WIC Client Transfers Section 3: Preparing for a Transfer-In

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WIC Client TransfersSection 3 Preparing
for a Transfer-In
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Learning ObjectivesSection 3 Preparing for a
Transfer-In

• By the end of this section, you will be able to
• Recall why staff do not use the Transfer-In
  (TI) wizard until the person is physically
  present in the clinic.
• Identify the correct client record in the TI
  wizard and the Similar Client Record(s)
  Found pop-up message.
• Locate specific information in areas of the
  Transfer Data tab.
• Search for transfer records of existing clients.

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Most clients will call when they need to
schedule an appointment to transfer into your
clinic.
Do not use the Transfer-In wizard until the
personis physically present in the clinic. You
must document in the Transfer-In wizard the
clients proof of ID and Residency that you saw.
Instead of using the Transfer-In wizard at this
time 1. Use the Prescreen wizard to collect
information on the Demographic tab. 2.
Schedule a Transfer-In (TI) appointment.
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Automatic search for potential transfer

• As information is being entered into the
  Demographics tab of the Prescreen wizard, Client
  Services will automatically search for
  Washington WIC clients transfer data by
  comparing the clients
• First name (first initial)
• Last name (first initial)
• Date of birth, and
• Gender of the client

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The Similar Client Record(s) Found screen
appears when one or more WA client records are
found with similar data enteredon the
Demographics tab.
Review the message to determine if any of the
records is the appropriate record to use for the
transfer.
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The Message Results Might Show

• One clients record.

• Multiple records for different clients.

• Multiple records for the same client.

A message will not appear if similar records are
not found.
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If more than one similar record is found, select
a client name from the upper area and view the
detailed information in the lower area.
Details in the lower area correspond to the
client name highlighted in the upper area.
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Once you have reviewed the Similar Client
Record(s) Found message details, answer the
question at the bottom of the screen, Selected
client is a match?

• Select No when none of the records in the top
  area is a match for the client.
• When you find a record that is a match and want
  to use that record for the transfer, select
  the one correct record from the top area,
  then press the Yes button.

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When would you select the No button?

• The record displayed does not belong to the
  client you are serving.

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Select No when the record should not be used.
If the client has NEWER eligibility dates than
the record shownin the pop-up message, the newer
eligibility dates are to be honored.
Example Jean was receiving WIC at your clinic.
She moved to North Dakota without requesting a
Transfer Card. North Dakota WIC certifies Jean
and gives her new eligibility dates. Later,
Jean moves back to Washington. She has a
Transfer Card from North Dakota WIC. When WA WIC
staff use the Prescreen wizard, the Similar
Client Record(s) Found message appears showing
the eligibility dates established at your clinic.
To honor the dates on the Transfer Card, staff
select No.
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It is especially important to rememberif you
select the Yes button, Client Services thinks
you want to use the selected record.
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What do you do when?...

• You do not receive the Similar Client Record(s)
  Found message but the client says she was on WIC
  at a different WIC clinic?
• The client changed her name since she was at
  the previous clinic?
• You are not sure if the record is a match for
  your client?

Information on the next few slides will help.
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What if I dont get the message, but the client
was getting WIC at another WA clinic?

• Review the search criteria entered.

Client Services compares the first initial of the
first and last names, date of birth, and gender
entered to other records in WA.
You may need to edit the information entered
because of a typing error or because a different
name was used at the previous clinic.
If any information needs to be edited, close the
Prescreen wizard without saving. Open the
wizard again and enter the correct information on
the Demographics tab.

• The clients eligibility may have ended at the
  previous clinic, or the record in Expired
  status. In both situations a record will not
  be found because the client is not eligible
  to transfer.

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What if my clients name has changed?
Ask which name was used at the previous WIC
clinic.
I got married and changed my name since my last
WIC appointment.
Congratulations! What name did you use at the
previous clinic?
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When the client is present in the clinic and the
Transfer In wizard is finished, the name can be
changed.

• Until then
• 1) Enter the name the client used at the
  previous clinic on the Demographics tab.
• Select the matching record on the Similar Client
  Record(s) Found message, and answer Yes.
  Finish the Prescreen wizard.
• Make a Flowsheet note for the month of the
  transfer appointment. Note the clients new
  name. Add instructions NOT TO change the name
  until after the Transfer-In wizard is finished.
  If the name is changed before the transfer, the
  transfer record will not be found.

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What if Im not sure if the record is a match?
1. Review the details of the Similar Client
Record(s) Found message. 2. Ask
questions that will help you know if the record
is a match.
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Similar Client Record(s) Found Message Details
Include
Client ID
Missing proof indicators
Eligibility dates
Status
Migrant income indicator
Clinic associated with the record
Check information including the First day to use
date, Food package, Rx indicator, and
Lost/Stolen check replacement date
How do you think these details might help you
determine a match?
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What questions could you ask that might help you
determine if the record is a match?
How about these?

