spirit online release training...

SPIRIT Online Release Training

Clinic Slide # Text

1. Welcome to this presentation of the SPIRIT Online Release Training Presented by the Alaska Department of Health and Social Services WIC Program

2. 2.19 (pronounced two dot nineteen) Clinic Release Training

3. SPIRIT Release 2.19 will rollout tomorrow, Wednesday, November 19th Please try to log out of SPIRIT, all the way out past the session manager ‘W’, by 5:00 today! This will allow the state IT folks to install and verify the new release When you log in tomorrow, release 2.19 will automatically download to your computer. This could take a while and will vary from user to user. Please ensure that you log into SPIRIT on every computer in your agency if possible It is not NECESSARY for you to log in to all computers today, but you should verify at some point that all SPIRIT computers have been upgraded

4. The steps you will take tomorrow morning are: • Start your login to SPIRIT as normal • This will cause release 2.19 to automatically download, which will

take a while • SPIRIT will need to restart after the downloads have completed, so

click OK at that time • SPIRIT will require that you log in again • After you have logged in for the second time, it is important that you

reset your local reference data • If you have any problems, please call the WIC SPIRIT Helpdesk

immediately 5. It is very important that you manually reset your local reference data after

your final log in tomorrow 6. If you do not reset your local reference data, you will get errors and

unpredictable behavior After resetting your local reference data, click on Help then About WIC The version will be displayed and it should be 2.19 something

7. SPIRIT Release 2.19 General


Clinic Slide # Text

8. 2.19 contains several enhancements Some bug fixes have been included in this release and will not be covered by this training Some minor display changes have been included in this release and will not be covered by this training There have been changes to several reports and this training will not cover those, but a document has been distributed to you via the Friday Updates that lists the changes to the reports Changes to modules other than clinic have been made, and for the most part, will not be covered in this training For more information on any items not covered in this training, please email the helpdesk


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9. This training will cover the major enhancements or changes in the areas of: • Appointment resources and their display in the clinic calendar • The Initial Contact display • Risk factors • VOCs and instate transfers • Alerts and Notes • Demographics and Health Information • Height and Weight • Referrals • Nutrition Education • Food Prescriptions for 2 and 3 year olds • Benefit issuance and • Benefits history

10. Display of Resources in Schedule Appointments for Household 11. The Resource columns in the clinic schedule were not displayed in a

consistent order in the previous release The order of the columns changed based on which Resources first were scheduled for appointments each day In 2.19, the ability to define the order the Resources will appear in your schedule has been added to the Master Calendar functionality in the CAS

12. We are looking at the Schedule of Appointments for December 1st Note that since RD1 and RD2 have no appointments, the previous release would list them last We can conclude that CPA1 was the first to have an appointment scheduled on December 1st Let’s pretend that your management would like RD1 and RD2 to always appear first in the Schedule of Appointments, followed by CPA1 then CPA2 We can do that in 2.19 Let’s flip on over to the CAS module

13. We’re now in the Build Master Calendar functionality of the CAS … let’s look at the Resources


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14. In 2.19, you can define the order that the Resources will appear in the Clinic module The order the Resources appear in the Define Resources display is the order they will appear in your Clinic schedule for your entire Agency You can change the order of the listed Resources by highlighting an entry and pressing the green up or down arrow, as seen in other areas of SPIRIT Our management wants RD1 and RD2 listed first, so watch while I move them to the top of the list

15. In 2.19 Note that a Resource can also be made Inactive here by unmarking the Active box Also note that you can filter the display of your Resources by their active status

16. We’re done here, so we will save our changes and hop back over to the Clinic module to see how our changes look Remember, you must reset your local reference data for these changes to take effect!

17. Back in the Schedule Appointments screen of the Clinic module, note that RD1 and RD2 appear first in the schedule, even though no appointments have been scheduled for them

18. Changes to Initial Contact Display 19. Two new fields have been added to the Initial Contact Display

The WIC Category (it’s required) and the Migrant at Initial Contact checkbox These fields are for reporting only and are not used by other SPIRIT functionality At this time, the State WIC Office does not require any procedure changes due to these enhancements

20. If you are in Applicant Prescreening and have already filled in the WIC Category, the WIC Category will auto populate


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21. If you are in another display, like Demographics, both of the new Initial Contact fields will automatically populate with their previous values Note that there is no connection between the Migrant at Initial Contact field in the Initial Contact display and the Migrant checkbox in Demographics For SPIRIT to consider the participant as a migrant, the Demographics Migrant box must be marked

22. Risk Factors 23. There have been several enhancements in the area of Risk Factors in this

release

• During a VOC cert only, a CPA can now assign risk factors that are normally system-assigned

• There is a new Assign Risk Factors button on the Risk Factors tab of the participant folder

• High risk Risk Factors are now indicated in SPIRIT with an asterisk • On the Assign Risk Factors screens, the High Risk checkbox has been

renamed “CPA-assigned High Risk” • Certain clinic staff can remove the high risk designation of a system-

assigned risk factor for a participant o When this is done a system note is automatically generated

• Risk factors assigned during Nutrition Assessment are labeled with an “N” instead of a “V”

So let’s look at examples of these changes 24. CPAs have expressed the desire to assign VOC participants the risk factors

listed in the VOC document provided by the other state But some of these risk factors, like 201 – Low Hematocrit/ Low Hemoglobin, are system assigned only and so can’t usually be manually assigned by the CPA CHANGE IN 2.19: CPAs can now manually assign system assigned risk factors during the VOC process! We have performed a VOC certification for child Moving From Washington. This child’s VOC document listed risk factor 201 and we would like to assign that risk factor We’ll open Moving From Washington’s participant folder


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25. To assign risk factors for a VOC participant, choose a new option, Assign Risk Factors for VOC Certification, from the Certification dropdown list in the participant folder

26. As in previous SPIRIT versions, when a participant is transferred into Alaska WIC via VOC, the system automatically assigns one risk factor: 502 – Transfer of Certification

27. For VOC certifications only, CPAs can now manually assign risk factors that are normally system assigned. We’ll click OK to save the risk factors

28. As you can see from the yellow tabs, the assignment of risk factor 201 has caused this participant to be high risk Let’s look at the Risk Factors tab in the Participant Folder

29. We can see that, like always for a VOC cert, SPIRIT system-assigned risk factor 502 Also note that SPIRIT allowed risk factor 201 to be CPA-assigned Note the asterisk behind risk factor 201 CHANGE IN 2.19: SPIRIT now indicates with an asterisk (*), those risk factors that have caused this participant to have the high risk designation Prior to this release, to manually assign risk factors in the Participant Folder, you needed to choose Assign Risk Factors from the Certification dropdown list CHANGE IN 2.19: The Risk Factors tab in the Participant Folder has an Assign Risk Factors button that you can use instead of the dropdown I’ll click on the new button

30. We could have assigned Risk Factor 201 in this way instead of from the Certification dropdown


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31. Another CHANGE IN 2.19: The High Risk checkbox has been renamed CPA-ASSIGNED High Risk to clarify that this box is only marked if the CPA has assigned high risk status to this participant Note that CPA-Assigned High Risk is not selectable if the participant has been designated as high risk by SPIRIT In the previous release, SPIRIT automatically designated a participant as high risk if an assigned risk factor was defined as high risk or certain thresholds were crossed In the previous release, there was no way to remove the system-assigned high risk designation

32. CHANGE IN 2.19: An LA Coordinator can now remove the high risk designation by marking Resolve System-assigned High Risk Designations

33. When the user clicks OK to exit the window, she will be prompted to confirm the request to resolve the system assigned high risk designation A LA Coordinator can use the Resolve System-assigned High Risk Designations if it supports the high risk policies and procedures approved by the state When a High Risk Designation has been resolved, a general note is automatically created, let’s take a look

34. The note indicates who and when the high risk designation was resolved

35. The tabs no longer appear yellow because the high risk designation was resolved I’ll close the folder

36. The Show Details panel in the Participant List is no longer outlined in yellow Now let’s look at one minor change to risk factors in the area of Nutrition Assessment

37. In the previous release, risk factors assigned in Nutrition Assessment were labeled with a V The V stood for VENA and was left over from when the original functionality for the Nutrition Assessment tab was VENA

38. In 2.19 For risk factors assigned during Nutrition Assessment, the V has been replaced with an N


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39. In State Transfers 40. We’ve already talked about the risk factor enhancements for out of state

transfers with a VOC There is a minor display change to the in state transfer functionality If the participant is transferring between clinics in the same agency, there will be no change to functionality But if the participant is transferring from a clinic in one agency to a clinic in another, an address change reminder will be displayed

41. Let’s transfer Aidan Abalone from one clinic in your agency to another clinic in your agency As usual, just double click on the participant in the Participant List Because this participant is not changing agencies, the message displayed will have no change to the previous release, you will simply be asked if you want to transfer the participant into your clinic

42. Now let’s transfer Aaliyah Abalone from Agency 88 into your agency 501 43. Because this participant is changing agencies, the message will ask you to

update the physical and mailing address if appropriate 44. Alerts and Notes 45. You’ve already seen that a general note is automatically added to the

participant folder when the high risk designation has been resolved Other enhancements have been made in the area of alerts and notes as follows:

• You can now copy an alert to a note • You can add a note when creating or modifying a food prescription • When the Official Notification is printed, the system note created

now includes the termination date and reason • When a note is printed it now includes the date that the note was

written and the staff member who wrote the note Let’s take a look! We’ll start by copying an alert to a note


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46. NEW IN 2.19!! It is now possible to save a temporary alert as a permanent note in participant folders As you know, when you open a participant folder, alerts are displayed A new field has been added to the displayed alerts indicating if the alert is a household or individual alert If you have wanted to easily copy an alert to a note, for a household or a participant, now you can! Click on the Alerts icon, choose the alert you would like to make into a note, then press Copy Alert to Note You must choose a note Subject You can edit the original alert text if you like And then you can choose the household members whose folders should now contain the note Then click OK

47. You may then delete the alert as appropriate Looking at notes… Once you have saved the alert as a note, it is just like the other notes: permanent and cannot be edited The Date Created is the date the alert was converted to a note If the date the alert was originally created is important to you, you may want to add that text to the note

48. Now let’s look at the enhancement that allows us to enter a general note when we are in the Add and Edit Food Prescription screens I’ll open a client folder and go to the Add Food Prescription screen

49. <no script>


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50. Notice that you don’t have access to the Manage Notes icon or Manage Notes option in the Participant Activities dropdown So an Add General Note button has been added to the Add and Edit Food Prescription displays Watch while I add a food prescription, then open the Edit Food Prescription window and add the note at that time

51. Like other General Notes, you must enter a Subject and Note Text A subject of Food Package is available for you to choose Note that the Application Area where the note is created is Food Prescription

52. We’ll take a look at the note to satisfy ourselves that it was created Observe that the Application Area where the note was created was saved That’ it! I’ll close the folder

53. Next let’s talk about the System Note that is created when an Official Notification is printed

54. We’ll terminate a participant and select to print an Official Notification 55. Let’s look at the System Note that was created 56. In the previous SPIRIT release, the date the notice was printed and the staff

member was saved in the System Note In 2.19 The Termination Date and Reason are also included in the System Note I’ll print this note so we can see another enhancement…

57. In the previous SPIRIT release, the Note Type, Participant Name, Note Subject and Note Text was printed In 2.19 the date the notice was created and the staff member is also printed That concludes the 2.19 training for Notes and Alerts

58. Household Smoking and TV/Video Viewing


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59. Household Smoking and TV/Video viewing have moved from Demographics to Health Information Their functionality remains the same and They are both required fields

60. Let’s look at a participant’s AdditionalInfo1 tab of Demographics Household Smoking and TV/Video Viewing used to appear on this tab but where have they been moved in 2.19?

61. For infants and children, both Household Smoking and TV/Video Viewing appear in the lower left had corner of the Health Information tab

62. For women, the Household Smoking will appear, as appropriate, in the Cigarette Usage area of the Pregnancy Info tab

63. and the Postpartum Info tab 64. Health Information – Breastfeeding Information 65. There are two enhancements in the Feeding Information section of the

Health Information screen for infants and children The first enhancement prevents a breastfeeding amount of “Non-breastfeeding” to be chosen when “Breastfeeding Now” is marked The second enhancement is the addition of a new field “Breastfeeding beyond One Year” and the behavior of this field and the associated breastfeeding fields Let’s look at a some examples

66. We have opened a child’s folder, let’s look at her Health Information tab This participant has a breastfeeding amount of Some Breastfeeding and is Breastfeeding Now First I’ll demonstrate that when the Breastfeeding Amount is changed to Non-Breastfeeding, Breastfeeding Now is unmarked I’ll restore Breastfeeding Now and return Breastfeeding Amount to Some Breastfeeding Now I’ll show that when Breastfeeding Now is unmarked, the Breastfeeding Amount changes to Non-Breastfeeding I’ll restore the values once again for our next example


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67. Note that this participant is well over one year old and is marked as breastfeeding I’ll fill in the Date Breastfeeding Verified and attempt to save my changes New to 2.19 At this point, I am told that the child is over one and if she is still breastfeeding, I should select the Breastfeeding beyond One Year check box OK I’ll then mark Breastfeeding beyond One Year Notice that Breastfeeding Amount was automatically changed to Non-Breastfeeding and Breastfeeding Now was unmarked The Date Supplemental Feeding Began must be filled in if it isn’t already At a subsequent certification for this participant, if she is no longer breastfeeding, the Breastfeeding beyond One Year should be unmarked and Date Breastfeeding Ended should be filled in

68. Postpartum Info: Pre-pregnancy BMI and Linking 69. The following enhancements have been made to the Postpartum tab of

the Health Information tab: We’ve already mentioned that Household Smoking now appears on this screen In addition the Pre-pregnancy BMI has been added to this display The screen has also been reorganized to display the above two items Also, when linking baby to Mom, the list by default will only include household members, and we will look at that in more detail Let’s take a look!

