WIC Income Webcast
2013
September 26, 2013
Presenters:
Linda Dingerson, BSN, Policy Coordinator
Terri Riemenschneider, MS, Eligibility PAL
2
Intake Policies…
And revised polices
Linda Dingerson,
WIC Policy Coordinator
1.10 Voter Registration
 Clients
who request
to register to vote
must have photo ID
 If
no photo ID, must
sign an affidavit
 Acceptable
Photo IDs:
 Driver’s
license/State/Federal ID
 Current U.S. passport
 Current student ID
 Military ID
 Tribal ID card
3
1.10 Voter Registration
 Affidavit
of Voter not in
Possession of Picture ID
 Available
through E-forms
 Arabic
and Spanish
translations available
on the MDCH/WIC
website at:
www.michigan.gov/wic
 Attach affidavit to VR
Application and send to
clerk
4
5
1.10 Voter Registration
 “If
you are not
registered to
vote where
you live now,
would you like
to apply to
register to vote
here today?”
 Ask
the client at each:

Certification/recertification

When the client changes
address
6
1.10 Voter Registration
 Give
“Declination” (top)
portion of form for
signature if response is:



No
No, registered at present  Address changes over
address
the phone:
Under age 18
 Mail the Voter
 Give
Voter Registration
application if response is:


Yes
Address change and
client wants to register
Registration application
-OR Direct the client to the
SOS website at:
www.michigan.gov/vote
7
 Voter
Registration
posters are available
for clinic use
 Order
on E-forms
8
1.03 Confidentiality
 Any
information about
an applicant or client
that individually
identifies an



Applicant
Client, and/or
Family member
 Restrict
use and
disclosure of
information to:

WIC employees who
need to know
9
Maintaining confidentiality
Insure
Sign
Privacy
in sheets
Income
determination
Anthropometric
and laboratory
procedures
Print Docs
Restrict
Access
to Client
Record
 Diminish
screens
or log off
 Notes and Alerts
 Saving/Printing
Reports
10
Sharing Client Information
 Memoranda
of
Understanding
(MOU)





Immunization
MDCH Lead
Program
MIHP
Head Start
Dept. of Ed (CSFP)
 Release
of
Information
 Sharing
Appointment Lists


MOU
WIC Client is also client
of health center
11
2.01 Eligibility/Certification of
Clients
 Overview
of certification policies
 Clients
who meet income, residency and
categorical eligibility are presumptively
eligible.
 Use
the Short Certification process if
a proof is missing
12
2.02 Residency
 Proof
of residency
required at:






Enrollment
Each certification
Transfer
certification if
client did not bring
proof
NO Proof required for:


 Short


Homeless
Migrant
Transfers who have a
VOC
Someone who has
recently moved into
area
Victim of theft, loss or
disaster
These clients sign an
Attestation form
13
2.03 Identity
 Proof


required:
For NEW clients only, at
initial certification or
transfer
For authorized
person/proxy, at
benefit pickup, each
certification and
transfer
 NO



Proof required for:
Homeless
Migrant
Victim of theft, loss or
disaster
 These
clients sign an
Attestation form
Personal recognition by staff allowed
once proof has been established
Proofs - How Do I Know What
I Need to Do?
2.04 Income Policy Revision
–reflects new guidance from USDA
 Current



income
Previous 30 days
unless..
Current income
has changed such
as laid off/
unemployment
Then project next
30 days
 Source

of income
Recent paycheck or
stub
 Can
be electronic or
by phone

W-2 and current 1040
tax form filed
 “Per
Cap”-payment
include as income
2.04 Income Policy Revision
–reflects new guidance from USDA
IEVAL & CEVAL
 No income determination
 Review Family info screen and verify current
information
 If new address, complete voter
registration/declination
 If other family members are certified today
and over income, then terminate all family
members unless adjunctively eligible
2.04 Income Policy Revision
–reflects new guidance from USDA
 Migrant


families
Determine income once every
12 months, even if not currently
certified
Use VOC information to
determine last income date
2.04 Income Policy Revision
–reflects new guidance from USDA
 Verification

of income
Public assistance (FAP/SNAP, FIP, Medicaid)
 Verbal
declaration of other income after verification of
current eligibility

VERIFY one adjunct program
 Verify
Medicaid using MI-WIC adjunct eligibility
verification

(BEST-Infant or PG-makes whole family adjunctively eligible)
 Verify

FIP/FAP using phone or online verification system
Unemployment benefit-use notice or
myaccount.chase.com or 1-866-523-2122
19
2.06 Adjunct Income Eligibility

Client receives:




FIP (Cash Assistance)
Medicaid/Healthy Kid’s
Program/ Plan First
MOMS
Member of a family
that:



Receives SNAP (Food
Stamps)
Receives FIP
Contains Pregnant
Woman or Infant
receiving Medicaid

Client is enrolled in one
of these programs that
has determined their
income to be less than
185% poverty level




Children’s Special
Health Care Services
Family Planning
MIChild
Other State or Federally
funded programs that
have determined
income eligibility(free or
reduced lunch)
20
What if client is
adjunctively eligible?
FAST LANE
 Verbal statement of
income allowed
 No
other “proofs” are
required
21
2.08 Family Size
 Income
eligibility
based on Total
Family Size
 Include:


