Chapter 14 WIC Process in Cornerstone

14.1 General Information
14.2 CERTIFICATION SCREEN FLOWS
14.3 RE-CERTIFICATION SCREEN FLOWS
14.4 OTHER WIC SERVICES

14.1 General Information

14.1.1 WIC Service Types

The following is general information about the types of services provided by the Special Supplemental Nutrition Program for Women, Infants, and Children (WIC).

The following Cornerstone screens include a "Type of Service" field, which requires the entry of a code to indicate what service is being provided:

SV01 Service Entry
SC02 Schedule Appointment
SC03 Class Schedule
PA07 Initial Prenatal Data
PA08 Adult Health Visits
PA09 Infant/Child Health Visit
PA10 Postpartum Data

For the WIC program, all of the codes for the "Type of Service" field have the letter "W" as the first character. The services are divided into different functions, as follows:

Certification

The certification service is represented by the letter "C" (certification) as the second character in the service code. The third character represents the participant category of the participant being certified. An example is "WCP" for WIC Certification - Pregnant.

Follow-up Visit

The follow-up visit service has the letter "K" as the second character. The third character represents the participant category of the participant being provided the follow-up visit. An example is "WKP" for WIC Follow-up Visit - Pregnant.

Nutrition Education

Group: The group nutrition education service is represented by "E" (education). The third character represents the participant category. The fourth character describes the topic of the session, such as prenatal nutrition or young infant feeding class. An example is "WECF" for WIC Nutrition Education - Child Iron.

Individual: The individual nutrition education service is represented by "I" (Individual). The third character represents the participant category. An example is "WIP" for WIC Individual Nutrition Education - Pregnant.

Food Instrument Issuance

Food Instrument Issuance Only: Use the "WFIO" (WIC FI Issuance Only) service when food instrument issuance only is needed. Food instrument pick-up ordinarily occurs as part of another service, i.e. group or individual education. Therefore, it is expected that the "WFIO" service would not be used routinely.

Other services have been designated to facilitate various actions that are common to WIC. These services include the following:

UPDATE INFORMATION

Infant: Use the "WUII" (WIC Update Information - Infant) service to update breastfeeding informationon theInfant/Child Health Visit (PA09) screen.

Postpartum: The "WUIN" (WIC Update Information - Postpartum) service to record delivery information when the mother notifies the clinic that her pregnancy has terminated.

"WUCR" (WIC Update Closeout Record) was added as a method to closeout pregnancy records for which there is no postpartum information. Only use this code in the following scenario: You have a participant who has been certified as pregnant some time ago and never returned to report either a termination or delivery. The participant has now returned and is pregnant. When the participant is asked for information on the previous pregnancy (delivery date, outcome) she says she was never pregnant. This code should be used so staff does not have to make up data to close out the prior pregnancy. This code is NOT for use with the WIC Certification Pregnant Preliminary/Follow-up (WCPP/WKPP) codes. IDHS expects this code to be used VERY rarely and its use will be monitored.

Use the "WN2B" (WIC Postpartum to BF) service code to correctly categorize a new postpartum woman as "Breastfeeding" when incorrectly categorized as "N-Postpartum Not Breastfeeding." This service code will push the termination date out to 1 year (the baby's first birthday) and the priority will reset to either a 1 or 4 depending on assigned risk. This service entry can be used for the first 8 weeks after delivery.

Reinstatement to Active Status

Missed Infant Preliminary: Use the "WMIP" (WIC Missed Infant Preliminary) service to reinstate an infant of a WIC mother who missed the six-week appointment and who has been automatically terminated.

Missed Pregnant Preliminary: Use the "WMPP" (WIC Missed Pregnant Preliminary) service to reinstate a pregnant woman who has missed her 60 day appointment and who has been automatically terminated.

Missed Food Instrument: Use the "WMFI" (WIC Missed FI Pickup) service to reinstate a participant who has missed two consecutive months of food instrument pick-up and who has been automatically terminated.

WIC Termination in Error: Use the "WTE" (WIC Termination in Error) service to reinstate a participant who has been accidentally terminated.

Transferred Back in State: Use the "WROS" (WIC Return Out of State) service to reinstate a participant who was transferred out of state, but returns before their Scheduled Termination Date.

NOTE: The "WROS" (WIC Return Out of State) service code can only be used to reactivate participants who were terminated using reason "31" (Transferred Out of State) and who returned prior to their Scheduled Termination Date.

"WWLA" - WIC Wait List Active: This service code is used to remove a participant from the WIC Wait List. The WWLA code can only be used to reactivate a participant who was placed on the Wait List from an "A" (Active) status and who is being removed prior to their scheduled term date.

Use of the F11 Key

For the WIC program, service codes entered on the Service Entry (SV01) screen will establish the screen flow needed to complete the service. The F11 fast path key will be shown at the top of each screen and will take the user through the screen flow. If the screen flow is interrupted, (i.e., if the user goes out of the flow to look at a screen for another participant or goes to a different screen than that indicated by F11), the flow may be resumed by returning to the Service Entry (SV01) screen, typing or choosing the correct WIC service code, and pressing F11 again.