70. We’re looking at a Mom’s Health Information Post-partum tab In 2.19 This screen has been reorganized a bit to allow the display of… Household Smoking and the Pre-pregnancy BMI


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71. I’ll click on Infant(s) Born from this Pregnancy Then I will press Add and choose Live At Postpartum Visit then choose Infant On WIC then press … here’s where the enhancement is in the linking process In the previous version of SPIRIT, a statewide list of all infants born within 5 days of mom’s Actual Delivery Date were displayed By default, in 2.19, the list will be limited to household members born within one day of the Actual Delivery Date Also, the Household ID has been added to the Linked Participant display

72. There is a new Show All checkbox that will cause a statewide list of all infants born within 3 days of the Actual Delivery Date to be displayed

73. Height Weight – Plotting and Measurement Source 74. Enhancements in the height/weight area of SPIRIT are as follows:

In the previous version of SPIRIT, there was no way to keep an inaccurate height/weight measurement from plotting In 2.19, you can exclude measurements from the plot In the previous version of SPIRIT, there was no way to indicate the source of a height/weight measurement In 2.19, a new field has been added that allows you to enter a measurement source other than the WIC Clinic Let’s look at this new functionality

75. Participant Amelia appears to have an incorrect height measurement entered In the previous SPIRIT release, you could not exclude it from the plot In 2.19 You can choose not to plot a measurement on the grid as follows


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76. In 2.19 Select the measurement you don’t want plotted and Edit it Mark Do Not Plot Once you have marked Do Not Plot, the measurement will no longer appear on the plot grid An indication that the measurement is not plotted will appear under the grid

77. Also in 2.19, you can now indicate the Measurement Source for height weight measurements The default is the WIC Clinic but you can choose a different source, The Village Health Clinic measured Amelia’s height and weight The Measurement Source and the Plot indicator are displayed in the Height/Weight display

78. Referrals 79. Some nice enhancements have been made in the Referral area:

When adding or editing a referral, the Referral Tree is already expanded so you do not have to use two clicks to select a referral Referral Contacts added “today” can be: Edited, even if they were created in the CGS This includes changing the Referral Contact Date Referrals created today can also be copied to another household member, as long as you copy them today Let’s start by looking at how the Referral Tree used to look and how it looks in 2.19


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80. In the current release, in order to add referrals in a referral contact you had to expand the referral to get to the organization node to assign the referral Also, the tree structure disappeared once the referrals were added Also notice that the screen areas for Available and Selected referrals are not labeled Now let’s look the new release

81. when adding referrals to a referral contact in 2.19 Note that the screen areas for Available and Selected referrals are labeled The referral tree is already expanded so you can pick the Local Location at the Organization Level with one click Note that the tree structure is maintained for the Selected referrals

82. Let’s add one more referral then save the contact Also in 2.19 Note that there is a Copy Referrals button Referrals from Referral Contacts created today can be copied from one household member to another This participant is the only household member at this time with a Referral Contact created today so the Copy Referrals button is grayed out But we can copy referrals from this participant to other household members, let me change to another household member’s folder

83. We are now in a fellow household member’s folder and the Copy Referrals button is enabled When we click it, we can copy all or some of the Referrals to this participant, as long as those referrals were made today Then click OK

84. We can edit the Referrals created today and can even change the Contact Date to some date in the past

85. Nutrition Education Contact – Refuse and No Show


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86. Prior to 2.19, there was no way to document that a participant refused nutrition education or that the participant was a “no show” There is a report in the State Office Module, called Statewide Education Summary, that counts nutrition education compliance Participants who are “no shows” or who refuse nutrition education should not be counted by this report Prior to 2.19, there was no way to exclude these participants from the report Instances of “no shows” or refusals of nutrition education should be rare, but let’s look at this new functionality

87. Prior to 2.19, when an Individual Nutrition Education Contact was added to the participant record, SPIRIT required the user to indicate the topics that were discussed In 2.19, a new Topic Response section has been added Because Topic(s) is default selected, if you don’t change that, this display will behave as always and require that you select Topic(s) Discussed

88. But, in 2.19, it is possible to choose Client Refused or No Show instead of documenting the Topic(s) Discussed

89. <no script> 90. Auto-generated Food Prescriptions for 2 and 3 Year Olds 91. To issue benefits to participants when turning two or three years old, SPIRIT

requires that food prescriptions be defined on the 2 Year Old and 3 Year Old age milestones Even though SPIRIT requires that these food prescriptions be defined for participants, the previous release of SPIRIT did not create default food prescriptions on participant 2- and 3-year-old birthdays, if the birthdays fell within the certification period In 2.19, food prescriptions will be created during the certification process for participants turning 2 or 3 years old during their certification period

92. Today is October 28th and Almost will turn 2, in a few days, on November 6th We will start a certification for Almost A Two Year Old

93. Skipping ahead, the certification process is well underway and we now want to define Food Prescriptions


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94. The previous release of SPIRIT would have only created a food prescription for “today” You would have had to create the food prescription on the 2nd birthday milestone, November 6th

95. In 2.19 “Today’s” and the two year old food prescription are automatically created for you at certification time

The three year old food prescription is also created during the certification process when the participant turns three during their certification period

96. Benefit Issuance enhancements 97. Enhancements in the area of benefit issuance include:

SPIRIT will no longer throw up individual messages for household members who will not receive benefits, instead the reasons participants will not receive benefits are displayed on the Issue Benefits screen, and SPIRIT will now automatically suggest benefits for a child who is nearing the end of his certification and is due benefits This should eliminate the need to “Add a Set” of benefits in most cases A picture is worth a thousand words, so let’s take a look

98. This example will show both enhancements to benefit issuance Today is October 28th The best way to show you the value of these enhancements is to show you how the previous SPIRIT release worked, so… Until further notice, you are looking at the previous version of SPIRIT, the one you are currently using, 2.18 Currently displayed is a household made up of participants with various issues:


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99. Two children who are due one last set of benefits for their certification are in the household, along with Blake Iris, who simply needs benefits A mom who is not in a valid certification Skagway Stephen, who does not have a valid food prescription An over 6 month old baby who needs breastfeeding verified and finally A fully breastfed infant, not yet 6 months old, so not due benefits Using the previous SPIRIT release, I will open a participant folder and attempt to issue benefits for the household

100. <no script> 101. First up is the mom who is not in a valid cert, OK

Then we’re told Stephen doesn’t have a food prescription, OK Then we’re told that each of our infants need breastfeeding verified before benefits can be issued, OK OK Then we’re told our two children have been issued all of the benefits they are entitled to for their certifications, we’ll need to manually “add a set” for each of them, but OK, OK Then SPIRIT will propose the benefits for one participant in this household Now remember, what I have just shown you is how the release you’ve been using behaves, let’s now look at the enhancements in the new release

102. Let’s issue benefits to the same household using the new SPIRIT software release 2.19


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103. Remember we have two children nearing the end of their certification who are due benefits (but the previous release would not issue) We have a child Blake who is due benefits A mom who is no longer certified Skagway Stephen who needs a food prescription Two infants, one who needs breastfeeding verified and another who is not old enough to receive benefits I’ll open a folder and issue household benefits in 2.19

104. SPIRIT is quietly determining what benefits should be issued… 105. Ah ha!

Note that we received no popups that needed to be acknowledged, instead… We are told what we need to know in a single display First of all, our children will get their last set of benefits without us having to “add a set” Second, the reason our two infants are not receiving benefits is accurately presented: one because the Young Baby is not due benefits until he is six months old and the Over Six Mo old Baby because his breastfeeding status needs to be verified Blake will receive benefits, but note that SPIRIT is suggesting just the first month of benefits, to line him up with the rest of the household

106. Mom is not in a valid cert And Skagway Stephen needs a food prescription That’s it for the enhancements to benefit issuance!

107. Benefits History


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108. The Benefits History screen has been reformatted in 2.19 To make the screen easier to read and to Provide more information to the user First I’ll show you an example of how the Benefits History screen used to look then I’ll show you how it appears in 2.19

109. This is how the Benefits History looked in the previous release All benefits issued to the participant were displayed, one line per benefit, except the top benefit was expanded to show the contents of the benefit The line for each benefit displayed: the benefit number, FDTU, LDTU and Printed FDTU, along with a label identifying each date Remember, the PFDTU is used to determine the participation month and is the same as the FDTU unless a participant is late picking up benefits The issuing Agency and Clinic were displayed and if the benefit was voided the voided information was displayed If a benefit was voided as lost or stolen, that information was displayed in red What wasn’t displayed? You couldn’t tell the WIC Category of the participant at the time of benefit issuance nor could you tell the certification period SPIRIT issues benefits in “sets” and you couldn’t easily tell what set each benefit belonged to You couldn’t tell if the benefits were for a prorated package Let’s look at benefits history in the new release


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110. In 2.19 The first thing you will notice is that the first node is not expanded, it looks just like the others Second, the actual benefits aren’t displayed by default, rather, the benefit sets are displayed Two lines are used to display each benefit set The items displayed for each set are the FDTU, LDTU, WIC Category at time of issuance, the issuing Agency and Clinic and the Certification period Note that the PFDTU is only displayed if it is different from the FDTU and appears in brackets If the benefit set was printed as a replacement set via the “Replace set of benefits” functionality, Replacement is displayed

111. If the benefit set printed for a prorated package, the proration is listed The labels identifying FDTU, LDTU and PFDTU were not really needed so they are gone To see what benefits were issued in each benefit set either double click on the benefit set information or single click on the plus sign The benefit numbers are listed (4th set) If a benefit was generated by “reprinting”, Reprint is displayed (1st set) If a benefit was voided VOIDED appears next to the benefit along with the date it was voided (3rd set) voided as lost or stolen, still appears in red along with the day it was marked lost or stolen (3rd set) You can still see the items that were printed on the benefits by expanding that benefit And you can see the details by highlighting the benefit and clicking Show Details


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112. Do you have any questions about what we’ve just reviewed? If so, you can email your questions about SPIRIT at any time to the SPIRIT Helpdesk by clicking on the link below or sending an email to [email protected]

113. This SPIRIT online release training has been presented by the Alaska Department of Health and Social Services WIC Program

mailto:[email protected]


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Release 2.19 Notes Contents Show

Changes made in this release of the software are detailed in the table below.

Issue# Application Module

Primary Function Detail

Enhancements ENH-13 Central

Administrative Site, Clinic, Reference Utility, and State Office

Food Prescription, Manage Notes, and Reference Dictionary

The system has been modified to include a new NoteSubject category on the Reference Dictionary screen in the Reference Utility application module. Selecting NoteSubject from the Category drop-down list box displays all of the currently available Subject values. Users can click the Add button to add a new note subject, or the Edit and Delete buttons to maintain existing note subjects. Not subjects are maintained at the state level, and CSC has not provided any note subjects other than the "SOAP" value.

The system has been modified to update the following screens in the following application modules:

• Manage Notes (Central Administrative Site)

• Manage Notes (Clinic) • Manage Notes (State Office)

These screens have been modified with the following changes:

• The Create SOAP Note button was renamed Add SOAP Note and the screen called when the button is clicked was renamed Add SOAP Note.

• The Create General Note button was renamed Add General Note and the screen called when the button is clicked was renamed Add General Note.

• The Create BF Note button was renamed Add BF Note and the screen called when

refutil.chm::/refutil/Reference_Dictionary_SCREEN.htm

centadmn.chm::/common/View_Notes_SCREEN.htm

clinic.chm::/common/View_Notes_SCREEN.htm

stateofc.chm::/common/View_Notes_SCREEN.htm

clinic.chm::/clinic/Create_SOAP_Note_SCREEN.htm

clinic.chm::/clinic/Create_General_Note_SCREEN.htm


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the button is clicked was renamed Add Breastfeeding Note.

The buttons noted above are only enabled in the Clinic application, but they are visible and disabled in the Central Administrative Site and State Office applications.

On the in the Clinic application, when the Add SOAP Note link is clicked in the Certification Guided Script group box or when the Add SOAP Note menu option is selected on the Guided Script menu, the screen called was renamed Add SOAP Note.

The Food Prescription screen in both Participant Folder and Certification Guided Script in the Clinic application module has been modified with the following changes:

• A new Add General Note button was added to the screen in both Add mode and Edit mode. When clicked, the Add General Note screen displays and the Application Area value label is populated with the value of "Food Prescription".

• The resize handle was removed from the lower right corner of the screen.

• The Minimize button was removed from the title bar.

• The Maximize button was removed from the title bar.

• The ellipsis (...) was removed from the Add Food Item button name and the label text was centered.

• The ellipsis (...) was removed from the Edit Food Item button name and the label text was centered.

• The OK and Cancel buttons, as a group, were relocated as a group to the lower right of the screen.

ENH-15 Clinic and Scheduled

Database and End of Month

The system has been modified with the following changes:

clinic.chm::/clinic/Create_Breastfeeding_Note_SCREEN.htm


clinic.chm::/clinic/Guided_Script_Menu.htm

clinic.chm::/clinic/Guided_Script_Menu.htm



clinic.chm::/clinic/Food_Prescription_SCREEN.htm

clinic.chm::/common/Participant_Folder_SCREEN.htm


clinic.chm::/clinic/Certification_Guided_Script_SCREEN.htm




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Job Administration

• Fully breastfed infants (who are not receiving food instruments of their own) are now counted only if their mother is participating.

• Mothers of partially breastfeeding more than the maximum (some breastfeeding) infants over six (6) months old are counted only if the infant receives benefits. These mothers will not receive benefits, but are still considered participating in the WIC program.

• When all benefits for a given benefit period (participation month) have been voided and have not been replaced, the system no longer counts the participant in reported participation counts. Participants are still counted in enrolled participation if they are in a valid certification at least one day of the reporting month.

• A new history file was created to provide a way to store breastfeeding history for infants who changed breastfeeding status during the month.

The database was updated with new tables and new stored procedures to accommodate this enhancement.

The Clinic application module was modified to write to the new BFHistory database table whenever breastfeeding values changed based on the following user actions:

• When a mother's WIC category is changed, the system writes WIC.Windows.Participant\frmMothersWicCategoryChange.vb.

• When an infant's health information is changed, the system writes WIC.Windows.Participant\ctlHealthInformation.vb.

• When a linked infant record is added, the system writes WIC.Windows.Participant\frmAddInfantIn

mk:@MSITStore:C:%5CUsers%5CBobbi%5CDesktop%5C2.19.08%20DFDD%5Cwicdfdd.chm::/database/2_19_database_changes.htm%23ENH-15



mk:@MSITStore:C:\Users\Bobbi\Desktop\2.19.08%20DFDD\wicdfdd.chm::/database/2_19_database_changes.htm#ENH-15�


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fo.vb. • When a linked infant record is modified,

the system writes WIC.Windows.Participant\frmInfantsBornFromThisPregnancy.vb.

The End of Month process was modified in the Scheduled Job Administration application module with the following changes to Reported Participation Data Processing:

• Fully breastfed infants are counted if their mother is counted. The infant is counted at the same location as the participating mother (CaseLoadCount.AgencyID, CaseLoadCount.ServiceSiteID).

• Mothers of partially breastfeeding more than the maximum (some breastfeeding) infants over six (6) months old are counted only if the infant receives benefits. The mother will be counted at the same location as the participating infant (CaseLoadCount.AgencyID, CaseLoadCount.ServiceSiteID).

• When all benefits for a given benefit period (participation month) have been voided and have not been replaced, the system does not count the participant.

Enrolled Participation and Redeemed Participation were not modified and remain as follows:

• Participants who are enrolled at least one day of a benefit period are counted in enrolled participation.

