Benefit Management HuBERT Training Module 3
Slide Title
Introduction
Benefit Management 1 – Module 3
Slide Text
This HuBERT on-demand training module is provided by the MN Department
of Health WIC Program.
This module will continue with our review of benefit issuance and
management.
Infant & Child Food Packages
<ChildFP1>
We are going to begin this module by reviewing one more scenario that we
should be aware of when issuing benefits.
For the following scenario, our current date is 11/13/14.
When issuing benefits to an infant who will be turning one year old during the
issuance cycle, the system will issue either an infant’s or child’s food
package.
Daisy’s birthday is 11/27/2013.
Let’s take a look at her current cycle. Do you remember how to do so on
this screen? Go ahead.
<ChildFP2>
We can see in the Show Details panel that Daisy’s cycle is the 15th to the
14th.
Since her birthday is on the 27th, it will fall between the PFDTU and the LDTU of
her November set of benefits.
Go ahead and open her folder.
<ChildFP2a>
<no script>
<ChildFP3>
Since Daisy’s one-year birthday falls between her November PFDTU and
LDTU, the system will suggest a child’s food package if it exists, and if not, an
infant’s food package.
Remember, a child’s default food package is automatically created by the
system during the certification if a risk factor has been assigned that is
applicable to children as well as infants.
Let’s click on the Risk Factors tab to see whether we can predict if she’ll
have a child’s food package or not.
<ChildFP4>
Daisy has two risk factors and 904 is applicable to both infants and children.
Do you think she’ll have a child’s food package? Click on the Food
Prescription tab and we’ll find out.
<ChildFP5>
Yep. She does.
Before we issue benefits, we need to assess whether this is the appropriate
food package to provide.
IssuingChildFP
In general, the infant food package tends to be most appropriate for infants
who are turning one.
For non-breastfeeding infants, formula is a good source of iron and provides
a variety of vitamins and minerals that milk doesn’t.
Page 1
Benefit Management HuBERT Training Module 3
When determining whether to provide the infant or child food package, we
should consider a couple of different things:
Is the infant’s birthday closer to the PFDTU or the LDTU?
If closer to the LDTU, we should provide the infant food package since the
infant is still only 11 months old for most of the time the benefits can be used.
Does the infant have higher-risk risk factors?
For instance, an infant with a low hemoglobin at the mid-certification, who
was born premature, or who has any special needs should receive the
infant’s food package.
Another thing to consider is whether the infant is currently eating protein
sources or other high-iron providing foods.
If the indication is that a child’s food package would be OK, and mom has
asked for the child’s food package to be provided, then in these
circumstances we could provide the child’s food package.
<ChildFP6>
Since Daisy has the child food package listed, let’s take a look at what
HuBERT suggests for issuance. Go ahead and open the Issue Benefits screen.
<ChildFP7>
Daisy is still eligible to receive benefits for October so the system suggests two
sets; one for October and one for November.
Do you remember how to view the food package that will print on the
benefits? Go ahead.
<ChildFP8>
Click the Maximize button.
<ChildFP9>
Daisy’s one-year birthday is 11/27/14 so the October set still has infant foods
on them as we would expect.
We are going to scroll down to the bottom to see the first November benefit.
<ChildFP10>
<no script>
<ChildFP11>
And we can see that for November, Daisy is receiving the child food items.
Click the X in the top right corner to close this screen.
<ChildFP12>
Considering the fact that Daisy’s November benefits start on 11/15 and she
doesn’t turn one until 11/27...
...what do you think we should do if we wanted to provide the infant’s food
package for November?
If you are thinking we need to get rid of that child food prescription, you’re
right on.
Let’s exit this screen.
<ChildFP13>
In order to ensure that the system suggests an infant’s food package, we
need to first delete the child’s food package. Go ahead and do that.
<ChildFP14>
<no script>
<ChildFP15>
<no script>
<ChildFP16>
Now that only the infant food package is available, let’s go back to the
Issue Benefits screen.
Page 2
Benefit Management HuBERT Training Module 3
<ChildFP17>
In this instance, we don’t have to preview the benefits because HuBERT lets
us know that it is going to suggest an infant food package for Daisy’s
November benefits with a message that reads:
A child food package was not found. An infant food prescription will be
used instead to generate benefits for 11/15/2014 – 12/14/2014.
