Chapter 12 Program Information Screen for All Programs

Table of Contents

  1. 12.1 GENERAL INFORMATION AND ENROLLMENT
  2. 12.2 Income Verification (WIC Only)
  3. 12.3 RE-CERTIFICATION (WIC ONLY)
  4. 12.4 IN-STATE TRANSFERS
  5. 12.5 OUT-OF-STATE TRANSFERS (WIC ONLY)
  6. 12.6 OTHER ACTIONS
    1. 12.6.1 Eligibility (WIC only)
    2. 12.6.2 Manual Termination
  7. 12.6.3 WIC Termination in Error (WTE) - (WIC only)
    1. 12.6.4 WIC Wait List

12.1 GENERAL INFORMATION AND ENROLLMENT

The Program Information (PA15) screen is used to record program eligibility. The screen is used to enroll a participant into specific programs, and when completed, determines eligibility for a program based on applicable rules for household size, annual income, age, and/or category.

Information displayed is that which is found at the local site only. The user has the option to select a Wide Area Network (WAN) look-up by pressing the F2 shared data key on this screen. This will temporarily display any statewide data to the screen.

Screen Layout

Program Information page 

Please refer to "3.15 Program Information (PA15) screen" for field definitions. This section describes how to complete the Program Information (PA15) screen for all participant categories in all programs.

The screen can be used to change a participant's status from active to inactive or to change a participant's category in the Early Intervention (EI), Family Case Management (FCM), Closing the Gap (CTG), Healthy Families Illinois (HFI), Healthy Start Case Management (HSCM), and Targeted Intensive Prenatal Case management (TIP) programs. (Please refer to the "To Edit a Record" section below for more information).

The screen is also used to initiate and cancel in-state transfers for all programs except Immunizations. Immunization participants may legitimately be enrolled at multiple sites. Shot information can be requested from the WAN; therefore, there is no need to transfer the records for immunization participants. Please refer to section "12.4 In-state Transfers" in this chapter for more information about transfers.

The information displayed on this screen is that which is found at the local site only. The user has the option to select a Wide Area Network (WAN) look-up on this screen, which would temporarily display program information obtained from any other Cornerstone site to the screen.

NOTE: This description is based on prior completion of the Participant Look-up (PA01) screen and the Participant Enrollment (PA03) screen, as described in Chapter 3 "Participant Screens."

WIC NOTE: Completion of the Program Information (PA15) screen for a new participant in the Special Supplemental Nutrition Program for Women, Infants, and Children (WIC) must occur at least 24 hours prior to the WIC certification appointment in order for dual participation checking to occur. The Program Information (PA15) screen is completed for all initial certifications and for each subsequent certification.

IMMUNIZATION NOTES:

Immunization data may be entered into the Cornerstone system without a program record; however, some Immunization reports will not be as complete or accurate if the Program Information (PA15) screen is not completed.

If an immunization is entered for a participant (on Immunizations (PA12) screen or Multiple Immunizations Entry (PA23) screen) that does not have an immunization program record previously entered on the Program Information (PA15) screen, the Cornerstone system will display the message "No Active Immunization Program Record Exists - Create One?" Type "Y" for Yes and an Immunization program record will be automatically generated or "N" for No.

Step by Step Instructions

To Add a Record

  1. Verify the information in the Participant Standard Processing Block (PSPB) as that of the participant currently being processed. [Please refer to Chapter 2 "System Environment" under "2.5.1.1 Participant Standard Processing Block (PSPB)/Participant Browse" for more information about the PSPB.]
    • If the participant is enrolled in WIC, a WIC program record will always be displayed first on this screen.
    • If the participant has been active in other Cornerstone sites and the user would like to view that program information, press the F2 shared data key to access the WAN. (Please refer to the Step by Step Instructions in Chapter 2 "System Environment" under "2.7.2 Accessing the WAN.")
  2. Press F5 Add to add a new program for this participant.
  3. In the "Program" field type in the correct code or use F1 Help to select the appropriate program code. (Please refer to Chapter 2 "System Environment" under "2.4.2 Keyboard Functions" for more information about F1 Help.)
    • The "CM" program code should be used to enroll participants in the Family Case Management program. This includes families whose case management is being paid from All Kids (formerly Medicaid) funds, Illinois Department of Human Services (IDHS) funds or Title 20 funds. It also includes Department of Children and Family Services (DCFS) wards, also known as HealthWorks of Illinois and all APORS infants.
    • When using the "CTG" program code, all participants should also have a FCM, HSCM, HFI, or TIP program record.
    • The entry of a Genetics (GEN) Program record is not allowed until a PA39-Expanded Genetic Screening Tool record has been added that includes a Source of Referral and a Primary Diagnosis.
    • When using the "HSCM" program code, all participants should also have a FCM program record.
    • When using the "TIP" program code, all participants should also have a FCM program record.
    • The "PPC" and "PREN" program codes should be used to indicate that the participants' care is being paid from IDHS grant funds. Participants cannot be eligible for All Kids while active in these programs.

APORS and HRIF Program notes:

  • Cook County (CCDPH) sites - will be using the APOR Program and will no longer be using the Case Management (CM) Program.
  • At health departments other than CCDPH - a participant must be active in Case Management (CM) to be entered into APOR or HRIF.
  • At all other non-health department sites - the participant must be active in Case Management (CM) and then marked as APORS on the Birth Data (PA11) screen.
  • Participants may not be active in APOR or HRIF at more than one health department at a time.
    1. Press Enter, if necessary, to open the remaining fields for data entry.
    2. In the "Category" field type in the correct code or use F1 Help.

For APORS at Cook County (CCDPH), the Category Code is "APOR - APORS with IDR" (IDR = Infant Discharge Record).

For HRIF and APOR at all health departments besides CCDPH sites, the Category Code for HRIF is "HRIF - High Risk Infant Followup No IDR" and the Category Code for APORS is "APOR - APORS with IDR".

APOR and HRIF are not available Category Codes at all other non-health department sites. Participants should be made active in the Case Management program and then marked as APORS on the Birth Data (PA11) screen.

For the Breast and Cervical Cancer Program (BCCP), the existing category of "A" will now become "CDC BCCP". This category will be for women with income at or below 250% of the Federal Poverty Level (FPL). The category code of "XP - Expanded BCCP" will be for women with income above 250% FPL. The category code will be automatically entered once the PA15 - Program Information record is saved by pressing F4 Save.

For Early Intervention (EI), the "Category" field defaults to "EI" and cannot be edited. Cornerstone automatically updates the "Category" field ("EI" or "ES") based on information recorded on the Early Intervention Program Data (PA35) screen.

For Family Case Management, Closing the Gap, Healthy Start Case Management, and Targeted Intensive Prenatal Case Management, the available participant category code descriptions are as follows (the references to poverty guidelines apply to Family Case Management only): Closing the Gap, Healthy Start Case Management, and Targeted Intensive Prenatal Case Management use P, G, I, PD and C only.

  • C - A child who is more than one year of age with a family income below the federal poverty guidelines.
  • CFSP - A participant who is a ward of DCFS and who is pregnant.
  • CFSI - An infant who is a ward of DCFS and who is less than one year of age.
  • CFSC - A child who is a ward of DCFS, is more than one year of age, and is not pregnant.
  • CFSN - Children of Parenting Wards
  • G - An adult who is responsible for an infant or a child who is eligible for case management services.
  • I - An infant who is 12 months of age or younger with a family income below the federal poverty guidelines.
  • P - A pregnant woman whose family income falls below the federal poverty guidelines and who is eligible for case management services.

NOTE: Do not select this category for pregnant DCFS wards.