Unborn child(ren)
Adopted
child(ren)
 Special
Considerations



Resident of
Institution or group
home
Family living in
homeless shelter,
group residence
Foster child –
Family of one
2.04 Income Determination
 Use
current income
guidelines
(May 17, 2013) for
clients paid only
weekly, biweekly,
semi-monthly or
monthly
 If reported income
is in multiple,
varying intervals,
use annual income
guideline
22
23
2.04 Income Determination
 Based
on client/applicant’s family size
and income
 If client has proof but did not bring to
appointment
Short Certification
(30 days)
24
2.04 Income Determination
Self Declaration

Self-declaration (verbal statement) is allowed
for:






Clients who are adjunctively eligible
Homeless clients
Migrant workers
Family works for cash
Attestation form signature required
if not adjunctively eligible
NO proof of income is required in these cases
2.04 Income Determination
Variations
 Transfers
with current
certification – no income
determination until next
certification
 Migrants – once every 12
months
 If
VOC is expired
but shows income
determination in last
12 months, don’t
assess income
 Clients
who report NO
income


Ask questions that
pop-up when $0 is
entered in grid row
and Saved
Client signs Client
Agreement – NO
attestation form
required
25
26
2.04 Income Determination
2.04A Military Pay

What DOES count:







Base pay
Basic Allowance for Subsistence
(BAS)
Foreign Language Pay (FLPP)
Family Separation Allowance (FSA)
Jump Pay, Dive Pay, Sea Pay,
Flight Pay
Continental United States Cost of
Living Allowance (CONUS COLA)
May Income Average:



Clothing Maintenance Allowance
(CMA)
Bonus Pay (Bonus)
Special Pay

What DOES NOT count:





Basic Allowance for
Housing (BAH or BAQ)
Family Separation Housing
(FSH)
Family Subsistence
Supplemental Allowance
(FSSA)
Overseas Housing
Allowance (OHA)
•Overseas Continental
United States Cost of Living
Allowance (OCONUS
COLA or COLA)
 Combat
Duty or
Combat Zone Pay
27
2.21 Mid-Cert Income
Determination
 IF
you learn that the client’s income has
changed, AND:



 If
The client is NOT adjunctively eligible
The client has more than 90 days left in the
certification period
THEN, use current income to determine
continued eligibility
terminating client, use Termination
Reason “No Longer Eligible” and issue
benefits as system allows
28
2.10 Proof of Pregnancy
 Any
woman who claims to be pregnant is
eligible if income, residency and identity are
confirmed.
 If
NO Proof
 Clients
Short Certification 60
days
may be enrolled
after miscarriage as NPP IF
proof of pregnancy or
miscarriage was provided
29
2.09 Physical Presence
Exceptions

Medical condition that
requires medical
equipment not easily
transported

Medical condition that
requires bed rest

Serious illness that may
be worsened by
coming into WIC clinic

Infants under 8 weeks of
age

Visit presents a barrier if
client present at initial
cert and has
documented health care

Parent/caretaker work
status presents barrier if
client present within last
year

Clients visited and
screened at home or in
another program – (all
elements of certification
must be completed)
30
2.20 Ineligibility Notices
 Written




notice is required when client is:
Ineligible at certification
Terminated at mid-cert for income ineligibility
Sanctioned, suspended or disqualified
A breastfeeding woman who discontinues
breastfeeding after 6 months
 Written
notice must include client’s right to fair
hearing
1.09 Civil Rights
 New


