Return and Reissue Formula

Transcription

1 bwalker Slide # 1. Welcome to the Presented by the Alaska Department of Health and Social Services WIC Program 2. Scenario 9- Return and Reissue of Formula 3. In this scenario Previously, a baby received three months of contract formula The contract formula did not agree with baby so mom is returning 4 unused cans of contract formula and the unused future benefits Mom also has an ENPR from the doctor for non-contract formula Mom would like to exchange the formula and the benefits she has given you for formula that her baby can tolerate 4. In this scenario we will Void the uncashed future sets of benefits in SPIRIT and Issue medical formula by marking Food Package III in the baby s Health Information and Changing baby s Food Prescription to include the non-contract formula We will then Replace the baby s benefits with benefits containing the new formula The acronym VCR may help you to remember the process above V Void returned benefits C Change food Rx R Replace benefits 5. Today is September 9, 2013, and Mom Grayling and her baby Fry are in your office Mom and Fry Grayling are displayed on the Participant List, please Show Details 6. Earlier Fry received three months of benefits containing Powdered Similac Advance Mom Grayling cashed the benefit for the current month containing 5 cans of formula She has returned to your clinic with four unopened cans of Similac and two months of unredeemed future benefits, numbered and Mom has brought you an ENPR filled out by Dr. Happy Baby for a new formula, Nutramigen Jot down the Printed First Day to Use and Last Date to Use of each of Fry s benefits, we will need these later Open Fry s folder when ready 7. You will want to write VOID on all the returned benefits And scan the voided benefits and the ENPR into Fry s folder Page 1

2 8. When you scan the ENPR, choose State Document as the document type and include today s date in the comment, in our case enter ENPR for Nutramigen as the comment When you scan the voided benefits, choose Checks as the document type and include the check numbers in the comment, in our case, enter Voided benefits as the comment We will assume that you have scanned the ENPR and returned benefits into SPIRIT 9. VCR Step 1: V -- Void returned benefits 10. REMEMBER! A good rule to follow is: Only void benefits you have in your hand You do not know the status of benefits you do not have in your hand They could have been redeemed, lost or stolen 11. Mom returned the future benefits numbered and 45676, so we need to void them Select Void Benefits from the Benefit Management menu in the tool bar 12. <no script> 13. Mark the benefits to be voided: numbers 45676and 45675,then press OK 14. <no script> 15. <no script> 16. Choose Food Prescription Change as the Reason for Voiding 17. <no script> 18. <no script> 19. Never mark Reprint Benefits when you are changing the foods that will appear on the benefits A benefit with identical items to the benefit you are voiding will print if you do As an aside, you would press this when a benefit gets damaged or in cases when you want a benefit with identical foods as the benefit you are voiding You re finished voiding, so click OK 20. <no script> 21. VCR Step 2: C Change food prescription Page 2

3 22. The first thing you will have to do is mark Food Package III in Fry s Health Information record because she will be receiving a medical, non-contract formula. This will make it possible for Fry to receive a non-contract formula Second, you will delete all of the future food prescriptions containing the old Similac formula Third, you will make a food prescription, effective today, containing the new non-contract formula Nutramigen. The number of cans of formula should be equal to the number of cans she returned to you at the WIC office Then Forth, you will have to create future food prescription(s) for the DEFAULT formula amount So let s start assigning a new food prescription 23. Since Nutramigen is a medical, non-contract formula, you will need to mark the Requires Food Package III box Please mark Requires Food Package III in Health Information 24. <no script> 25. Note that Date Food Package III Verified defaults to today You must verify Food Package III on the day you are printing medical formula benefits in order to issue it Also, if the infant is breastfeeding, you will need to set the Date Breastfeeding Verified to today there! Please click on the Food Prescription tab, confirming to save your changes 26. <no script> 27. Now expand the infant food packages 28. <no script> 29. <no script> 30. The food prescription on the bottom of the list has an effective date in the past and it cannot be edited for that reason The future food prescriptions effective on Fry s 4 month and 6 month birthdates contain the old Similac formula If you were to leave these future prescriptions with the old formula, at some time SPIRIT would revert back to the old (unwanted) formula and print that on the benefits, so We must delete the future food prescriptions containing Similac formula To select a food prescription to edit or delete, you highlight the date of the food prescription Delete the future food prescriptions with Similac formula Page 3

4 31. <no script> 32. <no script> 33. <no script> 34. <no script> 35. <no script> 36. Now we need to add back in food packages that contain Nutramagin Remember, Fry used one can of formula, so you need to create a food prescription effective today with 1 less can of formula than the default package, go ahead by clicking Add then Use Default 37. <no script> 38. Note that Special formula is defaulted This is because you marked Food Package III under the Health Information tab Click below the Special Formula scrollbar to get to Nutramigen 39. Select NutramigenEnflora LGG from the list, then click OK 40. <no script> 41. The Special Prescription Item window opens 42. Medical formulas require a prescription containing The Start and end date o The start date will generally be today and the end date will be dependent on the situation The reason for the prescription will usually be because the physician ordered it The physician s name is required on the prescription Doctor s orders are never verbal so never mark the Verbal box For Fry: the end date of the prescription will be his first birthday The reason for the prescription will be Physician Ordered and The Physician s name will be Dr. Happy Baby Page 4