  • PD - As identified by screening.
  • T20C - A child who is between the ages of one and 21 years, regardless of family income, who is not pregnant, and who the local agency has determined to be medically or environmentally high-risk. NOTE: This category does not include DCFS wards.
  • T20I - An infant who is less than one year of age, regardless of family income, and who the local agency has determined is medically or environmentally high-risk and in need of case management services.
  • T20P - A participant who is pregnant, regardless of income, and who the local agency has determined to be medically or environmentally high-risk and in need of case management services.

For Healthy Families Illinois, the available participant category codes assigned to the group head are:

  • HFIE - HFI Enrollment - This code is used to identify those families/group heads who have positive assessments (FSC), have verbally accepted the Healthy Families Illinois program but have not yet completed their first home visit.
  • HFCO - HFI CREATIVE OUTREACH - This code is to be used for families who are not actively engaged in the program but who are the recipients of active outreach efforts. Families may not remain on Creative Outreach status for longer than three consecutive months.
  • HFI1 - HFI LEVEL 1 - This code is to be used when the service intensity level calls for weekly home visits.
  • HFI2 - HFI LEVEL 2 - This code is to be used when the service intensity level calls for bi-weekly home visits.
  • HFI3 - HFI LEVEL 3 - This code is to be used when the service intensity level calls for monthly home visits.
  • HFI4 - HFI LEVEL 4 - This code is to be used when the service intensity level calls for quarterly home visits.
  • HFIP - HFI PRENATAL - This code is to be used during the prenatal period. Individual programs' practices may vary in terms of when in pregnancy families are enrolled and how frequently they are visited. Families at this level however should receive a minimum of one home visit per month.
  • HFSS - HFI SPECIAL SERVICES - This code may be used when service intensity calls for more than one home visit per week.

For Healthy Families Illinois, the available participant category code assigned to other adults is:

  • G - A parent or other adult family member, other than the group head, who is responsible for an infant or a child.

For Healthy Families Illinois, the available participant category codes assigned to children and infants are:

  • I - An infant who is 12 months of age or younger.
  • C - A child who is more than one year of age.

For the Immunization Program (IMM), the only available participant category is "V," which will automatically be filled into the "Category" field by the Cornerstone system after F4 is pressed to save the screen.

For Pediatric Primary Care (PPC) and Prenatal Care (PREN) the only available participant category is "X." This participant category is appropriate for pregnant women, infants, and children up to age 21 whose family income (based on federal poverty guidelines) does not qualify them for All Kids and who have no other source of funding to cover the cost of these services.

For the Special Supplemental Nutrition Program for Women, Infants and Children (WIC) the available participant category codes are:

  • P - A pregnant woman who meets income, residency, and nutritional risk criteria, for the duration of her pregnancy.
  • B - A breastfeeding woman who is exclusively or partially breastfeeding to any degree, up to one year postpartum, and who meets the income, residency, and nutritional risk requirements for the WIC program.
  • N - A woman up to six months postpartum (following delivery or termination of pregnancy) who is not breastfeeding.
  • I - A child who is under one year of age.
  • C - A child who has had their first birthday, but has not yet reached their fifth birthday.

For the Teen Parent Services (TPS) program, the available participant category codes are:

  • C - A child who is one year old or older and whose teen parent meets the eligibility criteria.
  • T - An adult who is responsible for an infant or a child who is eligible for case management services.
  • I - An infant who is less than one year old and whose teen parent meets the eligibility criteria.
  • P - A pregnant teen who is eligible (refer to Chapter 19 "Teen Parent Services" for eligibility criteria).
    1. Press Enter, if necessary, and the cursor will move past the "Program Status" field, which is temporarily set by the Cornerstone system as "P" (pending). The "Ineligibility Reason" and "Termination Reason" fields are also not enterable when adding a program record.
    2. The cursor will be on the "Household Size" field. Both this field and the "Annual Income" field contain data that was carried forward from the Participant Enrollment (PA03) screen. If the "Household Size" and "Annual Income" fields were not completed on the Participant Enrollment (PA03) screen, or if there is more recent information, fill these fields in appropriately.

NOTE: When completing this screen for the first time, the annual income that carries forward from the Participant Enrollment (PA03) screen is an unverified amount. The participant's income should be verified.

EI AND IMMUNIZATION NOTE: There are no eligibility rules related to household size and income for these programs; therefore, entering an income amount is not required.

HFI NOTE: New partcipants may not have an income greater than 200% of the Federal Poverty Level. If the income entered on PA15 is greater than 200% of the FPL, the participant will become ineligible. The ineligible record can be overwritten by a supervisor, but this should only happen on rare occasions.

WIC NOTE: Per the WIC Policy and Procedure Manual, the participant's income must be verified and proof of income must be obtained for all WIC certifications.

  1. Press Enter,if necessary, to go to the "Proof on File" field. This field is required only for the WIC program and is optional for all other programs.

WIC NOTE: For new WIC participants who have not yet come into the clinic for the certification appointment, type in "14" (pending verification). This is the only proof on file used for new participants who have not yet presented their income proof at the time of certification. For WIC re-certifications type in the correct code or use F1 Help to complete this field based upon the proof that the participant has presented.

  1. Press Enter, if necessary, to go to the "Location Code" field. If defined at the local site, F1 Help may be used to complete this field; otherwise, the field is left blank.

NOTE: The Cornerstone system will support multiple sites utilizing the same Cornerstone server. The Cornerstone system uses location code processing to do this. Location codes are entered into Cornerstone on three different screens: Program Information screen (PA15), Immunizations (PA12) screen, and Multiple Immunization Entry (PA23) screen. Many reports contain the location code as an optional filter. It is the user's responsibility to specify the location code when program information and immunizations are entered. If the location code is not specified, the field will default to "0" (Location not assigned).

  1. The "Date of Initial Contact" field defaults to the "Registration Date" entered on the Participant Enrollment (PA03) screen.
  2. Press F4 to save the screen. The message "Please wait...Record being saved" will be displayed in the top right corner of the screen, followed by the message "Record added."

For APOR at CCDPH Cook County sites, the participant's program status will automatically be set to "E" (income/age eligible). The participant will not be set to "A" (active) until an activity record is entered on the Activity Entry (SV02) screen. See activity record requirements below in step 11.1.

For the BCCP, CTG, IDCP, IMM, PPC, and PREN programs, the participant's program status will automatically be set to "A" (active). The recording of activities on the Activity Entry (SV02) screen is not necessary to activate participants in these programs.

For the EI program, the "Program Status" field will automatically be set to "E" (income/age eligible) if the participant has met the program's eligibility rules. If the participant has not met the program's eligibility rules, the "Program Status" field will automatically be set to "I" (ineligible), with a reason code that is appropriate to the reason for program ineligibility. If the participant has met the program's eligibility rules, the "Program Status" field will not be set to "A" (active) until theEarly Intervention Program Data (PA35) screen has been saved.

For the FCM and HSCM programs, the "Program Status" field will automatically be set to "E" (income/age eligible) if the participant has met the program's eligibility rules. If the participant has not met the program's eligibility rules, the "Program Status" field will automatically be set to "I" (ineligible), with a reason code that is appropriate to the reason for program ineligibility.

For the TIP program, the "Program Status" field will automatically be set to "E" (income/age eligible), unless the FCM program status is "A". If the FCM program status is "A", then the TIP programs will be "A".