non-discrimination statement
If full statement used on publication before,
must be used on reprints
New Discrimination Complaint Form
 Available
on
MDCH/WIC
website under
1.09 policy
31
32
Questions
Now let’s look at the MI-WIC Process that
supports these policies…
Terri Riemenschneider,
Eligibility Policy PAL
33
Family Information Screen
 Family Information
– Accurate-ask client
to give address
(including zip!) and
phone and verify
– Cell # helpful as we
are offering TEXT
Reminder notices
 Prefer
 Cell phone
 √ text message
– Collect e-mail
address
– SAVE
34
Adjunct Eligibility/Income Info Tab
• If PG or IBE, IBP or IFF has current Medicaid,
makes entire family income eligible
• If C1, C2, C3, C4 has Medicaid, that client is
income eligible
• VERIFY Medicaid by clicking on Verify button,
insert Medicaid ID#
• System should check “adjunct checkmark” if
Medicaid eligibility is verified
• Record if client/family participates in Food
Stamp/SNAP or FIP programs
35
Adjunct Eligibility on
Income Info Screen
Start with
Adjunct Eligibility
Report
participation
• Medicaid
• Food Stamps
• FIP/TANF
Search for
Medicaid ID
• CHAMPS
• MI Health
Only VERIFY one
program use PG
or Infant
36
Verify Current
Medicaid
• Click Yes for REP
and √ VER
(verify)
• The Medicaid
Verify Adjunct
Eligibility box will
appear
• Input the
Medicaid ID if
not already
shown
• Click verify
• Confirm
verification
• Adjunct √
37
Medicaid Verification
• A pop-up will let you
know if Verified
Successfully or Not
Found in RID.
• If verified, click OK
• A pop-up will ask if
want to confirm the
verification, click Yes
38
Adjunct Eligibility
• Note Adjunct
Eligibility
• Record Food
stamps or FIP
enrollment
• Or check if
family not
participating in
programs
• Close
39
Medicaid Verification-MI Health Plan Benefit
How to FIND Medicaid ID
Input identifiers
System searches and provides results
Medicaid Active and ID #
40
Information on How to enroll on
MI Health Plan Benefit
• WIC E-Notice #
2012-101: MI Health
Benefit Plan
Medicaid Eligibility
Verification Rejections &
Update.
WIC E-Notice # 2012-101: MI Health Benefit Plan Medicaid Eligibility Verification - Rejections
& Update.
September 5, 2012
Dear WIC Coordinators:
Problems with Rejections
Some new staff requests have been rejected when trying to sign up for MI Health Benefits,
Medicaid Eligibility Verification. The problem arises when already registered “Organization
Contact” user names have expired within the MI Health Benefit system. Already registered
Organization Contacts must renew themselves every 120 days as a MI Health Benefit User. If
this does not occur, then the Organization Contact is no longer active in the MI Health Benefit
System. New staff requests within these organizations will then be rejected.
Please read the following updated E-Notice and pay attention to the information in red.
E-Notice: 2010-52 MI Health Benefit Plan Medicaid Eligibility
Dear WIC Coordinators:
Requesting Access to MI Health Benefit Plan Medicaid Eligibility
You will now be able to request access to MI Health Benefit Plan Medicaid Eligibility Verification
directly for your staff, if your agency is not using CHAMPS or Netwerkes, etc. MI Health Benefit
Plan Medicaid Eligibility Verification continues to be free of charge for local WIC agencies.
This is the process:
1) Go to the Health Plan Benefits Website
(https://healthplanbenefits.mihealth.org/)
2) Click Enrollment Form
3) Agree to Terms and Conditions; Click Next
4) Complete the Enrollment Form
a. Identify the Organization.
b. Select "WIC" from the dropdown list as Type.
c. If your agency has a Federal Tax ID, submit that; leave blank if none.
d. Enter Michigan Medicaid ID for WIC:
7032402.
e. Provide an Organizational Contact,
if you are the contact, you must add yourself as a user.
f. Identify Users that need Accounts
(You will need names, e-mail addresses, clinic phone number).
5) You will receive a confirming Email upon submitting the form.
6) There will be another notification after the accounts are created.
7) If you have a question or concern regarding the system, e-mail MedicaidEligibility@mphi.org
Medicaid Verification
• CHAMPS
– Apply through SSO
– Allows verification
of Medicaid, lookup
by name, date of
birth
42
CHAMPS Training
•
•
•
MDCH is excited to announce that
Web Based Trainings (WBT) are now
available for Providers. These
trainings will allow providers to use
interactive learning tools to complete
CHAMPS training courses.
These courses are not required;
however, they are an excellent
resource for gaining knowledge and
understanding on the use of
CHAMPS. To access these courses you
must have access to Internet Explorer
and follow the steps below.
Access the site at
http://learning.mihealth.org/SOLO/
CHAMPS- MEMBER SEARCH
Search by:
• Last Name
• First Name
• Date of Birth
Submit
44
CHAMPS- MEMBER SEARCH
45
CHAMPS- Quick Reference
Medicaid ID
http://www.michigan.gov/documents/mdch/Eligibility_
Quick_Reference_291964_7.pdf
46
Medicaid Verification
MCIR General Information Screen
Blue Cross MI
• If client has
active
Medicaid,
Health Plan
name will
be
displayed
47
Adjunct Eligibility…
DHS Bridge Card
DHS Bridge Card - 1-888-678-8914
• Verify Food Stamps (FAP/SNAP) or
FIP (TANF)
– Call Customer Service # on back of
card 1-888-678-8914
– Select deposit inquiry #5
– Listen for DEPOSIT information for this
month
– Record last 9 digits of DHS Bridge Card
in FS or FIP pop up screen
• MI-WIC Adjunct Documentation
– Document as YES in MI-WIC Adjunct
Screen
– Verify-insert family #
MI Bridges-client can check benefit status
www.michigan.gov/mibridges
48
WHY Verify Adjunct Eligibility???
• Verified Medicaid=
 Residency
 Income verified
 ID if have Medicaid card
• Client adjunctively eligible-may make others in family
adjunctively eligible
– Infant or Pregnant woman with Medicaid makes all eligible
– Child with Medicaid, only self
• Family with Active Food
stamps or FIP - all eligible in family
49
Income Information Screen
