Minnesota Department of Health – WIC Program
Transition Guide
HuBERT Pilot and Roll-out
February 10, 2011
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TABLE OF CONTENTS
1.
Purpose
2.
What you need day one for using HuBERT
3.
Data Conversion
Equipment
Materials
Remember to use Hot Keys
Important Data Conversion Information
Data Conversion quick Reference Table
4.
Available Fields in HuBERT MN WIC does not require
5.
Important Reminders for Using HuBERT
6.
Benefit Issuance
Fields required in HuBERT where Minnesota WIC does not require collection
Immunizations Tab
When changing workstations, exiting clinic for the day or when connectivity to the
server is lost you must log off of HuBERT
Breastfeeding amount for children over 1 year
Linking of infants and mom‟s
Blood work
Converting and Recording Ounces as Tenths of Pounds
Suggested Benefits and Benefit Cycles
Issuing Benefits Early
Benefit Issuance Work-around for participants becoming categorically ineligible
Issuing an “extra” set of Benefits
Issuing benefits – reminder messages
Replacing Benefits
Voiding Benefits
7.
Food Packages/Prescriptions
Issuing Food Package III Foods
Issuing Homeless Food Items
Default Food Prescriptions
Issuing a food package to Women pregnant with multiples and Women breastfeeding
multiples
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Issuing a child‟s food package the month before the infant turns 1 year
Issuing a food package with the 2-3 year age category change
8.
Pseudo Certs/Risk Factors
When are pseudo cert created
Risk factors and conversion
9.
Signature Pad
Participant‟s signatures
Staff Signatures
Recalibration
10. Manual Certification/Signature Forms
11. Transferring Participants
Transfer Plan (HuBERT Pilot through Roll-out)
12. Additional Guidance
13. Which Help Desk do I call?
MN Help Desk
Local IT or ISP provider
14. Where do I go to?
Issue Benefits
Perform a VOC
Find benefit redemption information
View the image of the cashed benefit
Change the Issuance frequency
Change the base participant/cycle adjust
15. Version Control
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1. PURPOSE
The purpose of the HuBERT transition guide is to provide information specific to the transition from
the CHIP data system to HuBERT. The guide includes data conversion information, tips for HuBERT
applications and guidance about navigating and using the system.
2. WHAT YOU NEED DAY ONE FOR USING HuBERT
Equipment
1.
2.
3.
4.
5.
6.
7.
8.
9.
Computer (Laptop or Desktop/Monitor)
Power Cord
Mouse
Mouse pad
Signature Pad
Power Strip
Printer
Network Cable (if applicable)
Scanner (if applicable)
Materials/Guidance
1.
2.
3.
4.
5.
6.
Transition Guide
Laminated Rights and Responsibilities
User Name/password
Local Agency Plan for benefit replacement
Local Agency Plan for transfers
Identified Local Agency “Super User”
Remember to use Hot Keys
1. The Search function is always enabled on the Participant/Search List screen. Once you type in
your search criteria, simply press the Enter key on your keyboard.
2. The Enter key is often enabled for Close and OK buttons. For example, when alerts appear
before opening the Participant Folder you can press the Enter key to OK through the alert and close
it (once you‟ve read it).
3. The Tab key can be used to move efficiently from field to field when inputting a lot of information
(such as in the Applicant Prescreen). All fields in a screen are typically part of the “tab order” and
can be accessed by pressing the Tab key. (Note: Shift + Tab moves backwards through the
fields.)
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4. Drop-down lists have hot keys that can be used to quickly select an option. Once you‟ve either
tabbed to the field or clicked on it, simply press the first letter of the option and it will be selected.
For lists that have more than one option starting with the same letter (such as the City field), keep
pressing the letter and the options will scroll alphabetically until you‟ve selected the one you want.
3. DATA CONVERSION
Important Data Conversion information:
1. Birth Height – Birth height is not collected is CHIP. Birth height is a required field in HuBERT and
located on the Health Information screen for infants/children.
2. Breastfeeding Amount – Breastfeeding amount is not collected in CHIP. Breastfeeding Amount is
a required field in HuBERT and located on the Health information screen for infants/children and in
the infants born from this pregnancy in the women‟s health info screen.
NOTE: Even if non-breastfeeding is defaulted into the screen, you MUST enter and verify the
breastfeeding amount for HuBERT to recognize it the first time. Click Save on the health
information screen to retain this breastfeeding amount.
3. For women who are Breastfeeding and have had the Breastfeeding Recert/ Out of State
Transfer performed while in CHIP, for conversion the two records were merged together and the
end cert date was set to the infant‟s date of birth. However, if the CPA had to terminate the
participant to perform the Breastfeeding Recert/ Out of State Transfer, the termination date was
also converted in HuBERT. So a Breastfeeding woman in her 2nd six months needs to be reinstated
before filling in the health information and creating a food package. Check for termination either in
“show details” on the participant list or in AdditionalInfo2 in the participant folder.
4. Post-partum women who were actual Out of State Transfers will not have any history so are not
pre-linked to their infants. Since they are not linked to their infants, their certification may only be
6 months long depending on when they transferred to Minnesota. For these women, if
Breastfeeding; link the mom and baby to ensure the correct food prescription and risk factors are
assigned. If needed, perform an Out of State Transfer to extend the woman‟s end cert date to 1
year.
5. Participants may have 2 records in HuBERT for the following reasons:
1. When converting the participant was not caught as a duplicate since one of the following
fields was not an exact match (first name, last name, date of birth, race, or gender)
2. The participant was converted to HuBERT, transferred to CHIP and then back to HuBERT
and was created again
3. The participant was requested as a transfer from a CHIP agency and still in the statewide
database as a HuBERT agency was converting
For these participants you will need to do the following:
a. Move both records into the same household
b. Determine where the most current certification information is located (you may have to use
WIC START to determine this)
c. Determine which State WIC ID has the most history (this is the ID you want to keep)
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d. If the ID with the most history does not have the most current cert info, perform an
VOC Certification on the State WIC ID to enter the most current info, also add any
anthropometric and Health Information to bring to current
e. For the ID that will not be used, change the first name to : DO NOT USE and the last name
to: DUPLICATE
6. Date Supplemental Feeding Began – The date is required for partially breastfed infants. Use
the current date if the Mom/Proxy does not know the Date Supplemental Feeding Began.