• Participants who have redeemed at least one benefit for a benefit period are counted in redeemed participation.

The process that produces the CaseLoadCountEnrollment table was modified to use the new BFHistory as input for the following values:

jobadmn.chm::/jobadmn/dfdd/End_of_Month_Processing__SCREEN.htm%23reported_participation_data

jobadmn.chm::/jobadmn/dfdd/End_of_Month_Processing__SCREEN.htm%23reported_participation_data


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• CaseLoadCountEnrollment.CurrentlyBreastfeeding = If BFHistory.AmountBreastfeeding equals 4, set to "N"; otherwise, set to "Y"

• CaseLoadCountEnrollment.FullyBreastFed = If BFHistory. AmountBreastfeeding equals 1, set to "Y"; otherwise, leave as NULL

• CaseLoadCountEnrollment.AmountBreastFed = BFHistory. AmountBreastfeeding

WIC.BatchProcess\Reporting\CaseLoadCountEnrollment was modified to use BFHistory as indicated above.

The history record selected from the new BFHistory table is determined by taking the maximum BFHistory.ChangedDTTM that is less than or equal to the last day of the reporting (issuance), month. For thirty- (30-) day and closeout records, the breastfeeding information is not modified.

The process that inserts records into the CaseLoadCount table was modified so that the following participants are processed correctly:

• Participants not receiving benefits because they are either fully breastfed infants or mothers.

• Participants who have infants over six (6) months old and are only partially breastfed.

WIC.BatchProcess\Reporting\CaseLoadFullyBreastFed.vb was modified as indicated above.

The following two new methods were created to replace the current InsertRecords method:

• InsertFullyBreastFedInfants • InsertMothersPBFInfantsMax

The new InsertFullyBreastFedInfants method identifies fully breastfed infants based on the


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following criteria:

• CaseLoadCountEnrollment.WICStatus = "I".

• CaseLoadCountEnrollment.FullyBreastFed = "Y".

• CaseLoadCountEnrollment.Participation CYM = Initial/Issuance Month or thirty- (30-) day month.

• The mother is identified by performing one or both of the following queries:

• Retrieve the mother's WIC ID from the child table.

• Retrieve the certification active for the participation month (issuance or thirty- (30-) day) and find the Postpartum/postpartuminfant relationship using the CertContact.PostpartumId.

• If the mother has been counted for the participation month (CaseLoadCount.RptedThisMonth = "Y") and the infant has not received a check for the participation month, a record is inserted into the CaseLoadCount table for the infant and the Agency and ServiceSite are recorded for the infant at the same location where the mother's participation is recorded (CaseLoadCount.Agencyid, CaseLoadCount.ServicesiteID).

The new InsertMothersPBFInfantsMax method identifies infants that are partially breastfeeding more than the maximum allowed formula based on the following criteria:

• CaseLoadCountEnrollment.WICStatus = "I".

• CaseLoadCountEnrollment.AmountBreastFed = "5".

• CaseLoadCountEnrollment.Participation CYM = Initial/Issuance Month or thirty- (30-) day month.


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• CaseLoadCount.ParticipationCYM = Initial/Issuance Month or thirty- (30-) day month.

• CaseLoadCount.RptedThisMonth = "Y". • The mother is identified by performing one

or both of the following queries:

• Retrieve mothers WIC ID from the child table.

• Retrieve the certification active for the participation month (issuance or 30 day) and find the Postpartum/postpartuminfant relationship using the CertContact.PostpartumId.

• If the mother has not been counted for the participation month (CaseLoadCount.RptedThisMonth = "Y"), a record is inserted into the CaseLoadCount table for the mother and the Agency and ServiceSite are recorded for the mother at the same location where the infant's participation is recorded (CaseLoadCount.Agencyid, CaseLoadCount.ServicesiteID).

A participant is not counted in reported participation if all of their benefits issued for the month are voided. Mothers who were typically counted if their infant received benefits are no longer counted if all the infant's benefits are voided and not replaced for the benefit period. Infants who were typically counted if their mother received benefits are no longer counted if all the mother's benefits are voided and not replaced for the benefit period.

The WIC.BatchProcess\Reporting\CaseLoadFICount ProcessData method modified CaseLoadCount.RptedThisMonth as follows:

• If CaseLoadCount.CountFIIssued > CountFIVoided, set


Clinic

CaseLoadCount.RptedThisMonth = "Y". • Otherwise, set

CaseLoadCount.RptedThisMonth = "N".

ENH-180 Clinic Confirm Appointment Selection

The Clinic application module has been modified to provide the ability to generate the Official Notification Document (Output) on the Confirm Appointment Selection screen. The following changes were made to the screen:

• The informational text "Do you wish to schedule the following appointment?" was removed.

• The extraneous hyphen before the participant’s name was removed.

• All colons were removed after the text labels.

• The information displayed in all read-only value labels was updated to display in the inverse color of the screen.

• The Appointment Notice group box was renamed Notices.

• A Generate Official Notice check box was added to Notices group box which allows for the generation of the Official Notification Document (Output).

• The Now and Later radio buttons were relocated to the right side of the Notices group box.

ENH-258

Appendix, Central Administrative Site, Clinic, Management Console, Reference Utility, Scheduled Job Administration, and State

Additional Info 1, Participant List, Participant Folder, Permissions Matrix, End of Day, Reference Utility, and System Administration

The system has been modified to identify potential duplicate participants and to allow users to resolve potential duplicate participant pairs. In addition, the process can be reversed, or "undone", if the participants are incorrectly flagged as duplicates. This change affected many of the application modules and each system modification is outlined below and grouped by application module.

Reference Utility:

The system has been modified to include a new Configure Duplicate Participant Criteria screen in the Reference Utility application module.

clinic.chm::/Reports/output_official_notification_document.htm


clinic.chm::/clinic/Confirm_Scheduled_Appointment_SCREEN.htm

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Office Permission ID 746 was modified in the Permissions Matrix for the Reference Utility feature group. The feature "Configure Duplicate Participant Criteria" now controls the availability of the new Configure Duplicate Participant Criteria screen in the Reference Utility application module.

On the Reference Utility screen in the Reference Utility application module, a new Configure Duplicate Participant Criteria list item was added to the Reference Utility Functions data grid to allow access to the new Configure Duplicate Participant Criteria screen.

Central Administrative Site:

The Participant List data grid on the Participant List screen was modified to provide a way to identify participants that duplicated other participants. If the participant displayed on a row duplicated another participant (if the State WIC ID listed in StateWICID2 field in DuplicateParticipant table and "IsDuplicate" field is set to "Y"), the background color of the row is shaded light grey. This visual cue will help users recognize duplicate participants when they are doing participant searches.

Clinic:

The Participant List data grid on the Participant List screen was modified to provide a way to identify participants that duplicated other participants. If the participant displayed on a row duplicated another participant (if the State WIC ID listed in StateWICID2 field in DuplicateParticipant table and "IsDuplicate" field is set to "Y"), the background color of the row is shaded light grey. This visual cue will help users recognize duplicate participants when they are doing participant searches.

A new standard information message (I0069) was

busrule.chm::/apndxd/apndx_permissions_matrix.htm%23prm_746



refutil.chm::/refutil/Reference_Utility_SCREEN.htm



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busrule.chm::/ApndxD/apndx_messages_matrix.htm%23i0069


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added and the open participant folder process was modified to accommodate any instance where an attempt to open the Participant Folder for a duplicate participant occurs.

The Additional Info 1 sub-tab on the Demographics tab in both the Participant Folder and the Certification Guided Script were modified to include a new Duplicate Participants group box and data grid which displays every participant that has been identified as a duplicate of the current participant. When duplicate participants are available, the user can click the View button in the new group box to open the Participant Folder for the participant selected in the data grid.

State Office:

The State Office application module has been modified to include a new Potential Duplicate Participants screen, which provides two different ways to search for participants who are potential duplicates.

Permission ID 323 was modified in the Permissions Matrix for the State Office feature group. The feature "Potential Duplicate Participants" now controls the availability of the new Potential Duplicate Participants screen in the State Office application module.

The Participant List screen in the State Office application module was modified as follows:

• A new Potential Duplicate Participants menu option was added to the Activities menu to allow access to the new Potential Duplicate Participants screen.

• The Participant List data grid was modified to provide a way to identify participants that duplicated other participants. If the participant displayed on a row duplicated another participant (if the State WIC ID listed in StateWICID2 field in

clinic.chm::/common/Participant_List_Menu.htm%23openfolderedits

clinic.chm::/Common/Participant_Folder_SCREEN.htm

clinic.chm::/common/Additional_Info_1_(Demographic_Information)_SCREEN.htm




stateofc.chm::/common/pl_potential_duplicate_participants.htm




stateofc.chm::/common/Participant_List_SCREEN.htm

stateofc.chm::/common/Activities_Menu.htm

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DuplicateParticipant table and "IsDuplicate" field is set to "Y"), the background color of the row is shaded light grey. This visual cue will help users recognize duplicate participants when they are doing participant searches.

The Additional Info 1 sub-tab on the Demographics tab in the Participant Folder was modified to include a new Duplicate Participants group box and data grid which displays every participant that has been identified as a duplicate of the current participant. When duplicate participants are available, the user can click the View button in the new group box to open the Participant Folder for the participant selected in the data grid.

A new standard information message (I0069) was added and the open participant folder process was modified to accommodate any instance where an attempt to open the Participant Folder for a duplicate participant occurs.

The State Office application module has been modified to include a new View Duplicate Participant Criteria screen. The screen is accessed when the user clicks the View Duplicate Participant Criteria button on the Potential Duplicate Participants screen.

The State Office application module has been modified to include a new Compare Potential Duplicate Participants screen. The screen is accessed when the user clicks the Compare button on the Potential Duplicate Participants screen.

The Participant List data grid on the Participant List screen was modified to provide a way to identify participants that duplicated other participants. If the participant displayed on a row duplicated another participant (if the State WIC ID listed in StateWICID2 field in DuplicateParticipant table and "IsDuplicate" field

stateofc.chm::/common/Additional_Info_1_(Demographic_Information)_SCREEN.htm

stateofc.chm::/Common/Participant_Folder_SCREEN.htm

stateofc.chm::/Common/Participant_Folder_SCREEN.htm

busrule.chm::/ApndxD/apndx_messages_matrix.htm%23i0069

stateofc.chm::/common/Participant_List_Menu.htm%23openfolderedits


stateofc.chm::/common/pl_view_duplicate_participant_criteria.htm

stateofc.chm::/common/pl_view_duplicate_participant_criteria.htm



stateofc.chm::/common/pl_compare_potential_duplicate_participants.htm

stateofc.chm::/common/pl_compare_potential_duplicate_participants.htm


stateofc.chm::/common/Participant_List_SCREEN.htm%23Participant_List_data_grid

stateofc.chm::/common/Participant_List_SCREEN.htm%23Participant_List_data_grid


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is set to "Y"), the background color of the row is shaded light grey. This visual cue will help users recognize duplicate participants when they are doing participant searches.

System Administration:

The System Administration application module has been modified to include a new Potential Duplicate Participants screen, which provides two different ways to search for participants who are potential duplicates.

Permission ID 324 was modified in the Permissions Matrix for the System Administration feature group. The feature "Potential Duplicate Participants" now controls the availability of the new Potential Duplicate Participants screen in the System Administration application module.

On the System Administration screen in the System Administration application module, a new Potential Duplicate Participants list item was added to the Functions data grid to allow access to the new Potential Duplicate Participants screen.

The System Administration application module has been modified to include a new View Duplicate Participant Criteria screen. The screen is accessed when the user clicks the View Duplicate Participant Criteria button on the Potential Duplicate Participants screen.

The System Administration application module has been modified to include a new Compare Potential Duplicate Participants screen. The screen is accessed when the user clicks the Compare button on the Potential Duplicate Participants screen.

End of Day:

A new process was added to Identfy Potential Duplicate Participants during the End of Day

sysadmn.chm::/common/pl_potential_duplicate_participants.htm




sysadmn.chm::/appadmin/System_Administration_Functions_SCREEN.htm


sysadmn.chm::/common/pl_view_duplicate_participant_criteria.htm

sysadmn.chm::/common/pl_view_duplicate_participant_criteria.htm



sysadmn.chm::/common/pl_compare_potential_duplicate_participants.htm

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jobadmn.chm::/jobadmn/dfdd/prcs_eod_identify_duppax.htm

jobadmn.chm::/jobadmn/dfdd/prcs_eod_identify_duppax.htm


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process.

This process will only run in End of Day if at least one record exists in the DuplicateParticipantConfiguration table with the Include in Compare column equal to "Y". If at least one record is found, the following occurs:

• Step 1: Delete all DuplicateParticipants records that have the "IsDuplicate" column set to NULL.

• Step 2: Identify potential duplicate participants using the criteria saved in the DuplicateParticipantConfiguration table. End of Day ignores potential duplicate participant pairs that have already been resolved (determined to be duplicates or not by the users). If the participant pair has not yet been resolved, the pair will be added to the DuplicateParticipants table with the "IsDuplicate" field set to NULL.

• Step 3: Calculate the PercentMatch. End of Day determines the percent match by capturing all fields listed in the DuplicateParticipantConfiguration table with a Include in Compare column set to "Y" and compare the values in those fields between the two participants. The number of criteria that match out of the number of criteria compared determines the Percent Match. For example, if there are ten (10) columns included in the compare and participant pair matches eight (8) of the ten (10) participant fields set up to be compared, the Percent Match field is populated with 80.

• Step 4: Write the pair of potential duplicate participants to the DuplicateParcitipants table.

ENH-267

Clinic, Central Administrative Site,

Child Health Information

The system has been modified to include a Breastfeeding beyond One Year check box on the Child Health Information screen. This check box allows users to indicate that a participant is

clinic.chm::/Common/Child_Health_Information_SCREEN.htm




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and State Office

currently breastfeeding and is one year of age or older. This check box is enabled when the Yes radio button is selected in the Ever Breastfed radio button group and the participant is one year of age or older. When this check box is checked, the following controls are reset:

• Breastfeeding Now check box is disabled and cleared

• Breastfeeding Amount drop-down list box is disabled and set to "Non-breastfeeding" or "Not Applicable"

• Reason(s) Stopped list box is disabled and cleared

• Date Breastfeeding Ended calendar control is disabled and cleared

When this check box is unchecked, the following controls are reset:

• Reason(s) Stopped list box is enabled • Date Breastfeeding Ended calendar control

is enabled

Additionally, the options in the Breastfeeding Amount drop-down list box are now limited when the user checks the Breastfeeding Now check box. The "Non-breastfeeding" or "Not Applicable" selections will not be available.

