Slide Title Introduction Benefit Management 2 Module 4 Slide Text This HuBERT on-demand training module is provided by the MN Department of Health WIC Program. This module will complete our review of benefit management. Add/Replace <Add/Replace> Add/Replace Set of Benefits is the last option in the Benefit Management menu. Since the system auto-suggests all sets of benefits, and we can issue benefits up to 75 days before the last set s LDTU, the Add Set functionality is obsolete in HuBERT. However, there are typically two different scenarios where we would use the Replace functionality: food prescription changes and formula exchanges. <Replace1> For this scenario, the current date is 11/19/14. Ana already has benefits for October and November as we can see in the Show Details panel. Her Mom has brought in 6 unopened cans of formula that she bought with her October benefits and Ana s current November benefit in order to exchange both the formula and the benefit for Gerber Good Start Soy. So, Ana is going to need both a food prescription change and to exchange formula for a new benefit. We will use the Replace function to do both of these things. Go ahead and open her folder. <Replace2> There are two things we need to take care of......we need to change Ana s food prescription to Gerber Good Start Soy......and we need to take care of her current November benefit and provide benefits for October and November with the new food prescription. So, let s start by changing the food prescription. Click on the tab. <Replace3> <Replace4> We want to add a new food prescription so click the Add button. The first food package needs to replace the cans of formula mom bought with Ana s October benefits. The Effective Date must be today so that the benefits we replace for October print with the new food prescription. Go ahead and create a new default food package for Gerber Good Start Soy (12.9 oz. pwd). <Replace5> <Replace6> <Replace7> The default number of cans is 9. Page 1
<Replace8> <Replace9> <Replace10> <Replace11> <Replace12> <Replace13> <Replace14> <Replace15> <Replace16> <Replace17> <Replace18> <Replace19> But mom only brought in 6 cans of formula to exchange so we need to edit the quantity down to 6. Go ahead and click the Edit Food Item button. Click inside the Quantity of Item field. Enter a 6 and then click the OK button or press the Enter key on the keyboard. At this time, we could add a general note to document the change in food prescription and that we created a food package with 6 cans to replace the cans of formula returned by Ana s mom. However, we can also do that when we replace the benefits so we ll write our documentation then instead. Click the OK button to save this food package. Let s click the plus next to 11/19/2014 to verify the new food package. We now have a food package to replace the returned formula. But we aren t done. Next, we need to create a full food package that can be issued for Ana s November benefits. Otherwise, the system would use the 11/19/14 food package and only print 6 cans on her November benefits. So, let s add another food package. Go ahead. Since the default Effective Date is today s date we need to change it. In order for Ana s November benefits to print with the appropriate food package, we need to set the Effective Date to the first date of her November issuance cycle, which is 11/22/14. Go ahead and use the drop-down calendar to select November 22 nd for the new effective date. Now go ahead and add Gerber Good Start Soy (12.9 oz pwd) to the food prescription. <Replace20> Let s verify our new food package by clicking on the plus next to 11/22/2014. <Replace21> Yep. We re good to go; 9 cans of Gerber Good Start Soy. Click on the plus next to 01/24/2015 and we can see that the Gerber Good Start Soy has also replaced the previous formula in the future food packages. Page 2
<Replace22> <Replace23> <Replace24> <Replace24> <Replace26> <Replace27> <Replace28> <Replace29> <Replace30> <Replace31> <Replace32> <Replace33> <Replace34> <Replace35> <pause for highlight> Let s click one more time on the plus next to 3/24/2015 to ensure it s all good for the future. <pause for highlight> OK. So now that we ve created our new October and November food prescriptions we need to take care of Ana s benefits. The first thing we need to do is to void the current November benefit. Go ahead and do that. So, why didn t we just reprint the benefits from the void screen? Right! Reprinting would have printed new November benefits that had the exact same food prescription, which we don t want since we changed Ana s formula. Our next step is to replace her benefits. Go ahead and open the Add/Replace Set of Benefits screen. Unlike the other benefit management screens, the Add/Replace screen only displays benefits for the participant whose folder we are currently working in. Also unlike the other screens, it will display redeemed benefits as long as the Last Date to Use is the same as or after the current date. This is why we can replace a benefit in exchange for formula that has already been bought. Keep in mind though that we can only exchange a new benefit for formula as long as the benefit has not expired. If Ana s October benefit had already expired, we would only be able to replace her November benefit. Go ahead and click on the checkbox in the Select column next to the October set of benefits. And the checkbox next to the November benefits. Page 3