• Verify Family size• Update “expected infants” if PG
• Update family size if adding infant
• Record sources of income for family
• Can “reuse” income line if applies or remove and add row
• Self Declare source of income if adjunctively eligible
or “migrant, homeless or works for cash”
50
• Verify family size
Income Information
Record expected
infants
= Family size + # of
infants
• Record Income
– Verification: self
declared
• Adjunct eligible
• No income $0
• Works for cash
– Otherwise must
review paystub
or other income
documentation
51
Income Info
Year To Date Calculation
• Useful when income
is variable
• Select last pay date
• Input pay YTD
• Record
calculated
income
52
Income Info
Hourly Calculation
• Select Hourly
interval
• Record amount
of pay
• Record
number of
hours/week
• Record
Verification
• System
calculates
annual income
53
Income Information Screen - Foster
• Foster designation
–Select Foster Child on screen
–Record Foster stipend amount for
income
–All Foster children have Medicaid
eligibility
–ALWAYS family size of 1
Can include PG woman-include
the number of expected infants
54
Foster Child
• Click Foster
Child
• Select child from
dropdown
• Click Go
55
Foster Child
• Family size 1
– Can record # of
Expected infants
if PG
• Complete
income grid with
foster stipend
amount
• Save
56
Family Additional Information
• Language-notices in Arabic, English or Spanish
• Proof of Residency-Medicaid or other proof
• Voter Registration
ASK “Would you like to update your voter registration?”
– YES - Complete Voter Registration Form
– NO - Sign Declination form
– Under 18-Not eligible to register
• Pickup Interval-Defaults to 3 months
• Referred From: Note program that informed client
of WIC
• Special Needs: Note if client has special needs
• Proof of Auth Person ID-Complete at initial visit
ONLY or when Auth Person changes
57
Additional Information Tab
Record
• Primary
Language
Verify
• Proof of
Residency
• Proof of Auth
Person’s ID
Designate
• Migrant
• Homeless
Complete
• Voter Registration
or
Voter Declination
form
58
Client Agreement
• Click on Client
Agreement after client
has reviewed hard
copy of document
• Obtain signature on
Client Agreement each
cert/recert
• Close (takes you back
to Household
Summary Screen)
CAN ALSO Obtain
signature by
Miscellaneous/Signature/
WIC Client Agreement
59
Client AgreementEACH CERT/RECERT
• Ask Authorized Person
to read Client
Agreement or read it to
them
• Ask if any questions…
• Complete client
agreement
– Copy to client at initial MIWIC cert, offer thereafter
• No Client Agreement
needed at IEVAL and
CEVAL
Wanda Wick
60
• Client Information Tab
• Client Name
• Proof of ID (Initial
cert ONLY)
• Proof of Pregnancy
• Education Level
• Marital Status
• REASON for
IneligibilityComplete ONLY
when determined
ineligible
Client Information
Screen
• Additional
Information tab
•
Record/verify
race/ethnicity
61
Cert Action Screen
• Cert Action
– Cert recert
• If short cert, leave message in notes…update note &
remove termination date when proof provided
– Category change button
• System will calculate cert end date based on category
selected
– Termination Reason/date
• If Terminating, place reason for term in grid, system will
automatically calculate termination date based on the
reason
62
Cert Action – Infant or Child
• Add row
for cert
period
63
Cert Action Screen- PG
• Add a row
• Add the
LMP or EDD
• System
calculates
Cert End
Date
• Validates if
pregnant
woman
• System checks to
ensure that # of
expected infants
is more than
zero if PG
64
Cert Action Screen-Short Cert
• If short
cert, leave
message in
notes…
When clients
bring
information…
Remove term
reason and
date when
proof
provided
& update
note
65
Category Change
• Select new
category
• Align
BE/IBE
BP/IBP
NPP/IFF
• Suggest
change mom
first then
infant
66
Cert Action Screen-Termination
• Input term reason
• System calculates
term date
• If d/c
breastfeeding
update BF stats on
Infant record
IF IBE or IBP to IFF, make sure to term
mom! Remember, her recert date is 1 year
post partum and she will remain on if not
terminated!
67
•
Ineligibility
Client Information
Screen
– Complete reason for
ineligibility
• If determined overincome, record
income on income
determination
screen.
• Print Ineligibility
notice
68
Print
Ineligibility
Notice
Print docs
• Select ineligibility
notice
– Must have reason for
ineligibility
documented on Client
Info screen
• Notice recorded in
Miscellaneous
– Communications
69
Benefit Issuance & Print Docs…
• Benefit Issuance
• Schedule next visit
• Ask client day & time
• preferred
• Print Docs
•
•
•
•
NE Plan
VOC (signed)
Shopping List
Client Agreement
• Provide if new client
• Offer if ongoing client
• Vendor Listing
• If new or offer to
ongoing client
70
Print Docs
• Ineligibility
– Ineligibility notice with
Fair Hearing notice-must
complete Reason for
Ineligibility on Client
Information screen
• Attestation of Identity,
Income or Residency
– Copy of signed document
to client upon request
• Short Certification
– Short certification notice
– Lists proof needed by
what date
Ineligibility
Notice
71
Communications Screens
• Records print
docs in
family/client
record
72
Precert screen…add new enrollee
• Add a row in
the applicant
fields
• Add the new
client’s
information
and save
73
Dual Enrollment Pop-up
New enrollees only
74
Remove dual enrollee row to prevent
dual enrollment
75
NO dual enrollment…
• Or Click
Cancel to
stop
record
creation
76
Resolve Dual Enrollment-WIC
• Print Dual
Enrollment report
to research listings
• Select
“Miscellaneous”
• Select Resolve Dual
Enrollment
• Select client from
dropdown
• Determine if
duplicate or dual
enrollee or
different client
• Select resolution
– Note if needed
Block
Keep
Not same client
Investigate
77
Other
WIC/WIC Dual Enrollment Report
clinic/reports/participation/WIC dual enrollment
Report lists clients when
the following matches
• First 4 letters of last
name and first name
• Same date of birth
• Same gender
Resolve Dual EnrollmentWIC/Focus:HOPE-CSFP