If the participant has met the program's eligibility rules, the "Program Status" field will not be set to "A" (active) until an activity record is entered on the Activity Entry (SV02) screen with:

  1. An activity code of "100," "105" or "110" for FCM and/or HSCM;
  2. A contact type of "01" (face-to-face); "02" (group); or "03" (telephone);

DCFS WARD NOTES: In addition to the above, the "06" (participant-related activity without contact) contact type can be used for DCFS wards. A successful telephone contact ("03" (telephone) as shown above) can be completed with the DCFS ward themselves or the DCFS ward's caseworker, foster parent, or POS (purchase of service) agent.

  1. A contact site of "01" (in participant's home), "02" (office), or "03" (other site). The contact site is not required to set the participant to active, but must be completed to save the Activity Entry screen (SV02).

For the HFI program, the participant's program status will automatically be set to "A" (active) except for HFI records with a category of "CNTL". These records will still be set to "E - Income/age eligible".

For the TPS program, the participant's program status will automatically be set to "P" (pending). After a TPS Verified Participant Activities (PA55) record has been added, the participant's program status will automatically change to "A" (active).

For the WIC program, the "Program Status" field will automatically be set to "E" (income/age eligible) if the participant has met the program's eligibility rules. If the participant has not met the program's eligibility rules, the "Program Status" field will automatically be set to "I" (ineligible), with a reason code that is appropriate to the reason for program ineligibility. If the participant has met the program's eligibility rules, the "Program Status" field will not be set to "A" (active) until the certification screens are complete and the WIC Assessment (AS02) screen has been saved.

For the WW program, the participant must have an existing BCCP - "Active" program record with a Category 'A' (CDC BCCP) and the status will automatically be set to "A" (active).

WIC NOTE: Determine a date and time for the certification appointment on the Schedule Appointment (SC02) screen. [Please refer to Chapter 5 "Scheduling and Referral Screens" under "5.2 Schedule Appointment (SC02)."]

Following completion of the Program Information (PA15) screen, please refer to Chapter 13, Chapter 14, Chapter 15, Chapter 16, Chapter 18 or Chapter 19 for procedural information as needed for case management, WIC, BCCP, HFI, IDCP, EI, TPS or WW respectively.

The next appropriate service for the participant will vary, based on the participant's category and individual circumstances.

To Edit a Record

  1. Verify the information in the Participant Standard Processing Block (PSPB) as that of the participant currently being processed. (Please refer to Chapter 2 "System Environment" under "2.5.1.1 Participant Standard Processing Block (PSPB)/Participant Browse" for more information about the PSPB.)
    • If the participant has been active in other Cornerstone sites and the user would like to view that program information, press the F2 shared data key to access the WAN. (Please refer to the Step by Step Instructions in Chapter 2 "System Environment" under "2.7.2 Accessing the WAN.")
  2. The cursor will be in the "Program" field. Use Pg Up and Pg Dn in the "Program" field to scroll through the records to select the participant's program record to edit.

NOTE: If the participant is enrolled in WIC, a WIC program record will always be displayed first on this screen. If editing a WIC program record, verify that the record reflects the current certification period. When the participant has multiple program records for the same program, the order of display is based on the program status and is as follows: active ("A"), income/age eligible ("E"), ineligible ("I"), then terminated ("T").

  1. Once the correct program record is displayed, press F6 Edit to edit existing program information.
  2. The cursor will be in the "Category" field. If necessary, delete the current category and type in the correct code for the new category or use F1 Help. The category can be edited only for the FCM, HFI, and HSCM programs. The category cannot be changed for WIC, except on a program record that has a status of "E" (income/age eligible) or "I" (ineligible).

Please refer to the "To Add a Record" section above or to Appendix C "System Code Table" for the available participant category codes for FCM, HFI, HSCM, and WIC. All other programs have only one category assigned to the program, so there would be no need to change the category.

  1. For editing of the "Ineligibility Reason" and "Termination Reason" field, please refer to "12.6 Other Actions" in this chapter. For editing of these fields during the WIC re-certification process, please refer to Chapter 14 "WIC in Cornerstone" under "14.3 Re-certification Screen Flows."
  2. Press Enter until the cursor is in the "Location Code" field. If defined at the local site, F1 Help may be used to complete this field; otherwise, the field is left blank.
  3. The "Date of Initial Contact" field defaults to the "Registration Date" entered on the Participant Enrollment (PA03) screen. The BCCP, FCM, HFI, HSCM, IDCP, IMM, PPC, and PREN programs can edit this field, but the WIC program can not.
  4. Press F4 to save the screen. The message "Please wait...Record being saved" will be displayed in the top right corner of the screen, followed by the message "Record edited."

WIC NOTES: The "Proof on File" field should be completed for the WIC program when the "Program Status" field is "P" (pending) or "E" (income/age eligible) to establish proof of eligibility. (Please refer to "12.2 Income Verification (WIC only)" in this chapter for more information.) For new WIC participants who have not yet come into the clinic for the certification appointment, type in "14" (pending verification). This is the only proof on file used for new participants who have not yet presented their income proof at the time of certification. For WIC re-certifications, type in the correct code or use F1 Help to complete this field based upon the proof that the participant has presented. (Please refer to Chapter 14 "WIC in Cornerstone" under "14.3.2 Re-certification Process within 14 days of Scheduled Term Date.")

Determine a date and time for the certification appointment on the Schedule Appointment screen (SC02). [Please refer to Chapter 5 "Scheduling and Referral Screens" under "5.2 Schedule Appointment (SC02)."]

Following completion of the Program Information (PA15) screen, please refer to Chapter 13, Chapter 14, Chapter 15, Chapter 16, Chapter 18 or Chapter 19for procedural information as needed for Case Management, WIC, BCCP, HFI, IDCP, EI, TPS or WW respectively. The next appropriate service for the participant will vary, based on the participant's category and individual circumstances.

12.2 Income Verification (WIC Only)

The following is information about completion of the Program Information (PA15) screen for participants in the Special Supplemental Nutrition Program for Women, Infants, and Children (WIC) at the time of the certification visit, when the applicant's income is verified and the proof of income is documented.

The Program Information (PA15) screen is updated to include the verified household size and income amount, as well as the proof of income seen at the time of the certification visit.

PROGRAM INFORMATION (PA15)

  1. Verify the information in the Participant Standard Processing Block (PSPB) as that of the participant currently being processed. (Please refer to Chapter 2 "System Environment" under "2.5.1.1 Participant Standard Processing Block (PSPB)/Participant Browse" for more information about the PSPB.)

NOTE: WIC program records will always be displayed first on this screen. When the participant has multiple WIC program records the order of display is based on the program status and is as follows: active ("A"), income/age eligible ("E"), ineligible ("I"), then terminated ("T").

  1. Press F6 Edit to edit the WIC program information obtained during the initial enrollment.
  2. Press Enter four times to go to the "Household Size" field and type in the number of persons in the household, as defined by the WIC Policy and Procedure Manual.
  3. Press Enter, if necessary, to go to the "Annual Income" field and type in the verified annual income amount. If the participant presents proof of adjunctive eligibility, such as participation in All Kids, food stamps, general assistance, etc., the WIC intake worker must ask for the participant's annual income and enter the amount the participant states verbally.
  4. Press Enter, if necessary, to go to the "Proof on File" field and change from "14" (pending verification) to the code that represents the proof that the participant has presented. To compete this field type in the correct code or use F1 Help. (For further information about F1 Help, please refer to Chapter 2 "System Environment" under "2.4.2 Keyboard Functions.")
  5. Press F4 to save the screen. A message "Record edited" will be displayed in the top right corner of the screen. If the participant has met the income and category eligibility criteria, the "Program Status" field will display an "E" (income/age eligible). If the participant has not met the program's eligibility criteria, the "Program Status" field will automatically be set to "I" (ineligible), with a reason code that is appropriate to the reason for program ineligibility.