5 43. A recommendation for babies less than 6 months of age: If you would like a new ENPR directing you what food the baby should receive at 6 months of age, namely o Formula and infant food package? o Restricted foods? or o Formula only Make the End Date of the current Special Prescription the day before the infant s 6 month birthday A new ENPR will be required before a six month food package can be defined for the infant 44. Back to Fry Her prescription ends on her first birthday and Dr. Happy Baby order her prescription Click OK 45. It is necessary to Edit the quantity of the formula because SPIRIT suggests the default benefit amount Fry is not entitled to the default benefit since she has used some of the formula for this month already Please Edit the Food Item and decrease the amount to 4, the amount the participant has returned, then click OK 46. <no script> 47. <no script> 48. Nicely done, click OK 49. Please expand the food prescription we just made 50. To review because Fry used a can of formula, the food prescription we just created is for 1 can less than Fry is entitled to for her age The next food prescriptions we would normally define would be her 4 month and 6 month prescriptions But unless we define one before that, Fry will receive only 4 cans of formula instead of 5 every month until her 4 month food prescription takes effect In addition to the 4 and 6 month prescription, we need to define an additional food prescription so that Fry can receive the default allotment for the returned future-dated benefits We will define the next prescription effective on 9/21/2013, the Printed First Date to Use of the first full benefit we are replacing (see the First Date to Use that you jotted down earlier), go ahead by clicking Add 51. Set the Effective Date of Food Prescription to 9/21/2013 using the dropdown calendar, then click Use Default Page 5

6 52. <no script> 53. <no script> 54. Click below the Special Formula scrollbar to get to Nutramigen 55. Select Nutramigen Enflora LGG from the list, then click OK 56. <no script> 57. You are told that a special prescription exists for this food item valid from today through the infant s first birthday and you are asked if you want to use it, click Yes 58. Click OK to save the Food Prescription 59. Please Add the 4 month default food prescription (Effective 12/1/2013), go ahead 60. <no script> 61. <no script> 62. <no script> 63. <no script> 64. <no script> 65. <no script> 66. <no script> 67. <no script> 68. <no script> 69. <no script> 70. <no script> 71. That was amazing! Now add a default food prescription for Fry s 6 month birthday of February 1, 2014, assuming the doctor has prescribed the full food package 72. <no script> 73. <no script> 74. <no script> 75. <no script> 76. <no script> Page 6

7 77. <no script> 78. <no script> 79. SPIRIT informs you that the infant will be over 6 months old and receiving Food Package III You are asked if you want the system to automatically remove the solid food items from the food prescription so the formula quantity may be increased to the 4-5 month old limit If the doctor has prescribed formula only at 6 months, you would click Yes But, since the doctor has prescribed the full food package click No 80. Please finish making the 6 month Nutramigen food prescription 81. <no script> 82. <no script> 83. <no script> 84. <no script> 85. Great, I ll expand all of the prescriptions 86. To recap The food prescription effective today is only for 4 cans of formula because that is what mom returned The next food prescription, effective on the First Day to Use of the next benefit is for the default formula amount of 5 cans The food prescription effective on Fry s 4-month birthdate is for 7 cans of Nutramigen and finally The food prescription effective on Fry s 6-month birthdate includes infant foods and 5 cans of Nutramigen 87. VCR Step 3: R Replace benefits 88. Now select Add/Replace Set of Benefits from the Benefit Management menu in the tool bar 89. <no script> 90. Under Replace Benefits, mark the dates of the benefit sets you would like to replace In our case, that will be every time period listed 91. <no script> 92. <no script> 93. We will enter a note explaining why we have had to replace benefits Page 7

8 Click OK 94. The benefits for the new formula will print, without giving you a chance to review them on the screen, so Make sure to review the printed benefits with Mom prior to asking her to sign for them 95. We will assume that you and mom have reviewed the benefits and she has signed for them Click on the Benefits History tab 96. I will expand the benefits so we can see the information of what was printed on each benefit 97. Note the listing of old voided benefits for Similac as well as the new benefits for Nutramigen that you just printed There are a few things to point out on the new benefits One, the first set of benefits begins on today s date The ending date will remain the same as it was on the old benefits Two, the first set of benefits has the lesser formula amount printed on them, as expected, and Finally, the new, future-dated benefits have the same First Date to Use and Last Date to Use as the old set of benefits and they list the default monthly benefit Notes added to the comments field on Add/Replace are generated as a System Note This can be verified by looking at notes, go ahead 98. Finish the documentation in this situation as required by your policy and file or shred the voided benefits, also per your policy Close the Manage Notes window and close the Participant s Folder 99. <no script> 100. <no script> 101. Do you have any questions about what we have just reviewed? If so, you can your questions about SPIRIT at any time to the SPIRIT Helpdesk by clicking on the link below or sending an to wicspirithelpdesk@alaska.gov 102. This has been provided by the Alaska Department of Health and Social Services WIC Program Page 8