<Replace36> <Replace37> <Replace38> <Replace39> <Replace40> <Replace41> <Replace42> <Replace43> <Replace 44> <Replace 45> <Replace 46> <Replace 47> <Replace 48> The Note field allows us to document why we are replacing benefits. It isn t required in order to replace benefits; however, since we haven t documented anything yet, we are going to do so now. In general, it is always best practice to document why benefits are being replaced. This field doesn t have a character limit so we can write as long of a note as we need. Go ahead and click in the text box and we ll write a quick note <pause for typing> Notice that we could indicate if we were going to mail the replaced benefits. We are now ready to replace the benefits so click OK. Since the benefits are sent immediately to the printer, the Capture Electronic Signature process begins. We are going to skip the rest of this process and just assume everything is already signed and good to go. Let s take a look at our documentation. Click the Manage Notes icon. The note we created in the Add/Replace screen displays here as a general note with the subject of Benefits Replaced. Go ahead and close this screen. Now let s take a look at the benefits we issued. You know where to go. We can see that there are two sets for 11/22/2014-12/21/2014 and that the first set listed is a replacement. Click the plus next to the first set and next to the benefit. Great. There are the 9 cans of Gerber Good Start Soy for November. And if we click the plus next to the second November set listed......we can see that the benefit was voided. For the two sets of October benefits, Replacement displays for the first set. And if we click the plus next to the first October set listed......and the plus next to the benefit......we can see that the benefit printed with 6 cans of Gerber Good Start Soy. However, notice that there isn t anything to indicate that this was an exchange for formula that was brought into the clinic. If someone were to simply look at the information provided on this screen, they might think the participant was incorrectly issued two sets of benefits for October. Page 4
<FIDisp1> <FID2> <FID3> This emphasizes the importance of always writing a note to document exchanges and replacements so that a person performing an audit can understand what occurred. We need to touch-base about one last thing. When do we re-issue versus when do we replace? As we just reviewed, we have to use the replace functionality when the benefit has been redeemed and the participant needs to exchange formula. The only other time we must use the replace function is if we void a set of benefits and the participant still has a future set of benefits that have been issued. In that instance, we must use the Replace function to re-issue the voided set of benefits since, remember, the system sets the last Last Date to Use back to the last NON-VOIDED set. If there were a future set of benefits, the last LDTU would be set to the LDTU of the future set and the system would not be able to re-issue the previous month s benefits, But what if, in our particular scenario, Ana s mom only wanted to replace the November benefit? In this case, either the Replace function or reissuing via the Issue Benefits screen would work. Replace, however, would limit us to only re-issuing November benefits. But, once we voided the November benefit, HuBERT reset the last Last Date to Use back to that of the last set of non-voided benefits. This means it set the LDTU back to 11/21/14 or the last date to use of the October set. So we can use Issue Benefits to reissue the November set and since mom is here in the clinic, we may as well also provide her next two sets of benefits (along with some nutrition education) so that she doesn t have to come back next month. Food Instrument Disposition The last function pertinent to benefit management that we need to review is Food Instrument Disposition. It is found in the Activities menu on the Participant List/Search screen. Go ahead and open the screen. Food Instrument Disposition provides a variety of ways to search for information about a specific benefit. We can search using the Benefit Number, State WIC ID, Household ID or Vendor ID. Let s try looking up one of Ana s benefits. Click into the Benefit Number field. Page 5
<FID5> <FID6> <FID7> <FID8> <FID9> <FID10> <FID11> <FID12> <FID13> <FID14> <FID15> <FID16> End Slide Type: 17026540 and click the OK button. Now the actual disposition screen opens. The first screen provides basic information including the benefit s status such as issued, redeemed, or voided and whom it was issued to. To view more information, click the View Details... button. The Food Instrument Details window opens and provides information about the benefit, the participant it was issued to, and its redemption if applicable. To see what food items were on the benefit, we click the Food Items button and the Food Instrument Items window opens. Go ahead and close the Items and Details windows. What do you think we do if we now want to do another search by State WIC ID? Go ahead. Let s do one more search; this time by State WIC ID. Enter Ana s State WIC ID: 961471 and click OK. When we search by any of the other fields, all benefits associated with the State WIC ID, Household ID or Vendor ID display. How do you think we take a look at the information for Ana s voided benefit? Go ahead. <pause for image> One of the main advantages to the Food Instrument Disposition function is that it allows us to look up benefit information without having to open individual participant folders. It also provides more information about redemption. However, keep in mind that the Benefit Details window in the Benefits History tab also provides a lot of the same information and some that can t be found in the Disposition window, such as the participant or proxy s signature, the staff person who issued it, and an image of the redeemed benefit. This concludes our review of benefit issuance and management. We appreciate you taking the time to review this HuBERT on-demand training module presented by the MN Department of Health WIC Program. Page 6