7.
Prescreened Participants – Applicants‟ who are prescreened will not be converted into the
HuBERT system due to lack of certification information. Prescreen these Applicants at their
appointments after the conversion to HuBERT has occurred.
Suggestion – For local agencies using the CHIP appt scheduler, print your clinic
schedules on the last day that CHIP is active. Open the folders of prescreened
applicants and note their date of birth and any pertinent information. You can use this
information when the participants come to the WIC clinic.
8. All Risk Factors will convert as CPA assigned even if they had been assigned by CHIP.
9. No Food Package information is converted – for participants on a special prescription food item,
review the participant‟s notes to determine the food item and dates of approval.
Suggestion – Like CHIP, HuBERT does not allow you to create a new food prescription
with an effective date outside of the certification dates. In order to provide the last
month of benefits to a 5 year old, they must have a valid food prescription before their
end certification date. Run a WIC START query to obtain a list of participants that will
be turning 5 in the first few months after roll-out. Enter a food prescription into
HuBERT before the child’s certification expires and that will allow you to issue benefits
for the last month.
10. No Voucher History information is converted. The Last Date to Use (LDTU) from the last set of
vouchers in CHIP is being converted. View this date under the show details on the main list/search
screen. This date is the Last Date to Use for the last set of vouchers issued in CHIP.
11. To maintain a link between CHIP and HuBERT during the conversion to the HuBERT system, each
participant maintains their current Household ID number. However, if the participant
transferred back and forth from CHIP to HuBERT multiple times their Household ID may be
different than the rest of their Household. If you do not find the participant in the Household you
are looking for, please search statewide and change all family members to the same Household ID.
You can change to either Household ID; update the ID folder if necessary.
In HuBERT, each participant will be assigned a State WIC ID which is specific to that participant
and never changes. To help identify participants that have been converted to the HuBERT system,
HuBERT agencies should note each participant’s State WIC ID in the folder under the
additional information section.
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12. When Clinic names, Referral agencies, Nutrition Education topics and Materials given were first
converted in HuBERT they were enter in mixed case (with upper and lower case letters). As we
edit these or add additional as with other things entered in through the application they are forced
into all upper case. Therefore, you will see some topics in all uppercase and some in mixed case.
This is normal and there is no additional significance to these entries.
13. After data conversion it is normal to see an increase in the number of "Do you want to save?"
prompts. This is because the system populates data default values, where data was not converted.
Even though the user may not enter anything in the screen, the data has changed between what's
on the screen and what's stored in the database. The phenomenon occurs in every area of the
application and will subside after all the data required by the system has been updated. If you are
prompted to “Save” and the system displays what information needs to be entered, please enter
the information if available.
Data Conversion quick reference table:
The following table is a quick reference of information converted into HuBERT.
Area
Converted
Not Converted
Demographics
Address
Phone numbers
Race/Ethnicity
Proof of ID
Proof of Residency
How Heard About WIC
Medical Clinic
Marital Status
Education Level
Proxies (for most agencies)
Income
Health Information
NA
NA
Height/Weight/Blood
All income history
All health information that was
available in the CHIP screens
One contact per date
Risk Factors/Certification Date
Food Prescriptions
All Risk factors and Cert Dates
NA
Notes
Alerts
Nutrition Education Topics
All Notes and Follow up notes
All Alerts
NA
Materials Given
NA
CPA determined F/U
Issuance Frequency, Education
Follow up frequency, Education
Method
Last Date to Use was converted
using the formula:
(Participation Date – 1 Day) + 1
Month
Voucher History
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If two Hemoglobin measurements
were taken in CHIP and entered on
the same date and neither were
marked incorrect – the highest was
converted
If there was a Hemoglobin value and
Lead value on the same contact date
neither value is converted.
NA
No Food Prescriptions were
converted
Subjects
No nutrition education topics were
converted
No materials given topics were
converted
NA
No Voucher History was converted
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4. AVAILABLE FIELDS IN HUBERT MN WIC DOES NOT REQUIRE
The HuBERT application shares source code with other states. Therefore, there are fields and areas
within the HuBERT application that are enabled but MN will not use. The following section contains
information related to these areas.
Fields required in HuBERT where Minnesota WIC does not require collection:
The following are required fields and the appropriate option that should be selected is displayed:
Marital Status – Choose the only option in the drop-down “DO NOT COLLECT”
Education Level – The following MUST be entered for each WIC Category:
Pregnant Woman – Highest Level of Education she completed
Breatfeeding Woman – Highest Level of Education she completed
Non-breatfeeding Woman – Highest Level of Education she completed
Infant – Choose Unknown
Children – Choose Unknown
Register to Vote – Choose only option in the drop-down “NOT APPLICABLE”
Birthing Facility – Choose only option in the drop-down “DO NOT COLLECT” (available in the
Postpartum Woman Health Information and Infant/Child Health Information)
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Immunizations tab
Minnesota WIC will not be using the immunization tab within the HuBERT application to track
immunizations.
The link in the certification guided script for the immunizations tab is disabled for Women and looks
enabled in the Certification Guided Script for Infants/Children. However, MN WIC will not be tracking
immunization here, so CPA‟s will not have access to this area. You will receive the following pop up
message if you click on the link in the CGS. This is a standard message used throughout HuBERT. The
message appears for areas where the user does not have the appropriate access to the function due to
their assigned role. You should ignore the instruction to “Please see your Supervisor”.
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In the participant folder the Immunizations tab is grayed out for all WIC Categories.
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5. IMPORTANT REMINDERS FOR USING HuBERT
When changing workstations, exiting clinic for the day or when connectivity
to the server is lost you must log off of HuBERT
To correctly log off the HuBERT application:
1. Close the Module you are working in
2. Right click on the WIC Session Manager icon
in your taskbar‟s tool tray
3. Left click on Log off. A message will ask you to confirm that you want to log off all HuBERT
applications. Click on Yes. Wait until you are completely logged off, the W has disappeared, this takes
about 7 seconds.
Once the W has disappeared you can go to another workstation to log in again, shut down your computer if
you are finished for the day or attempt to access the Clinic Module again if connectivity had been lost.
