WIC IN-STATE VOC/TRANSFER

Rev. 1/2012

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Introduction

• This PowerPoint presents steps for transferring WIC patients from one Kentucky clinic to another clinic using VOC Search on the CDP Portal

• All patient names and patient data in this PowerPoint are fictitious

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VOC Search• VOC Search is used to transfer one patient or

multiple patients

• VOC Search transfers the patient/patients, the patient’s growth chart history, WIC certification history, and unused current and future eWIC benefits

• To transfer a patient, the patient must have current WIC certification in order for VOC Search to find the patient

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Accessing VOC SearchVOC Search appears on the CDP Portal if user security is set for this function If VOC Search does not appear on the Portal Menu, the user should contact his/her supervisor to request this security change/access

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On CDP Portal, click “VOC Search” to search for a transferring patient

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On VOC Search, enter transferring Patient ID # or Name and Birth Date

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After search criteria is entered, click “Search”

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Match displays at bottom of page in WIC Patients panel if patient has

current WIC certification

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WIC Patients Panel Panel includes:Clinic (patient is in)Patient #NameStatusCertification Begin DateCertification End DateWIC ActiveTerminate Reason (reason shows if terminated)

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To initiate the transfer, click the green arrow for the patient who is transferring

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Select VOC Patients page returns showing Household and WIC Patients

panels

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Select VOC Patients PageHousehold panel shows existing household info

WIC Patients panel shows all household members with current WIC eligibility, including:Patient #NameBirth DateCertification Begin DateCertification End DateStatusFood PackageNext Issuance DueWIC ActiveTerminate Reason (reason shows if terminated)

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Click the box next to Patient # to select patient(s) to transfer or click “All”, and click “Transfer VOC”

(two patients are selected to transfer in this example)

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VOC Transfer PageVOC Transfer page returns and includes:

Patient panel, which shows patients selected for transfer (note two patients are transferring)

Transfer panel, which provides options to transfer WIC data and transfer patients to a new household or an existing household

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Transfer WIC Data

• Transfer WIC Data is a No/Yes drop-down– “No” transfers patient demographics only– “Yes” transfers growth chart and WIC certification

information

• When WIC data is transferred, proof of residence and identification must be entered from the drop-downs for the patient(s)

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Select “Yes” to transfer WIC data, select proof from the drop-downs, and

verify/select county to receive patients

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Create a new household or search for an existing household in which to

transfer patients

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Create A New Household

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On VOC Transfer, click “Create New Household” button

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VOC Transfer Verification box appears; click “Yes” to Complete the VOC

Transfer?

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Transfer Household Add PageTransfer Household Add page returns

Household Name, Address, City/State/Zip, and Phone Number displays from the previous clinic

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Change household Name, Address, City/State/Zip, and Phone Number as

needed

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Complete Issuance Info with clinic and identification

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Add/update Responsible Party, Emergency Name, Primary Insurance Company, Supplemental Insurance

Company, or Medical Home as needed and click “Save”

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A window appears with VOCs for patients transferred (note two VOCs)

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A window appears with an issuance label for each patient if benefits are

transferred (note two labels)

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A window appears with a benefit list for patient’s benefits transferred

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A window appears with Add Card/Cardholder page for issuing an eWIC card (card may be issued now or

close window and issue at check out)

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Member PageMember page displays the new household with the transferred patients in the household

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Enter Number in Household and click “Save”

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Register each patient transferred; check a patient and click

“Registration”

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RegistrationOn Registration:

Complete required and applicable fields

Enter Reason for Visit of WIC VOC

Select needed labels

Click “Save & Member” or “Save & Portal”

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Issue benefits as appropriate

• Issue benefits as appropriate at check out based on date benefits are due

• Date due is shown on WIC Benefits Issuance page in Next Issuance Due

• Next Issuance Due date on WIC Benefits Issuance reflects any transferred benefits

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WIC Benefits Issuance(Next Issuance Due date reflects

transferred benefits)

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Patient’s WIC certification information is transferred to WIC History for each

patient

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Patient’s growth chart information is transferred to Growth Chart history

for each patient

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An automatic email is sent to the previous clinic to alert staff of the transfers (email includes

household number and birth date for patients transferred)

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Transfer To Existing Household

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On VOC Transfer, enter search criteria for existing household and click “Search” (one patient is

transferring in this example, but multiple patients can be transferred at one time)

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Match from the search displays at bottom of page in Household panel

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Click green arrow next to Household # of the household where to transfer

patient

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VOC Transfer Verification box appears; click “Yes” to “Complete the VOC

Transfer?”

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Transfer Household Edit PageTransfer Household Edit page returns

Household Name, Address, City/State/Zip, and Phone Number displays for the existing household

Edit household info if needed

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Complete Issuance Info with clinic and identification

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Add/update Responsible Party, Emergency Name, Primary Insurance Company, Supplemental Insurance

Company, or Medical Home as needed and click “Save”

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A window appears with a VOC for patient transferred

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A window appears with an issuance label if patient benefits are transferred

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A window appears with a benefit list for patient benefits transferred

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A window appears with Add Card/Cardholder page to issue an eWIC card if existing household does not have a card (card may be issued now or close window and

issue at check out)

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Member page displays with transferred patient added in existing household

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Update number in household and click “Save”

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Register patient transferred; check the patient and click “Registration”

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RegistrationOn Registration:

Complete required and applicable fields

Enter Reason for Visit of WIC VOC

Select needed labels

Click “Save & Member” or “Save & Portal”

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Issue Benefits as Appropriate

• Issue benefits as appropriate at check out based on date benefits are due

• Date due is shown on WIC Benefits Issuance page in Next Issuance Due

• Next Issuance Due date on WIC Benefits Issuance reflects any transferred benefits

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WIC Benefits Issuance(Next Issuance Due date reflects

transferred benefits)

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Patient’s WIC certification information is transferred to WIC History

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Patient’s growth chart information is transferred to Growth Chart history

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An automatic email is sent to the previous clinic to alert staff of the transfer (email includes household

number and birth date for patient transferred)

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This completes the WIC In-State VOC/Transfer PowerPoint

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