Re-certification Process Conditions

When a WIC participant is within two weeks of their scheduled termination date, the Cornerstone system gives the user the choice of automatically terminating the participant and re-certifying or not. The table below describes the conditions that trigger the new re-certification process, the prompt the user will see and the actions the Cornerstone system will take when the user presses F6 Edit to edit the participant's active WIC record.

Category	Condition(s)	Prompt	Action
I	It is within two weeks of the participant's scheduled termination date; the participant previously had a preliminary certification using a "WCIP" service.	"Cannot edit WIC Program record. Must performWKIP."	No changes are done by the Cornerstone system.
I	It is within two weeks of the participant's scheduled termination date; the participant was previously certified with a service other than "WCIP" service.	"Do you wish to recertify?"	If the user answers "Yes," Cornerstone automatically sets the status to "T" (terminated), the termination reason code to "26" (Certification Period Expired), and the actual termination date to the current date. Then it will put the user in Add mode for the new WIC program record. If the user answers "No," Cornerstone will allow the user to edit the active record without re-certifying the participant.
P, B, N, and C	It is within two weeks of the participant's scheduled termination date.	"Do you wish to recertify?"	If the user answers "Yes," Cornerstone automatically sets the status to "T" (terminated), the termination reason code to "26" (Certification Period Expired), and the actual termination date to the current date. Then it will put the user in Add mode for the new WIC program record. If the user answers "No," Cornerstone will allow the user to edit the active record without re-certifying the participant.

14.1.2 WIC Documentation

Following is information about documentation in the WIC program. Documentation in the WIC program includes entering and viewing case notes (progress notes) and printing the Participant Master Record for WIC (HSPR0114).

PROGRAM POLICY

In WIC, assessment of nutritional status and the plan of intervention must be documented. Progress notes may be maintained in the Cornerstone system on the Case Notes (CM04) screen or on approved paper forms in WIC participant charts. Therefore, the use of the Case Notes (CM04) screen for WIC documentation is optional. If documenting on the Case Notes (CM04) screen, then the SAP format should be utilized.

The End-of-Day process will automatically save a backup copy of all of the Participant Master Record - for WIC (HSPR0114) reports for the WIC participants seen that day onto both the hard drive of the EOD workstation as well as the server. As long as EOD is successful, the file is overwritten the next night with that day's information. Users will still be able to print the records if they choose.

To assure accuracy, all progress notes should be completed prior to serving the next participant. The notes should document the program (WIC) and type of visit or service code (e.g., "WCP," "WKIP," etc). It is recommended that progress notes maintained for the WIC program utilize the "SOAP" (Subjective, Objective, Assessment, Plan) format:

Subjective information may include comments made by the participant pertaining to dietary intake, group attendance, or progress in achieving previously set goals.
Objective information is recorded on the Participant Master Record for WIC (HSPR0114) and need not be repeated.
Assessment information clarifies the basis for risk factor assignment and plans for intervention. It is recommended that factors contributing to risk factor assignment be documented, along with any additional information pertinent to the risk factor assignment.
Plan information should include recommendations made and what change(s) the participant agrees to make. It is not necessary to repeat the food package and scheduled education (which are printed on the Participant Master Record for WIC (HSPR0114)). The name and title of the Certifying Health Professional (CHP) must be included.

For further information regarding the content of progress notes, see the WIC Policy and Procedure Manual, Section 3 and Addendum 3:3.

SEQUENCE OF SCREENS

CASE NOTES (CM04)

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

This screen is used to enter and view case notes for participants that are related to a service or activity.

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)

The RP01 screen is used to print all of the on-request reports. This report can be found at the Cornerstone Main Menu under Reports and under the WIC submenu. Other reports may also be printed, as necessary.

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

Step by Step Instructions

Press Ctrl+F1 to activate the Report Selection window. Press the down arrow three times to highlight "HSPR0114 Participant Master Record - for WIC." Press Enter to select.
On the On-Request Report Selection (RP01) screen, verify that the participant ID for which the report is to be printed is displayed in the "Grp/Part ID" field. If not, type in the ID number of the correct participant. (Please continue by following the Step by Step Instructions in Chapter 10 "Report Screens" under "10.1 On-Request Report Selection (RP01)," beginning with step 2.)

14.1.3 WIC Scheduling

The following is program policy about scheduling appointments for participants in the WIC program.

PROGRAM POLICY

In the WIC program, it is required that participants be scheduled for a pertinent second contact during the certification appointment. The number of participants who are scheduled for one or more second contacts (and the number of infants scheduled for three or more contacts) during their certification period is compiled on the WIC Education Summary Report (HSPR0108). (Please refer to Chapter 11 "Reports" under "11.4 WIC Education Summary Report (HSPR0108)" for more information.)

When a participant is scheduled for a "WE_ _," "WK_ _," or "WI_" service, it is recorded as a scheduled education contact. When a participant is terminated in one category and certified in another category before the scheduled appointment date(s), the previously scheduled appointments need to be deleted. (It is therefore necessary to go to the Class Schedule (SC03) screen or the Schedule Appointment (SC02) screen).