NOTE: If the user attempts to complete the WIC certification by saving the WIC Assessments (AS02) screen, and the ineligibility reason code on the Program Information (PA15) screen is "14" (pending verification), the user will get an error message. The certification cannot be completed until the actual proof is entered.

12.3 RE-CERTIFICATION (WIC ONLY)

Please refer to Chapter 14 "WIC in Cornerstone" under "14.3 Re-certification Screen Flows" for all information about re-certification.

12.4 IN-STATE TRANSFERS

Please refer to the following screen flows displayed in Appendix A:

  • "Cornerstone WIC Screen Flow - In-State Transfer All Categories (WIC4)"
  • "Cornerstone Early Intervention Screen Flow - Day 1 In-State Transfer (EI4A)"
  • "Cornerstone Early Intervention Screen Flow - Day 2 In-State Transfer (EI4B)"
  • "Cornerstone Illinois Breast and Cervical Cancer Program (BCCP) - In-State Transfer(BCCPINXFER)"

The following is information about initiating the transfer of a participant in any program, except the Immunization program, from one Cornerstone site to another. Records relating to the following screens will transfer from one site to another (when the transfer is complete):

  • Participant Enrollment (PA03)
  • Initial Prenatal Data (PA07)
  • Adult Health Visits (PA08)
  • Infant/Child Health Visit (PA09)
  • Postpartum Data (PA10)
  • Birth Data (PA11)
  • Program Information (PA15)
  • System Cross Reference List (PA17)
  • System Cross Reference Look-up (PA18)
  • DCFS Ward Information (PA19)
  • Breast Pump (PA29)
  • Early Intervention Program Data (PA35)
  • Early Intervention Service Authorization Entry (SV07)
  • EI Authorized Service Inquiry (SV08)
  • Address Information and Alerts
  • Several Cornerstone system tables containing WIC information (if applicable) regarding risk factors, assigned food packages, and the FI base date.
  • Several Cornerstone system tables containing Early Intervention (EI) information, including the 0002, EI20, and EI21 assessments.

Additional screens appropriate to specific programs will be transferred as relevant.

PROGRAM POLICY

Transfer requests must be initiated on the Program Information (PA15) screen for each program in which the participant is enrolled. Transfers of Immunization data can not be requested. An informed consent form should be obtained when a participant transfers to a new site.

The timeframes indicated below for completion of transfers are dependent upon successful end of day/beginning of day (EOD/BOD) processing by both the site and Central Office. If EOD/BOD problems are experienced, the timeframes for receipt of the participant's data by the new site will be extended.

The transfer process takes a minimum of 24 hours to complete, when the participant being transferred is in program status "A" (active) or "E" (income/age eligible) as follows:

  • The "new" site serving the participant initiates the transfer, as described below. The request is uploaded during the end of day process and will be processed during the Central Office nightly processing.
  • Following the next day's beginning of day process, the "new" site will receive the participant information.
  • Following the next day's beginning of day process, at the "old" site, the participant's status will be changed to "T" (terminated) and the reason code set to "14" (transfer to another site), if not already terminated. If the participant was in the CTG, FCM, HSCM, or TIP programs the transferred participant should be removed from the assigned case manager's caseload using the Case Management Assignment History (CM01) screen.
  • Each site can monitor its transfer activity using the Download Message Report (HSPR0404). (Please refer to Chapter 11 "Reports" under "11.33 Download Message Report (HSPR0404)" for more information about this report.) The specific codes to watch for are listed below.
    • TTO (Transfer TO) - These participants have been received by the local site as a result of a transfer request at the local site.
    • TFRM (Transfer FROM) - These participants have been terminated at the local site as a result of a transfer request from another site.

APOR AND HRIF NOTES:

When a local health department requests a Case Management (CM) transfer, PA15 will automatically add a transfer record on the APOR or HRIF record and both will transfer.

When a site that it not a local health department requests a Case Management (CM) transfer, on the CM record will transfer. The site the transfer is requested from will receive a message on their HSPR0404 report with "NOTR - TERM HRIF/APOR NOT TRANSFERRED". This is to indicate the APOR or HRIF record is no longer being followed by any clinic.

CM NOTE: For case managed participants, transfers can be initiated by local sites. In the case of All Kids (formerly Medicaid) participants, transfers can be initiated by the sites (see below) or transfers will be accomplished as part of the All Kids import process each day.

WIC NOTE: A transfer of certification is defined as the relocation of a participant from one clinic to another within the valid certification period. The Illinois WIC ID card shall be accepted as proof of eligibility for benefits until the certification period expires. The participant will transfer to the new clinic in their current program status. Food instruments (FIs) can not be issued to the in-state transfer participant until after the new site has received the transfer through the Cornerstone system.

EI NOTE: A participant's Case Notes (CM04) and Participant Forms (CM10) are not part of the automatic transfer process. As appropriate, the agency from which a participant is transferring should print and mail a hard copy of these items (and the service plan) to the new agency.

BCCP NOTE: participants can be transferred between IBCCP Agencies within the state utilizing Cornerstone. The new agency must request the transfer in Cornerstone using the Program Information (PA15) screen. Once the new site requests the transfer on the PA15 screen, they must wait for the End of Day (EOD)/Beginning of Day (BOD) process to complete. The morning that the BOD process completes, the agency requesting the transfer will see the participant is active on the PA15 at the new site.

On the PA15 - The 'Initial Contact Date' and 'Open/cert Date' as well as the 'Effective from Date' on the Category History-(F8 while on the BCCP Program Record) at the new site will be determined by information present at the 'transfer from' site. If the participant was terminated prior to transfer request, the dates will be the term date plus one day. If the was active and services were provided at the 'transfer from' site and Service Entry-Sv01 records are present, the above date fields will be one month plus one day from the date of the last Service Entry-SV01 screen. If no services were provided the dates will be the transfer date.

Within 5 calendar days or sooner if requested by the state IBCCP staff contact, the Nurse Case Manager or designee at the site where the participant was terminated will submit copies of the participant's entire Cornerstone SV06 report (Procedure History Inquiry) and the two most current Breast and Cervical Cancer Data screens from the PA30 and any other pertinent abnormal data that is necessary to continue services for the participant. These are to be sent to the case manager at the site where the participant has relocated.

Automatic All Kids Transfers

All Kids (formerly Medicaid) import is an automatic, daily process to download All Kids information to the sites. The local site may receive some automatic transfers of All Kids participants via the daily All Kids import process. (Please refer to Chapter 3 "Participant Screens" under "3.4.3 View Participant Additional Eligibility Information (PA42)" and Appendix F "All Kids Import Process" for more information about the All Kids import process.)

SEQUENCE OF SCREENS

To Complete a Site Initiated Transfer

PARTICIPANT LOOK-UP (PA01)

Please refer to Chapter 3 "Participant Screens" under "3.1 Participant Look-up (PA01)" for more information.

For step 12:

  • At the message "Do you want to copy this participant to local files?," type "Y" for Yes. (Please note that if "Y" for Yes is not selected, the system will default to "N" for No and there is a potential for creating a duplicate participant record if the participant is already enrolled in Cornerstone at another site.)

PARTICIPANT ENROLLMENT (PA03) - add/edit Address as needed

  1. Verify the information as that of the participant currently being processed. The "Part. ID" field will be highlighted. The user may use Pg Up and Pg Dn in this field to scroll through to the available participant IDs if the correct participant is not displayed.
  2. Once the correct participant is displayed, press F9 to display the "Address" pop-up window for address information.
    • To add the residence address ("R"), press F5 Add and go to step 3.
    • To edit the residence address ("R"), use Pg Up and Pg Dn in the "Address Type" field to scroll through the records to select the record to be edited. Press F6 Edit and continue with step 3.
  3. Enter or edit the address for the participant, as applicable.
  4. Press F4 to save the address information. The message "Record added" OR "Record edited" will be displayed in the top right corner of the screen.
  5. Press F3 to return to the Participant Enrollment (PA03) screen.