Reminder: If you are attempting to access the Clinic Module because connectivity was lost it may take more
than one attempt to access the Module.
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Breastfeeding amount for children over 1 year
All children MUST have non-breastfeeding selected as the amount of breastfeeding in their health
information screen. This allows correct risk factors to display and the correct default food package to
be assigned.
For a child >= 1 year of age and that is still breastfeeding, complete the breastfeeding information
as follows:
1. Remove the Check mark from the Breastfeeding Now check box
2. The Amount Breastfeeding will default to Non-Breastfeeding and the field will become disabled
3. Choose Reason(s) Stopped: “Breastfeeding Continues Beyond One Year”
Linking of infants and mom’s
All infants should be linked to their Mother. The linking prompts the assignment of some risk factors
and the updating of Breastfeeding information. Initiate the link from either the Infant or Woman‟s
folder. However, initiating the link from the Infants folder will create a “One-Way Link” which will need
to be completed from the Mom‟s folder. The “One-Way link” is created from the Infant health
information screen. When link is initiated from within Mom‟s folder, a “Two-Way Link” is created
immediately eliminating the need to also link from the infant‟s folder. This link is created from within
the Infants Born from this Pregnancy window.
Blood work
1. A blood work contact is required for all certifications/re-certifications by the HuBERT application.
2. If a child is >2 years, their hemoglobin was within normal limits at their last recertification and that
certification was done less than a year ago; a hemoglobin is not required.
The CPA should do the following:
a. Click Add to add a blood contact
b. Choose from the Reason Blood Work Was not Collected drop-down list –
“CPA determined not due for blood work”
c. Click ok and a contact will be added with the Reason Blood Work Not Collected. This provides
blood work documentation for the contact and allows the certification to be completed.
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Converting and Recording Ounces as Tenths of Pounds
All weight measurements are records in pounds and ounces in HuBERT. WIC does not measure
Women and Children in pounds and ounces refer to the following to accurately input weight
measurements.
Balance Beam Scales: the balance beam scale is marked in pounds and quarter pounds. To record
these measurements round to the nearest ¼ pound. (Round down if the measurement lies exactly
in the middle of two quarter-pound lines)
Record ¼ pounds as 4 ounces
Record ½ pounds as 8 ounces
Record ¾ pounds as 12 ounces
Digital Scales: the digital scale reads the weight as pounds and 1/10th pounds. For example, 125
and 2/10th of pounds will read 125.2. In Minnesota WIC, tenths of pounds will be converted to ounces
according to the following chart:
Recording ounces from digital scales
Digital read out:
.0
.1
.2
.3
.4
.5
.6
.7
.8
.9
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Record as:
0 Ounces
2 Ounces
3 Ounces
5 Ounces
6 Ounces
8 Ounces
10 Ounces
11 Ounces
13 Ounces
14 Ounces
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6. BENEFIT ISSUANCE
Suggested Benefits and Benefit Cycles
Benefits are suggested in HuBERT based on the number of sets of benefits the base participant is
eligible to receive. However, if the household member has a frequency that is less than or they are
eligible for less than the base participant, that is what will be suggested for the member.
1.
For a participant that is being recertified their cycle will be maintained if the LDTU of the last set
of benefits overlaps their new certification effective date.
For example:
Cert Effec Date: 7/8/10
Cert End Date: 1/8/11
LDTU: 1/13/11
(Cert has not expired, LDTU is in the future)
Recertification done on 1/7/11
New Cert dates: 1/7/11 – 7/7/11
Participant #1
Participant #2
Participant #1
Benefits suggested continued with the same cycle it did not start over with today‟s date.
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2.
For a participant that is being recertified their cycle will begin on their new certification date if the
LDTU of the last set of benefits DOES NOT overlap their new certification effective date.
For example:
Cert Effec Date: 7/16/10
Cert End Date: 1/16/11
LDTU: 12/22/10 (they have not received December Benefits)
(Cert has not expired, LDTU is in the past)
Recertification done on 1/7/11
New Cert dates: 1/7/11 – 7/7/11
Participant #1
Participant #2
Participant #1
Benefits suggested started a new cycle with the new certification effective date.
3. For a participant that is being recertified their cycle will begin on their new certification date if the
LDTU of the last set of benefits DOES NOT overlap their new certification effective date.
For example:
Cert Effec Date: 10/13/10
Cert End Date: 4/13/11 (*I had to terminate the certification to show example)
LDTU: 12/8/10 (have not received December Benefits)
(Cert has not expired, LDTU is in the past)
Recertification done on 1/7/11
New Cert dates: 1/7/11 – 7/7/11
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Participant #3
Participant #1
Participant #2
Participant #1
Participant #2
Since Participant #1 is the oldest child and has the longest continuous certifications she
is the base participant, if you were to leave it this way, they would both miss the partial
package for December they are suggested January, February and March.
Participant #3
Participant #1
Participant #2
Participant #2
Participant #1
However, if you cycle adjust to make Participant #2 who was in a current cert and not
seen for the appt the base participant, they both receive a partial package for
December and then Full January and February.
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Issuing Benefits Early
Benefits can be issued 27 days before the next expected first date to use
Once a set is issued additional sets for future months may not be added.
For example; a participant comes in for recertification on 8/25/10 and does not have proof of
residency, perform the appropriate steps in the CGS and issue one month of benefits dated 8/25/109/24/10. After the appointment, the participant goes out to their car and comes back in with a bill for
their proof of address. Additional sets of benefits may not be issued that day because the expected
first date to use of the next set of benefits they are eligible for is 9/25/10 which is > 27 days from
today‟s date.
Issuing an “extra” set of Benefits
Adding an extra set of benefits (7th month issuance)
HuBERT does not automatically suggest the “extra” set of benefits for participants. HuBERT will NOT
automatically suggest the set when;
The First Date to Use (FDTU) would be greater than the cert end date
The last set could potentially be;
 the 13th set for an infant or Breastfeeding woman
Ex: Infant born 12/20/09, Cert dates 1/25/10-12/20/10,
Benefits that will be suggested by HuBERT –
1/25/10-2/24/10, 2/25/10-3/24/10, 3/25/10-4/24/10
4/25/10-5/24/10, 5/25/10-6/24/10, 6/25/10-7/24/10
7/25/10-7/24/10, 8/25/10-9/24/10, 9/25/10-10/24/10
10/25/10-11/24/10, 11/25/10-12/24/10
DECEMBER is NOT automatically suggested
Although they did not receive benefits for December 2009 they potentially could
have received them.