NOTE: During WIC certification, scheduling for the nutrition education contact (class, individual, or follow-up) should occur after completion of the WIC Assessment (AS02) screen and prior to issuance of food instruments. When using WIC certification service codes on the Service Entry (SV01) screen, F11 will take the user to the Class Schedule (SC03) screen and the Schedule Appointment (SC02) screen, after the WIC Assessment (AS02) screen. The user can select which of the two scheduling screens will be needed to schedule the participant's next contact.

Please refer to Chapter 5 "Scheduling and Referral Screens" under "5.2 Schedule Appointment (SC02)" and/or "5.3 Class Schedule (SC03)" for further information about how to schedule participants.

14.2 CERTIFICATION SCREEN FLOWS

14.2.1 General Certification (WCP, WCB, WCBN, WCN, WCNN, WCI, WCC1, and WCC2)

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

"Cornerstone WIC Screen Flow - Certification of Infant or Child (WIC1a)"
"Cornerstone WIC Screen Flow - Certification of a Pregnant Woman (WIC1b)"
"Cornerstone WIC Screen Flow - Certification of a Breastfeeding or Postpartum Woman (WIC1c)"

The following is information about certifying a participant in the WIC program, specifically, what procedures must be followed according to program policy and which Cornerstone screens should be completed. For information about adding a participant to the WIC Wait List, please refer to Chapter 12 "Program Information Screen (PA15) for All Programs" under "12.6.4 WIC Wait List".

PROGRAM POLICY

Infant: This procedure is used to certify an infant who is being seen and assessed by the agency.

Under six months of age are certified up to their first birthday. The termination date is the infant's first birthday. The service used to certify an infant under six months of age who is being seen in the clinic at the time of certification is "WCI"(WIC Certification - Infant).
Six months of age or older are certified for intervals of six months. The termination date is six months from the date of certification. "WCI" (WIC Certification - Infant) is also the service used to certify an infant over six months of age.

Child: This procedure is used to certify a child who is being seen and assessed by the agency. Children are certified for six-month intervals. The termination date is six months from the date of certification. The procedure is used to:

Certify an infant two weeks prior to their one year birthday/termination date as a child category and to certify a child who is less than two years of age. If an infant is certified two weeks prior to their one year birthday/termination date, the infant should be certified as a child ("WCC1" (WIC Certification - Child up to Age 2) service).
Certify a child who is under age two ("WCC1" (WIC Certification - Child up to Age 2) service).
Certify a child who is two years of age or older. If a child reaches their fifth birthday during their certification period, the termination date is the date of his fifth birthday ("WCC2" (WIC Certification - Child Over Age 2) service).

Pregnant Woman: This procedure is used to certify a pregnant woman ("WCP" (WIC Certification -Pregnant) service). When certifying a pregnant woman, the scheduled termination date generated by the Cornerstone system is six weeks after the date that is entered in the "Estimated Date of Confinement (EDC)" field on theInitial Prenatal Data (PA07) screen. Documented proof of pregnancy is not required at the time of certification. The local agency may request that the participant provide proof of pregnancy within 90 days. If she does not provide proof within 90 days, the local agency may terminate her participation.

Postpartum Breastfeeding Woman: Lactating women are certified for one year, ending with the infant's first birthday.

This procedure is used to certify a lactating woman:

Who was a participant in the WIC program during her pregnancy and for whom an initial prenatal record (Initial Prenatal Data (PA07) screen) has already been completed ("WCB" (WIC Certification - Breastfeeding) service).
Who was not a participant in the WIC program during her pregnancy and for whom an initial prenatal record (Initial Prenatal Data (PA07) screen) has not already been completed ("WCBN" (WIC Certification - Breastfeeding New) service).

Postpartum Non-Breastfeeding Woman: This procedure is used to certify a postpartum, non-lactating woman whose pregnancy has ended through delivery or termination of pregnancy up to six months previously and who:

Was a participant in the WIC program during her pregnancy and for whom an initial prenatal record [Initial Prenatal Data (PA07) screen] has already been completed ("WCN" (WIC Certification - Postpartum) service for a non-lactating woman.)
Was not a participant in the WIC program during her pregnancy and for whom an initial prenatal record (Initial Prenatal Data (PA07) screen) has not already been completed ("WCNN" (WIC Certification - Postpartum New) service for a new non-lactating woman.)

Postpartum women are Priority 6, unless they are adolescents (which are Priority 3). Some local agencies may not serve Priority 6 participants per WIC Policy.

For further information, please see the WIC Policy and Procedure Manual, Section 3.

SEQUENCE OF SCREENS

PARTICIPANT LOOK-UP (PA01)

Prior to registration into the Cornerstone system, the Participant Look-up is used to verify the existence of a participant ID number by searching the Master Index to find a participant who may have previously been enrolled in Cornerstone.

The screen is used to copy minimal demographic information on a participant who is already enrolled in the Cornerstone system to the local computer files. A "copy-in" of this data is necessary prior to performing a shared data Wide Area Network (WAN) look-up.

Use of the Participant Look-up reduces duplicate entry of participants. For this reason, the Participant Look-up must be performed before a new participant can be enrolled into the Cornerstone system.