• Do you have a Transfer Card or anything from
  your last clinic that includes your client
  ID number?

Items such as WIC checks, Certification History
Reports, and ID/Appointment Folders include the
clients ID number.

• At which clinic were you last receiving WIC
  services?

• Did you receive checks from the previous WIC
  clinic? What are the dates those checks can
  be used?

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• I cant find a record for a client.

Help

• Im not certain which record to select.

• Should I select yes or no to the match?

• I cant figure out when checks can be issued
  again.

• Oops! I accidentally transferred in the wrong
  record!

Contact CIMS SUPPORT
whenever you have questions about Client Services
1-800-841-1410 x 7
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When you select the Yes button and finish the
Prescreen Wizard,the Transfer Data tab will
appear on the Desktop.
The Transfer Data tab contains the same details
as the Similar Client Record(s) Found
message. You can revisit the tab to review
information.
The tab remains on the Desktop until the Transfer
In wizard is completed or until the clients
eligibility expires.
Transfer Data tab
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Try to find the following details on the
Transfer Data tab before advancing to
the next slide
1) Missing proofs indicator 2) Rx indicator
3) Lost / Stolen date 4)
Status 5) Clinic last associated with
the client record
Transfer Data tab
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Missing proof indicators
When a grace period was given to the client by
the previous clinic, a dot will appear next to a
clients name codes will appear in the missing
proof area.
Inc Income ID Identification PG
Pregnancy Res ResidencyThese are the same
codes used on the Flowsheet.
The client must provide these proof items before
receiving checks.
Transfer Data tab
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Lost/stolen checks indicator
If a client had checks replaced that were
reported lost, stolen, or destroyed in the past 6
months, a date will appear in this area.
Transfer Data tab
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Migrant income indicator
When the Migrant box was checked on the
Demographics tab at the previous clinic, an
indicator appears in the results details.
This indictor simply provides you with a reminder
to assess if the client is still a migrant. If
migrancy no longer applies, change the Migrant
checkbox on the Demographics tab.
Transfer Data tab
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Record status
A clients record may be in one of these
statuses Termed, Enrolled, Presumed or Active.
The status Termed does not mean the client is
out of eligibility when it appears on the
Similar Client Record(s) Found message, Transfer
Data tab, Transfer-In wizard, or other related
screens.
When Termed appears in this status field it may
mean a Transfer Card was issued at the previous
clinic, changing the status to Termed. Once
the Transfer-In wizard is finished, the status
changes back to Active, Enrolled, or Presumed
accordingly.
Transfer Data tab
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• When the status field shows, Presumed or
  Enrolled

the complete certification (CC) must be done
following the Transfer-In (TI).

• Either
• Schedule a TI with the clerk followed by CC
  with a certifier.
• Schedule a TI with the certifier with enough
  time for a CC.
• Schedule the CC with the certifier and make a
  note in the Flowsheet to use the TI wizard
  before the CC.

Transfer Data tab
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Clinic
The name of the clinic associated with the record
displays in this area. Following the Transfer-In
process, the client will receive a new ID
associated with your clinic. If another clinic
searched for the record, your clinics name would
appear in this area.
Transfer Data tab
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About the Rx Indicator
If an X appears in the ? Rx box, this indicates
the client has been receiving prescribed WIC
formula and/or foods at the previous clinic.

• The Rx end date is NOT available on the
  Transfer Data tab.
• Nothing from the Record Prescription tabs at
  the previous clinic will appear in the
  clients record after the Transfer-In wizard is
  used. Other areas that typically include a
  Rx indicator such as Checks screens, will
  not include Rx information.

Transfer Data tab
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• IMPORTANT
• Staff are required by policy to obtain and
  document the clients prescription information
  within 30 days of the transfer.