Please refer to Chapter 3 "Participant Screens" under "3.3 Participant Enrollment (PA03)" for more information.

PROGRAM INFORMATION (PA15)

  1. Verify the information in the Participant Standard Processing Block (PSPB) as that of the participant currently being processed. (Please refer to Chapter 2 "System Environment" under "2.5.1.1 Participant Standard Processing Block (PSPB)" for more information about the PSPB.)
  2. Press F5 Add to add a new program record.
  3. In the "Program" field, type in the correct code or use F1 Help. (Please refer to Chapter 2 "System Environment" under "2.4.2.1 Function Keys" for more information about F1 Help.)
  4. Press Enter, if necessary, to open the remaining fields. A message will be displayed: "Participant active in this program in another clinic. Do you want to request a transfer?" Type "Y" for Yes.
  5. The cursor will be in the "Category" field and type in the correct code or use F1 Help to complete this field. (Please refer to the section under "" in this chapter or to Appendix C "System Code Table" for the available participant category codes).
  6. The "Program Status" field will be filled in automatically with "R" (request for transfer).
  7. The "Household Size" and "Annual Income" fields should be skipped. This information should be allowed to transfer in, and then edited if necessary.
  8. For a WIC transfer, go to the next step. For all other transfers go to step 10.
  9. Press Enter until the cursor is in the "Proof on File" field and type in "13" (in-state transfer).
  10. Press F4 to save the screen. A message "Record added" will be displayed in the top right corner of the screen.

PARTICIPANT GROUP RELATIONSHIPS (PA06) - as needed

This screen is used to establish and display group relationships among participants in the Cornerstone system. To establish a group, all participants must be enrolled in Cornerstone (i.e., must have had the Participant Enrollment (PA03) screen completed).

Please refer to Chapter 3 "Participant Screens" under "3.6 Participant Group Relationships (PA06)" for more information.

SCHEDULE APPOINTMENT (SC02)

Please refer to Chapter 5 "Scheduling and Referral Screens" under "5.2 Schedule Appointment (SC02)" for more information.

No further screens should be completed for the participant until after the transfer is complete and the "new" site has the participant's data.

To Verify that the Transfer is Complete (steps for the "new" site)

Step by Step Instructions

  1. Review the Download Message Report (HSPR0404) for the participant ID and name with the message "Transfer Completed" (Message Code TTO). Check for the appropriate program code. (Please refer to Chapter 11 "Reports" under "11.33 Download Message Report (HSPR0404)" for more information about this report.)
  2. Review the Program Information (PA15) screen. Verify that the "Program Status" field is no longer "R" (request for transfer).
    • The FCM (program code CM) and HSCM program participant, regardless of their current status at the old site, should have a program status of "E" (income/age eligible) at the new site. This requires that the case manager record the appropriate direct contact before the participant becomes active.
    • The HFI program participant, regardless of their current status at the old site, should have a program status of "E" (income/age eligible) at the new site. This requires that the case manager record the appropriate direct contact with the participant or select the category code for the correct level of HFI service intensity before the participant becomes active.
    • The BCCP, IDCP, PPC, and PREN program participants, regardless of their current status, should have a program status of "A" (active) at the new site.
    • The WIC program participants should have transferred to the new site in their current program status and the open/cert date should not have changed.

Review the information in the "Household Size" and "Annual Income" fields as well. For WIC participants review the "Proof on File" field.

  1. Verify that the participant's information downloaded by reviewing the appropriate medical screens. For WIC participants, review the Produce Food Instruments (FI01) screen (specifically the "Base Date" field) to be sure that the information that is needed to produce food instruments was downloaded. A review of the Food Instruments Inquire (FI02) screen should show any unused FIs, verifying that the obligations have transferred with the participant.
  2. After the verification that the transfer is complete, the user will move to the Service Entry (SV01) screen to record the appropriate WIC service. For WIC services, this screen is used to record the service the participant is to receive that day.

NOTE: Completion of this screen establishes the screen flow for WIC program participants. The F11 fast path key will be shown at the top of each screen and will take the user through the appropriate screen flow.

Please refer to Chapter 4 "Service/Activity Screens" under "4.1 Service Entry (SV01)" for more information.

To Verify that a Participant Has Transferred Out (steps for the "old" site)

Step by Step Instructions

  1. Review the Download Message Report (HSPR0404) for the participant ID and name with the message "Participant Transferred" (Message Code TFRM). In addition to the assessments above,
  2. Review the Program Information (PA15) screen. If the participant's status in this site was anything other than "T" (terminated), the program status will be updated to "T" (terminated), with a reason code of "14" (transfer to another site) and the actual closed/term date should display the date that the transfer processed at the Central Office. If the participant's status was already "T", then the program status and the termination reason will remain the same (will not change to "14" (transfer to another site)).
  3. The transferred participant should be removed from the assigned case manager's caseload using the Case Management Assignment History (CM01) screen. (Please refer to Chapter 6 "Case Management Screens" under "6.1 Case Management Assignment History (CM01)" for more information.

Please refer to Chapter 13 for procedural information as needed for the Family Case Management or Healthy Start program(s).

To Cancel a Request for Transfer

NOTE: If a site has requested a transfer, but decides against the transfer on the same day, the request for transfer can be cancelled if it is done before the end of day process runs. An incomplete transfer request can be cancelled at any time.

PROGRAM INFORMATION (PA15)

Step by Step Instructions

  1. Verify the information in the PSPB as that of the participant currently being processed. (Please refer to Chapter 2 "System Environment" under "2.5.1.1 Participant Standard Processing Block (PSPB)" for more information about the PSPB.)
  2. The cursor will be in the "Program" field. Use Pg Up and Pg Dn in the "Program" field to scroll through the records to select the participant's program record to edit.

NOTE: If the participant is enrolled in WIC, a WIC program record will always be displayed first on this screen. If editing a WIC program record verifies that the record reflects the current certification period. When the participant has multiple program records for the same program the order of display is based on the program status and is as follows: active ("A"), income/age eligible ("E"), ineligible ("I"), then terminated ("T").

  1. Once the correct program record is displayed, press F6 Edit to edit existing program information.
  2. Press Enter until the cursor is in the "Program Status" field. Delete the "R" (request for transfer) and type "C" (cancel transfer) or use F1 Help to complete this field. (Please refer to Chapter 2 "System Environment" under "2.4.2 Keyboard Functions" for more information about F1 Help.)
  3. Press F4 to save the screen. A pop-up window with the message "Are you sure you want to cancel?" will be displayed. Type "Y" for Yes to cancel the transfer or "N" for No to continue with the transfer.

12.5 OUT-OF-STATE TRANSFERS (WIC ONLY)

Please refer to the "Cornerstone WIC Only Screen Flow - Out-of-State Transfer All Categories (WIC5)" displayed in Appendix A.

The following is information about completion of an out-of-state transfer for a participant who is enrolled in the Special Supplemental Nutrition Program for Women, Infants, and Children (WIC) in an out-of-state agency; specifically, what procedures must be followed according to program policy and which Cornerstone screens should be completed.

This procedure is used to transfer to the local site a participant who is currently in a valid WIC certification period which originated in a state other than Illinois. A transfer of certification is provided if a participant presents a valid Verification of Certification (VOC) card from another state. (Please refer to the WIC Policy and Procedure Manual, Section 3, for further information on this procedure.)

