ewic Change Issued Formula Redemption & Return

Transcription

1 ewic Change Issued Formula Intro This HuBERT on-demand training module Intro1 is provided by the MN Department of Health WIC Program. It provides an overview of changing issued formula. Scenario-R&R Redemption & Return In some instances, participants may need a new formula issued and have already purchased some. And they may have a couple of unopened cans that they can return to the clinic. The system functions the same regardless of whether cans are returned to the clinic or not. So, let s take a look at this scenario. Guis was issued benefits for September, October and November. His cycle is the first to the end of the month and today is September 20 th. Scenario-R&R1 Let s take a look at his Benefits History. <no script> Click the Benefits History tab. Benefits Hx-R&R Again, the only thing to note is the three-quarter proration for the September set. And we ll just expand the nodes to see what kind of formula was issued. Although mom said she had purchased some of the formula, we still want to make sure it was for the current set and not a previous month s benefits. If she didn t redeem any of the current benefits, based on our general rule, we would simply Void Current and Future, update the food package and re-issue in the Issue Benefits screen. Go ahead and open the screen where we can check redemption activity. Page 1

2 <no script failure hint> Click the Benefits Management menu. <no script failure hint> Select View EBT Transaction History. Transaction Hx-R&R As usual, let s enter the PFDTU of the current set into the Start Date field. <no script> Click the calendar drop-down. <no script> Select September 1 st. <no script> Click the Redemption Activity radio button. <extend previous print screen> <no script> Click the Search button. The purchase was for the current set but since there are other members in the household, we should double-check for whom the purchase was made. <no script> Click the row to highlight it. <no script> Click the View Details button. Transaction Hx-R&R1 Yep. The purchase was for Guis for 3 cans of Total Comfort. <no script> Click the Close button. Transaction Hx-R&R2 <no script> Click the Close button. Open FAW-R&R Our next step is to change the food already issued. So where do we go from here? <no script failure hint> Click the Benefits Management menu. <no script failure hint> Select Food Adjustment Wizard. BF Date Ah. Guis is some-breastfeeding. The system prompts us, automatically opening Health Information, whenever we try to open the Food Adjustment Wizard if we haven t updated the Date Breastfeeding Verified. Page 2

3 BF Date1 <no script> Click the calendar drop-down. <no script> Click the Today button. And re-open the Food Adjustment Wizard. <no script failure hint> Click the Benefits Management menu. <no script failure hint> Select Food Adjustment Wizard. Save BF Date <no script failure hint> Click Yes or press the Enter key on the keyboard. FAW-R&R We are going to change a food already issued. Food Category-R&R <no script> Click the Food Category drop-down. Only applicable food categories will display for an infant. <no script> Select FORMULA. Return Quantity This time, the Enter Return Quantity dialogue displays. This is because formula is the only food item participants can return to a WIC Clinic. Return means they have purchased cans of formula with their WIC benefits and are bringing the unopened cans to exchange for another type of formula. Return Quantity1 The system displays the type of formula that was issued. We can leave this at zero if no cans are being returned. But Guis mom has two cans of Similac Total Comfort to return. Let s use the spin arrows to increase the quantity to 2. Page 3

4 <no script> Click the up spin arrow. <no script> Click the up spin arrow. Select Formula The Select Formula screen opens which is where we indicate the new formula we are going to issue, which is powdered Similac Spit Up. <no script> Select Similac Spit Up (12.0 oz. pwd) Rx or FPIII. Special Rx Item The same validations occur as when we create food prescriptions. We ll quickly complete this information <pause for animation> <no script> Click OK. Formula Replacement The Formula Replacement screen displays the benefit periods... Formula Replacement1 The formula being replaced... Formula Replacement2 The Amount Issued, which takes into consideration any proration of the initial issuance; the Amount we put into the Enter Return Quantity dialogue, which was 2; the reconstituted ounces is calculated from the returned cans of formula, which may be helpful if the two formulas reconstitute to a different number of ounces per can; the amount recovered, which is the number of cans issued minus the number of cans redeemed, which is not shown on this screen); the number of reconstituted ounces in the recovered cans; the total ounces available, which is the sum of the two reconstituted ounces columns; and the number of cans available to issue. For the current month, if the reconstitutions are the same, it is the amount returned plus the amount recovered. Page 4

5 For future months, it is the max based on the reconstituted formula and participant s age. Formula Replacement3 Because of this, the number of cans to issue, which defaults to the max number available can be decreased for current and future months <no script> Click inside the cell. <no script> Click inside the cell again. Formula Replacement-DS The Direct Ship checkbox can be selected to indicate that the new formula will be direct-shipped. We will take a closer look at this in another module. We are going to issue all 7 cans for each benefit set, so click the Send EBT Data button. <no script> Click the Send EBT Data button. Formula Replacement4 <no script> Click the OK button. Health Info-R&Rafter As usual, let s take a look at Benefits History. <no script> Click the Benefits History tab. Benefits Hx-R&Rafter And we ll take a look inside the nodes Benefits Hx-R&Rafter1 We can see our new issuances for October and November and that the previous benefits were voided. For the current month, we can see issuance of 7 cans of the new formula, Spit Up, and that for the original issuance of Similac Total Comfort, 5 cans were recovered and 2 cans were returned. If we look at the Food Prescription tab. <no script> Click the Food Prescription tab. Food Rx-R&Rafter And expand the nodes Page 5

6 Food Rx-R&Rafter1 we can see that the system created a new food package for today, food packages with an Effective Date of the October and November PFDTU, and updated the future food package as well just like it does now. Notice that the September 27 th food package was not updated, which is fine because benefits have already been issued and food packages exist for future issuance. Account Balance <no script> Care to look at the Account Balance? Infant Foods One last thing to mention. What if they had redeemed some of their infant foods and needed different formula? The short answer is that it doesn t matter. The system will leave the other foods as is, it only adjusts the formula in the current set of benefits. End Thank you for reviewing this HuBERT on-demand training module presented by the MN Department of Health WIC Program. Page 6