• MUST RESOLVE
BEFORE WIC
CERTIFICATION!
• Resolve within 45
days of identification
• Determine if client
wants CSFP, WIC or is
not same person
• Select resolution
• If CSFP in area, check
every 6 months for
dual enrollment
79
WIC/CSFP (Focus:HOPE) Dual Enrollment Report
Clinic/reports/participation/WIC -CSFP Dual enrollment
Questions?
Break
Answers
Special Circumstances…
•
•
•
•
•
•
Military pay
Unemployment
Overtime
Adoption
Foster Children
Children’s special health
care services
• Self employed
• Teen
• Immigrant
•
•
•
•
•
Works for cash
Over income
Income guidelines
Medicaid
Other
84
Military pay
Client had Coast Guard pay
stub, total was over income.
• Staff should review 2.04A for
allowed and not allowed pay
• Client was determined to be
income eligible when BAH
and FSH were not included
– Basic Allowance for Housing (BAH
or BAQ)
– Family Separation Housing (FSH)
85
Military Pay
What DOES NOT count:
 Basic Allowance for Housing (BAH or BAQ)
 Family Separation Housing (FSH)
 Family Subsistence Supplemental Allowance
(FSSA)
 Overseas Housing Allowance (OHA)
 Overseas Continental United States Cost of Living
Allowance (OCONUS COLA)
 Combat Duty or Zone Pay
 Hardship Duty, Parachute, Flight Deck,
Demolition, Experimental Stress, Toxic Fuel,
Dangerous Virus, Chemical Munitions, Maritime
Visit, Polar Flight…
Exhibit 2.04A
86
Military Pay
• Client with military pay stub from December
2013- can I take YTD?
Outcome
• More accurate-should look at past 30 days
income/pay (with military exemptions-Policy
2.04A)
• Can ask for electronic pay stub to verify
current income
Unemployment
How to verify Unemployment?
• Unemployment benefits now
direct deposit to bank account or
debit card
• Clients receive “Notice of
Determination” letter, which
should state amount of benefits
• Clients can contact CHASE
customer service at
1-866-523-2122 to determine
current benefits.
88
Adoption subsidy
• Caller wants to know if adoption subsidy is to
be included in the household income for
eligibility.
Outcome
• Yes. There is no stipulation in regulation/policy
for excluding it.
Adoption-Family Size
Family has 2 foster children
and one adopted child,
what is the family size?
• Mark “foster” on foster
children’s client information
screen (family size for each
foster ALWAYS = 1)
• Document family size of
2 parents + 1 adopted
child=3
NOTE:
• Adopted children are
considered members of the
family and the family’s
income supports them.
90
Adoption
Infant has just been adopted
by family that is over
income. Adoption agency
has told family that infant
will be on Medicaid, but
won’t receive card for a
couple of weeks. Can we
enroll?
• Need verification of
pending Medicaid
• Search MI-Benefit or
CHAMPS for ID#
NOTE:
• Some children are provided
Medicaid, even after
adoption.
• If the family is in the
process of adoption, the
child may be considered a
“ward of the state” and
have Medicaid coverage.
91
Foster Siblings
• Has client with 2 foster children who are
siblings. Are they a family of one or two?
Outcome
• Each foster child is a family size of one.
Foster Child Income Verification
Having problems
entering income for
a foster child. Keeps
getting a pop-up
that says income
has not been
verified today
• Make sure foster
child is selected on
both client
information screen
and then on income
screen
• Input foster stipend
amount for child’s
income
93
Foster dad
• New foster dad - having problems getting him
in as Authorized Person.
Outcome
If Foster child moving into new Foster family…
• Create new family with Dad as Auth Person
• Transfer foster child into Dad’s family using
participant transfer
• Train dad on use of benefits, issue EBT card &
benefits for child
Create new family for Client Transfer
1. Search statewide for
Authorized Person
2. If found, update address
and proxy information, if
new create new family
3. Keep FAMILY level in
active record
4. Search statewide for
client
5. Select client and click
Transfer
6. Client displays in Foster
family, click on “Foster”
Foster Stipend
Pregnant woman applying for WIC. She has two
foster children living with her. Do we count
the foster stipend as part of her income?
• Each foster child is considered their own
household. Exclude the children and their
stipends from the applicant's income
calculation.
96
Foster child
Family is over income but have a
foster child with Medicaid. The
family is adopting the foster
child, but the adoption is not
yet final.
• The foster child is adjunctively
eligible with Medicaid
– Report monthly stipend as
income
• Other children in family are not
eligible at this time
– If infant adopted with
Medicaid, other children
eligible
– If child adopted without
Medicaid, other children not
eligible
97
CPS wants info from WIC…
• Child Protective Services (CPS) wanted
information for a neglect case, as asking if WIC
information such as WIC clinic and
appointment information be provided?
Outcome
• Verified that client information can be
released to CPS per MI-WIC Policy 1.03
• You could provide a copy of screen shots with
Appointment History
Foster Child Benefits
Agency called to ask when
foster child transfers, do
benefits go with child?
• No, client will need
benefits loaded to new
family’s account
• If possible, void future
benefits before
transferring client to new
family
99
Foster Child - Blocked
Foster child is blocked in MI-WIC due to Dual Enrollment.
Help!
• Child was previously enrolled as foster child under
different family number and authorized person.
• Select the most current record
• Transfer current enrollee into foster family
100
Children’s Special Health Care Services
Had quads born at 23 weeks, one died
and others with handicaps. Now
almost 2 years old. Medicaid has
been dropped. Children have CSHCS,
does this make them eligible?
• No, CSHCS can use WIC for income
eligibility, but WIC can only use CSHCS
if income is calculated at or below
185% of poverty
101
Self employed
• Determine income based on
available
evidence/information