A new standard error message (E0401) has been added and displays if the participant is one year of age or older and the Breastfeeding Now check box is checked.

The Child table and BreastfeedingHistory table have been modified.

The Benefit Issuance process has been modified. The check to determine a child's breastfeeding status will now review both the CurrentlyBreastfedBeyondOneYear flag and the CurrentlyBreastfed flag.

ENH-269 Central Pregnancy The system has been modified to display the

busrule.chm::/apndxd/apndx_messages_matrix.htm%23E0401


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Administrative Site, Clinic, and State Office

Information and Postpartum Information

calculated the Pre-pregnancy BMI on the Pregnancy Information screen. This value is calculated and displayed as follows:

• If the HIDE_PREPREGNANCY_HEIGHT business rule is set to "N", the BMI is calculated using the most recent pre-pregnancy height for the woman (PREGNANCY.PrePregHeight) and the pre-pregnancy weight (PREGNANCY.PrePregWeight).

• If the HIDE_PREPREGNANCY_HEIGHT business rule is set to "Y", the BMI is calculated using the most recent values recorded in the LengthInches and LengthEights column of the AnthropContact table and the pre-pregnancy weight (PREGNANCY.PrePregWeight).

• The text and value label is recalculated and refreshed each time the Pre-pregnancy Height or Pre-pregnancy Weight values are added, deleted, or modified.

• If the pre-pregnancy BMI cannot be calculated due to missing values, the text and value label is blank.

• The system saves the value of the Pre-pregnancy BMI to the PrepregBMI column of the Pregnancy table.

The system has been modified to display the calculated the Pre-pregnancy BMI on the Postpartum Information screen. This value is calculated and displayed as follows:

• If the applicant was certified during the current pregnancy, the system displays the value of the PrepregBMI column of the Pregnancy table.

• If the applicant was not certified during the current pregnancy, the system calculates the pre-pregnancy BMI using the values recorded in the WeightGained and WeightAtDelivery columns of the

clinic.chm::/Common/Pregnancy_Information_SCREEN.htm

busrule.chm::/ApndxB/Hide_Pre-pregnancy_Height.htm

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Pregnancy table for the previous certification attempt (WeightAtDelivery - WeightGained = PrepregWeight) and the most recent values recorded in the LengthInches and LengthEights columns of the AnthropContact table for the current certification attempt.

• The text and value label is recalculated and refreshed each time the Weight Gained during Pregnancy or Weight at Delivery values are added, deleted, or modified.

• If the pre-pregnancy BMI cannot be calculated due to missing values, the text and value label is blank.

• The system saves the value of the Pre-pregnancy BMI to the PrepregBMI column of the Postpartum table.

The Postpartum and Pregnancy tables have been modified.

ENH-272 Central Administrative Site, Clinic, and State Office

Referrals and Other Programs, Copy Referrals from Household Members, and Referral Contact Information

The system has been modified to include a Copy Referrals button on the following screens:

• Referrals and Other Programs (Central Administrative Site)

• Referrals and Other Programs (Clinic) • Referrals and Other Programs (State

Office)

It is used to copy referrals added for other household members on the current date.

The following additional modifications have been made to the Referrals and Other Programs screens:

• The word "by" in the title of the Program Referrals Provided to Participant by WIC group box has been corrected to lower case.

• The mnemonic for the Print button has been changed from "P" to "R".

• When the Add button is clicked, a check has been added to determine whether a referral contact exists for the current date

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clinic.chm::/Common/Referrals_and_Other_Programs_SCREEN.htm

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for the participant. If one does exist, the system displays the E0101 standard error message.

• When the Copy Referrals button is clicked, a check has been added to display the E0006 standard error message if the user does not have the appropriate permissions.

• When the Copy Referrals button is clicked, a check has been added to determine whether a referral contact exists for the current date for another member of the participant's household. If one does not exist, the system displays the I0068 standard information message.

• The controls on the screens have been standardized.

The following new screens have been added and display when the Copy Referrals button is clicked:

• Copy Referrals from Household Members (Clinic)

• Copy Referrals from Household Members (Central Administrative Site)

• Copy Referrals from Household Members (State Office)

Users must select at least one check box to process this screen. A new standard error message (E0402) has been added and displays if at least one check box is not selected.

The following modifications have been made to the Referral Contact Information screen in the Clinic application module:

• The Date of Referral(s) calendar control has been renamed to "Contact Date".

• A Programs for Referral group box has been added around the Available and Selected tree lists.

• The Selected list box has been changed to a tree list view.

• The controls on the screen have been

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stateofc.chm::/Common/pl_copy_referrals_from_household_members.htm


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standardized.

ENH-278 Central Administrative Site, Clinic

Schedule Appointments for Household, Define Resources, Resource

The Define Resources screen in the Central Administrative Site application module has been modified as follows:

• A new Filter Criteria group box has been added to filter the records in the Resource data grid. It contains a Status radio button group with All, Active, and Inactive radio buttons.

• New columns have been added in the Resource data grid: Sort Order, Resource ID, Resource Description, and Active. The Resource Description column replaces the former Resource column. The System Defined column has been removed.

• New Move Up and Move Down buttons have been added to change the sort order of the resources in the data grid.

• A new Save button has been added.

The Resource screen in the Central Administrative Site application module has been modified to include a new Active check box used to indicate the active status of resource records.

The Schedule Appointments for Household screen in the Clinic application module has been modified to display the resource columns from left to right based on the user-defined Sort Order in the Define Resources screen.

ENH-285

Central Administrative Site, Clinic, and State Office

Referrals and Other Programs and Nutrition Education Contact

The system has been modified to add the ability to update the contact date for referral nutrition contacts. Each system modification is outlined below and grouped by application module.

Central Administrative Site:

The Nutrition Education Contacts/Peer Counselor Referrals/Materials Given for Household Member tree list on the Nutrition Education Contact screen was modified to display both the Contact Date recorded and the date on which the contact was

centadmn.chm::/CAS/Define_Resources_SCREEN.htm

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created for each contact type displayed within the tree list. For example, the Individual Contact Topic node now displays in the format of "Individual - {contact type description} created on {MM/DD/CCYY} for {MM/DD/CCYY}".

The Program Referrals Provided to Participant by WIC tree list on the Referrals and Other Programs screen was modified to display both the Contact Date recorded and the date on which the contact was created for each contact type displayed within the tree list. For example, the Referral node now displays in the format of "Created on {MM/DD/CCYY} for {MM/DD/CCYY}".

Clinic:

The Nutrition Education Contact screen was modified as follows:

• The Nutrition Education Contacts/Peer Counselor Referrals/Materials Given for Household Member tree list was modified to display both the Contact Date recorded and the date on which the contact was created for each contact type displayed within the tree list. For example, the Individual Contact Topic node now displays in the format of "Individual - {contact type description} created on {MM/DD/CCYY} for {MM/DD/CCYY}".

• The Edit Contact, Material or Referral button was modified to be enabled based on the edits documented here.

• The Delete Contact, Material or Referral button was modified to be enabled based on the edits documented here.

The Material Date calendar control was modified to be enabled in Edit mode on the Individual Material Contact screen.

The Contact Date calendar control was modified to be enabled in Edit mode on the Individual

stateofc.chm::/common/Referrals_and_Other_Programs_SCREEN.htm

clinic.chm::/common/Nutrition_Education_Contacts_SCREEN.htm

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Nutrition Education Contact screen.

The Contact Date calendar control was modified to be enabled in Edit mode on the Goal Setting Contact screen.

The control is disabled when:

• The screen is displayed in Edit mode and the current record was not created on today's date.

The Contact Date calendar control was modified to be enabled in Edit mode on the Group Education Contact screen.

The Referral Date calendar control was modified to be enabled in Edit mode on the Breastfeeding Peer Counselor Referral screen.

The Referrals and Other Programs screen was modified as follows:

• The Program Referrals Provided to Participant by WIC tree list was modified to display both the Contact Date recorded and the date on which the contact was created for each contact type displayed within the tree list. For example, the Referral node now displays in the format of "Created on {MM/DD/CCYY} for {MM/DD/CCYY}".

• The Edit button was modified to be enabled based on the edits documented here.

The Contact Date calendar control was modified to be enabled in Edit mode on the Referral Contact Information screen. The date selected or entered can now be a date in the past or a date in the future, but the other edits/restrictions still apply.

State Office:

clinic.chm::/Clinic/Individual_Nutrition_Education_Contact_SCREEN.htm

clinic.chm::/Clinic/Goal_Setting_Contact_SCREEN.htm

clinic.chm::/Clinic/Goal_Setting_Contact_SCREEN.htm

clinic.chm::/Clinic/Group_Education_Contact_SCREEN.htm

clinic.chm::/Clinic/Group_Education_Contact_SCREEN.htm

clinic.chm::/Clinic/Breastfeeding_Peer_Counselor_Referral_SCREEN.htm

clinic.chm::/Clinic/Breastfeeding_Peer_Counselor_Referral_SCREEN.htm

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clinic.chm::/common/Referrals_and_Other_Programs_SCREEN.htm%23editbtn

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The Nutrition Education Contacts/Peer Counselor Referrals/Materials Given for Household Member tree list on the Nutrition Education Contact screen was modified to display both the Contact Date recorded and the date on which the contact was created for each contact type displayed within the tree list. For example, the Individual Contact Topic node now displays in the format of "Individual - {contact type description} created on {MM/DD/CCYY} for {MM/DD/CCYY}".

The Program Referrals Provided to Participant by WIC tree list on the Referrals and Other Programs screen was modified to display both the Contact Date recorded and the date on which the contact was created for each contact type displayed within the tree list. For example, the Referral node now displays in the format of "Created on {MM/DD/CCYY} for {MM/DD/CCYY}".

ENH-291

Central Administrative Site, Clinic, and State Office

Height, Weight, and Blood Work, Height/Weight Measurement, Growth Grids, and Participant Folder

The system has been modified to remove the resize handle from the lower right corner of all tabs in the Participant Folder in the Central Administrative Site, Clinic, and State Office application modules. The handle was displayed but non-functional because of the way the Participant Folder tabs behave. Since all of the tabs in the Participant Folder use the same form, the change will affect all tabs within the Participant Folder.

A new permission feature was created for the Participant Management feature group:

• Permission ID 826 "Mark Previous Ht/Wt as Do Not Plot" allows the user to flag a height/weight measurement to plot on a growth grid. When the user has "Full" permission, the Do Not Plot check box is visible and enabled when the Height/Weight Measurement screen is displayed in Edit mode in the Clinic application module.

The system has been modified to update the following screens in the following application

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modules:

• Height/Weight (Central Administrative Site)

• Height/Weight (Clinic) • Height/Weight (State Office)


• The Height/Weight data grid has been modified with the following changes:

• A new Plot column was added. This column indicates if the measurement will be plotted on the Growth Grids for each record displayed within the data grid.

• A new Measurement Source column was added. This column displays the location where the measurement was taken (either at a WIC clinic or outside of the WIC clinic) for each record displayed within the data grid.

• The header and data displayed in the Measurement Date column were center aligned.

• The header and data displayed in the Inches column were right aligned.

• The header and data displayed in the Eighths column were right aligned.

• The header and data displayed in the Pounds column were right aligned.

• The header and data displayed in the Ounces column were right aligned.

• The header and data displayed in the Body Mass Index column were right aligned.

• The header and data displayed in the % Wt. Chg column were right aligned and aligned on the decimal.

• The ellipsis (...) was removed from the Growth Grids button name and the label text was centered.

• The ellipsis (...) was removed from the

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Add button name and the label text was centered.

The Edit button on the Height/Weight screen in the Clinic application has been modified to behave as follows:

If records are listed in the data grid:

• If the current user does not have "Full" permission to the "Mark Previous Ht/Wt as Do Not Plot" feature, the Edit button is disabled unless the record currently selected in the Height/Weight data grid has an anthropometric Measurement Date equal to the current system date. A height/weight record can only be edited on the day it was taken.

• If the current user has "Full" permission to the "Mark Previous Ht/Wt as Do Not Plot" feature, the Edit button is enabled regardless of the anthropometric Measurement Date associated with the record currently selected in the Height/Weight data grid. With "Full" permission, the current user is able to select any row in the Height/Weight data grid and click the Edit button to mark the record as "Do Not Plot".

If records are not listed in the data grid:

• The Edit button is visible and disabled.

The Height/Weight Measurement screen in the Clinic application has been modified with the following changes:

• A new Measurement Source drop-down list box was added. This drop-down list box allows the user to select the location where the anthropometric measurement was taken (either at a WIC clinic or outside of a WIC clinic). The drop-down list box is visible

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and enabled in Add mode or Edit mode. • A new Do Not Plot check box was added.

This check box allows the user to indicate if the measurement will be plotted on the Growth Grids. The check box is visible when the screen is displayed in Edit mode and is enabled when the current user has "Full" permission to the "Mark Previous Ht/Wt as Do Not Plot" permission feature.

• The screen was modified to change when the controls are enabled in Edit mode based on the following:

• If the current user has "Full" permission to the "Mark Previous Ht/Wt as Do Not Plot" feature and the current record has a Measurement Date equal to the current system date, the Do Not Plot check box is enabled all other controls except Measurement Date are enabled and display the previously saved values. A height/weight record can only be edited on the day it was taken.

• If the current user does not have "Full" permission to the "Mark Previous Ht/Wt as Do Not Plot" feature and the current record has a Measurement Date equal to the current system date, the Do Not Plot check box is disabled and all other controls except Measurement Date are enabled and display the previously saved values.

• If the current user does not have "Full" permission to the "Mark Previous Ht/Wt as Do Not Plot" feature and the current record has a Measurement Date less than the current system date, all controls are disabled and display the previously saved values. A height/weight record can only be edited on the day it was taken.

The system has been modified to update the following screens in the following application modules:


Clinic

• Growth Grids (Central Administrative Site) • Growth Grids (Clinic) • Growth Grids (State Office)


• The system was changed to ignore any AnthropContact record that contains the value of "Y" in the DoNotPlot column when plotting any of the growth grids. This applies to the displayed chart and to any chart that is printed in hard copy form. The associated row in the data grid below the chart will contain "No" in the Plot column when the DoNotPlot column contains a "Y". The associated row in the data grid below the chart will contain a blank in the Plot column when the DoNotPlot column contains a "N".

• The Detail data grid was modified as follows for all types of growth grids:

• A new Plot column was added to the far right side of the data grid. This column indicates if the measurement is plotted on the growth grid. The column header and data are left aligned.

• The indicator column was removed from the far left side of the data grid.

• The widths of the columns were adjusted so there is no need for a horizontal scroll bar at the bottom of the data grid.

• The header and data in the Date column were center aligned.

• For prenatal growth grids, the header and data in the Weeks Gestation column were right aligned.