the 7th set for a child turning 5 or Non-Breastfeeding woman whose
infant is turning 6 months.
Ex: Child DOB is 12/15/2005; Cert dates are 6/15/10-12/15/10
On 10/9/10 – HuBERT will suggest;
10/9/10-11/8/10, 11/9/10-12/8/10
DECEMBER is NOT automatically suggested
Although they are eligible to receive benefits for December since they can receive
benefits through the month that they turn 5 years, December is the 7th month of this
certification period.
For participants eligible for the “extra” set of benefits, access the Add/Replace Set of Benefits function
found in the Participant Folder under Benefit Management. The Add Set (for Late Scheduling of
Subsequent Certification Appointment) section is automatically enabled and selected if the
participant is eligible for the “extra” set during their current certification period. There are two different
sets of criteria. If the participant meets either set, the Add Set function will be enabled.
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Criteria #1:
A set of benefits have NOT been issued with a FDTU > Cert End Date
The current date is </= 30 days before the Cert End Date.
OR
Criteria #2:
The participant is no longer in a valid certification
The current date is </= the next set of benefits LDTU
You MUST issue all sets of benefits that the participant is eligible for before attempting to use the
Add/Replace Set of Benefits function. In many cases you will not be able to add the “extra” set if it is
the last set of a tri-monthly series.
To issue a 7th set for more than one family member, you will need to access the Add/Replace Set of
Benefits option from within each participant‟s folder.
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Benefit Issuance Work-around for participants becoming categorically
ineligible
This work-around can be used for participants becoming categorically ineligible,
including:
Children turning 5 years old
Infants turning one year old
Postpartum non-breastfeeding women whose infants are turning 6 months old
Postpartum breastfeeding women whose infants are turning one year old
When HuBERT will not suggest the last set of benefits in the issue benefits screen or by using the
Add/Replace Set of Benefits function, which the participant is eligible to receive, because:
The last set of benefits is the 7th or 13th set for their current certification period
The next expected First Date to Use (FDTU) for a set of benefits is after the participant‟s Cert End
Date (unable to issue 2nd or 3rd set in bi- or tri-monthly series)
The following work-around should be performed BEFORE any benefits are issued to the
household.
1.
2.
3.
4.
5.
6.
7.
8.
9.
In the participant‟s folder, click on the Participant Activities menu
Select Manually Terminate Participant
Select VOC to extend cert to EOM from the Reason drop-down list
Click the Generate Official Notice checkbox to remove the checkmark
Click the OK button
Close the Participant Folder (to enable the VOC Certification option in the menu)
Re-open the Participant Folder
Click on the Participant Activities menu
Select VOC Certification
Select the appropriate WIC Status
Type the last date of the month in which the participant’s cert ends into the Cert
End Date field
Example: Cert End Date = 2/13/11, type new Cert End Date = 2/28/11
Complete all enabled fields
For women: select the NO radio button in the Is This a New Pregnancy section if
there IS a pregnancy record for their most recent certification
10. Close the Participant Folder (to enable the Risk Factors option in the menu)
11. Re-open the Participant Folder
12. Click the Participant Activities menu
13. Assign all the Risk Factors listed for their most recent certification to add them to the VOC
certification
14. Create a Food Prescription
15. Issue Benefits
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Issuing benefits – reminder messages
Appropriate food prescriptions for each set of Benefits
HuBERT will not suggest benefits if the participant does not have an appropriate food prescription for
each age category that falls within the series of benefits to be printed. A food prescription MUST be
present for each age category. When attempting to issue benefits and food prescription is missing,
HuBERT will display a reminder message identifying which age category needs a food prescription.
If there is not a valid food prescription for each of the month that HuBERT is attempting to suggest,
there will NOT be any months suggested. The following are the age categories:
0 – 1 month
1 – 3 months
4 – 5 months
6 – 12 months
1 – 2 years
2 – 3 years
3 – 5 years
(i.e.; if a participant is 2 year 10 month 10 days old, you will need to create a food prescription that
starts on their 3rd birthday. The appropriate benefits will then be suggested for the 3 months.
Infant DOB: 12/1/10 the future food prescription effective dates should be: 1/1/11, 4/1/11, 6/1/11)
Replacing Benefits
Replacement Plan for Formula Exchanges and Lost/Stolen Vouchers/Benefits
during HuBERT Pilot through Roll-Out
CHIP to HuBERT (HuBERT Agency)
Participants currently in the CHIP database and converted to the HuBERT database will not have any CHIP voucher
information CHIP. The only benefit information that will be available in HuBERT will be a calculated Last Date to Use
based on the last set of vouchers issued by CHIP.
When a participant meets the policy criteria for replacing vouchers issued by CHIP with HuBERT benefits, a new Last Date
to Use (LDTU) must be entered into the database by specialized Help Desk staff, via a SQL statement, in order for
HuBERT to suggest the benefits.
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To replace vouchers with benefits and allow adequate time for the Help Desk to complete the necessary
process on the back-end, participants must be at the clinic before 3:30 p.m. (Mailing benefits may be an
appropriate alternative for participants who arrive after 3:30 p.m.)
Expected Completion Time Frame: Next business day (steps 3 – 5)
If the participant is transferring into the HuBERT agency, add the participant to the HuBERT database first
following the procedure outlined in the Transfer Plan.
Step 1A: Participant has formula vouchers in hand and/or cans of formula that need to be exchanged*.
HuBERT clinic needs to re-issue benefits for a different formula.

WIC Staff will send an e-mail with the spreadsheet attached to the MN Help Desk ([email protected])
with a Subject of Benefit Replacement in HuBERT.
The e-mail must include:
A request to void CHIP vouchers being replaced with HuBERT benefits and to enter the SQL statement
to update the LDTU in the database
The following information from all CHIP vouchers being replaced (on spreadsheet):
o Participant ID (Household ID –Member ID)
o Voucher serial number
o First Date to Use
o Last Date to Use
o Agency Issued
o Clinic Issued
The HuBERT State WIC ID
*If the participant is exchanging cans of formula or is needing the LDTU to be reset for an infant that was
previously Fully Breastfed in CHIP and now needs formula, WIC Staff will need to look up the voucher information
in WIC START. For the Fully Breastfed infant you will use the voucher information for the breastfeeding message
voucher for the serial number and dates of use to complete the Benefit Replacement spreadsheet. However, WIC
Staff will not request to have this voucher voided.