The process described below initiates the out-of-state transfer request. When the process is complete, a Cornerstone ID number will be assigned and the program status will be set to "E" (income/age eligible). WIC services may be provided to the out-of-state transfer participant only after it has been determined through the nightly processing of the request that the participant is not already enrolled in a site in the state of Illinois.

SEQUENCE OF SCREENS

DAY 1

PARTICIPANT LOOK-UP (PA01)

Please refer to Chapter 3 "Participant Screens" under "3.1 Participant Look-up (PA01)" for more information.

PARTICIPANT ENROLLMENT (PA03) - add/edit Address as needed

Please refer to Chapter 3 "Participant Screens" under "3.3 Participant Enrollment (PA03)," taking note of the following information:

  • Before completion of this screen, verify from the VOC card that the participant is within a valid certification period (active) in the previous state.
  • For step 15: In the "Referral Source" field, type in the code "O" (out-of-state transfer).

PROGRAM INFORMATION (PA15)

Please refer to "12.1 General Information and Enrollment" in this chapter, taking note of the following information:

  • For step 8: In the "Proof on File" field, type in the code "12" (out-of-state transfer).

PARTICIPANT GROUP RELATIONSHIPS (PA06) - as needed

Please refer to Chapter 3 "Participant Screens" under "3.6 Participant Group Relationships (PA06)" for more information.

SCHEDULE APPOINTMENT (SC02)

Please refer to Chapter 5 "Scheduling and Referral Screens" under "5.2 Schedule Appointment (SC02)" for more information.

NOTE: The above screens are the only screens completed at the time of the transfer request. The next day, after it has been determined through the beginning of day process that the transferee is not enrolled in any other WIC program in the state, the DAY 2 screens are completed.

DAY 2 - The following screens are completed the next day.

A local participant search must be done to bring the participant up in the Cornerstone system. A search can be completed on the Participant Profile (PA02) screen, the Inquire by Participant Name/SSN (PA20) screen, or any screen with a Participant Standard Processing Block/Participant Browse.

Please refer to Chapter 3 "Participant Screens" under "3.2 Participant Profile (PA02)," "3.20 Inquire by Participant Name/SSN (PA20)" OR Chapter 2 "System Environment" under "2.5.1.1 Participant Standard Processing Block/Participant Browse" for more information.

SERVICE ENTRY (SV01)

Please refer to Chapter 4 "Service/Activity Screens" under "4.1 Service Entry (SV01)," taking note of the following information:

  • For step 4: In the "Type of Service" field, type in the code "WVOC" (WIC verification of certification). The Cornerstone system will not allow a "WVOC" (WIC Verification of Certification) service to be entered if:
  • The participant has an active WIC program record.
  • The participant has a WIC record that was terminated with reason "31" (Transferred Out of State).
  • The referral source on the Participant Enrollment (PA03) screen is not "O" (Out of State Transfer).

WIC ASSESSMENT (AS02)

  1. Verify the information in the Participant Standard Processing Block (PSPB) as that of the participant currently being processed. (Please refer to Chapter 2 "System Environment" under "2.5.1.1 Participant Standard Processing Block (PSPB" for more information about the PSPB.)
  2. A message will be displayed: "Do you wish to generate risk factors?" Type "Y" for Yes. Risk code "V010" (verification of certification) will be displayed.

NOTE: Risk code "V010" is the only assigned risk code for out-of-state transfers. The participant can have other risk codes, but they will always have the "V010" risk code.

  1. A second message "Are you finished editing risk factors?" will be displayed. Type "Y" for Yes.
  2. In the "CHP" field, type in the Cornerstone ID of the Certifying Health Professional who saw the participant.
  3. Press Enter to go to the "Certification Date" field and type in the participant's certification date. This date will be obtained from the WIC VOC card from the other state.
  4. Press Enter to go to the "Termination Date" field.
    • For a pregnant, breastfeeding, or postpartum woman, enter the participant's termination date from the WIC VOC card.
    • For an infant or a child, the Cornerstone system will generate the termination date from the certification date that was entered. For infants who were certified before the age of 6 months, the termination date will be the date of the first birthday. For children, the termination date will be 6 months from the certification date entered.
  5. Press Enter, if necessary, to go to the "Priority" field. Type in the participant's priority. This will be a number from 1 to 7.
    • It is possible that the participant's priority will be given on the WIC VOC card.
    • If not, note the risk factors on the WIC VOC card and apply the Illinois priority system to the participant's risk factors. (For further information about the Illinois priority system, please refer to the WIC Policy and Procedure Manual.)
  6. The cursor will move to the "Food Pkg" columns. Type in the assigned food packages for each month through the scheduled termination date month.
  7. Press F4 to save the screen. The "Category," "Education Scheduled/Attended," and "Base Date" fields will be determined by the Cornerstone system.

SERVICE ENTRY (SV01)

NOTE: Completion of this screen establishes the screen flow for WIC program participants. The F11 fast path key will be shown at the top of each screen and will take the user through the screen flow.

Please refer to Chapter 4 "Service/Activity Screens" under "4.1 Service Entry (SV01)" for more information, taking note of the following information:

  • For step 4: For this service, type or select "WFIO" (WIC Food Instrument Only).

CLASS SCHEDULE (SC03) - for Group Education

Please refer to Chapter 5 "Scheduling and Referral Screens" under "5.3 Class Schedule (SC03)" for more information.

SCHEDULE APPOINTMENT (SC02) - for Certification, Follow-up, or Individual Education

Please refer to Chapter 5 "Scheduling and Referral Screens" under "5.2 Schedule Appointment (SC02)" for more information.

PRODUCE FOOD INSTRUMENTS (FI01)

Please refer to Chapter 8 "WIC Food Instrument Screens" under "8.1 Produce Food Instrument (FI01)" for more information.

CASE NOTES (CM04)

This screen is optional and may be used at any time.

The WIC SAP note format may be utilized. Please refer to Chapter 14 "WIC in Cornerstone" under "14.1.2 WIC Documentation" for more information on WIC SAP notes.

Please refer to Chapter 6 "Case Management Screens" under "6.4 Case Notes (CM04)" for more information.

PARTICIPANT MASTER RECORD FOR WIC (HSPR0114) and other reports, as needed (RP01)

Please refer to Chapter 10 "Report Screens" under "10.1 On-Request Report Selection (RP01)" for information on how to run the report.

Please refer to Chapter 11 "Reports" under "11.7 Participant Master Record - WIC (HSPR0114)" for more information about the specific report.

SERVICE PROVIDER SELECTION (RF01) - as needed

Please refer to Chapter 5 "Scheduling and Referral Screens" under "5.7 Service Provider Selection (RF01)" for more information.

12.6 OTHER ACTIONS

12.6.1 Eligibility (WIC only)

The following is information about changing a WIC participant's program status, using the Program Information (PA15) screen, in the following situations:

  • When the participant has a status of "E" (income/age eligible) after completion of the Participant Enrollment (PA03) screen and is now determined to be ineligible because of residency, income, age, or health requirements; or
  • When the participant has been in the program (with a status of "A" (active)), and has since been found to be ineligible because the participant no longer meets residency, income, or age requirements for the program (for example, the agency knows that the participant's household income has changed).

PROGRAM INFORMATION (PA15)

Step by Step Instructions

To Change a Participant's Status to Ineligible

  1. Verify the information in the Participant Standard Processing Block (PSPB) as that of the participant currently being processed. (Please refer to Chapter 2 "System Environment" under 2.5.1.1 Participant Standard Processing Block (PSPB" for more information about the PSPB.)
  2. The cursor will be in the "Program" field. Use Pg Up and Pg Dn in the "Program" field to scroll through the records to select the participant's program record to edit.