• For prenatal growth grids, the header and data in the Weight Gained column were right aligned and a "lbs" abbreviation displays to the right of each weight gained value displayed.

• For infant/child growth grids, the header

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and data in the Height column were right aligned.

• For infant/child growth grids, the header and data in the Percentile column were right aligned.

ENH-292

Clinic Assign Risk Factors for VOC Certification and Assign Certification Risk Factors

The system has been modified to allow CPAs the ability to assign risk factors in VOC certifications and remove high risk status with the appropriate permissions. The following changes have been made:

• The Assign Risk Factors menu option has been renamed to Assign Certification Risk Factors.

• The Certification Risk Factors screen has been renamed to Assign Certification Risk Factors.

• A new Assign Risk Factors for VOC Certification menu option has been added to the Certification menu. It displays the new Assign Risk Factors for VOC Certification screen when selected.

• A new Assign Risk Factors for VOC Certification screen has been added. It is used to manage nutritional risk factors for a client's VOC certification.

• A new permission ID 827 has been added to the Participant Management Feature Group, used to resolve high risk designations.

• A new entry has been added to the Reference Dictionary with the category ResolveHighRisk and the description "Resolve System-assigned High Risk Codes". It is not maintainable by states. It has the following codes:

• 1 = No High Risk Assigned • 2 = High Risk Assigned not Resolved • 3 = High Risk Assigned Resolved • The High Risk check box on the Assign

Certification Risk Factors and Assign Risk Factors for VOC Certification screens has been renamed to CPA-assigned High Risk.

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The functionality of this check box remains unchanged.

• A new Resolve System-assigned High Risk Designations check box has been added to the Assign Certification Risk Factors and Assign Risk Factors for VOC Certification screens. It is used to resolve or remove a risk factor's high risk designation.

• Two new standard confirmation messages (C0077 and C0078) have been added. These standard confirmation messages display when the Resolve System-assigned High Risk Designations check box is checked or unchecked.

• Yellow highlighting in the Participant List (indicating high risk) will now be displayed as follows:

• If the HighRisk column of the Member table equals "Y", yellow highlighting is displayed.

• If the HighRisk column of the Member table does not equal "Y" and any one of the risk factors for the current certification is flagged as high risk (HighRisk column of the RiskFactor table equals "Y"), yellow highlighting is displayed.

• If the ResolveHighRisk column of the CertContact table equals "3" (High Risk Assigned Resolved), yellow highlighting is not displayed.

ENH-327 Clinic Blood Measurement

The system has been modified to make the blood test results mutually exclusive on the Blood Measurement screen. The following changes have been made to the controls on this screen:

• If the user enters test results in any of the Hemoglobin (gm/dl), Hematocrit (%), Lead (ug/dl), or E.P. (ug/dl) masked edit boxes, the Delayed Blood Work check box and Reason Blood Work Was Not Collected drop-down list box are disabled.

• If the user checks the Delayed Blood Work check box, the Hemoglobin (gm/dl),



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Hematocrit (%), Lead (ug/dl), or E.P. (ug/dl) masked edit boxes and the Reason Blood Work Was Not Collected drop-down list box are disabled.

• If the user makes a selection in the Reason Blood Work Was Not Collected drop-down list box, the Delayed Blood Work check box and the Hemoglobin (gm/dl), Hematocrit (%), Lead (ug/dl), or E.P. (ug/dl) masked edit boxes are disabled.

Additionally, the following modifications were made to clean up the appearance of the Blood Measurement screen:

• The controls were aligned on the screen. • Consistent spacing has been added between

the controls on the screen. • Each label has been vertically aligned with

its control. • The label for the Reason Blood Work Was

not Collected drop-down list box has been changed to Reason Blood Work Was Not Collected (changing the "n" in "not" to uppercase).


Assign Certification Risk Factors, Risk Factors, Certification Guided Script

The system has been modified to indicate which risk factors generated the system assigned High Risk designation with an asterisk (*). An asterisk (*) has been added at the end of the Risk Factor node on the Risk Factors screens in the Central Administrative Site, Clinic, and State Office application modules, and the Assign Certification Risk Factors screen in the Clinic application module. It is present if the HighRisk column of the RiskFactor table equals "Y" for the associated risk factor.

The Certification Guided Script screen has been modified to expand the size of the Risk Factors data grid, as well as to include a new High Risk column. This column displays "Y" or "N" to indicate high risk.

ENH-335 Clinic Blood The system has been modified to include a new



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Measurement CLN_ALLOWDELAYBLOODWORK

<>business rule which allows the state to define whether the Delayed Blood Work check box is visible on the Blood Measurement screen within the Participant Folder and the Certification Guided Script in the Clinic application module.

The following changes were made to the Blood Measurement <>screen in the Clinic application module:

• If the value of the new CLN_ALLOWDELAYBLOODWORK <>business rule is equal to "Y", the <>Delayed Blood Work check box is visible. If the value of the new CLN_ALLOWDELAYBLOODWORK <>business rule is equal to "N", the <>Delayed Blood Work check box is invisible.

• When a user attempts to save a new blood work measurement that includes a Hemoglobin (gm/dl) or Hematocrit (%) value for an infant participant that is less than six (6) months of age at the time of the measurement, a new C0075 standard confirmation message message displays. The text of the new message is: "This participant is an infant less than 6 months old. Are you sure you want to enter blood work?" If the user selects the Yes button on the message, the blood work measurement is saved and the Blood Measurement <>screen displays. If the user selects the No button on the message, the blood work measurement is not be saved and the Blood Measurement <>screen displays.

• If the <>Delayed Blood Work check box is visible and checked for an infant participant that is less than six (6) months of age at the time of the measurement, the system displays a new E0397 standard error message when the OK button is clicked. The text of the new message is:

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"Delayed blood work cannot be saved for an infant under 6 months of age." When the OK button on the standard error message is clicked, the Blood Measurement <>screen displays and the <>Delayed Blood Work check box is haloed.

• If the Reason Blood Work Was Not Collected drop-down list box has a selected value for an infant participant that is less than six (6) months of age at the time of the measurement, the system displays a new E0398 standard error message when the OK button is clicked. The text of the new message is: "Reason Blood Work Was not Collected cannot be saved for an infant under 6 months of age." When the OK button on the standard error message is clicked, the Blood Measurement <>screen displays and the Reason Blood Work Was Not Collected drop-down list box is haloed.


Manage Notes The Manage Notes screen has been modified to print the full text of the note along with the user name and the date the note was created. In those instances when the user name is not found in the database, the system prints the user ID.

Enh26jjggENH-379

Reference Utility

Food Item Wizard (1 of 3)

The Food Item Wizard (1 of 3) screen has been modified to keep prorated quantities of food items from falling below the minimum quantity set for the food item or base category. A new Proration for Partial Month Issuance group box has been added that allows the user to specify the proration settings for each food item.

After a benefit item proration quantity has been calculated while generating benefits, the system compares the quantity to the MinimumProrateQuantity value for that food item. If the proration quantity is less than the minimum value, the system looks at the ProrationRule value. If the value is "1", the proration quantity is set to





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the MinimumProrateQuantity value. If the value is "2", the proration quantity is set to zero (0). If the proration quantity is not less than the minim value, the originally calculated proration quantity is maintained.

The system continues to calculate the final proration quantity based on the item purchase sizes by finding the smallest quantity that divides evenly into the purchase sizes between the proration quantity and the prescribed quantity, but it first starts with the newly recalculated proration quantity.

For benefit items that have been prorated to a quantity of zero (0) due to the probation rule, the system displays a new standard information message (I0066).

If the system attempts to issue a benefit for a participant and all benefit items have been prorated to zero (0), the system displays a new standard information message (I0067).

ENH-380 Clinic, Central Administrative Site, and State Office

Manage Notes and Full Page View

The system has been modified to include the Official Notification date, User ID of the staff member that gave the notice, Termination Date, and Termination Reason for system-generated notes with the Subject "Official Notification" in the Manage Notes and Full Page View screens, as well as in the output generated when users click the Print Note button on the Manage Notes screen.


Additional Info 1 and Health Information

The system has been modified to remove the Household Smoking drop-down list box and the TV/Video Viewing drop-down list box from the Additional Info 1 screen. These controls have moved to the Child Health Information screen. Additionally, the Household Smoking drop-down list box has been added to the Cigarette Usage group box on the Postpartum Information screen and the Pregnancy Information screen.

ENH-384 Clinic Issue Benefits The system has been modified to make the benefits issuance process more efficient by providing the ability to stop the process if there is a food prescription or an update to a field required




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for suggestion of benefits. The following changes were made to the Benefits (Issue Benefits) screen in the Clinic application module:

• The height of the Household Member Information data grid was decreased. The data grid now shows only three rows.

• The following changes were made to the Benefits to be Issued tree list:

• The height of the tree list was increased. • All participants in the household now

display in the tree list. • Several of the messages that once

displayed when the Issue Benefits screen was called no longer display when the screen is called. Instead, the message content now displays as nodes in the tree list. See the Add messages to the tree list section for details. These messages display in a dark red or burgundy color.

ENH-385 Clinic Linked Participant The Linked Participant screen has been modified to display only participants whose birthday is within one (1) day (before or after) of either the actual delivery date or the mother's birth date. Additionally, a new Household ID column has been added to the Linked Participant data grid. A new Show All check box has been added to allow the user to show all participants, regardless of household ID who are within one (1) day (before or after) of either the actual delivery date or the mother's birth date, instead of only participants in the same household.

The E0083 standard error message has been modified to: "No women were found with a birth date within 1 day of the date you entered. Please verify date of birth." and "No infants were found with a birth date within 1 day of the date you entered. Please verify the date."

ENH-386 Central Administrative Site,

Manage Alerts and Copy Alert to Note

The system has been modified to allow users to copy alerts to notes. The system has been modified to update the following screens in the following

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Clinic, and State Office

application modules:

• Manage Alerts (Central Administrative Site)

• Manage Alerts (Clinic) • Manage Alerts (State Office)


• The screen was increased in size.

• The Alerts for Household data grid was modified as follows:

• The data grid has been renamed as Alerts. • A new Type column was added to the data

grid, which displays either "Household" or "Individual" depending on the type of alert in the row.

• A new Copy Alert to Note button was added, which is always visible and enabled when either an "Household" or "Individual" alert is selected in the Alerts data grid. When the button is clicked, a new Copy Alert to Note screen displays.

The system has been modified to include the following new screens in the following application modules:

• Copy Alert to Note (Central Administrative Site)

• Copy Alert to Note (Clinic) • Copy Alert to Note (State Office)

In the Clinic application module, the colons were removed from the Subject drop-down list box labels on the following screens:

• Add Breastfeeding Note • Add General Note

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• Add SOAP Note

On the Alert screen in the Clinic application module, the Household radio button was relocated to be the first option in the Alert Type radio button group.

ENH-389

Appendix, Clinic Management Console, Reference Utility

Client Business Rules, Manage Required Fields, and Permissions Matrix

The system has been modified to allow the user to designate which fields are required for certification and VOC certification in the Clinic application module by WIC category. To accommodate this, a new RequiredFields database table was added. The default values for this new database table are documented in a new Database Table Default Values topic in Appendix D of the DFDD.

The system has been modified to include a new Manage Required Fields screen in the Reference Utility application module.

A new permission feature was created for the Reference Utility feature group. Permission ID 828 "Manage Required Fields" controls the availability of the new Manage Required Fields screen in the Reference Utility application module.

On the Reference Utility screen in the Reference Utility application module, a new Required Fields list item was added to the Reference Utility Functions data grid to allow access to the new Manage Required Fields screen.

The following changes were made to the following screens in the Clinic application module:

Additional Info 2:

• The system now checks the new RequiredFields database table to determine if the Marital Status drop-down list box in the Authorized Representative group box is a required control.

• The system will check the new RequiredFields database table to determine


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if the Education Level drop-down list box in the Authorized Representative group box is a required control.

• The system now checks the new RequiredFields database table to determine if the Register to Vote drop-down list box in the Authorized Representative group box is a required control.

Child Health Information:

• The system will check the new RequiredFields database table to determine if the Birth Height In and Birth Height 8ths masked edit boxes in the Birth Information group box are required controls.

• The system now checks the new RequiredFields database table to determine if the Birth Facility drop-down list box in the Birth Information group box is a required control.

Postpartum Information

• The system now checks the new RequiredFields database table to determine if the Birth Facility drop-down list box in the Postpartum Information group box is a required control.

Pregnancy Information:

• The system now checks the new RequiredFields database table to determine if the Number of Previous Pregnancies masked edit box in the Previous Pregnancy Information group box is a required control.

In all instances noted, the CertWICStatus and VOCDocument columns of the current certification are used to determine if the control is required. If the VOCDocument value is "Y", the system uses the Certification Type equal to "V" to

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access the RequiredFields database table. Otherwise the system uses the Certification Type equal to "C" to access the RequiredFields database table.

The CLINIC_EnableRegisterToVoteInfantsChildren business rule was removed. The Register to Vote drop-down list box is now always enabled on the Additional Info 2 screen in the Clinic application module, but the feature "AuthRepRegisterToVote" may now be set to not required for infants and children during certification and VOC certification on the new Manage Required Fields screen in the Reference Utility application module.

The description of the CLN_SUPPRESS_BIRTH_DATA_ON_GROWTH_GRID business rule was updated in the DFDD as follows:

• The following content was added to the business rule description:

The value of this business rule works in tandem with the required field selection for birth height and birth weight on the new Manage Required Fields screen, even though the two are set up independently and there is no edit in the system to keep them in sync. The possible combinations of settings are outlined in the Values Allowed section of the business rule.

• When the value of the business rule equals "Y":

Disables the plotting of birth height and birth weight on infant growth grids. If birth height and birth weight are required controls, the values will be required on the Child Health Information screen in the Clinic application module, but will not be visible on the growth grids. If birth height and birth weight are not required controls, the values will not be required on the Child Health



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Information screen in the Clinic application module and will not be visible on the growth grids if entered.

• When the value of the business rule equals "Y":

Enables the plotting of birth height and birth weight on infant growth grids. If birth height and birth weight are required controls, the values will be required on the Child Health Information screen in the Clinic application module and will be visible on the growth grids. Typically, birth height and weight should be required if they are going to be plotted. It is suggested that if the business rule is "'N", the birth height and weight are required controls as well. If birth height and birth weight are not required controls, the values will not be required on the Child Health Information screen in the Clinic application module and will be visible on the growth grids if entered.

The description of the CLN_ALLOW_UNKNOWN_BIRTH_HT_WT business rule was updated in the DFDD as follows:

When the value of the business rule equals "Y":

The Unknown Birth Criteria check box is visible and enabled in the Birth Information group box on the Child Health Information screen within the Participant Folder and the Certification Guided Script in the Clinic application module. When this check box is selected, all other controls in the Birth Information group box are disabled and the system will not process the edits for required fields. When this check box is not selected, the system will process the edits for required fields.