In general, if we don’t see this message, we can assume the child food
package is automatically being suggested by the system.
And we need to remember to assess whether this is appropriate.
Benefit Management Menu
<BenMenu1>
The Benefit Management menu allows us to perform other functions related
to benefits.
Go ahead and click on Benefit Management on the menu bar.
<BenMenu2>
From here, we can open the Issue Benefits screen, void benefits, mark them
lost/stolen, reprint benefits for custody change and replace a set of benefits.
Let’s take a look at how to void benefits.
Void Benefits
<Void1>
So, where do we go to void benefits? Go ahead and open the Void Benefits
screen.
<Void2>
<no script>
<Void3>
<no script>
<Void4>
<pause for image>
The Identify Benefits to Void screen displays all benefits previously issued to all
of the household members that belong to the current local agency…
…that haven’t yet expired (meaning the Last Date to Use is the same as or
after the current date)…
…and as far as HuBERT is aware, haven’t yet been redeemed.
The food items that were issued on the currently highlighted benefit also
display.
Let’s click on the first benefits listed for Mack to see what was printed on it.
<Void5>
<pause for arrow>
This can be helpful to double-check that we are voiding the correct benefits.
It is important to note that: We should only ever void benefits that we are
physically holding in our hands. We should NEVER void a benefit that isn’t
right in front of us!
The Select column allows us to void individual benefits by clicking the
checkbox.
Let’s select the first benefit listed for Mack and then click the OK button.
<Void6>
<no script>
Page 3
Benefit Management HuBERT Training Module 3
<Void7>
The Confirm Benefits to Void screen lists all the benefits we just selected and
provides us with another opportunity to ensure we are voiding the correct
benefits. and allows us to select a reason for voiding.
This is important because once benefits are voided they cannot be unvoided.
This screen is also where we indicate why we are voiding the benefits.
Let’s click the Reason for Voiding drop-down arrow to view its options
<Void8>
The available reasons include:
the benefit was damaged and rendered unusable after being printed;
the food prescription needs to be changed after the benefits were printed;
the benefits were obtained or retained in a fraud/abuse situation;
the participant returned the benefits and none of the other options apply;
a printer error occurred such as the benefits were sent to the printer and
show in the Benefits History screen but didn’t actually print;
and the benefits were printed when they shouldn’t have been which, for
instance, can occur when a participant has to come back for an
appointment before receiving the second or third set of benefits and we
didn’t realize this before printing.
The last option, Compliance Buy Void, is for State use.
We aren’t actually going to void this benefit so go ahead and just close the
list by clicking on the drop-down arrow again.
<Void9>
The Reprint Benefits checkbox will print the exact same benefits.
The only thing different will be the benefit numbers.
If we click this checkbox and then OK, the benefits will immediately be sent
to the printer and the electronic signature process will begin.
The Mailing Benefits checkbox should only be used if mailing benefits that we
are using the Reprint function to replace.
Voiding Benefits
In general, we can re-issue benefits that have been voided by using the
Issue Benefits screen.
This is because after we void benefits, the system resets the participant’s last
Last Date to Use, which it stores in the database, back to the LDTU of the
benefits just prior to those that were voided.
This allows the system to suggest benefits in the Issue Benefits screen in order
to re-issue them.
Mark Lost/Stolen
<MarkL/S1>
We can also mark benefits as lost or stolen.
And where do you think we go to do that? Go ahead and open the Mark
Benefits as Lost/Stolen screen.
<MarkL/S2>
<no script>
<MarkL/S3>
<no script>
Page 4
Benefit Management HuBERT Training Module 3
<MarkL/S4>
<pause for image>
Just like when voiding benefits, the Identify Lost/Stolen Benefits screen
displays all the benefits issued to members of the household that have not
yet expired or been redeemed.
In this instance, to state the obvious, we will not have the actual benefit in
our hand to be able to ensure we are marking the correct benefits lost or
stolen.
This is where the listed food items can be especially handy.
Again, just like the void screen, we can click the checkbox in the Select
column to indicate which individual benefits we want to mark as lost or
stolen.
