WIC IN-STATE VOC/TRANSFER Rev. 1/2012 1

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 2

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 3

Accessing VOC Search VOC 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 4

On CDP Portal, click “VOC Search” to search for a transferring patient 5

On VOC Search, enter transferring Patient ID # or Name and Birth Date 6

After search criteria is entered, click “Search” 7

Match displays at bottom of page in WIC Patients panel if patient has current WIC certification 8

WIC Patients Panel Panel includes: Clinic (patient is in) Patient # Name Status Certification Begin Date Certification End Date WIC Active Terminate Reason (reason shows if terminated) 9

To initiate the transfer, click the green arrow for the patient who is transferring 10

Select VOC Patients page returns showing Household and WIC Patients panels 11

Select VOC Patients Page Household panel shows existing household info WIC Patients panel shows all household members with current WIC eligibility, including: Patient # Name Birth Date Certification Begin Date Certification End Date Status Food Package Next Issuance Due WIC Active Terminate Reason (reason shows if terminated) 12

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) 13

VOC Transfer Page VOC 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 14

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) 15

Select “Yes” to transfer WIC data, select proof from the drop-downs, and verify/select county to receive patients 16

Create a new household or search for an existing household in which to transfer patients 17

Create A New Household 18

On VOC Transfer, click “Create New Household” button 19

VOC Transfer Verification box appears; click “Yes” to Complete the VOC Transfer? 20

Transfer Household Add Page Transfer Household Add page returns Household Name, Address, City/State/Zip, and Phone Number displays from the previous clinic 21

Change household Name, Address, City/State/Zip, and Phone Number as needed 22

Complete Issuance Info with clinic and identification 23

Add/update Responsible Party, Emergency Name, Primary Insurance Company, Supplemental Insurance Company, or Medical Home as needed and click “Save” 24

A window appears with VOCs for patients transferred (note two VOCs) 25

A window appears with an issuance label for each patient if benefits are transferred (note two labels) 26

A window appears with a benefit list for patient’s benefits transferred 27

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) 28

Member Page Member page displays the new household with the transferred patients in the household 29

Enter Number in Household and click “Save” 30

Register each patient transferred; check a patient and click “Registration” 31

Registration On Registration: Complete required and applicable fields Enter Reason for Visit of WIC VOC Select needed labels Click “Save & Member” or “Save & Portal” 32

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 33

WIC Benefits Issuance (Next Issuance Due date reflects transferred benefits) 34

Patient’s WIC certification information is transferred to WIC History for each patient 35

Patient’s growth chart information is transferred to Growth Chart history for each patient 36

An automatic is sent to the previous clinic to alert staff of the transfers ( includes household number and birth date for patients transferred) 37

Transfer To Existing Household 38

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) 39

Match from the search displays at bottom of page in Household panel 40

Click green arrow next to Household # of the household where to transfer patient 41

VOC Transfer Verification box appears; click “Yes” to “Complete the VOC Transfer?” 42

Transfer Household Edit Page Transfer Household Edit page returns Household Name, Address, City/State/Zip, and Phone Number displays for the existing household Edit household info if needed 43

Complete Issuance Info with clinic and identification 44

Add/update Responsible Party, Emergency Name, Primary Insurance Company, Supplemental Insurance Company, or Medical Home as needed and click “Save” 45

A window appears with a VOC for patient transferred 46

A window appears with an issuance label if patient benefits are transferred 47

A window appears with a benefit list for patient benefits transferred 48

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 ) 49

Member page displays with transferred patient added in existing household 50

Update number in household and click “Save” 51

Register patient transferred; check the patient and click “Registration” 52

Registration On Registration: Complete required and applicable fields Enter Reason for Visit of WIC VOC Select needed labels Click “Save & Member” or “Save & Portal” 53

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 54

WIC Benefits Issuance (Next Issuance Due date reflects transferred benefits) 55

Patient’s WIC certification information is transferred to WIC History 56

Patient’s growth chart information is transferred to Growth Chart history 57

An automatic is sent to the previous clinic to alert staff of the transfer ( includes household number and birth date for patient transferred) 58

This completes the WIC In-State VOC/Transfer PowerPoint 59