NOTE: WIC program records will always be displayed first on this screen. When the participant has multiple WIC program records the order of display is based on the program status and is as follows: active ("A"), income/age eligible ("E"), ineligible ("I"), then terminated ("T").

  1. Once the correct program record is displayed, press F6 Edit to edit existing program information.
  2. Press Enter to go to "Program Status." Delete the "A" (active) or "E" (income/age eligible) and type "I" (ineligible) or use F1 Help to complete this field. (Please refer to Chapter 2 "System Environment" under "2.4.2 Keyboard Functions" for more information about F1 Help.)

NOTE: When changing an active WIC program record to ineligible, the Cornerstone system will automatically set the actual termination date ("Actual Closed/Term Date" field) to the current date.

  1. Press Enter to go to "Ineligibility Reason." Type in the correct code or use F1 Help.

NOTE: Validation for ineligibility reasons has been enhanced to be appropriate to the program code.

  1. Press F4 to save the screen. A message "Record edited" will be displayed in the top right corner of the screen.

To Change a Participant's Status from Ineligible to Eligible

NOTE: To change a participant's status from ineligible to eligible, the participant's income and/or household size will have had to change.

  1. Verify the information in the Participant Standard Processing Block (PSPB) as that of the participant currently being processed. (Please refer to Chapter 2 "System Environment" under "2.5.1.1 Participant Standard Processing Block (PSPB" for more information about the PSPB.)
  2. The cursor will be in the "Program" field. Use Pg Up and Pg Dn in the "Program" field to scroll through the records to select the participant's program record to edit.

NOTE: WIC program records will always be displayed first on this screen. When the participant has multiple WIC program records the order of display is based on the program status and is as follows: active ("A"), income/age eligible ("E"), ineligible ("I"), then terminated ("T").

  1. Once the correct program record is displayed, press F6 Edit to edit existing program information.
  2. Press Enter four times to go to the "Household Size" field and type in the participant's correct household size, if it has changed.
  3. Press Enter to go to the "Annual Income" field. Type in the participant's correct annual income, if it has changed.
  4. Press F4 to save the screen. A message "Record edited" will be displayed in the top right corner of the screen.
    • If the change in household size and income fall within the program eligibility guidelines the program status will change from a status of "I" (ineligible) to a status of "E" (income/age eligible).

12.6.2 Manual Termination

The following is information about using the Program Information (PA15) screen to terminate a participant from a specific program who is no longer eligible for services, has refused further services, has been lost to further contact, or is deceased. Former DCFS wards are also manually terminated. For the WIC program, this process would be used to terminate a participant prior to the end of the certification period because of dual certification, voluntary withdrawal, or because the WIC recipient has transferred out of state. (Please refer to Chapter 14 "WIC in Cornerstone" under "14.3 Re-certification Screen Flows" for more information about the re-certification process.)

APOR AND HRIF NOTES:

For other non-health departments besides CCDPH sites, participants may be enrolled in either APOR (they have an IDR, Infant Discharge Record) or HRIF (they do not have an IDR). The only way a participant can be changed from one program to the other is when the previous program record was termed with a Term Reason of "12 - Error" or "65 - Inappropriate Referrals".

If the CM Program record is terminated, any active APOR or HRIF records at the site will also terminate.

APOR and HRIF participants will auto-term once they reach 25 months of age.

IMMUNIZATION NOTES:

If an Immunization record has been terminated, it is possible to reactivate the record. Once the user presses F6 Edit to edit the terminated record, a pop-up window with the message "Do you want to reactivate this participant's immunization record?" is displayed. Type "Y" for Yes to reactivate the record or "N" for No to cancel the edit process, or highlight the appropriate answer and press Enter.

If "YES" is chosen, a message "Record edited" will be displayed in the top right corner of the screen. The "Program Status" field will change from "T" (terminated) to "A" (active).

If "NO" is chosen, a message "Edit function cancelled" will be displayed in the top right corner of the screen and no changes will have been made.

EI NOTES:

Cornerstone will auto-term a child 30 days after the child's third birthday, using the Termination Reason "16 - Auto Termed". The system will close the family fee and authorization IFSP periods.

In order to avoid inaccurate federal reporting, the Child and Family Connections (CFC) agency must manually terminate the child and enter the appropriate Termination Reason code within 30 days of the child's third birthday. If Cornerstone automatically terminates the child using the "16 - Auto Termed" reason, the service coordinator must contact the Cornerstone Service Desk® to have the termination reason changed to the appropriate code.

After the child is terminated on the Program Information (PA15) screen, the following records will automatically be updated:

  • On the Early Intervention Program Data (PA35) screen, Cornerstone will automatically change the "Status" field on all "Active" or "Pending" records to "Closed" and will change the "Current IFSP" end date to the current date minus one day.
  • On the Early Intervention Service Authorization Entry (SV07) screen, Cornerstone will automatically change the "End Date" field on all associated authorization records to the current date minus one day.
  • On the Family Fee pop-up (PA25) screen, Cornerstone will automatically change the "Family Fee End Date" field with the date entered in the "IFSP End Date" field on the Early Intervention Program Data (PA35) screen.

CM NOTES:

When a Family Case Management record with an 'N - New Medicaid' Program Status is modified to a 'T - Terminated' Program Status, a 'NTOT - CLOSED CASE FINDING' record is created on the Service Entry (SV01) screen. The NTOT record will have the current date for the 'Service Completed Date' and the 'Comments' section of the record will contain the description of the 'Termination Reason' field on the Program Information (PA15) screen. These comments will also appear on the Participant Profile (PA02) screen and the Participant Event History (PA04) screen under the Comments column. Users will not be able to edit or delete the NTOT record. CM-N records with status dates more than 6 months in the past will auto term during the nightly EOD process.

PROGRAM INFORMATION (PA15)

Step by Step Instructions

  1. Verify the information in the Participant Standard Processing Block (PSPB) as that of the participant currently being processed. (Please refer to Chapter 2 "System Environment" under "2.5.1.1 Participant Standard Processing Block (PSPB)" for more information about the PSPB.)
  2. The cursor will be in the "Program" field. Use Pg Up and Pg Dn in the "Program" field to scroll through the records to select the participant's program record to edit.

NOTE: If the participant is enrolled in WIC, a WIC program record will always be displayed first on this screen. If editing a WIC program record, verify that the record reflects the current certification period. When the participant has multiple program records for the same program, the order of display is based on the program status and is as follows: active ("A"), income/age eligible ("E"), ineligible ("I"), then terminated ("T").

  1. Once the correct program record is displayed, press F6 Edit to edit existing program information.

WIC NOTE: If the participant is within 14 days of the scheduled termination date, a pop-up window with the message "Do you wish to re-certify" will be displayed. Press "N" for No.

  1. Press Enter to go to the "Program Status" field. Delete the "A" (active) and type in "T" (terminated) or use F1 Help to complete this field. (Please refer to Chapter 2 "System Environment" under "2.4.2 Keyboard Functions" for more information about F1 Help.)
  2. Press Enter twice to go to "Termination Reason." Type in the correct code or use F1 Help.

NOTE: Validation for termination reasons has been enhanced to be appropriate to the program code.

WIC NOTES: Termination reason "31" (Transferred Out of State) is available only when terminating WIC program records. Using termination reason "31" provides for the reactivation of the record. If the participant returns before the Scheduled Termination Date, their WIC record can be reactivated using the "WROS" (WIC Return Out of State) service code.