• Tax document probably best
if not receiving pay check
regularly
• 1040 form can be used
for income
documentation until the
next 1040 is filed
102
Overtime
We have a client whose hourly wage qualifies for WIC
but their YTD is over because he frequently works
overtime. Which are we supposed to go by? YTD is
at $40,000 now, so it will calculate higher than the
max of $51,005 for a family of 5. Not sure how we
should handle this.
Options to accurately calculate income:
• YTD calculates annual pay to reflect overtime and
straight pay from current pay stubs
• Most current 1040 income tax form
103
“Per Cap” payments to
Tribal members
• Are “Per Cap” payments
income?
• Per capita payments are
provided to some tribal
members from Casino
profits
• This is considered
income for the family
• May be annualized if
paid on a quarterly
basis
Teen
Mother called regarding
pregnant daughter
eligibility. Parents are
supporting and
providing insurance to
cover pregnancy.
Family of 5 (with
unborn), parents both
work.
• Suggest referral to
Medicaid/Healthy Kids
to cover co-pays and
ensure coverage of
infant when born
(thereby adjunct
eligible)
105
Immigrant
Pregnant woman
applicant eligible for
Emergency Medicaid
due to immigrant
status. Client has ID,
proof of residency and
appropriate income. Is
she WIC eligible?
• Yes, client is eligible based
on Income, PG and
Emergency Medicaid
• WIC does NOT consider
immigration status for
eligibility
• WIC enrollment does NOT
affect immigration status
in terms of government
support as WIC is a
NUTRITION Program
106
Works for cash
Client works for cash,
doesn’t have proof of
income or Medicaid.
What to do?
• Verify that client does not
have Medicaid (MI-Health
Plan or CHAMPS)
• Document client’s income
type as gross wages,
verification is self declared
• Sign attestation formexplaining why no proof of
income exists
107
Over income-on Medicaid
C1 client in family has
Medicaid, C2 does not,
family over income.
Does C2 qualify if over
income?
• C1 client IS adjunctively
eligible
• C2 client NOT
eligible/over income
108
Self Employed/Farm Income
Had a client whose husband is self-employed
farmer and she works. Wants to know how to
calculate the income, based on the Schedule C
and the 1040, and W-2.
• Policy indicates that you use the net income
on the Schedule C for husband and, which
show loss and gain and then use the wife’s
reported income (W-2).
109
Joint Custody…
Mother is authorized person and is
not picking up benefits. Dad called,
says he has joint custody, but no paperwork.
He wants WIC card. What can we do?
• Contact mother to ask if Authorized person can be
changed to allow benefits to be issued.
• If client is no longer enrolled, Dad could apply on
child’s behalf.
• There is NO MDCH/WIC policy regarding who can be
Auth. Person or how to change, so it is up to the
agency to establish procedure. Just be sure that
110
client is not dually enrolled.
Transfer-Short stay
Took call from woman who says she is on
WIC in another state. She is coming to
visit in Michigan for a month before
leaving with her husband to go to new
base in Japan. Wants her WIC benefits
in Michigan for the month. How do we
handle her?
• Treat her as any other transfer-Require
same proofs of residency (can attest),
etc. and VOC information from other
state.
• Issue only one month of benefits at
that time.
111
Transfer – Release of Information
What information should be released in a
transfer?
• Required information includes:
– Verification of Certification
(VOC) signed
• Optional information:
– Client Information Report
– Medical Documentation
Form
112
Moved out of state
How to document
ineligibility when
notified that client
moved out of state?
• Cert Action Screen- Document Term reason, term date is
auto displayed. This will remove future benefits.
• Place note in client’s record as to who called regarding
transfer and what information was provided.
• Client has already moved, so don’t need to generate
termination notice.
113
Present or Not Present
Has a mom who is refusing to bring the
baby in for newborn cert because of
mom’s C-section, and staff wanted to
know was that ok without a Dr's note.
• Allowable - note reason for not present
• Need birth data/verification
• Could also have proxy bring infant
114
Physical Presence?
Full term adjusted age infant discharged from
NICU with doctor’s note that infant cannot leave
home. Can LA certify without physical presence?
• Yes, can certify using hospital discharge
information noting reason for not present on
Cert Action screen
115
Custody & Eligibility
Mom was on WIC when pregnant, now on as
post partum, but lost custody of her infant.
Can she still remain on WIC as an NPP?
• Yes
116
“Frozen” EBT
• Client complains that even after receiving new card
from ACS the card doesn’t work
• If client is INACTIVE in EPPIC,
card must be
issued
OVER THE
COUNTER
at the agency
117
PG woman with infant on
Medicaid
• PG reports no income but living with family
that provides immediate needs. Has 9 month
old infant currently receiving Medicaid. Can I
document 'no income‘?
Outcome
• Yes, can document for this certification
because the PG mom is adjunctively eligible
due to infant receiving Medicaid.
Medicaid Verification
• Mom does not have
Medicaid card with her
but number is in the
system, do we short
cert until she brings in
the card?
Outcome
• Verify that the Medicaid
number is active using
the Adjunct Eligibility
screen and take a verbal
income, no short cert is
needed
– Medicaid verifies income
– Medicaid verifies
residency (in Michigan)
– Identity was confirmed
at previous certification
16 year old mom
• 16 year old mom enrolling new baby, grandmother has Medicaid
case & another child on WIC. Do we have to make separate WIC
account or can she have 2 children from different moms on one
EBT acct?
Outcome
• Can be separate or together.
• If in same "family" wichealth.org would apply to both and
benefits would be aligned if gma is the shopper-mom could be
proxy with own card.