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

For information about resolving duplicate participants in Cornerstone, please refer to Chapter 3 "Participant Screens" under "3.21 Participant Duplicate Browse (PA21)."

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

This screen is used to enroll a new participant into the Cornerstone system and to capture demographic information for a new or existing participant. If the participant is already enrolled in Cornerstone, this screen is used to view and update demographic information.

The Participant Enrollment screen (PA03) is completed only once for each participant participating in Cornerstone programs, but can be edited thereafter. participants may be made active in several programs from the same enrollment record.

The processing within this screen includes checking for duplicate enrollment; assigning a unique, permanent statewide participant ID number (when enrolling a participant for the first time in the Cornerstone system); assessing potential eligibility for Cornerstone programs; and recording a participant's date of death.

The user has the option to select a Wide Area Network (WAN) look-up on this screen by pressing the F2 shared data key. This will copy-in and add to the local data any additional information found in a statewide look-up.

From this screen, an address pop-up window is used to record address and telephone information by pressing F9.

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

PROGRAM INFORMATION (PA15)

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

WIC BEST PRACTICE NOTE: It is very important to get the correct category (on this screen) and the correct infant feeding information [on the Infant/Child Health Visit (PA09) screen]. When certifying the woman initially, the user must make sure to enter the appropriate category. For example, the Cornerstone system will not allow the user to change her category from "N" (postpartum non-breastfeeding) to "B" (postpartum breastfeeding) if the staff person accidentally enters the wrong code (e.g. mom calls in, or arrives for an appointment, and the staff person puts in "N" without assessing her breastfeeding status). Clinic policies and procedures should include training for clerical staff, as well as CHP staff, to correctly ascertain a participant's breastfeeding status prior to entering a category in the Cornerstone system.

Please refer to Chapter 12 "Program Information Screen (PA15) for All Programs" under "12.1 General Information and Enrollment" for more information.

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.

SERVICE ENTRY (SV01)

This screen is to record all WIC services. For WIC services, this screen is used to record the service the participant is to receive that day.

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, type or select one of the following to complete the "Type of Service" field:

"WCI" (WIC Certification - Infant), or

"WCC1" (WIC Certification - Child up to Age 2), or

"WCC2" (WIC Certification - Child over Age 2), or

"WCP" (WIC Certification - Pregnant), or

"WCB" (WIC Certification - Breastfeeding), or

"WCBN" (WIC Certification - Breastfeeding New), or

"WCN" (WIC Certification - Postpartum (non-lactating)), or

"WCNN" (WIC Certification - Postpartum New (non-lactating new)).

Please refer to the Program Policy section above for complete information about these types of services.

About Medical Screens

The appropriate medical screens may be completed as needed, at this point. Because the medical screens are not program specific, they already may have been completed for the participant through another program and may not need to be done again. For example, these screens may be completed through the Family Case Management program.

Medical screens must be completed before completing the WIC Assessment (AS02).

The required medical screens for a child are:

PA09 Infant/Child Health Visit
PA11 Birth Data (all children under age 2) - (Not WCC2)
PA12 Immunizations or PA23 Multiple Immunization Entry (to be completed after following the WIC screen flow)

The required medical screens for a pregnant woman are:

PA07 Initial Prenatal Data
PA08 Adult Health Visit

The required medical screens for a postpartum breastfeeding or a postpartum non-breastfeeding woman are:

PA07 Initial Prenatal Data (WCBN or WCNN only)
PA08 Adult Health Visit
PA10 Postpartum Data

INITIAL PRENATAL DATA (PA07)

This screen is used to add, update, or inquire about a participant's prenatal health visit information. This screen must be completed for all pregnant women. Only one record per pregnancy may be entered. If the Initial Prenatal Data (PA07) screen has already been completed for the current pregnancy, the user must edit this screen to fill in blank fields or to correct data in existing fields.

Please refer to Chapter 3 "Participant Screens" under "3.7 Initial Prenatal Data (PA07)" for more information.

ADULT HEALTH VISITS (PA08)

This screen is used to add, edit, or inquire upon medical/health visit information for an adult participant. The screen can be used to record information about visits made either to the Cornerstone clinic or to an outside provider.

Please refer to Chapter 3 "Participant Screens" under "3.8 Adult Health Visits (PA08)" for more information.

INFANT/CHILD HEALTH VISIT (PA09)

This screen is used to add, edit, or inquire about a participant's infant or child health visit information, regardless of the provider or the program in which the participant is enrolled. Information may be obtained from the parent, if the provider is an outside provider.

Please refer to Chapter 3 "Participant Screens" under "3.9 Infant/Child Health Visit (PA09)" for more information.

POSTPARTUM DATA (PA10)

This screen is used to add, edit, or inquire about a participant's postpartum information. For each pregnancy, there must be one Initial Prenatal Data (PA07) screen and one Postpartum Data (PA10) screen completed. These screens are "linked" by certain information that is entered (for example, the EDC fields).

Only one postpartum data record per pregnancy is allowed, even if the pregnancy results in a multiple birth. This screen must be completed within six weeks of delivery. Once a pregnancy has been "closed" through the completion of the Postpartum Data (PA10) screen, some of the information on the Initial Prenatal Data (PA07) screen cannot be edited.