The Cornerstone system will not allow termination reason "19" (Change BF to Not Breastfeeding) to be used if the participant has risks other than "Q100" (BF Inf/Mother-Pri I), "Q200" (BF Inf/Mother-Pri III), or "Q400" (BR Inf/Mother-Pri IV). If the user enters termination reason "19" in this situation, the following message will be displayed: "Cannot terminate participant for reason 19. Must use service code WB2N on SV01."

  1. Press F4 to save the screen. A pop-up window with the message "Verify participation and program. Confirm the termination?" will be displayed. After verifying the information, type "Y" for Yes to complete the termination or "N" for No to cancel the termination process or highlight the appropriate answer and press Enter.
  2. If "YES" is chosen, a message "Record edited" will be displayed in the top right corner of the screen.

If "NO" is chosen, the record will remain unchanged.

FCM DCFS WARD NOTE: If terminating a former DCFS ward no longer in custody, type in the date that custody ended in the "Temporary Custody End Date" field on the DCFS Ward Information (PA19) screen.

12.6.3 WIC Termination in Error (WTE) - (WIC only)

The following is information about reinstating a participant in the WIC program (i.e., changing the program status to "A" (active)) who has been accidentally terminated, not automatically terminated. A typical incident, in which this procedure would be used, is when the user intends to terminate the case management program record and terminates the WIC program record by mistake.

NOTE: This procedure is only possible when the WIC program record has a scheduled termination date in the future and a termination reason code of "12," "20," "21," "22," "23," "24," "25," "28," or "29" has been used.

This procedure can not be used to reinstate participants terminated for a missed FI pick-up or for participants who have reached the end of their certification period and have been automatically terminated.

SEQUENCE OF SCREENS

SERVICE ENTRY (SV01)

NOTE: Completion of this screen establishes the screen flow for WIC program participants. The F11 fast path key will be shown at the top of each screen and will take the user through the screen flow.

Please refer to Chapter 4 "Service/Activity Screens" under "4.1 Service Entry (SV01)" for more information, taking note of the following information:

  • For step 4: For this service, type or select "WTE" (WIC Termination in Error).

NOTE: If the terminated WIC record has never been active, this screen will not allow entry of "WTE" on the Service Entry (SV01) screen.

WIC ASSESSMENT (AS02)

Upon entering this screen, a message "Do you wish to reinstate this participant to active status?" will be displayed. Type "Y" for Yes. This is all that is required on the WIC Assessment (AS02) screen for this type of service. The participant's status is changed from "T" (terminated) to "A" (active) on the Program Information (PA15) screen with no change to the certification date, scheduled termination date, or base date.

12.6.4 WIC Wait List

Following is information about completion of the Program Information (PA15) screen for participants in the Special Supplemental Nutrition Program for Women, Infants, and Children (WIC) who need to be placed on the clinic's wait list. Please refer to the WIC Policy and Procedure Manual, Section 3, for further information on this procedure.

Please refer to the "Cornerstone WIC Screen Flow - WIC Wait List Active - Categories "C" & "N" (WIC16)" displayed in Appendix A.

In order to accommodate agencies that have reached their maximum caseload, WIC staff can utilize the WIC Wait List function of Cornerstone. Participants are added to the WIC Wait List by changing the status on their WIC program record on the Program Information screen (PA15) to "W" (WIC Wait List). Only those participants (eligible or active) with a category of "C" (Child) or "N" (Postpartum) can be put on the WIC Wait List; an eligible or active participant with the category of "I" (Infant), "P" (Pregnant), or "B" (Breastfeeding) can not be put on the Wait List.

WIC staff can either complete the certification process before putting the participant on the WIC Wait List (thereby generating a priority for the participant), or staff can put the participant on the WIC Wait List immediately after determining the participant is eligible for WIC.

  • Cornerstone will not allow an Out-of-State Transfer In to go from a status of "E" to "W" (for any category).

In-State Transfer

  • On an In-State Transfer, Cornerstone will change the status of "W" to "E" before sending the program records for the participant to the transfer-in clinic. The program record for the transfer-out clinic will be change to a status of "T" with a reason code of "14 Transfer".

Participants Who Were Certified

Cornerstone will not automatically terminate a participant on the Wait List with a reason code of "15 - Missed FI Pickup" if the participant's scheduled term date is in the future. However, if the participant's scheduled term date has passed, Cornerstone will automatically terminate the record with a reason code of "16 - Auto Term". Other termination notes:

For category "N" (Postpartum):

  • Cornerstone will automatically change a status of "W" to a status of "I" with an ineligibility reason of "24 - Six months postpartum and not breastfeeding" 12 (twelve) months after the program status date.
  • Cornerstone will allow a manual status change from a status of "W" to a status of "I" with an ineligibility reason of "24 - Six months postpartum and not breastfeeding".
  • Cornerstone will allow a manual termination from a status of "W" to a status of "T" with a termination reason that is appropriate for the category.

For category "C" (Child):

  • Cornerstone will automatically change a status of "W" to a status of "I" with an ineligibility reason of "20 - Improved Health" 12 (twelve) months after the program status date.
  • Cornerstone will allow a manual status change from a status of "W" to a status of "I" with an ineligibility reason of "20 - Improved Health" or an ineligibility reason of "26 - No nutritional need".
  • Cornerstone will automatically change a status of "W" to a status of "I" with an ineligibility reason of "23 - Does not meet age requirements" when the child turns 5 years old.

Cornerstone will allow a manual change of status "W" to status of "I" with any Ineligibility reason code that is appropriate for the category.

PROGRAM INFORMATION (PA15)

Step by Step Instructions

To Add a Participant to the Wait List

  1. Verify the information in the Participant Standard Processing Block (PSPB) as that of the participant currently being processed. (Please refer to Chapter 2 "System Environment" under "2.5.1.1 Participant Standard Processing Block (PSPB)" for more information about the PSPB.)
  2. The cursor will be in the "Program" field. Use Pg Up and Pg Dn in the "Program" field to scroll through the records, if necessary, to select the WIC program record that reflects the current certification period.

NOTE: WIC program records will always be displayed first on this screen. When the participant has multiple WIC program records the order of display is based on the program status and is as follows: active ("A"), income/age eligible ("E"), ineligible ("I"), then terminated ("T").

  1. Once the correct program record is displayed, press F6 Edit to edit existing program information.
  2. Press Enter to go to the "Program Status" field and type in the code "W" (wait list).
  3. Press F4 to save the record. The message "Record edited" will be displayed in the top right corner of the screen.

To Remove a Participant Who was NOT Certified from the Wait List

  1. Verify the information in the Participant Standard Processing Block (PSPB) as that of the participant currently being processed. (Please refer to Chapter 2 "System Environment" under "2.5.1.1 Participant Standard Processing Block (PSPB)" for more information about the PSPB.)
  2. The wait listed WIC program record should be displayed, if not, use Pg Up and Pg Dn in the "Program" field to scroll through the records to select the wait listed WIC program record to edit.

NOTE: WIC program records will always be displayed first on this screen.

  1. Once the correct program record is displayed, press F6 Edit to edit existing program information.
  2. Press Enter to go to the "Program Status" field. Delete the "W" code and type in the code "E" (income eligible).
  3. Press F4 to save the record. The message "Record edited" will be displayed in the top right corner of the screen.
  4. The "Program Status" should display an "E" (income/age eligible).

To Remove a Participant Who was Certified from the Wait List

Please refer to Chapter 14 "Special Supplemental Nutrition Program for Women, Infants and Children (WIC) in Cornerstone" under "14.1.1. WIC Service Types" for information about the "WWLA" service code.