• If the 16 year old decides to take Authorized person status, just
create new family and do participant transfers.
Siblings have Medicaid
• Triplets being seen in office today, only 2 have
Medicaid. What should be done about the 3rd
on without Medicaid (can they certify)?
(MMCAA)
Outcome
• If infants, others with Medicaid will make 3rd
adjunctively eligible
• If C1-C4, family income must be determined
Mom in Jail
• Grandma is proxy, mom is in jail. Mom & infant
are on the program. Grandma is trying to get
guardianship. Can she have a card issued to her?
If mom is in jail, do not issue her benefits correct?
Outcome
• Grandma can be issued a second card as a proxy.
– If grandma gets custody suggest they create a family
record with her as authorized person and transfer
infant in.
– No benefits should be issued for mom if she is in jail.
Mom is eligible to get her benefits when out of jail.
Not Present for Certification…
• Could you cert a mother who had recently
delivered, no prior WIC activity, but who's
culture (Asian) required her to stay home for
30 days.
Outcome
• Could certify the infant-with hospital birth
information or by coming to the clinic
• Could certify mom with hospital information
or by home visit of WIC qualified staff,
document why not present
What if I forget how…
HELP
Help screens
• Select HELP
• Type topic in
search box,
ENTER
• Will provide
list of
materials in
HELP for that
topic
124
What if I forget how…
HELP
• System HELP and DuJour
1-800-WIC-1636
•
•
•
•
Press 1 and 1 for 3Sigma for problem with system
Press 1 and 2 for WIC Consultant DuJour – policy
Press 1 and 3 for SSO/Tech Support
Press 1 and 4 for WIC Operations – EBT
125
MI-WIC Release Process
• System changes still occurring
– December 12, 2013 Release 5.6
–NO MI-WIC after 5 pm to allow
for testing time
126
Wichealth.org
• Client inquires if she can complete interim NE on line
vs. having to visit the clinic. Asks about how soon
completed lesson verification will be posted. Client
aware that agency accepts wichealth.org, which
client has completed in past.
Outcome
• Client notes that she has found more assistance in
Michigan than she did in IN where she previously
lived. Client informed that her verification of
wichealth.org lesson completion should post by end
of day of completion, and usually within an hour.
Recommended she contact the WIC agency before 4
pm to inquire about benefits loading.
• Client
showing zero
benefits on
her card.
Outcome
• Either not
loaded or
• Card marked
as inactive in
EPPIC. If
“inactive”
must issue a
new card at
the clinic.
EBT Question
Adjunct
Eligibility
• C1 and C3 client
certified yesterday. C1
client verified Medicaid,
C3 client had no MA.
Family over income per
guidelines. Why did
system allow adjunct
for C3?
Outcome
• The system is verifying
based on current client
status, which is not
upgraded until cert action
screen –if C1 status was IFF
at the time verified, then all
in family would be shown
adjunctively eligible. C3 is
not adjunctively eligible
and should be terminated
after ineligibility notice and
15 day benefit given.
WIC Vendors
• Client called asking “Can I use WIC at only the stores
listed on my paper WIC gave me?”
Outcome
• Can use WIC at any
store in MI that accepts
WIC. The list is only the
stores within your
home zip code.
WIC
WIC Vendors List by County
• Select
Miscellaneous
• Authorized
Vendor
• then select
county, Print
Check stub or equivalent??
• Can staff use electronic record to verify
income or FAP/FIP deposits (off phone or
computer), or do staff need to have paper
copies?
Outcome
• Can verify using hard
copy pay stub or
virtual electronic record
or balance inquiry phone call (deposits).
• Policy 2.04
Medicaid Pending for infant…
• Mother has active Medicaid but is over income.
Has applied for Medicaid for infant; status
pending. Unable to save adjunct eligibility for
infant due to over income status.
Outcome
• Informed staff that infant has presumed
Medicaid eligibility due to mom's Medicaid
status, can manually verify adjunct (based on
the mother having Medicaid during pregnancy).
Mom recertified as BE/Infant certified as IBE.
Dad’s right to WIC
info…
• Wanted to know if we can provide MI-WIC records to
the father of a child in a custody battle.
Outcome
• WIC Policy 1.03 A#3 – “A WIC client or the parent or
guardian of a minor client shall have access to, and may
receive, a copy of the specified individual’s WIC record
upon written request.”
• We would want to scan the request and note what
information was provided in the client’s record.
No proof of pregnancy…
• Has client who was “short certed” for no proof
of pregnancy and now reports miscarriage.
Can she recert as NPP with proof of
pregnancy?
Outcome
• Yes, proof of pregnancy or miscarriage is
required to certify as Non-lactating Post
Partum woman in this case.
PG on Bed rest
• A client is 33 weeks
pregnant and on bed
rest. Can we enroll her
in WIC without her in
the clinic?
Outcome
• The answer is yes, still
need to complete the
certification with proxy
or through a home
visit/MIHP obtaining
the required proof
items and using referral
bloodwork and
anthropometric data
Non-US citizen benefits
• A mother (US citizen) signed an
affidavit when she married a noncitizen that they would not receive
federal services for 2 years. Is getting
WIC breaking that agreement?
Outcome
• Does not fall under entitlement
program or Federal Services
according to USDA/USCIS.
Benefits Not
Subject to
Public Charge
Consideration
Under the agency
guidance, noncash benefits and
special-purpose
cash benefits that
are not intended
for income
maintenance are
not subject to
public charge
consideration.
Such benefits
include:
…Nutrition
programs,
including the
Supplemental
Nutrition
Assistance
When to schedule I-EVAL
• For infant enrolled at 2 months of age, can we
do I-EVAL at 6 months of age?
Outcome
• Yes, Policy allows for MID-cert, evaluationusually halfway through certification, but
usually tied to benefit issuance timeframe.