Because prescription information is NOT provided
as part of the transfer record, staff must
manually document prescription information in
Client Services using Record Prescription.
The prescription information cannot be recorded
until after the Transfer-In wizard is finished.
Find out where your clinic keeps prescription
information until it can be recorded in Client
Services.
Transfer Data tab
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Prescription Information and In-State Transfers
The Rx indicator alerts staff that prescription
information is required. Ask the client to bring
a copy of the completed Prescription Form, or
contact the previous clinic to request the
information so you have it ready for the clients
Transfer-In appointment.
The Transfer Data tab disappears after the
Transfer-In wizard is finished,and the Rx
indicator disappears with it. This makes
Flowsheet notes especially important. Note that
prescription information is required and
communicate about any action taken to collect
the clients prescription information.
Transfer Data tab
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Transfer Data tab details help with scheduling.
Staff schedule transfer appointments close to the
time when checks can be issued. Assure that
transfer clients do not miss out on benefits.
?Review these details
Client record Eligibility ends March 31,
2010 Check Info First day to use
December 19, 2009The First day to use date
indicates the first day the client can use the
last set of checks issued. This clients checks
are good from December 19 through January 19.
? From the choices below, which date would be
best to schedule the Transfer In (TI)
appointment?
December 15 January 15 February 15
Transfer Data tab
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Compare Your Answer
Client record Eligibility ends March 31,
2010 Check Info First day to use
December 19, 2009The First day to use date
indicates the first day the client can use the
last set of checks issued. This clients checks
are good from December 19 through January 19.
Which date would be best to schedule the Transfer
In (TI)?
December 15 January 15 February 15
Previous checks were issued for December (benefit month) January 15 is the best choice Checks have not been issued for January (benefit month)
Transfer Data tab
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Search for transfer records Existing Clients
The Prescreen wizard cannot be used for
clientswhose name is already found in your
database. You must manually search for transfer
records for these existing clients.
Client Services helps you to find out if the
client is able to transfer.
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Search for Transfer Record
To check if an existing client has a transfer
eligible record at another WA clinic 1. Select
the client record on the Desktop.
2. Select Search for Transfer Record from the
Client menu bar.
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If one or more matches is found, an
informational window appears.
Review the information to determine if or when
the client should be scheduled a Transfer-In
appointment.
When you finish reviewing the information, press
theClose button. You will return to the
Desktop.
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If no records are found, a pop-up message will
appear.
Press the Ok button to close the message
return to the Desktop.
Determine and schedule the most appropriate
appointment type.
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Section 3 Learning Assessment
Assess your readiness to move to Section 4. You
know you are ready when you can

• Recall why staff do not use the Transfer-In
  (TI) wizard until the person is physically
  present in the clinic.
• Identify the correct client record in the TI
  wizard and the Similar Client Record(s)
  Found message.
• Locate specific information in areas of the
  Transfer Data tab.
• Search for transfer records of existing clients.

Test your knowledge by answering the questions
on the next few slides.
Answer each question before moving to the next
slide.
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1. Why do clients have to be physically present
for the Transfer In appointment?
Test your knowledge
Answer this question before moving to the next
slide.
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Compare your answer

• Clients need to be physically present in the
  clinic for the Transfer-In because
• Staff must document in the Transfer-In wizard the
  clients proof of ID and Residency that was
  seen.
• It is policy.

Remember, when clients call to make a Transfer-In
appointment, use the Prescreen wizard. Collect
the clients information on the Demographics tab
and Client Services will do the automatic search
for transfer records of clients participating
at a Washington WIC clinic.
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2. You received the Similar Client Records Found
pop-up message. Review the information from
the message and the conversation

• The client provided this information over the
  phone
• First Name An Last Name Lee Date of
  birth 09-15-1988
• Similar Client Record(s) Found pop-up message
  information
• Client Name Date of birth Transfer ID
  Category Status Clinic
• Ang Lee 09-15-1988 99995561
  PG Termed Walla Walla
• Angie Lee 09-15-1988 98675309 BF
  Termed Puyallup
• Conversation
• You Where did you last receive WIC?
• Caller Walla Walla.
• You Did you receive a Transfer Card from
  the Walla Walla clinic?
• Caller Yes, I have it right here.
• You Would you please tell me the numbers
  on the top right corner of the card?
• Caller Yes, they are 99995561.

Based on this information, do any of the records
match?
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Compare your answer.
Yes. The Transfer Card numbers match the record
for Ang Lee. To indicate a match, follow these
steps
1. Select the record for Ang Lee from the top
area of the pop-up message.

• Client Name Date of birth Transfer ID
  Category Status Clinic
• Ang Lee 09-15-1988 99995561
  PG Termed Walla Walla
• Angie Lee 09-15-1988 98675309 BF
  Termed Puyallup

2. With Ang Lees record selected, select the
Yes button.
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3. Locate these areas of the Transfer Data tab
before advancing to the next slide
? Client ID number ? Rx indicator ?
Eligibility dates ? The First Day To
Use date for the last set of checks issued to
the client
Transfer Data tab
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Compare your answers.
Client ID number
Rx Indicator
Eligibility Dates
First day to use date of the last set of checks
issued to the client.
Transfer Data tab
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Remember, Client Services does not
allow you to use the Prescreen wizard for
clients who already have records in your
database.
4. How do you search for transfer records of
Existing clients?
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Search for Transfer Record
To check if an existing client has a transfer
eligible record at another WA clinic 1. Select
the client record on the Desktop.
2. Select Search for Transfer Record from the
Client menu bar.
3. An information window will appear if a
transfer eligible record at a different WA
WIC clinic. Review the information and
schedule the client accordingly.
How does your answer compare with these steps?
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End of Section 3
How did you do? Do you feel you prepared for the
next section? When you are ready, Transfer In
to Section 4.
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This institution is an equal opportunity
provider. Washington WIC does not
discriminate. For persons with disabilities,
this document is available on request in other
formats. To submit a request, please call
1-800-525-0127 (TDD/TTY 1-800-833-6388).
DOH 960-192 March 2010