Please refer to Chapter 3 "Participant Screens" under "3.10 Postpartum Data (PA10)" for more information.

BIRTH DATA (PA11)

This screen is used to record birth information for each infant or child. The Cornerstone system allows entry of only one birth record per participant.

NOTE: This screen must be completed for all children participants under the age of 2.

Please refer to Chapter 3 "Participant Screens" under "3.11 Birth Data (PA11)" for more information.

ASSESSMENT (AS01)

This screen is used to record/assess the needs of WIC participants for additional services by completing designated assessment types or to inquire on previously completed assessments.

The assessment process assists the health professional in developing an individual care plan that addresses the participant and their specific needs. The purpose of the assessments is to identify the strengths, weaknesses, problems, risk factors, or barriers to the participant's attainment of a specific goal or set of goals.

The Cornerstone system allows for multiple assessments of the same type to be given over time as appropriate. The participant assessment responses will be kept historically in order to facilitate care plan development and case tracking.

The Assessment (AS01) screen is a feature of the Cornerstone system that is available for use in all program areas.

Please refer to Chapter 7 "Assessment Screens" under "7.1 Assessment (AS01)" for more information.

If Assignment of Risk Factors is Done by Two Different CHPs

If two CHPs are involved in the process of collecting and entering data for the WIC certification, the following steps should be followed:

The first CHP (commonly the nurse) should follow the steps described above.
The second CHP (commonly the nutritionist) should:
- Press F6 Edit to edit the appropriate assessment.
- Press Pg Dn to go through the questions.
- Type "Y" for Yes to the questions that represent a condition that is applicable to the participant.
- Press F4 to save.

Please refer to Chapter 7 "Assessment Screens" under "7.1 Assessment (AS01)," taking note of the following information:

For step 3, type or select

"WICI" (WIC - Infant) for an infant,

"WICC" (WIC - Child) for a child,

"WICP" (WIC - Pregnant) for pregnant women,

"WICB" (WIC - Breastfeeding) for postpartum breastfeeding women,

"WICN" (WIC - Postpartum) for postpartum non-breastfeeding women,

If using F1 Help, type the letter "W" to move directly to the WIC assessments.

WIC ASSESSMENT (AS02)

This screen is used to complete the certification process for a WIC participant by assigning risk factors, establishing the certification and scheduled termination dates, and the WIC priority. Food packages are also prescribed on this screen.

Risk factors are generated based on health data entered on medical screens and responses to questions in the WIC-specific assessments on the Assessment (AS01) screen. If the health data are not found, an error message will be displayed to inform the user that the required information must be completed before continuing with the assessment.

Please refer to Chapter 7 "Assessment Screens" under "7.2 WIC (AS02)" for more information.

WOMAN NOTE: An error message will be displayed upon entering this screen if: 1) the participant category is pregnant ("P") and the initial prenatal record has a visit date more than 10 months in the past, 2) the participant category is postpartum non-breastfeeding ("N") and the postpartum record has an actual delivery date more than 6 months in the past, or 3) the participant category is postpartum breastfeeding ("B") and the postpartum record has an actual delivery date of more than 12 months in the past.

INFANT NOTE: If the certification process has not been completed (i.e., Participant Enrollment (PA03),Birth (PA11) screen or Infant/Child Health Visit (PA09) information is not complete), an error message "Can not edit until errors are corrected." is displayed and risk assessment processing cannot continue.

ASSESSMENT (AS01) - optional method

NOTE: Certification Education may be documented on this screen if this method is used by the agency; if not, press F11 to go to the next screen.

Please refer to Chapter 7 "Assessment Screens" under "7.1 Assessment (AS01)," taking note of the following information:

For step 3: For this category, type or select "WPVE" (WIC - Prenatal Visit Education) for pregnant women or "WOVE" (WIC - Other Visit Education) for all others and press Enter. Type "Y" for Yes to indicate each item that has been discussed.

CLASS SCHEDULE (SC03) - for Group Education

This screen is used for scheduling participants for a group nutrition education class. It displays a list of all of the participants scheduled for a class for a specific date. A schedule ID and date are required in order for the class to be viewed and to add a participant to the class.

This screen is primarily used in scheduling participants for required group education sessions in the WIC program, although it is available for all programs. When a participant is scheduled for a "WE_ _"(Group Education) service on the Class Schedule (SC03) screen, the "Education Scheduled" number on the WIC Assessment (AS02) screen will increase by 1. Additionally, the scheduled education contacts are compiled on the WIC Education Summary Report (HSPR0108). (Please refer to Chapter 11 "Reports" under "11.4 WIC Education Summary Report (HSPR0108)" for more information about the specific report.)

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

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

This screen is used regularly by all programs to record/schedule and maintain clinic appointments for participants. Dates and schedules are selected through the use of pop-up windows.

The screen displays all the appointments for the requested schedule and date. This information is displayed in a format of time slots and resources. Appointments may be added or deleted using this screen. The "Appointment Information" pop-up box displays the details of a particular appointment.