OR
Step 1B: Participant’s vouchers for formula are lost or stolen and need to be replaced or replacement of
lost/stolen vouchers for hardship cases (replacement in both situations must meet standards defined by
MOM, Section 8.6)

WIC Staff will look up voucher information in WIC START.

WIC Staff will send an e-mail with spreadsheet attached to the MN Help Desk ([email protected]) with
a Subject of Benefit Replacement in HuBERT.
The e-mail must include:
A request to mark CHIP vouchers lost or stolen (indicate which) and to enter the SQL statement to
update the LDTU in the database
The following information from all CHIP vouchers being replaced (on spreadsheet):
o Participant ID (Household ID –Member ID)
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o
o
o
o
o
Voucher serial numbers
First Date to Use
Last Date to Use
Agency Issued
Clinic Issued
The HuBERT State WIC ID
Step 2: WIC Staff will ensure the participant‟s folder is closed.
STEPS 3 – 5 will be completed by CSC by the next business day:
Step 3: CSC staff will reply via email to person who sent the email and indicate that request has been received.
Step 4: CSC staff will run a SQL statement to set the LDTU in the HuBERT Member table so that the WIC staff can
reissue the benefits in HuBERT.
Step 5: CSC staff will send a second e-mail with the participant‟s LDTU once the SQL update has been completed.
Step 6: WIC staff will need to refresh the information displayed on the Participant Search/List screen by performing
the search for the participant again.
Step 7: WIC staff will highlight participant in list, click Show Details and verify with that the appropriate Last Date to
Use is displayed (as indicated in the e-mail from Step 5).
Step 8: WIC staff will verify Amount of Breastfeeding and complete Health Information.
Step 9: WIC staff will add food prescription(s) for the vouchers being replaced.
Example: If participant returns cans of formula to the clinic to be replaced by a new formula benefit: will need
to decrease the food package for the first set of benefits to the equivalent number of cans and then add a new
food package for the remaining sets of vouchers being replaced.
Step 10: WIC staff will issue the appropriate benefits in HuBERT.
Step 11: WIC staff will create a General Note with subject of Benefit Issuance indicating that vouchers issued by
CHIP were replaced in HuBERT and include the reason why they were replaced.
Step 12: WIC staff will stamp void on any CHIP vouchers being replaced and retain them per State record retention
policy.
Step 13: CSC staff will void or mark the CHIP vouchers as lost/stolen in the CHIP database via the back-end.
Step 14: CSC staff will send another e-mail later in the week when voiding or marking CHIP vouchers as lost/stolen via
the back-end has been completed.
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Voiding Benefits or Marking as Lost or Stolen
Once you VOID a benefit in HuBERT you are unable to Un-VOID the benefit.
Once you mark a benefit as Lost or Stolen in HuBERT you are unable to mark the
benefit as found
In HuBERT, you are unable to un-VOID a benefit if it was voided in error. When voiding benefits
please ensure that you are voiding the correct numbers. You must have the benefit in hand before
voiding. If you mark a benefit as Lost or Stolen, you are unable to mark as found. If you do void a
benefit in error, you must document in notes that it was voided in error for banking follow-up.
7. FOOD PACKAGES/PRESCRIPTIONS
Issuing food package III foods
Food Package III (FP III) issuance is enabled when the “Requires Food Package III checkbox is
checked in the Health Information screen. The Date Food Package III Verified field is then enabled
and a date is required. The date must be the current date when issuing benefits to ensure that the
need for FP III has been reviewed. You will not be able to create a food prescription without the FP III
check box completed.
Issuing Homeless Food Items
There are 5 food items that can be substituted into the default food package if you have a participant
that requires them;
HOMELESS
HOMELESS
HOMELESS
HOMELESS
HOMELESS
ONLY
ONLY
ONLY
ONLY
ONLY
–
–
–
–
–
ten pack(s) 6.75 oz. or 200 ml WIC 100% Juice
six pack(s) 5.5-6 oz. can(s) WIC 100% Juice
quart(s) Fat Free/Skim or 1% milk
quart(s) Whole, 2%, 1% or Fat Free/Skim milk
quart(s) 2% or Whole milk
To issue these food items, edit the default food package, remove the default juice and milk items. Add
the appropriate homeless milk and/or juice items; use the spin-up arrow to provide the amount needed
for the WIC Category.
Default Food Prescriptions
Default food prescriptions are determined by:
WIC Category
Age category
Breastfeeding Amount
Risk Factors assigned
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A complete food package will default in based on the above values. Formula will not default in for
Fully Breastfed infants. If you have an infant that is Mostly-Breastfed, Some-Breastfed or FullyFormula fed, you will be prompted to select a formula. If you have food package III selected in the
Health information screen you will need to edit the default food prescription and add the appropriate
formula. Each participant‟s food package should be reviewed and edited as appropriate for the
participant‟s needs.
Issuing a food package to Women pregnant with multiples and Women
Breastfeeding multiples
In order for the correct food package to be suggested for Women pregnant with multiples or
breastfeeding multiples risk factor 335 MUST be assigned before the default food package is created.
To issue to a pregnant woman who returns and is now pregnant with multiples you MUST do the
following:
From within the participant folder go to Participant Activities…Assign Risk Factors to assign risk
factor 335
Go to Food Prescription and add a food prescription. The Pregnant Mother of Multiples will be
indicated on the screen
Click Use default
To issue to a woman who is Breastfeeding multiples for the correct default to be suggested:
If you are in the CGS you MUST:
For each of the infants that are linked to the woman you must select the appropriate Amount
Breastfeeding in the Infants Born from the Pregnancy button
Assign Risk Factor 335
If you have a converted participant you MUST do the following:
For each of the infants that are linked to the woman you must select the appropriate Amount
Breastfeeding in the Infants Born from the Pregnancy button
Ensure Risk Factor 335 is assigned, if not assign through Participant Activities…Risk Factors
Go to Food Prescription and add a food prescription. Breastfeeding Mother of Multiples will be
indicated on the screen
Click Use default
Issuing a child’s food package the month before the infant turns 1 year
If a child‟s first birthday falls between the First Date to Use (FDTU) and Last Date to Use (LDTU) a
child‟s food package will be automatically suggested.