Additionally, the Unknown Birth Criteria check box is visible in the Birth Information group box on the following <>screens in the following application modules:




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• Child Health Information (Central Administrative Site)

• Child Health Information (State Office)

When the value of the business rule equals "N":

The Unknown Birth Criteria check box is not visible in the Birth Information group box on the following <>screens in the following application modules:

• Child Health Information (Central Administrative Site)

• Child Health Information (Clinic) • Child Health Information (State Office)

ENH-390 Clinic Risk Factors The Risk Factors screen within the Participant Folder has been modified to add a new Assign Risk Factors button. When clicked, the button displays the Assign Certification Risk Factors screen.

ENH-394 Clinic Certification Guided Script, Food Prescription, and Issue Benefits

The system has been modified to allow a household to receive a child's benefits for the entire certification period without having to create a food prescription for the child manually. The SPIRIT system now prescribes and generates child benefits for the entire certification period, without requiring a manually created food prescription for the months following a child's birthday.

This change provides for the following:

• Generation of food prescriptions for the current age category and the future age category for a child who will transition into a new age category without requiring the user to enter a food prescription manually.

• Issuance of multiple sets of benefits from different age categories at one time.

For a participant to receive multiple sets of benefits at one time within a certification period, the participant's issuance frequency must be set to "Bi-monthly" or "Tri-monthly". The issuance

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frequency can be updated on the CPA-determined Follow-up screen in two different locations:

• On the Certification Guided Script screen, click the CPA Determined Follow-up link and update the Issuance Frequency drop-down list box.

• In the Participant Folder, selecting the Review CPA-determined Follow-up Information menu option on the Participant Activities menu and update the Issuance Frequency drop-down list box.

The Certification Guided Script was updated as follows:

When the Food Prescription link is clicked, the system determines if the child will cross an age category threshold between the effective and end date of the certification. If a threshold will be reached, the food prescriptions will be generated automatically, one for each age category within the certification period.

When food prescriptions are generated during certification and the child being certified will have a birthday between the effective and end dates of the certification, two new prescriptions will be automatically generated, one for each age category in the certification.

When a child turns two years old, not only is a new age category reached, the child's prescription changes to include low fat milk instead of whole milk.

When the certification process is complete, the benefits issued include those of the current age category, as well as benefits for the future age category, if the child's birthday falls within the PFDTU/LDTU range of any one of the future sets of benefits being issued.

ENH-396 Central Administra

Benefits History The system has been modified to change the tree list view on the Benefits History screen. The

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tive Site, Clinic, and State Office

following modifications have been made:

• A new Food Instrument Set node has been added.

• The existing Benefit node has been moved to display within the new Food Instrument Set. The format of the text displayed for this node has been modified.

• The default view of the tree list will have all nodes collapsed.

• The icon displayed on the Food Item node has been removed.

• The FOODINSTRUMENTSET and FOODINSTRUMENT tables have been modified.

Reported Issues NIN-30 Clinic Benefits (Issue

Benefits) SVN-140

Issue: When benefits are issued early for the next month on the Benefits (Issue Benefits) screen, the system suggests an extra set of benefits that overlap with existing benefits.

Resolution: The following modifications have been made:

• For extra benefits issued at the top of the benefit set, the code has been modified to not cycle adjust the first benefit if the LDTU being adjusted is before the LDTU of the participant's last issued benefit.

• For situations where the participant's cycle was being adjusted to 2 days late, the code has been modified to determine if the previous benefit has a PFDTU in February. It will then subtract 2 days from the March PFDTU to return the benefit to the correct cycle (2 days are added to February benefits as issuance must be within a thirty- (30-) day window). If it is a leap year, the system will subtract one (1) day from the March PFDTU.

• For situations where the system was

clinic.chm::/Clinic/Benefits_(Issue_Benefits)__SCREEN.htm




Clinic

calculating an invalid February PFDTU after cycle adjustment, the code has been modified to no longer subtract two (2) days from cycle adjusted benefits starting in March.

NIN-72 Clinic Nutrition Assessment Contact

TOS-69

Issue: When adding a new contact on the Nutrition Assessment Contact screen (without selecting any risk factors from the list box) for an existing participant that is currently in a valid certification, a pseudo certification is created inappropriately. Only if a nutrition assessment contact risk factor is added should the system perform the risk analysis, as adding the contact alone has no bearing on current risk factors.

Resolution: This issue occurs when the participant's existing risk factors in the RiskFactor table have a NULL value in the AmountBreastfeeding or AmountBreastfeeding2 columns. Since the RiskFactorReference table no longer contains these combinations due to new functionality that has been introduced, the system drops the risk factor instead of carrying it forward, causing a pseudo certification to be created.

To resolve the NULL values for the AmountBreastfeeding and AmountBreastfeeding2 columns in the RiskFactor table, a SQL script will be added to the automated scripts. The values will be populated based on the breastfeeding data for the linked children. Only risk factors from certifications that have not yet ended will be affected. If the Certification End Date is in the future and there are risk factors with NULL values in the AmountBreastfeeding or AmountBreastfeeding2 columns, the automated SQL script will update them if breastfeeding data is found.

Additionally, the code has been modified for Risk Factors 502 (Transfer of Certification (VOC)), 801

clinic.chm::/Clinic/VENA_Contact_SCREEN.htm

clinic.chm::/Clinic/VENA_Contact_SCREEN.htm

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23502_Transfer_of_Certification

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23801_Homelessness


Clinic

(Homelessness), 802 (Migrancy), and 904 (Environmental Tobacco Smoke Exposure) to correctly populate the AmountBreastfeeding and AmountBreastfeeding2 columns.

NIN-82 Clinic Height/Weight Measurement

SVN-122

Issue: When users enter an infant's height measurement of twenty-seven (27) inches on the Height/Weight Measurement screen, a standard confirmation message (C0060) displays with the text, "The height measurement (27) falls below the lowest point on the growth grid. Is the value correct?" However, the lowest plotted point on the growth grid is 16 inches.

Resolution: The text of the standard confirmation message (C0060) has been changed to include eights of an inch if the measurement is so low that it will not plot on the growth grid. The logic used to determine when this standard confirmation message is displayed has been changed to use the participant's age instead of the participant's WIC category. It will display for participants with a height less than thirty-one (31) inches whose age at the time of measurement is two to six (2-6) years, and for participants with a height less than sixteen (16) inches whose age at the time of measurement is under two (2).

NIN-84 Clinic Additional Info 2 SVN-80

Issue: The selection in the Register to Vote drop-down list box on the Additional Info 2 screen is not being retained.

Resolution: The code has been modified to properly display the selection in the Register to Vote drop-down list box.

NIN-89 Clinic Nutrition Assessment

SVN-108

Issue: After selecting the Remove Incomplete Certification menu option, the nutrition assessment contact entered for the current date remains on the Nutrition Assessment screen.

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23802_Migrancy

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23904_Environmental_Tobacco_Smoke_Exposure__also_known_as_passive__secondhand__or_involuntary

busrule.chm::/ApndxD/apndx_messages_matrix.htm%23C0060

busrule.chm::/ApndxD/apndx_messages_matrix.htm%23C0060


clinic.chm::/Common/VENA_SCREEN.htm


Clinic

Resolution: The code has been modified so that the Remove Incomplete Certification process now removes the nutrition assessment contact created by the incomplete certification.

NIN-91 Central Administrative Site, Clinic, and State Office

Demographics SVN-6

Issue: The date format used in the Demographics screen does not comply with SPIRIT standards.

Resolution: The Date of Birth and Date Verified calendar controls on the Demographics screen have been replaced with the new standard calendar controls.

NIN-95 Clinic Assign Certification Risk Factors

SVN-50

Issue: The DFDD topic for the Assign Certification Risk Factors screen incorrectly states that the Remove button is disabled when a system-assigned risk factor is selected. System-assigned risk factors are no longer listed in the Selected data grid. Instead, they are listed in the tree list on the left side of the screen. The Selected data grid includes only CPA-assigned risk factors. Additionally, the images of the Select and Remove buttons are incorrect. The arrows should point up and down rather than side to side.

Resolution: The DFDD has been updated as follows:

• The Interface Initialization section has been modified to state the following:

• "The Selected data grid will display CPA assigned risk factors selected for the participant."

• "An entry is added to the Selected data grid for each risk factor (CPA-determined) assigned to the current certification attempt."

• The following statement indicating that the Remove button is disabled has been removed: "The control is disabled when: A selection that was added by the system based upon the participant information is

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Clinic

made in the selected data grid." • The button images for the Select and

Remove buttons have been corrected. • The description of the Selected data grid

has been modified to state the following: "This data grid displays the risk factors (CPA-determined) assigned for the current certification."

NIN-99 Clinic Food Prescription SVN-105

Issue: When users add two types of formula food items to the Food Prescription screen and then attempt to edit the second formula item, an object reference error displays.

Resolution: The code has been modified to carry forward only the most recently added formula food item.

NIN-110 Clinic View Appointments for Date

SVN-28

Issue: If a participant's name is too long to fit on a single line in the Member Name text and value label on the View Appointments for Date screen, the name wraps to a second line and the top and bottom of the text is cut off.

Resolution: The size of the Member Name text and value label has been increased to accommodate long participant names.

NIN-113 Clinic Child Health Information

SVN-123

Issue: The selection in the Reason(s) Stopped list box on the Child Health Information screen is not being retained.

Resolution: This issue was caused by the Reason(s) Stopped list box not being enabled when an infant participant was linked to the mother. This list box has now been enabled, correcting this issue.

NIN-118 Clinic Benefit Pickup Report CLN006 (Output)

SVN-87

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Clinic

Issue: Some breastfeeding women that are more than six (6) months postpartum still display on the Benefit Pickup Report CLN006 (Output).

Resolution: The Benefit Pickup Report CLN006 (Output) has been corrected to no longer show breastfeeding women who are 6 months postpartum when the Breastfeeding Amount is either "Some Breastfeeding" or "Partially Breastfeeding > Max" and benefits have been issued to the infant.


Additional Info 2 SVN-100

Issue: The Last Name text box in the Alternate Representative/Proxy 2 group box on the Additional Info 2 screen is not properly aligned.

Resolution: The code has been modified to align and properly display the Last Name text box.


Manage Notes SVN-25

Issue: When users print Breastfeeding, General, and SOAP notes from the Manage Notes screen, the last line of text at the bottom of the page is being cut off.

Resolution: Modifications have been made so that all lines of the notes are printed correctly.


Certification Guided Script and Participant Folder

SVN-46

Issue: On the Certification Guided Script and Participant Folder screens, the title bar text for pregnant participants should display their weeks gestation. Instead, the title bar text displays their age in years, months, and days.

Resolution: The title bar text on the Certification Guided Script and Participant Folder screens has been changed to update the gestational period correctly for pregnant participants after their health information has been saved to the database. Additionally, the code has been modified to display the age in years instead of years, months, and days for pregnant participants that do not have

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Clinic

an LMP date.

The DFDD has been updated with this exception for pregnant participants that do not have an LMP date: The title bar text on the Certification Guided Script and Participant Folder screens and sub-tabs displays the age in "XX" Year(s) calculated from the Date of Birth.

NIN-128 Clinic Risk Factors SUG-1307

Issue: Risk Factor 201 is flagging participants as high risk outside of the threshold set for a 3 year old.

Risk Factor 103 is flagging participants as high risk outside of the threshold set in Reference Utility.

Resolution: The code has been modified to save the threshold value for Risk Factor 103 in the WHOFieldValue column of the RISKFACTORTHRESHOLD table for infants and children with age category 1 (between 1 and 2 years old).

NIN-134 Clinic Certification Guided Script

SUG-1577

Issue: The Enter Key shortcut for the OK button does not function consistently throughout the Certification Guided Script in the manner described in the DFDD.

Resolution: The code has been modified to fix the Enter key shortcut for the OK button. This shortcut now functions throughout the Certification Guided Script as documented in the DFDD. The following modifications have been made:

• The Date of Birth and Date Verified calendar controls on the Demographics screen have been replaced with the new standard calendar controls, allowing the Enter key to be pressed and caught by the form.

• All calendar controls on the Health




busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23201_Low_Hematocrit_Low_Hemoglobin

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23103_Underweight_or_at_Risk_of_Becoming_Underweight






clinic.chm::/Common/Health_Information_SCREEN.htm


Clinic

Information screens have been replaced with the new standard calendar controls, allowing the Enter key to be pressed and caught by the form.

• The Effective Date of Food Prescription calendar control on the Food Prescription screen has been replaced with the new standard calendar control, allowing the Enter key to be pressed and caught by the form.

NIN-135 Clinic Food Adjustment Wizard

SUG-1776

Issue: Users are unable to return previously issued formula using the Food Adjustment Wizard. The system does not allow users to select the appropriate value in the Number of Cans Returned spin control on the Enter Return Quantity screen.

Resolution: This issue was caused by the system not taking into account any benefits that had been completely redeemed. Instead, it was only evaluating benefits with a balance remaining when attempting to return formula. The code has been modified to take into account any completely redeemed benefits.

NIN-136 Clinic Certification Guided Script

SUG-1587

Issue: Risk factors associated with a breastfeeding certification are not removed from the Certification Guided Script screen when the WIC category is changed to non-breastfeeding.

Resolution: Prior to risk factor reassessment, the code deletes all system-assigned risk factors for the certification. Then, the risk factor code will assign the proper system-assigned risk factors based on the current variables. Risk Factor 601 was not being deleted prior to the reassessment, so it stayed on the certification. To resolve this issue, code has been added to remove Risk Factor 601 if it was system-assigned before risk factors are assessed.

clinic.chm::/Common/Health_Information_SCREEN.htm

clinic.chm::/Clinic/Food_Prescription_SCREEN.htm

clinic.chm::/Clinic/Food_Adjustment_Wizard__SCREEN.htm

clinic.chm::/Clinic/Enter_Return_Quantity___SCREEN.htm


busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23601_Breastfeeding_Woman_of_Infant_at_Nutritional_Risk

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23601_Breastfeeding_Woman_of_Infant_at_Nutritional_Risk


Clinic NIN-137 Central

Administrative Site, Clinic, and State Office

Height/Weight Measurement

SUG-924

Issue: The calculated BMI on the Height/Weight Measurement screen is incorrect. These calculations affect the assignment of risk factors.

Resolution: The BMI calculation system-wide has been modified to no longer use rounded lbs/kg and in/cm values. This produces results consistent with manual calculations. Also, the Body Mass Index text and value label on the Height/Weight Measurement screen has been corrected to not calculate BMI unless there are legitimate values in all four masked edit boxes (Height Inches, Eighths; Weight Pounds, Ounces).