The time slots display down the left side of the screen. The resources are displayed across the top of the screen. Resources may be employees, exam rooms, or types of service(s). The resources are established on the Clinic Schedule (AD04) screen and are not tied to the employee ID that is displayed in the left corner of the "Appointment Information" pop-up window.

This screen also identifies the closed times for that schedule or for the clinic as established on the Schedule Closed Dates (AD19) screen.

When a participant is scheduled for a "WI_" (Individual Education) or "WK_ _" (Follow-up)service on this screen, the "Education Scheduled" number on the WIC Assessment (AS02) screen will increase by 1. Additionally, the scheduled education contacts are compiled on the WIC Education Summary Report (HSPR0108). (Please refer to Chapter 11 "Reports" under "11.4 WIC Education Summary Report (HSPR0108)" for more information about the specific report.)

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

PRODUCE FOOD INSTRUMENTS (FI01)

This screen is used to issue food instruments (FIs) for WIC participants at the time of certification or at subsequent visits for education or follow-up for an individual participant or for multiple participants who are in the same group.

Numerous message windows will display on this screen both before and after the printing process. FIs are always printed to the Okidata printer directly attached to the workstation being used.

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

CASE NOTES (CM04)

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

This screen is used to enter and view case notes for participants that are related to a service or activity. Specifically, it is used:

To document services provided by the Certifying Health Professional (CHP).
To provide a clear and concise explanation of services delivered and claimed on the Activity Entry (SV02) screen.

This screen is available for use in all Cornerstone programs. Case notes are available to other users in the local agency who have security access to this screen, unless the note is marked confidential. If marked confidential, only the user who entered the case note and their supervisor will be able to view the notes.

The case notes must be written in a clear and focused manner. Notes are free-form and may be used to record information about the service or activity provided to the participant. There is no limit to the number of notes that may be entered.

NOTE:Once case notes have been saved they cannot be edited or deleted. If errors occur, new case notes must be entered in order to correct the errors.

For WIC case notes the WIC SAP note format should 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)

The On-Request Reports Selection (RP01) screen is used to print all of the on-request reports. This report can be found at the Cornerstone Main Menu under Reports and under the WIC submenu. Other reports may also be printed, as necessary.

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

Step by Step Instructions

Press Ctrl+F1 to activate the Report Selection window. Press the down arrow three times to highlight "HSPR0114 Participant Master Record - for WIC." Press Enter to select.
On the On-Request Report Selection (RP01) screen, verify that the participant ID for which the report is to be printed is displayed in the "Grp/Part ID" field. If not, type in the ID number of the correct participant. (Please continue by following the Step by Step Instructions in Chapter 10 "Report Screens" under "10.1 On-Request Report Selection (RP01)," beginning with step 2.)

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.

ADDITIONAL SCREENS

The following screens are not part of the WIC screen flow, but can be completed as needed. The first four screens detail the Immunization flow for those participants who need to be immunized. The last screens are the Participant Med/Insurance (PA05) screen and the View Participant Additional Eligibility Information (PA42) screen, which can be accessed as needed.

IMMUNIZATION HISTORY (PA13)

This screen is used to inquire on the previous immunizations a participant has received in the local clinic. The screen shows Series 1 through 6, but only part of the data are visible on the screen. Use Tab or the left and right arrow keys to see the data not visible on the screen.

The user has the option to select a Wide Area Network (WAN) look-up on this screen by pressing the F2 shared data key, which will copy-in and add any statewide data to the local data.

Please refer to Chapter 3 "Participant Screens" under "3.13 Immunization History (PA13)" for more information.

IMMUNIZATIONS (PA12)

This screen is used to enter current or past single immunizations for a participant by vaccine type, date, provider, lot number, and place of service. To enter multiple immunizations on a single participant when the same provider gave all of the immunizations on the same date, use the Multiple Immunization Entry (PA23) screen. (Please refer to Chapter 3 "Participant Screens" under "3.23 Multiple Immunization Entry (PA23)" for more information.)

The number in the series is automatically calculated. Infant, child, and adult immunizations can be recorded. Immunizations given by the local clinic, as well as those given by outside providers, may be recorded.

The user has the option to select a Wide Area Network (WAN) look-up on this screen by pressing the F2 shared data key, which will copy-in and add any statewide data to the local data.

Please refer to Chapter 3 "Participant Screens" under "3.12 Immunizations (PA12)" for more information.

FUTURE IMMUNIZATIONS (PA14)

This screen is used to inquire on recommended future immunizations, dose number in series, and recommended date for returning to receive vaccines. The system calculates this information based upon the recommendations of the Advisory Committee for Immunization Practices (ACIP).

Upon entering the screen, the user will have the option of retrieving shared data from the Wide Area Network (WAN), which will copy-in and add any statewide data to the local data, or will use local data only.

Please refer to Chapter 3 "Participant Screens" under "3.14 Future Immunizations (PA14)" for more information.

Multiple Immunization Entry (PA23)

This screen is used to enter current or past multiple immunizations for the same participant at one time, rather than entering the immunizations individually using the Immunizations (PA12) screen. This screen allows greater flexibility in entering multiple immunizations on a single participant, when the same provider gave all of the immunizations on the same date. The number in the series is automatically calculated.

