please close the alert.
<ISTAgPF>
When a participant transfers between agencies, we need to remember
to verify whether they have a change in address and update both the
residential and mailing addresses as appropriate.
Page 2
Transfers - HuBERT Training Module1
<ISTAgClinic>
And we can see that Ann is now assigned to our current clinic, 089 –
SOUTHSIDE.
<ISTAgExitPF>
Go ahead and close her folder.
<ISTAgAddMbr>
There is one more thing we need to mention before we move on.
We’ve successfully transferred Ann to our agency but what if we needed
to add someone to her household?
Usually, we would simply click on the Create New Member icon...
...but as we can see it is currently disabled.
This is because we are still technically in the Statewide database and we
can’t add members to households unless they are part of the Agency
database.
In order to enable the icon, we need to search for Ann in the Agency
database. Go ahead and do this.
<ISTAgSearch>
<no script>
<ISTAgency>
Now that our view is the Agency database, the Create New Member icon
becomes enabled.
View Participant Transfer History
<ViewHxList>
We have one more function associated with transfers: View Participant
Transfer History.
Click on Activities in the menu bar.
<SelectViewHx>
Select View Participant Transfer History.
<ViewHxHighlt>
<no script>
<ViewSWID>
The View Participant Transfer History function searches against the
statewide database and uses the same phonetic search as the
participant search function.
It requires only one filter criteria to perform the search but as always, the
more specific the search criteria, the better.
We can’t get any more specific than using the State WIC ID so go ahead
and enter 960064 and click the Apply Filter button.
<ViewHxResults>
The Transfer History grid displays information about all in-state transfers
including the date and time of the transfer, the agency and clinic they
transferred from, the agency and clinic they transferred to, and the Staff
ID of the person who performed the transfer.
The search results can also be printed. Click the Print button to have a
look at the report generated.
<ViewHxRpt>
As we can see, the exact same information displayed on the grid is
printed on the report.
End Slide
This concludes our training on in-state transfers in HuBERT. We appreciate
you taking the time to review this HuBERT on-demand training module
presented by the MN Department of Health WIC Program.
Page 3