The DFDD topic for the Weight Status of Women and Children Greater than 2 Years (BMI) Report OPR032 (Output) has been updated as follows:

• Under Special Calculations, BMI for Women, references to rounding have been removed from the calculations.

• Under Special Calculations, BMI / Age Percent for Children, references to rounding have been removed from the calculations.

NIN-149 Appendix and Reference Utility

Risk Factor Associations and Risk Factors Matrix

SUG-1990

Issue: The DFDD does not state that breastfeeding amounts are a factor in the assignment of child risk factors, but the SPIRIT system will not assign a child risk factor if the child is designated as breastfeeding.

Resolution: The following changes have been made to the DFDD:

• The Risk Factor Associations topic has been updated to include the following statement: "The Breastfeeding Amount for children is not used to determine risk factors."

clinic.chm::/Clinic/Height_Weight_Measurement_SCREEN.htm




stateofc.chm::/Reports/output_weight_status_women_children_greater_than_2_opr032.htm



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Clinic

• The following statement has been added to the Risk Factors Matrix for these Risk Factors: 103, 113, 114, 121, 134, 135, 141, 142, 151, 201, 211, 341, 342, 343, 344, 345, 346, 347, 348, 349, 351, 352, 353, 354, 355, 356, 357, 359, 360, 361, 362, 381, 382, 401, 411, 425, 428, 501, 502, 603, 701, 702, 801, 802, 901, 902, 903, and 904.

• "For children, the AmountBreastFeeding on the RiskFactorReference table should be 4. Before a risk factor is assigned, the code will check to see if a risk factor can be system assigned by comparing the RiskFactorReference. AmountBreastFeeding to the amount for the participant. For children, the code defaults to 4 (not applicable) so the defaulted value will equal RiskFactorReference. AmountBreastFeeding. If the RiskFactorReference table shows an amount other than 4, then the risk factor will not be assigned."

NIN-155 Clinic Income Calculator SUG-2027

Issue: The description of the Pending Proof of Income check box in the Income Calculator topic in the DFDD does not match the current system functionality.

Resolution: The description of the Pending Proof of Income check box has been updated in the DFDD to reflect current system functionality. The description now states: "If this check box is checked, it updates all other household members to be pending proof of income. When proof of income is obtained and this check box is unchecked, it updates the proof of income for all other household members."

NIN-169 Clinic Benefit Pickup Letter Address Labels (Output)

SUG-1445

Issue: The Benefit Pickup Letter Address Labels

busrule.chm::/ApndxD/Risk_Factors_Matrix.htm


busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23113_Overweight_Children_2_to_5_years_of_age

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23114_At_Risk_of_Becoming_Overweight

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23121_Short_Stature_or_At_Risk_of_Short_Stature

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23134_Failure_to_Thrive

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23135_Inadequate_Growth

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23141_Low_Birth_Weight_and_Very_Low_Birth_Weight

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23142_Prematurity

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23151_Small_for_Gestational_Age

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23201_Low_Hematocrit_Low_Hemoglobin

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23211_Elevated_Blood_Lead_Levels

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23341_Nutrient_Deficiency_Diseases

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23342_Gastrointestinal_Disorders

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23343_Diabetes_Mellitus

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23344_Thyroid_Disorders

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23345_Hypertension_and_Pre-hypertension__Includes_Chronic_and_Pregnancy_Induced_

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23346_Renal_Disease

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23347_Cancer

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23348_Central_Nervous_System_Disorders

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23349_Genetic_and_Congenital_Disorders

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23351_Inborn_Errors_of_Metabolism

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23352_Infectious_Diseases

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23353_Food_Allergies

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23354_Celiac_Disease

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23355_Lactose_Intolerance

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23356_Hypoglycemia

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23357_Drug-Nutrient_Interactions

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23359_Recent_Major_Surgery__Trauma__Burns

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23360_Other_Medical_Conditions

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23361_Depression

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23362_Developmental__Sensory_or_Motor_Disabilities_Interfering_with_the_Ability_to

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23381_Dental_Problems

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23382_Fetal_Alcohol_Syndrome

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23401_Failure_to_Meet_Dietary_Guidelines_for_Americans

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23411_Inappropriate_Nutrition_Practices_for_Infants

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23425_Inappropriate_Nutrition_Practices_for_Children

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23428_Dietary_Risk_Associated_with_Complementary_Feeding_Practices

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23501_Possibility_of_Regression

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23502_Transfer_of_Certification

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23603_Breastfeeding_Complications_or_Potential_Complications__for_Infants_

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23701_Infant_up_to_6_Months_Old_of_WIC_Mother__or_of_a_Woman_Who_Would_have_Been_Eligible

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23702_Breastfeeding_Infant_of_Woman_at_Nutritional_Risk

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23801_Homelessness

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23802_Migrancy

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23901_Recipient_of_Abuse

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23902_Woman_or_Primary_Caregiver_of_Infant_Child_with_Limited_Ability_to_Make_Feeding

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23903_Foster_Care

busrule.chm::/apndxd/Risk_Factors_Matrix.htm%23904_Environmental_Tobacco_Smoke_Exposure__also_known_as_passive__secondhand__or_involuntary

clinic.chm::/Clinic/Income_Calculator_SCREEN.htm

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Clinic

(Output) did not print in the correct position.

Resolution: The Report Generation Code (5160) and Report Definition (5163) have been updated to utilize the starting label position specified by the user.

The DFDD has been updated to indicate that labels are printed from top to bottom instead of left to right.


Medical Prescription Expiration Date - Formula Report CAS006/CLN005/OPR025 (Output)

SUG-1423

Issue: When entering the date range on the Generate Medical Prescription Expiration Date - Formula Report screen, the system does not allow users to type "/" or "." in the From or To calendar controls. This is inconsistent with other calendar controls.

The Medical Prescription Expiration Date - Formula Report CAS006/CLN005/OPR025 (Output) does not consistently list each participant if they have more than one prescription.

The Medical Prescription Expiration Date - Formula Report CAS006/CLN005/OPR025 (Output) is not pulling all special prescriptions for a given date.

Resolution: The From or To calendar controls now use the standard calendar controls. The data in the report is grouped by Agency, Clinic, and Physician.

NIN-201 Clinic Mid-certification Assessment

Issue: When performing a Mid-certification Assessment and adding an unknown height/weight record, the system wrote the record to the ANTHROPCONTACT table with a CertStartDate. Once the Mid-certification Assessment was completed and the Participant Folder was displayed, the Height/Weight tree list node for the current certification was being updated with the user ID and date recorded during the Mid-certification Assessment.

clinic.chm::/Reports/output_check_pickup_letter_address_labels.htm

clinic.chm::/Common/pl_generate_medical_prescription_expiration_date_formula_report.htm

clinic.chm::/Common/pl_generate_medical_prescription_expiration_date_formula_report.htm

clinic.chm::/Reports/output_medical_prescription_expiration_date_formula_report.htm






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Clinic

Resolution: The code was modified to set the CertStartDate value to Null when adding new record to the ANTHROPCONTACT during a Mid-certification Assessment.

NIN-202 Clinic Mid-certification Assessment

Issue: When starting a Mid-certification Assessment, if the Food Prescriptions screen was accessed and the Close button was clicked without performing any other action, or if the Nutrition Education Contact screen was accessed and the Close button was clicked without performing any other action, the green check mark incorrectly displayed on the Mid-certification Assessment screen.

Resolution: The code was modified so that the Mid-certification Assessment screen now places the check mark beside the Nutrition Education and Food Prescription links only if the Nutrition Education Contact and Food Prescriptions screens were modified.




clinic.chm::/common/Food_Prescriptions_SCREEN.htm







clinic.chm::/common/Food_Prescriptions_SCREEN.htm


Clinic \ Issue: When the Appointments for Date Listing Report CLN017 (Output) is generated, the Appt. Type column displays with populated data on the report when displayed to the screen. However, when it is printed, the Appt. Type column does not always print with populated data Issue: In the Clinic application module, changing a participant's WIC category from breastfeeding to non-breastfeeding did not automatically remove CPA-assigned risk factors from the Risk Factors data grid on the Certification Guided Script screen. Resolution: The code was modified to correctly remove CPA-assigned risk factors from the Risk Factors data grid on the Certification Guided Script screen in the Clinic application module. Issue: In the Clinic application module, some participants were not being terminated due to failure to pickup benefits. Resolution: Additional code was added to the End of Day process to handle the breastfeeding participants who are not terminated. In addition, the following content was added to the Adjust/Archive/Purge Process topic in the Scheduled Job Administration DFDD: "Participants who have failed to pick up food instruments for two consecutive months. Exceptions to the rule: • Fully breastfed infants who have failed to pick up food instruments, but the mother has, will not be terminated. • Mothers of partially breastfeeding more than the maximum (some breastfeeding) infants who have Issue: On the Benefits (Issue Benefits) screen in the Clinic application module, an incorrect message displayed when creating a child food package for an infant that did not have the appropriate risk factors for a child. Resolution: The code was modified to replace the incorrect reference to the standard information message I0057 with the correct standard error message E0054 when creating a child food package for an infant that did not have the appropriate risk factors for a child. Issue: In the Clinic application module, the telephone number displayed on the generated Certification Notice (Output) was incorrect. Resolution: The code was modified to correct the telephone number that displays on the generated Certification Notice (Output). The text field was formatted as follows: SUBSTRING(SS.TELEPHONE,1,3)''SUBSTRING(SS.TELEPHONE,4,3)''SUBSTRING(SS.TELEPHONE,7,4) AS CLINICPHONE

Issue: In the Clinic application module, participants were unable to be linked if they were not in the same household (example: breastfeeding mom w/ infant in foster care, mom is pumping and giving milk to social worker for infant). Resolution: The code was modified so that women and infants in separate households can now be linked in the Clinic application module. Issue: In the Clinic application module, when no data is entered on the Child Health Information screen and the OK button is clicked, the standard error message that displayed contained duplicate references to the Birth Height In and Birth Height 8ths masked edit boxes. Resolution: The code was modified to remove the duplicate references to the Birth Height In and Birth Height 8ths masked edit boxes on the standard error message.


Clinic Issue: On the Schedule Appointments for Household screen in the Clinic application module, mid-certification assessments were being displayed in yellow instead of orange. Resolution: The code was modified so that mid-certification assessments display in orange on the Schedule Appointments for Household screen in the Clinic application module. Issue: In the Clinic application module, participants in a household with a participant that was deemed over income and ineligible were able to have benefits issued. Resolution: The code was modified to correctly validate income eligibility for participants that do not have adjunctive eligibility to receive WIC benefits in both the Certification Guided Script and the Mid-certification Assessment. Certifications that have not been completed in Certification Guided Script or Mid-certification Assessment will not have a CERTENDDATE until the Certification Guided Script or Mid-certification Assessment attempt has been completed. Issue: In the Clinic application module, terminating a mother for categorical ineligibility due to no longer breastfeeding an infant greater than six months old with risk factor 114 caused a pseudo certification to be created for the infant without carrying risk factor 114 forward properly. Resolution: The code was modified to carry over risk factor 114 if the mother of the infant had a BMI => 30 recorded. Issue: In the Clinic application module, when a participant was marked exclusively breastfed and the participant's fully breastfed infant was marked partially breastfed, the pregnant participant's food prescription was not updated properly. Resolution: The code was modified to update the default food prescription for a mother if the infant's breastfeeding amount is changed on the Child Health Information screen during a certification attempt in the Clinic application module. Issue: In the Clinic application module, when trying to change a mother/infant pair from breastfeeding to non-breastfeeding through the infant's record when the mother only had a risk factor based on her breastfeeding status, an infinitive loop of confirmation messages displayed when attempting to exit the infant's Health Information tab. Resolution: The code was modified to eliminate the infinitive loop of messages and questions. Issue: In the Clinic application module, when a participant in a family was receiving Medicaid benefits, the entire household was income qualified based on Medicaid adjunctive eligibility regardless of the household income. Resolution: The code was modified to avoid the unnecessary termination of other household members with individual Medicaid adjunctive eligibility. Issue: A duplicate mid-certification record was being displayed on the Participant List screen after a search was performed in the Clinic application module. Resolution: The stored procedure uspCreateMidCertificationRecord was modified to produce an error message if a record in MidCertification table with the same CertificationID already exists. Issue: In the Clinic application module, the MEMBER.PendingProofBenefitIssued flag was incorrectly changed from 'N' to 'Y' when previewing but not actually printing benefits. Resolution: The code was modified so that the Print Preview no longer updates the MEMBER.PendingProofBenefitIssued flag. Issue: In the Clinic application module, if a participant was flagged high risk, the system was not resetting the high risk flag on the member record when the Certification Guided Script was started.


Clinic Resolution: The code was modified to reset the high risk flag on the member record when the Certification Guided Script was started in the Clinic application module. Nin-465 Issue: In the Clinic application module, the number of cans of formula displayed in the Amount Recovered column on the Formula Replacement screen was incorrect and therefore was allowing over-issuance. Resolution: The code was modified so that the amount recovered represents the remaining balance for the food item from JPM. The amount remaining is no longer added for each occurrence of the food item. This corrects the available balance displayed as well as sets the max limit correctly for the cans to issue. Issue: On the Pregnancy Information screen in the Clinic application module, the Number of Pregnancies masked edit box was not a required control. Resolution: The code was modified to require the Number of Pregnancies masked edit box on the Pregnancy Information in the Clinic application module. Issue: When a specific resource is selected, the resource's name is not printed on the report output. Resolution: The code has been modified to print the name of the selected resource on the report output when an individual resource is selected on the Generate Appointments for Date Listing Report screen. Issue: Issue: The certification end date for a pregnant woman is allowed to be set prior to her expected delivery date without triggering a validation error when the screen is processed. Resolution: The code has been modified to throw an error when the VOC Certification TOS-145 Issue: When using the Food Adjustment Wizard to change a child food item already issued to an infant who is turning one year old in the benefit period, the system is not allowing the change. Resolution: The code has been modified to find and use a future child food prescription in the 'infant turning one' situation when changing a food item instead of using the infant prescription. Issue: When producing a VOC document for a participant, the system is not consistently listing risk factors. Resolution: The code has been modified to use the same data source for the risk factor information shown on the VOC document as is being used on the risk factors tree view on the Risk Factors tab of the Participant Folder. TOS-52 Issue: When viewing the Participant List with Appointments for Today selected as the 'Where to Search' option, the Appointment Time and Appointment Type disappear. Resolution: The code has been modified to refresh the participant object so that the appointment time and appointment type display correctly when the arrow keys are activated to navigate within the results grid. TOF-26 Issue: When one or more participants within a household are issued benefits from the Work with On-site Group, the screen is cleared even though benefits were not issued for all members of the household. Resolution: The code has been modified to look for a benefit issued for the participant on the current system date before clearing the participant from the on-site list. TOF-43 Issue: When the Exit button is activated in the Certification Guided Script, both the participant folder and the participant list are closed.