The food package assigned correlates to Risk Factors assigned at infant certification.
If only infant-applicable risk codes (e.g., 701, 702, 411 series)
o Default package is infant
o At this issuance, the message “A child food prescription was not found for the
participant [name]. An infant prescription will be used instead” displays.
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If any child-applicable risk codes (e.g., 103, 121, 349, 360)
o Default package is child
Before issuing vouchers the CPA must review default food package to determine appropriateness for
individual child:
If HuBERT defaults a child package and infant package is more appropriate
o Delete child food package dates for infant‟s 1 year birth date
o Add food package – Use Default – with Effective Date after the birth date and equal to
FDTU of benefits you want to start issuing the child food package
If HuBERT defaults an infant package and child package is more appropriate
o In VENA tab, add risk code 428
o In Food Prescription, add new food package with effective date of 1st birthday to get
default child package
Issuing a food package for the 2-3 year age category change
If a child‟s 3rd birthday falls before the First Date to Use (FDTU) for the next set of benefits, you will be
prompted to create a new food prescription with an effective date of the FDTU.
The participant does not have a risk factor that spans the 2-3 year age range you will receive the
following message when you click on Use Default in the add Food Prescription screen;
You must add Risk Factor 425X (Transition to new age category) before creating a food prescription to
allow you to use the default food prescription.
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8. PSEUDO CERTS/RISK FACTORS
What are pseudo certs and when are they created?
Pseudo certs are created by the system when changes are made either to the WIC Category or to the assigned
risk factors within the current certification. The certification period does not change; it is a different way to
display the certification period.
Pseudo certs are created when:
WIC Category changes:
o Breastfeeding  Non-Breastfeeding
o Infant  Child
 Happens automatically the night before the first birthday
 Only the risk factors that are applicable to a child category are displayed in the
pseudo cert record
Risk Factor changes
o Addition or removal of risk factors in Assign Risk Factors in the participant folder by
the CPA
o Entry of anthropometric or hematological measures that cause a change in the risk
factor assignment
Example of a when a pseudo cert is created by adding a hematological measurement:
On 08/09/2010 Mickey Mouse came in for a high risk follow-up appt, the hemoglobin at original
certification was 8.2, now it is 11.5. HuBERT will:
o Remove Risk Factor 201
o Remove checkmark in High Risk
o Remove yellow highlight on PF tabs
o Mickey‟s priority continues to be 3 - keeps the original priority since it is higher
Pseudo certs specific to CHIP data conversion
There are three risk factors that are now being assigned differently in HuBERT that could trigger a pseudo cert
without entering any anthropometric or hematological data or having a change in the WIC Category. These
risk factors are 114 and 142. When the Health Information screen is saved, HuBERT will calculate all possible
risk factors. The following risk factors are system assigned in HuBERT and will be automatically added for the
following reasons:
Risk Factor 114: At Risk of Becoming Overweight will auto-assign
o For Infants
 Infants < 12 months of age born to a woman with BMI>= 30 and Mom and
infant records are linked,
Risk Factor 142: Prematurity will auto-assign
o For infants and children <2 years of age
o If weeks gestation is <= 37 weeks (CHIP assigned <37 weeks)
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9. SIGNATURE PAD
Participant’s signatures
Signatures of Participant‟s will now be captured electronically using the signature pad provided by the State.
Signatures will be collected for acknowledgment of the Rights and Responsibilities of the program and receipt
of Benefits.
Since the signatures are captured electronically, pre-printed Rights and Responsibilities will no longer be used.
Use the following steps to capture all information that was previously on this form:
Use a laminated version of the Rights and Responsibilities for the participants to read before
signing the signature pad
Document when a participant is unable to bring proof of ID, proof of residency or proof of
income. Choose the appropriate option from the correct drop-down list for the proof, print the
Certification Notice at the end of the certification, document the reason why and have the
participant sign the wavier. Scan the waiver form into the participant‟s folder.
If the participant is temporarily eligible due to:
o Pending proof of ID or residency - select ***PENDING PROOF*** from the drop-down,
o Pending adjunctive eligibility or PE - select the appropriate reason from the drop-down
for the program that is making them temporarily eligible and select the Pending Proof of
Income checkbox
Have the participant sign the signature pad at the end of the certification.
The Benefit information will display on the signature pad and the participant will sign the pad
for the benefits they are receiving.
If the staff member accidentally presses Cancel on the capture signature screen in HuBERT you will NOT be
prompted for signatures again and you will need to use a manual form to have the participant sign and then
scan the form into the participant‟s folder.
If the participant presses Cancel on the signature pad, the CPA will be prompted that this occurred and can
still capture the signature.
Staff Signatures
Signatures of Staff determining eligibility/ineligibility will be captured using the signature pad.
Recalibration of Signature Pad
If the signatures or buttons are not lining up correctly on the signature pad, the pad likely needs to be
recalibrated. Recalibration is a simple process, the steps can be found on the MDH WIC website at:
http://www.health.state.mn.us/divs/fh/wic/localagency/infosystem/hubert/info/index.html
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10. MANUAL CERTIFICATION/SIGNATURE FORMS
The following manual forms are available for use by Local Agencies if needed:
Infant and Child Manual certification form
Women‟s Manual certification form
Manual Benefit Register
Manual Certification Signature Register
Manual Certification Proof of ID, Proof of Residency and Proof of Income Form
The forms can be found on the MDH WIC website at:
http://www.health.state.mn.us/divs/fh/wic/localagency/infosystem/hubert/info/index.html
Follow Local Agency policy regarding use of Manual certification forms.
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11. TRANSFERRING PARTICIPANTS
Transfer Plan Flow Chart
MN WIC Program
Participant Transfer from CHIP to HuBERT for HuBERT Agencies Flow Chart
To transfer:
No longer have any CHIP vouchers
Participant/proxy is physically present at clinic
If participant has vouchers and they need to be replaced, complete the transfer steps and refer to
the Voucher/Benefits Replacement Plan
Does the participant have an ID folder with CHIP information?