The screen can be used to inquire on prior immunizations, but can not be used to delete immunizations. The Immunizations (PA12) screen can be used for deletions. (Please refer to Chapter 3 "Participant Screens" under "3.12 Immunizations (PA12)" for more information.)

Infant, child, and adult immunizations can be recorded. Immunizations given by the local clinic, as well as those given by outside providers, may be recorded.

The user has the option to select a Wide Area Network (WAN) look-up on this screen by pressing the F2 shared data key, which will copy-in and add any statewide data to the local data.

Please refer to Chapter 3 "Participant Screens" under "3.23 Multiple Immunization Entry (PA23)" for more information.

PARTICIPANT MED/INSURANCE (PA05)

This screen is used to record a participant's Medicare, Insurance and/or other types of insurance information. The user may add Medicare and Other Types of insurance information as it becomes known, but they are not allowed to add, edit or delete Insurance (INS) records. When the user enters information, the record may be edited, deleted, and used for inquiry.

Please refer to Chapter 3 "Participant Screens" under "3.5 Participant Med/Insurance (PA05)" for more information.

VIEW PARTICIPANT ADDITIONAL ELIGIBILITY INFORMATION (PA42)

This screen is used to view a participant's All Kids < 200% (formerly Medicaid), All Kids Expansion, Cash and Food Stamp information and is updated daily through the All Kids Import Process. Please refer to Appendix F "All Kids Import Process" for more information.

NOTE: Children do not enter the Cornerstone system automatically via the daily All Kids import process. Only women and infants enter through this process.

14.2.2 Change EDC Date

The following is information about how to record a change in the EDC date of a pregnant participant in the WIC program.

The Initial Prenatal Data screen (PA07) is used to correct a previously entered EDC date before the postpartum data for the current pregnancy has been entered. The screen is also used to adjust the scheduled termination date for a pregnant participant who is past the EDC date and has not yet delivered.

NOTE: If the participant's EDC date was changed to a date other than the date entered on the Initial Prenatal Data (PA07) screen, it is necessary to change the EDC date on the Initial Prenatal Data (PA07) screen by editing that screen prior to completing the Postpartum Data (PA10) screen. Once a Postpartum Data (PA10) screen has been completed, the initial prenatal and postpartum data for the pregnancy are linked, and the EDC data entered on the Initial Prenatal Data (PA07) screen can not be changed. This linkage ties the prenatal information and the postpartum (pregnancy outcome) information together for one pregnancy.

INITIAL PRENATAL DATA (PA07)

Step by Step Instructions

Verify the information in the Participant Standard Processing Block (PSPB) as that of the participant currently being processed. (For further information about the PSPB please refer to Chapter 2 "System Environment" under "2.5.1.1 Participant Standard Processing Block (PSPB)/Participant Browse.")
Press F6 Edit to edit the existing prenatal screen.
Move the cursor to the "Estimated Date of Confinement (EDC)" field and enter the new date by typing over the existing date.
Press F4 to save the new record. A message "Record added" will be displayed in the top right corner of the screen.
- The scheduled termination date will either adjust to be six weeks from the corrected EDC or it will remain the same as the participant's previously determined FI base date, whichever is later.

NOTE: If food instruments have been issued to the previous scheduled termination date (FI base date) and the new EDC date plus six weeks is calculated to be a date prior to the participant's FI base date, the scheduled termination date will not adjust.

14.2.3 Postpartum - Breastfeeding to Not Breastfeeding (WB2N/WCN)

The following is information regarding changing the category of a breastfeeding woman (B) to non-breastfeeding (N) when she ceases breastfeeding prior to the twelve month birthday of her infant, specifically, what procedures must be followed according to program policy, and which Cornerstone screens should be completed.

This procedure is used to change the category of a participant who is no longer lactating from "B" (postpartum breastfeeding) to "N" (postpartum non-breastfeeding) and to change the termination date to six months postpartum.

When this procedure is done, there are a few things that may need to be accomplished as well. The user:

Must update the infant's breastfeeding information on the Infant/Child Health Visit (PA09) screen by using the service type "WUII" (Update Infant Information - Infant). Please follow the procedure in this chapter under "14.4.2.1 Update Infant Information (WUII)."
May need to go to the Food Instruments Inquire (FI02) screen and the Void/Re-issue Food Instrument (FI03) screen to void and reissue FIs if the woman has FIs. (Please refer to Chapter 8 "WIC Food Instrument Screens" under "8.2 Food Instruments Inquire (FI02)" and "8.3 Void/Re-issue Food Instruments (FI03)" for more information.)
May need to go to the Group Appointment (SC01) screen to delete the breastfeeding related appointment(s) that were made when the participant was certified as breastfeeding. (Please refer to Chapter 5 "Scheduling and Referral Screens" under "5.1 Group Appointment (SC01)" for more information.)

The sequence of screens to accomplish the change in category from breastfeeding to not breastfeeding are different depending on whether the woman has risk factors of her own; that is, risk factors other than her breastfeeding status.

Risk Factors Other Than Breastfeeding Status

Please refer to the "Cornerstone WIC Screen Flow - Category Change: Breastfeeding to Postpartum #1 Mother with risk factors of her own - (WIC7)" displayed in Appendix A.

