CHANGING AND RETURNING eWIC BENEFITS Rev. 1/4/

Introduction This PowerPoint presents the steps for replacing eWIC formula benefits for three scenarios All patient names and patient data in this presentation are fictitious 2

Scenarios 1.Change benefits for a patient before any purchases have been made 2.Change benefits for a patient after purchases have been made and formula will not be returned 3.Change benefits for a patient after purchases have been made and unused formula has been returned 3

Scenario 1 Change benefits for a patient before any purchases have been made The patient’s benefits have been issued, but the formula is not the correct formula. 4

Steps For Changing Benefits Before Purchases Void patient’s benefits – Support staff will void benefits Change the food package – Health professional will assign a new food package Reissue patient’s benefits – Support staff will issue new benefits 5

Step 1 Void Benefits Support Staff will void the existing benefits 6

Search for the patient’s household 7

On the Member page, check next to patient’s name and click Patient Menu 8

On the Patient Menu, click Void Benefits 9

Check the months to void, select the void reason, and click Void Benefits 10

After voiding benefits, a message displays that the issuances were successfully voided 11

Step 2 Assign a Food Package A health professional will assign the new food package 12

The health professional will search for the patient 13

When the search result is returned, click the Patient Menu icon 14

On the Patient Menu, click Food Package Assignment 15

On Food Package Assignment, select the new food package 16

Once the new food package has been selected, click Save 17

Step 3 Reissue Benefits Support Staff will issue benefits with the new food package 18

Search for the patient’s household 19

On the Member page, click Save & Issuance 20

Complete the Issuance Info (the issue date will be the same as the issue date for the voided benefits) 21

Click the box for the patient, select the number of months to issue and click Issue Benefits 22

Print the new issuance label and benefits list Give the benefits list to the patient 23

Scenario 2 Change benefits for a patient after purchases have been made and formula is not returned The patient was issued Good Start 2 Gentle 22oz Powder and now needs Good Start Gentle 12.7oz Powder. No purchased formula is returned. 24

Steps For Changing Benefits After Purchases Have Been Made But Formula Is Not Returned Void patient’s benefits –Support staff will void benefits Change the food package –Health professional will assign a new food package Reissue patient’s benefits –Support staff will issue new benefits 25

Step 1 Void Benefits Support Staff will void the existing benefits 26

Search for the patient’s household 27

On the Member page, check next to the patient’s name and click Patient Menu 28

On the Patient Menu, click Void Benefits 29

Check the months to void, select the void reason, and click Void Benefits 30

After voiding benefits, a message displays that the issuances were successfully voided 31

Step 2 Assign a Food Package A health professional will assign the new food package 32

The health professional will search for the patient 33

When the search result is returned, click the Patient Menu icon 34

On the Patient Menu, click Food Package Assignment 35

On Food Package Assignment, select the new food package 36

Once the new food package has been selected, click Save 37

Step 3 Reissue Benefits Support Staff will issue benefits with the new food package 38

Search for the patient’s household 39

On the Member page, click Save & Issuance 40

Complete the Issuance Info (the issue date will be the same as the issue date for the voided benefits) 41

Click the box for the patient, select the number of months to issue and click Issue Benefits 42

Print the new issuance label and benefits list Give the benefits list to the patient 43

Scenario 3 Changing benefits for a patient after purchases have been made and unused formula is returned The patient was issued Good Start 2 Gentle 22oz Powder and now needs Good Start Gentle 12.7oz Powder. Two (2) 22oz cans are returned to be exchanged for 12.7oz powder. 44

Steps For Changing Benefits And Returning Purchased Formula Return purchased formula –Support staff will enter quantity of returned formula Void patient’s benefits –Support staff will void benefits Change the food package –Health professional will assign a new food package Reissue patient’s benefits –Support staff will issue new benefits 45

Step 1 Return Purchased Formula Support Staff will enter the quantity of purchased formula returned to the clinic 46

Search for the patient’s household 47

On the Member page, check next to the patient’s name and click Patient Menu 48

On the Patient Menu, click Inventory and/or replace purchased formula 49

Enter the number of cans returned in the Qty Returned field 50

Select the formula being returned in the Replacement Subcategory field 51

Enter clinic and proof of identification presented, and click Return Benefits 52

A message displays that benefits were successfully returned 53

Once the benefits have been returned, click Patient Menu 54

Step 2 Void Benefits Support Staff will void the existing benefits 55

On the Patient Menu, click Void Benefits 56

Check the months to void, select the void reason and click Void Benefits 57

After voiding benefits, a message displays that the issuances were successfully voided 58

Step 3 Assign a Food Package A health professional will assign the new food package 59

The health professional will search for the patient 60

When the search result is returned, click the Patient Menu icon 61

On the Patient Menu, click Food Package Assignment 62

On Food Package Assignment, select the new food package 63

Once the new food package has been selected, click Save 64

Step 4 Reissue Benefits Support Staff will issue benefits with the new food package 65

Search for the patient’s household 66

On the Member page, click Save & Issuance 67

Complete the Issuance Info (the issue date will be the same as the issue date for the voided benefits) 68

Click the box for the patient, select the number of months to issue and click Issue Benefits 69

Print the new issuance label and benefits list Give the benefits list to the patient 70

This completes Changing and Returning eWIC Benefits 71