Yes
Is the participant in a current certification?
Yes
No
1) Prescreen in HuBERT
VOC Certification in Prescreen
HuBERT assigns new Household ID
HuBERT assigns State WIC ID
1) Prescreen in HuBERT
HuBERT assigns new Household ID
HuBERT assigns State WIC ID
Certify participant in HuBERT
2) Create ALERT
First line of text: current date and
“Transfer from CHIP”
Include: CHIP Participant ID
(Household ID-Member ID)
2) Create ALERT
First line of text: current date and “Transfer
from CHIP”
Include: CHIP Participant ID (Household
ID-Member ID)
3) E-mail CHIP Local Agency contact
To agency participant transferred from
(according to WIC START/ID folder)
Subject: Transfer to HuBERT
Include in e-mail:
 CHIP Participant ID
 Participant’s DOB
 Request to terminate due to
“Transfer to HuBERT”
3) E-mail CHIP Local Agency contact
To agency participant transferred from
(according to WIC START/ID folder)
Subject: Transfer to HuBERT
Include in e-mail:
 CHIP Participant ID
 Participant’s DOB
 Request to enter NOTE with subject
“Transfer to HuBERT”
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Does the participant have an ID folder with CHIP information?
No
No
Yes
1) Use WIC START
Determine participant’s cert dates and
Participant ID
1) Use WIC START
Determine participant’s cert dates and
Participant ID
2) Prescreen in HuBERT
VOC Certification in Prescreen
HuBERT assigns new Household ID
HuBERT assigns State WIC ID
2) Prescreen in HuBERT
HuBERT assigns new Household ID
HuBERT assigns State WIC ID
Certify participant in HuBERT
3) Create ALERT
First line of text: current date and
“Transfer from CHIP”
Include: CHIP Participant ID
(Household
ID-Member ID)
3) Create ALERT
First line of text: current date and “Transfer
from CHIP”
Include: CHIP Participant ID (Household
ID-Member ID)
4) E-mail CHIP Local Agency contact
To agency participant transferred from
(according to WIC START/ID folder)
Subject: Transfer to HuBERT
Include in e-mail:
 CHIP Participant ID
 Participant’s DOB
 Request to terminate due to
“Transfer to HuBERT”
4) E-mail CHIP Local Agency contact
To agency participant transferred from
(according to WIC START/ID folder)
Subject: Transfer to HuBERT
Include in e-mail:
 CHIP Participant ID
 Participant’s DOB
 Request to enter NOTE with subject
“Transfer to HuBERT”
Once email is received from CHIP agency indicating participant has transferred to CHIP
agency:
Yes
Is the participant in a current certification?
No
1) Terminate current certification
Select termination reason: “Transfer to
CHIP”
1) Locate participant in HuBERT database
If in Statewide database, transfer into
Local database
2) Create ALERT
First line of text: current date and
“Transfer to CHIP”
Include: new CHIP Participant ID
(Household ID-Member ID)
HuBERT Clinic Activities
2) Create ALERT
First line of text: current date and
“Transfer to CHIP”
Include: new CHIP Participant ID
(Household ID-Member ID)
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12. ADDITIONAL GUIDANCE
1. The CPA MUST perform the Certification Guided Script in the order laid out.
2. The CPA MUST select breastfeeding amount before assigning Risk Factors and in order to get the
correct default food package
3.
The CPA MUST always update the Breastfeeding Verified Date for all infants that are currently
breastfeeding before benefits will be suggested.
4. HuBERT does not print breastfeeding message vouchers as in CHIP. These infants are
automatically counted even if their mother is unable to come to clinic.
5. The CPA does NOT print a benefit for Women who are Some-Breastfeeding with an infant > 6
months old. These Women are automatically counted due to the infant‟s age and the woman‟s
breastfeeding amount.
6. When transferring a participant from one Clinic in the Agency to another Clinic in the same Agency you
will receive the message asking if you want to perform a Transfer. This is the same message that you
receive if you are transferring a participant from a Clinic in one Agency to a Clinic in another Agency.
7. When a participant has an appointment scheduled in HuBERT and they transfer to a
different clinic this appointment is maintained, NOT deleted when the transfer occurs.
For example; your Agency does all of the appointment scheduling at location one so the CPA/Clerical
staff is logged into that location. The appointment is scheduled for location two and that is the clinic
the participant wants to continue to go to for WIC services.
The following occurs:
a. CPA/Clerical Staff that is scheduling the appointment makes the appointment for the correct
location and time (as with CHIP you can be logged into one location and schedule to another)
b. Since the system is “Real Time” the staff at location two can see the appointment on the
schedule immediately when the screen is refreshed
c. When the participant arrives at clinic since they were prescreened in location one when the CPA
that is going to certify the participant searches for the participant they will be in location one
and be prompted to transfer to location two. The appointment is maintained with the transfer.
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When a participant has an appointment scheduled in HuBERT and they transfer to a different Agency
this appointment is maintained, NOT deleted when the transfer occurs.
When performing a Transfer from a different Agency, it is best practice to do the following:
a. Look at Show Details in the Participant Search/List screen to view the Next Scheduled
appointment
b. If there is an appointment scheduled, open the Appointments Tab in the participant folder and
DELETE any appointments scheduled at the other agency‟s clinic. This deletes the
appointment from the other agency‟s appointment schedule.
By deleting appointments scheduled at other agencies you can ensure that the no show rate won‟t be
inadvertently inflated by participants who have transferred out of an agency and that those
appointments will be made available for other participants actually receiving services from that
agency.
8. When woman previously certified as Breastfeeding completely stops Breastfeeding:
a. Infant is < 6 months old change the Amount Breastfeeding in the Infants Born from this
Pregnancy in the woman‟s Health Information tab to Non-Breastfeeding and then change the
woman‟s WIC Status in the woman‟s Demographics to Non-Breastfeeding.
b. Infant is > 6 months old change the Amount Breastfeeding in the Infants Born from this
Pregnancy in the woman‟s Health Information tab to Non-Breastfeeding and Manually
terminate in the woman‟s Demographics tab with the reason of „Categorically Ineligible‟.