Clinic Resolution: The code was modified so that the File/Exit menu item on the Participant Folder functions the same way as the Exit button on the title bar. Activating either the menu item or the button will exit the application instead of just closing the Participant Folder. Also, the Exit button was removed from the Certification Guided Script. SVN-23 Issue: When one of the adjunctive eligibility programs is selected, but no associated proof is selected from the corresponding drop down list, the system does not display the orange halo around the drop down list to indicate an error has occurred. Resolution: The code has been modified to highlight the Adjunctive Eligibility Proof drop down lists on the Income Calculator screen with the standard orange halo when nothing is selected in those controls. Issue: The following issues were identified: • Risk Factors assigned during the Nutrition Assessment were still labeled as with a "V" for VENA. • The Add SOAP Note screen displayed "VENA" as the application area. • The Staff Activity Report CLD021 (Output) contained a column named "Vena". • If the user logged in did not have at least add permission for Nutrition Assessment and they clicked the Nutrition Assessment link on the Certification Guided Script screen, the standard error message displayed contained a reference to "VENA". Resolution: Risk Factors assigned during the nutrition assessment are now labeled with an "N" for "Nutrition Assessment" in the Risk Factor node of the tree list on the following screens: • Assign Certification Risk Factors (Clinic) • Assign Risk Factors for VOC Certification (Clinic) • Risk Factors (Central Administrative Site) � Ρισκ Φαχτορσ (Χλινιχ) � Risk Factors (State Office) The Application Area displayed for SOAP notes was updated to "Nutrition Assessment" on the following screens: • Add SOAP Note (Clinic) • Full Page View (Central Administrative Site) • Full Page View (Clinic) • Full Page View (State Office) • Manage Notes (Central Administrative Site) • Manage Notes (Clinic) • Manage Notes (State Office) The "Vena" column on the Staff Activity Report CLD021 (Output) in the State Office application module was renamed "Nutrition Assessments". The standard error message E0006 that displays when the Nutrition Assessment link on the Certification Guided Script screen is clicked and the logged in user does not have appropriate permissions was updated to display "Nutrition Assessment". Issue: When the Breastfeeding Now check box is cleared on the Infant Information screen for all infants of a breastfeeding mother, the mother's certification end date remains one year from her delivery date. Resolution: The code has been modified to adjust the mother's certification end date to six months from her delivery date when the breastfeeding now check box is cleared for all infants born from her most recent pregnancy through the Infant Information screen.


Clinic Issue: SOAP Notes display the unadjusted length-for-age and weight-for-age percentiles for children who were born premature. Resolution: The code has been modified to display the adjusted length-for-age and weight-for-age percentiles on SOAP notes for children who were born premature. Resolution: A script has been added to change Assignment Method to 'B' for Risk Factor 371 in table RISKFACTORREFERENCE. Quit at nin221


Clinic

Release 2.19 - Issues Identified Since Release 2.19 Installed on Production in MN

* * * * * Posted 10/1/2014

CPA Household Alerts Displaying More than Once Resulting in Screen Focus Not on Most Recently Opened Participant Folder; Focus Remains on First Folder in the Household Opened (TWY-20 and 21) Description: There are two issues contributing to the focus not being appropriately maintained on the most recent Participant Folder opened:

Household Alerts

• If there is a CPA-created and a system-created household alert (such as Due for Mid-certification Assessment), the CPA-created alert is opening multiple times resulting in the first folder opened maintaining the screen focus instead of the most recent folder opened.

• If there is a CPA-created household alert and a second folder is opened for that household leaving the first folder open (either by minimizing the first folder or just clicking on the Participant List), the CPA-created alert does not open again but the first folder opened maintains the screen focus and opens on top of the most recent folder opened.

Use of the Minimize Button

• If when opening multiple Participant Folders in a household the minimize button is used to minimize the first Participant Folder opened instead of clicking on the Participant List (screen or button on the taskbar), the focus is maintained on the first folder opened, not the most recently opened folder.

What You Should Do: You don't have to use the Minimize button to switch between folders or return to the Participant List screen. You can click on the buttons on the taskbar or the Participant List screen in the background.

Resolution: These issues have been added to the issues queue.


Clinic

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Posted 9/4/2014

Some-Breastfeeding Women More than 6 Months Postpartum Incorrectly Suggested Benefits when Second Unlinked Infant Record in Infants Born from This Pregnancy (TWY-18) Description: Although Some-Breastfeeding women more than 6 months postpartum are not eligible to receive food benefits, HuBERT is incorrectly suggesting benefits to these women when a second unlinked infant record exists in the Infants Born from This Pregnancy window in Health Information.

What You Should Do: If a second record was incorrectly added to the Infants Born from This Pregnancy window instead of editing the initial record, you can delete the incorrectly added record simply by highlighting it in the window and clicking the Delete button. This should resolve the incorrectly suggested issuance.

If, however, the second record is appropriate because a second infant was born but is not on WIC due to neonatal death or other circumstances, you should simply remove the checkmark from in front of the participant's name in the Issue Benefits screen so that no benefits are issued.

Resolution: This issue has been added to the issues queue.

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http://www.health.state.mn.us/divs/fh/wic/localagency/infosystem/hubert/training/issues.html%23top



Clinic Posted 5/13/2014

System Incorrectly Assigning Risk Factor 113 to Children 3-5 Years Old Measured Recumbent (TMP-169) Description: The system is incorrectly auto-assigning Risk Factor 113, Obese (Children 2-5 Years of Age), to children who are 3-5 years old and are measured recumbent. These measurements are also not being plotted on the Y2-6 grids as they should be.

What You Should Do: This should affect a very limited number of children since most 3-5 year old children are measured standing. However, if risk factor 113 is incorrectly assigned, document that it should NOT have been assigned in a note.


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Posted 4/2/2014

Unable to Print Last set of Benefits for Breastfeeding Mom with Infant Breastfeeding beyond One Year (TMP-159) Description: The system will NOT suggest benefits and displays Breastfeeding and cannot receive benefits for <PFDTU - LDTU> because her infant is getting more than the maximum amount of formula in the Issue Benefits screen for:

• Fully or Mostly-Breastfeeding women;

• When issuing last set of benefits (benefits with a PFDTU in the month their infant turns one year old);

• If infant has been recertified; and

• The Breastfeeding beyond One Year checkbox was selected in Health Information

What You Should Do: There are a couple of options to work around this issue:

• OPTION #1: Certify the child the month after s/he turns 1 year old.

• OPTION #2: Issue the current set of benefits to mom prior to starting the one year old's certification; issue benefits to the child after the certification has been completed.



Clinic

• OPTION #2: Issue benefits for both mom and the one year old prior to starting the certification; certify the child and then issue the remaining sets of benefits.


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Posted 3/26/2014

Mostly and Some-Breastfeeding Women Not Displaying on Benefit Pickup Report (TMP-158) Description: Mostly and some-breastfeeding women are not displaying on the Benefit Pickup Report (CLN006); their infants, and other children in the household, do display.

What You Should Do: Keep in mind when using the report that the linked mom might also be eligible for benefits.


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Posted 3/24/2014

Homeless Date Verified of 3/18/2013 Displaying for All Participants in the State Office Module (TMP-156) Description: In the State Office module, a Homeless Date Verified of 3/18/2013 is displaying for all participant records in the Homeless section of Demographics.

For those participants who are actually marked as Homeless in the Clnic module, the correct homeless information is being displayed in the State Office module.

What You Should Do: This is a display issue in the State Office Module.




Clinic Resolution: This issue has been added to the issues queue.

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Posted 3/18/14

System is Incorrectly Assigning High Risk to Full-Term Infants Whose Length Falls below Grid and Percentile is N/A (TMP-153) Description: The system is incorrectly assigning high risk for Risk Factor 121 when it is assigned to full-term infants whose length measurement falls below the lowest line on the Growth Grid resulting in a Length/Age percentile of N/A.

What You Should Do: You can use the Resolve High Risk Designation function in the Assign Certification Risk Factors screen to remove the incorrect system-assigned high risk.

Please note that if the infant is high risk for other risk factors, using the Resolve High Risk Designation function will remove ALL high risk, which may not be appropriate.


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Posted 3/10/14

System is Incorrectly Assigning Risk Factor 142 to Children between 1-2 Years Old with Weeks Gestation of 37 Weeks (TMP-149) Description: Risk Factor 142 should be assigned to children 1-2 years of age if their Gestation value in Health Information is 37 Weeks and 0 days. However, the system is incorrectly assigning Risk Factor 142 to children 1-2 years old and 37 weeks gestation regardless of the number of days. This occurs both in the Certification Guided Scripts and when pseudo-certs are generated in the Participant Folder.

What You Should Do: Remove the link between the child's and mom's records since the child is over one year old and the link is unnecessary.




Clinic

To do this, simply remove the checkmark in the On WIC checkbox in the child's Health Information screen and save the change.

Once the link is removed, the system will remove the incorrectly assigned Risk Factor.


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Posted 3/4/14

Multiple PFDTU Dates Available Window that Displays after Recertification Not Suggesting Late Issuance for February if Last Set's Last Date to Use (LDTU) is 2/28/14 (TMP-146) Description: After recertifying a participant the Multiple PFDTU Dates Available window that usually displays, suggesting the option of issuing a set of benefits for the previous month (late issuance) or a set of benefits for the current month, is not displaying late issuance if the participant's last set's LDTU is 2/28/14.

Instead it is suggesting two sets of benefits for the current month.



Clinic

What You Should Do: If the participant's last set's LDTU is 2/28/14, you will need to issue the benefits from the Issue Benefits screen BEFORE recertifying the participant . This will ensure the participant receives benefits, and is counted for, February.

When the benefits are issued after certification, the benefits sets may not sync correctly with other household members. Please issue these benefits; the cycles will sync within the household when the next set of benefits are issued (after March 2014).

Resolution: Even though we expect this issue to impact a relatively small number of participants, we plan to adjust the count on the back-end to ensure any participants who didn't receive February benefits due to this issue will be counted. This issue has also been added to the issues queue.

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Posted 2/27/14



Clinic

Timeout Error Occurring when Using Potential Duplicate Participants Function (TMP-145) Description: A "Web Service Timeout Expired" error is occurring when trying to use the new Potential Duplicate Participants function.

What You Should Do: This error renders the new functionality unusable.


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Posted 2/26/14

Some Participant's Benefit Cycles Are Not Syncing with Other Household Members (TMP-144) Description: Some participant's benefit cycles are not syncing up with other household members when the following situation occurs:

• A new member is added to an existing household;

• The existing member's last set's Last Date to Use (LDTU) is in February 2014; and

• The existing member is still eligible to receive February issuance



Clinic In this scenario, the system is adjusting the existing participant's cycle incorrectly based on the February LDTU.

What You Should Do: Although the cycle is off by a couple of days, issue these benefits. Do NOT cycle-adjust; this will NOT correct this issue. When the next sets of benefits are issued (after March 2014), the benefit cycle will sync correctly and match.


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Posted 2/26/14

This will only impact benefit issuance for February 2014.

Incorrect Syncing Package Printed for Participants with Last Date to Use (LDTU) of 2/27 or 2/28 (TMP-143) Description: Participants who are certified and added to a household with a cycle that has a LDTU of 2/27 or 2/28 will require a syncing package for February. When the syncing package displays in the Issue Benefits screen, it displays correctly.

However, when the benefits are printed, the PFDTU and LDTU of the suggested benefits sets that began with the same Printed First Date to Use (PFDTU) print incorrectly with the same LDTU (as shown below).



Clinic

What You Should Do: If the system suggests two sets of benefits with the same PFDTU, you must do a work-around to issue the correct benefit sets.

• For the participant with the syncing set and two sets of benefits with the same PFDTU, remove the checkmarks from all sets except for the first set.

• You can issue the suggested benefits for everyone else in the household who doesn't have a syncing set.

• Issue the benefits

• Go back into Issue Benefits and the system will suggest full sets for the current and future months for the participant being synced to the existing household.


Clinic

• Although the cycle may be off by a couple of days, issue these benefits (do NOT cycle-adjust; this will NOT correct this issue, which should resolve itself when the next sets are suggested AFTER March 2014)

What to Do if You Forget to Do the Work-Around and Issue Both Sets with Same PFDTU: If you issue the benefits before performing the work-around, you will need to void ALL benefits issued EXCEPT for the syncing set with the lower serial number.


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Posted 2/26/14

Error Occurs when Starting an Infant's Cert, after Completing Mom's Cert, if Infant's Participant Folder is Open (TMP-142) Description: When certifying a mom and her infant, if the infant's Participant Folder is open when mom's cert is completed, the following error displays:



Clinic

This error displays regardless of how the certification is started as long as the infant's Participant Folder is open when mom's cert is completed (i.e. Work with Another Member window at the end of mom's cert or click the Certification icon in infant's folder).

What You Should Do: Click OK on the error and close the infant's Participant Folder. Re-open the folder and click the Certification icon to start the infant's cert (the error will no longer display).


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Posted 2/25/14

Benefit Issuance is Not Limited to One Month if Participant Pending Proof of Residency (TMP-141) Description: When a participant is lacking proof of residency, they are only eligible to receive one set of benefits before showing proof. When **PENDING PROOF** is selected in the Residency Proof drop-down, the system should only suggest one set of benefits. However, it is incorrectly suggesting benefits based on the participant's issuance frequency (typically tri-monthly).

Once one set of benefits has been issued, the system should also display a message in the Issue Benefits screen that indicates the participant is not eligible for more benefits until proof of residency is provided. Instead, the system is again auto-suggesting benefits based on the participant's issuance frequency.

What You Should Do: When issuing benefits after the certification, you should remove the



Clinic checkmarks in front of benefit sets suggested for future months in the Issue Benefits screen and only issue benefits suggested for the current month.

When the participant returns, the CPA Review message indicating Proof of Residency is required will display when you open the Participant Folder.

However, if you open the Issue Benefits screen without verifying proof of residency first, the system will incorrectly auto-suggest benefits based on the participant's current issuance frequency. These benefits should NOT be issued until the participant has provided proof of residency.


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Clinic

Posted 2/24/14

Unable to Make Resource Inactive if Appointments Scheduled in Past (TMP-139) Description: One of the new functions in Release 2.19 was the ability to designate a Resource as inactive. This function isn't currently working.

What You Should Do: You will not be able to use this function until it is fixed.

Resolution: This issue has been added to the issues queue

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