This screen is also where we indicate if the benefits were lost or stolen.
Although these radio buttons are labeled Reprint Reason, selecting lost or
stolen does not mean that the benefits will necessarily be replaced.
Lost/Stolen Policy
The policies surrounding replacement of lost or stolen benefits and guidance
about the process for doing so is provided in the MN Operations Manual,
Section 8.6.
<MarkL/S4A>
Let’s select the first benefit listed for Mack, mark it as Lost, and click the OK
button when done.
<MarkL/S5>
<no script>
<MarkL/S6>
<no script>
<MarkL/S7>
<pause for text animation>
The Confirm Benefits screen lists our selected benefits and whether we
marked them lost or stolen.
The Reprint Benefits checkbox does just as advertised; it reprints the exact
same benefits except for the serial number.
In this instance, let’s see what happens if we were to reprint the benefit we
marked as lost. Go ahead and click on the checkbox.
Notice this enables the Mailing Benefits checkbox.
We aren’t going to mail anything so let’s click OK.
<MarkL/S8>
Since we are reprinting the benefit, which sends the benefit immediately to
the printer, the Capture Electronic Signature screen opens.
Notice the benefit number is different and new.
What do we do next? Go ahead.
<MarkL/S9>
<no script>
<MarkL/S10>
<no script>
<MarkL/S11>
The participant selects Next on the sig pad…
<MarkL/S12>
…signs and selects OK.
<MarkL/S13
Go ahead and complete the signature process.
Page 5
Benefit Management HuBERT Training Module 3
<MarkL/S14>
Where do we want to go to take a look at our benefit information? Go
ahead.
<MarkL/S15>
Notice there are two sets listed for the issuance cycle of 11/12/20114 12/11/2014.
Click on the plus next to the first set listed.
<MarkL/S16>
The system displays that this benefit was a reprint.
Now click the plus next to the benefit number…
<MarkL/S17>
...and we can see that it reprinted the same food items.
<MarkL/S18>
< no script>
<MarkL./S19>
Let’s look at the benefit we marked as lost. Click the plus next to the second
set listed for 11/12-2014 - 12/11/2014.
<MarkL/S20>
Benefits that have been marked as lost or stolen display in a bold red font
along with the date they were marked in the system.
Reprint for Custody Change
Custody1
In instances where a contentious custody change occurs and the WIC
folder, benefits, cans of formula, etc. are unable to be retrieved when the
child is removed from the home; it is our responsibility to ensure the child has
continued access to WIC benefits.
Custody2
If the parent refuses to provide the WIC benefits to the new caregiver, we
may be required to reissue the benefits.
If benefits are reissued, staff should contact the parent and ask for them to
return the benefits to the WIC Clinic.
If they refuse, inform them that the benefits should not be used since that
would be considered fraud.
The benefits should then be marked as either lost or stolen.
<Custody1>
Let’s take a quick look at the Reprint Benefits for Custody Change function.
Go ahead and open the screen.
<Custody2>
<no script>
<Custody3>
<no script>
<Custody4>
Looks familiar, doesn’t it?
Again, the display shows all of the household’s benefits that haven’t yet
expired, or been redeemed, along with the food items that were printed on
the selected benefit.
Go ahead and select Olive’s benefit and click the OK button.
<Custody5>
<no script>
<Custody6>
Like the other functions, a confirmation screen displays.
Notice that we no longer have a checkbox to indicate whether or not to
reprint the benefits…
…and that the Mailing Benefits checkbox is already enabled.
Let’s see what happens when click the OK button. Go ahead.
Page 6
Benefit Management HuBERT Training Module 3
<Custody7>
The benefits are automatically sent immediately to the printer and the
Capture Electronic Signature process begins.
We are going to skip the rest of this process…
<Custody8>
…and just assume everything is already signed and good to go.
Let’s take a look at what was issued. You know what to do. :)
<Custody9>
When we click on the plus next to the first set listed (go ahead)...
<Custody10>
...we can see that this set has been reprinted.
We should note that further documentation may be required by policy or
your Local Agency requirements whenever benefits are reprinted or
replaced.
End Slide
We appreciate you taking the time to review this HuBERT on-demand training
module presented by the MN Department of Health WIC Program.
Page 7