9. To allow all benefits, reports and documents to print correctly from HuBERT, when choosing your
default printer the following should be selected for the tray for each.
Example of Default Printer Setting where the printer is named Main Office:
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10. The Show Details/Hide Details toggle button can be used from the participant list to display a
quick look at common information related to the Participant‟s certification. This includes; WIC
Category, Gender, Next scheduled appointment, telephone number, Certification Effective Date,
Certification End Date, Termination Date, Termination Reason, Issuance Frequency and the LDTUs for
the last 3 sets of benefits and the status of those benefits (Issued, Voided, Lost/Stolen).
11. There are two ways for a CPA to use the questions found in the VENA tab:
Using the next button, the CPA can ask each question as it appears individually on the
screen and type in any pertinent response the participant made to the questions. This
means that the CPA only views one question at a time.
While becoming familiar with the questions found in the VENA tab, it may be helpful to
display all of the questions at one time. This allows you to see what question comes next.
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To use the second option and display all the questions at one time you can do the following:
a. Click into the VENA tab
b. Click Add Contact
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c. The Add VEND Contact window opens; Click Finish
d. All Questions will display on left side of the tab, use this as a tool to ask the questions
e. If you need to document a pertinent response the participant gave, highlight the Date of
today‟s contact on the left and then click the Edit button.
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f.
Use the Next button to get to the question for which you want add the response
g. If no response needs to be added” None” is the default answer and the CPA need not type
anything else into the field
12. If you are unable to issue benefits, check whether the participant has been auto-terminated by the
system. Participants will be automatically terminated through the end-of-day process in HuBERT if
they have Failed to Pick-up for 2 months in a row. View the termination information for participants
from Show Details in the Participant list or in the Additional Info tab 2 in the participant folder.
13. If the participant is on the phone or with you in person and you are prompted on any screen to save,
click YES and fill in the needed information.
14. If the signature screen still displays after using the signature pad to sign for benefits or certification,
close the participant folder to refresh the screen.
15. Default food packages for women and children include a full food package. However, each
participant‟s food package should be reviewed and edited as appropriate for the participant‟s needs.
16. HuBERT does not default in the last food package at certification.
17. HuBERT will not alert the user when a participant‟s folder is accessed by another staff member. The
last staff member to enter and save information will overwrite the other.
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18. Although you can have many participant folders open at once, it is good practice to only have open
records that you are currently working with. Having too many folders open may lead to confusion and
HuBERT may lock up.
19. To create a note using the SOAP note template with a Subject of “High Risk” you can do the
following:
a. Open the SOAP template
b. Highlight the template
c. Right Click
d. Click Copy
e. Close SOAP Template
f. Open a General Note
g. Click in the open space
h. Right Click
i. Click Paste
j. Choose “High Risk” from the note subject drop-down list
13. WHICH HELP DESK DO I CALL?
MN Help Desk
1. Available Monday through Friday
a. 7:30 am to 7:00 pm by phone
b. 1-800-488-8799; press 2 for MN and 2 non-urgent, 1 if urgent
2. Trouble shoot HuBERT software issues
3. Troubleshoot issues with State provided hardware (workstations, signature pads, scanners
and printers)
4. Username and password issues when logging into HuBERT
Local IT or ISP provider
1. Connectivity issues
a. Unable to connect to internet
b. Slow connections
2. Username and password issues when logging into workstation
3. Troubleshoot hardware provided by Local Agency
4. Troubleshoot any software applications other than HuBERT
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14. WHERE DO I GO TO?
1. Issue Benefits – Benefits can be issued from within the participant folder and in the certification
guided script.
2. Perform a VOC – Perform a VOC for a participant on the prescreen screen and from within the
participant folder under the participant activities menu.
3. Find benefit redemption information – View redemption information from within the participant
folder in the Benefits History tab by clicking on the Check number and the Show Details button or from
the participant list under the Activities Menu – Food Instrument Disposition.
4. View the image of the cashed Benefit – The link to view the pdf of the benefit is located within the
participant folder under Benefit History. Click on the check number and the show details button, there
is a button to Display Image.
5. Change the Issuance Frequency - Issuance frequency can be changed in the participant folder
under Participant Activities, Review CPA-determined Follow-up information. Each participant‟s
frequency is set individually, however, the base participant‟s frequency will determine the number of
sets of benefits that are suggested in benefit issuance. For example; Mom is base participant and set to
tri-monthly, infant is set to monthly. HuBERT will suggest 3 months for Mom and 1 month for infant. If
you cycle adjust and make the infant the base participant, both the infant and Mom will have 1 month
suggested since the infant is monthly. If a participant has pending proof of something from the CGS
the participant will only have one set of benefits suggested, regardless of their issuance frequency
setting. If this participant is the base participant the entire family will only have one set suggested.
6. Change the base participant/Cycle Adjust – Change the base participant in the Benefit Issuance
screen by highlighting the name of the participant in the suggested benefit issuance grid and clicking
on the check box “Cycle Adjust to this Household Member”.
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15. VERSION CONTROL
Version
Date
Description
Summary of Changes
1.0
1.1
1.2
October 21, 2010
November 20, 2010
December 6, 2010
Initial Draft
Update
Update
Initial Draft
Sections 5, 6 and 15
Sections 3 -#5
Section 12 - #5, #6 and #7
1.3
December 21, 2010
Update
Section 7 - Issuing a food
package for the 2-3 year age
category change
1.4
January 6, 2011
Update
Section 3 - #11
Section 5 - Breastfeeding
amount for children over 1 year
Section 6 - Benefit Issuance
Work-around for participants
becoming categorically ineligible
Section 12 - #8
1.5
January 12, 2011
Update
1.6
February 3, 2011
Update
Section 6 – Added “Suggested
Benefits and Benefit Cycles”
Section 8 - Pseudo certs specific
to CHIP data conversion
Removed Info related to Risk
Factor 135
Section 6 - Benefit Issuance
Work-around for participants
becoming categorically ineligible
and moved it to page 18
1.7
February 4, 2011
Update
1.8
February 10, 2011
Update
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Section 5 – Addition of When
changing workstation, exiting
clinic for the day or when
connectivity to the server is lost
you must log off of HuBERT.
Section 3 – Data conversion
quick reference table.
Section 6 – Clarification of info
to Benefit Replacement plan.
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