I-EVAL & C-EVAL
• Staff have questions about I-EVAL
and C-EVAL requirements:
– Does client need proof of residency?
Outcome
• No, update address, and Voter
Registration form if moved, but
eligibility is not reviewed.
BF mom now Pregnant?
• Mom is a BE with an IBE and now pregnant.
Keep baby as IBE?
Outcome
• Yes, keep mom as BE and baby as IBE until
one year post partum, or baby is weaned.
• THEN-certify mom as PG after breastfeeding
certification expires.
Mom in Hospital, baby at home…
• Mother remains in
hospital but infant is
discharged. Mom did
not name proxy at
certification. Needs
Grandmother to bring
infant in for
appointment. Can
mother write a note
and send with
Grandmother?
Outcome
• Yes - - referred LA staff
to Proxy Policy 8.03.
Client Agreement
• Are proxies allowed to sign
the Client Agreement form?
Outcome
• Yes, proxies are allowed to bring children to
certification appointments, sign forms, receive
nutrition education and purchase food
benefits according to Proxy Policy 8.03.
Bloodwork
Outcome
• Policy 2.16 requires that a
test be performed at least
every 12 months for children
over 2 years of age if the
• We recertified a child
previous test was above the
who had had a blood
cut-off level. It makes sense
test done 11 months
to obtain the test if it has
ago. Should we have
been 11 months since the
done one at the recert?
previous test and you won’t
see the client in a clinic visit
until the C-EVAL
appointment.
WIC and Head Start
• Does WIC have an MOU with Head Start? I just
received a request for blood lead values on
children.
Outcome
• Yes, refer to WIC Policy Manual-Policy 1.03,
Confidentiality. The MOU with Head Start
does include sharing data and specifies
measurements, hemoglobin and lead as some
of the items.
NOTE- Head Start may also be a good WIC
outreach source!
Infant certification
period
• Added a 9 month old to the program and he
was given a 6 month cert period. Is this
correct or a bug?
Outcome
• According to Federal Regulations, for infants
that are added after 6 months and before 12
months of age, their certification period is 6
months.
Certification
period
alignment
• Wanted to know what to do to get family onto
simultaneous cert dates. This has become an issue with
the 1 year CEVAL. Wondered if they just needed to bring
the child in sooner (greater than 30 days) and make a
note in the record as to why it was done.
Outcome
• You can schedule the CEVAL MID-CERTIFICATION (flexible)
to align with benefits and other family members
certs/visits.
More formula for IBP
•
Client was made NPP from BP (before 6
months post partum). After a call with
Peer Counselor she determined client is
still breastfeeding after 6 months.
Outcome
• Breastfeeding status can't be changed
due to termination. Client would have
to be re-certified as BP until 1 year post
partum.
• If breastfeeding but need more formula
than IBP package-Keep clients BP and
IBP categories – refer client to CPA to…
1. Change FOOD package for BP to NPP (after
6 mos., mom won’t receive food, but will
still be BP)
2. Change FOOD package for IBP to IFF
WIC Overseas
Transfer
• C4 client transferring from Overseas WIC (Japan). Previously a
client at Cheboygan. Documentation presented has cert end
date of August 2014. How do I handle this process?
Outcome
• Transfer client to current clinic
• Follow “Out of State Transfer” Process
– Select Miscellaneous
• Out of State Transfer
• Complete screen with cert end date from VOC or other transfer
information from client
• Save
• May need referral/referral info
• Assign food package
• New client information re: WIC Food & EBT card use, vendors, Substance
Abuse Assistance, etc.
No longer Interested in WIC
• Follow-up call after missed EDU
appt. Client had lost baby and
no longer wanted to participate
in WIC-how to document?
Outcome
• Add note in NOTE field to record client’s wishes
• In MI-WIC, staff had to bring up the client on Cert
Action Screen, then select the reason for
termination. The system automatically calculates
the “termination end date” based on the reason.
• IF the “termination end date” is past BVT date,
agency can issue one month of additional benefits.
No proof of pregnancy short cert
• Need to recert a BE client who had been
terminated due to no proof of pregnancy, but
now had delivered and couldn't change the
cert end date.
Outcome
• Go to Cert Action screen select “Reinstate" for
the PG client, then she would be able to
proceed.
– End the PG certification period as yesterday
– Add new row with current status, BE, BP or NPP
PG mom out of current family
• How can you separate a PG mother
from the father who is authorized
person for her child, but mother
would like to utilize another clinic?
Outcome
• Create new family on Precert screen
for PG mom in desired clinic (don’t
add mom as new client)-save and
make new family active
– Perform client transfer of PG mom
into new family
Frequently Asked Questions
• How do I correct client’s Date of Birth?
– If Auth Person, can change on Family Info screen
– If client, call 3Sigma Helpdesk at 1-800-WIC1636- press 1 and 1
• How do I update EDD for PG client?
– If EDD is later than the certification end date,
please contact 3Sigma Helpdesk at 1-800-WIC1636- press 1 and 1
– Otherwise note updated EDD in Notes
• How do I change the appointment minutes
in my templates (want 30 minutes for NCRD
appointment instead of 15 minutes)?
– Call Kathie Boynton at 1-800-WIC-1636- press 1
and 2 and ask for Kathie
Questions?
Project FRESH
• Clients with Project FRESH benefits will be
sent a reminder on September 27th to use
their benefits before October 31, 2013.
Dear WIC ClientUse Your 2013 Project
FRESH benefits by
October 31, 2013
Thank you, WIC
WIC is an equal opportunity program
154
Thank you!
Please complete your evaluations!
• Contact information
– Linda Dingerson, Policy Coordinator
• 517-335-9156
• dingersonl@michigan.gov
– Terri Riemenschneider, Eligibility Policy PAL
• 517-335-9562
• riemenschneidert@michigan.gov