This procedure is to be used when a breastfeeding woman (participant category B) who ceases breastfeeding has risk factors other than her breastfeeding status.

SEQUENCE OF SCREENS

SERVICE ENTRY (SV01)

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 "WB2N" (WIC BF to Postpartum). The Cornerstone system will not allow a "WB2N" (WIC BF to Postpartum) service to be entered if the Postpartum Data (PA10) screen has not been completed for the participant.

WIC ASSESSMENT (AS02)

Step by Step Instructions

If the participant was certified with a risk factor of Q100, Q200, or Q400 (i.e. no risk factors of her own), proceed directly to the No Risk Factors Other Than Breastfeeding Status procedures presented below.
If the participant was certified with risk factors of her own (i.e., at least one other risk factor in addition to Q100, Q200 or Q400):
- Her category will have automatically changed from "B" to "N" on this screen.
- The termination date will be changed to the date of delivery plus six months, unless the participant had been issued FIs past the six-month birthday of her infant. In this case, the termination date will not change, as it can not be a date sooner than the participant's FI base date.
- The priority will not change.
Press F6 Edit to edit the food packages from those for a breastfeeding woman to the "200" series for a postpartum non-breastfeeding woman.
Press F4 to save the screen. A message "Record edited" will be displayed in the top right corner of the screen.

CLASS SCHEDULE (SC03) - for Group Education

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

If the participant had been scheduled to attend a group session related to breastfeeding, delete that schedule by using F7 Delete. This must be done in order to see the correct schedule information on the Produce Food Instruments (FI01) screen and the Participant Master Record for WIC (HSPR0114). Add group sessions pertinent to her postpartum status as needed.

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

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

If the participant had been scheduled for an individual nutrition education or follow-up appointment related to her breastfeeding status, delete that schedule by using F7 Delete. This must be done in order to see the correct schedule information on the Produce Food Instruments (FI01) screen and the Participant Master Record for WIC (HSPR0114). Add appointments as needed.

PRODUCE FOOD INSTRUMENTS (FI01)

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

No Risk Factors Other than Breastfeeding Status

This procedure is to be used when a breastfeeding woman (participant category B) who ceases breastfeeding was certified solely on the basis of the breastfeeding status. No other risk factors except Q100, Q200, or Q400 have been assigned to her.

When a WB2N (WIC BF to Postpartum) service type is entered on SV01 and the participant was certified with a risk factor of Q100, Q200 or Q400 (i.e. no risk factors of her own), a S070 risk factor will automatically be generated and the participant will not need to be terminated and reassessed.

Please refer to the "Cornerstone WIC Screen Flow - Category Change: Breastfeeding to Postpartum #2 (Mother with no risk factors of her own who must be terminated and reassessed) - (WIC8)" displayed in

Appendix A.

SEQUENCE OF SCREENS

Step by Step Instructions

SERVICE ENTRY (SV01)

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 "WB2N" (WIC BF to Postpartum). The Cornerstone system will not allow a "WB2N" (WIC BF to Postpartum) service to be entered if the Postpartum Data (PA10) screen has not been completed for the participant.

WIC ASSESSMENT (AS02)

"WB2N" (WIC BF to Postpartum). The Cornerstone system will not allow a "WB2N" (WIC BF to Postpartum) service to be entered if the Postpartum Data (PA10) screen has not been completed for the participant.

If the participant was certified with a risk factor of Q100, Q200 or Q400 (i.e. no risk factors of her own) an 'S070' risk factor will automatically be generated and the participant will not need to be terminated and reassessed.
- Her Category will have automatically changed from "B" to "N" on this screen.
- The Termination Date will be changed to the Date of Delivery plus six months, unless the participant had been issued FIs past the six month birthday of her infant. In this case, the Termination Date will not change, as it cannot be a date sooner than the participant's FI Base Date.
- The Priority will not change.
Press F6 Edit to edit the food packages from those for a breastfeeding woman to the "200" series for a postpartum non-breastfeeding woman.
Press F4 to save the screen. A message "Record Edited" will be displayed in the top right corner of the screen.

ASSESSMENT (AS01) - optional method

NOTE: Certification Education may be documented on this screen if this method is used by the agency, if not press F11 to go to the next screen.

Please refer to Chapter 7 "Assessment Screens" under "7.1 Assessment (AS01)," taking note of the following information:

For step 3: For this category, type or select "WOVE" (WIC - Other Visit Education) and press Enter. Type "Y" for Yes to indicate each item that has been discussed.

CLASS SCHEDULE (SC03) - for Group Education

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

If the participant had been scheduled to attend a group session related to breastfeeding, delete that schedule by using F7 Delete. This must be done in order to see the correct schedule information on the Produce Food Instruments (FI01) screen and the Participant Master Record for WIC (HSPR0114). Add group sessions pertinent to her postpartum status as needed.

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

Please refer to Chapter 5 "Scheduling and Referral Screens" under "5.1 Schedule Appointment (SC02)" for more information.

If the participant had been scheduled for an individual nutrition education or follow-up appointment related to her breastfeeding status, delete that schedule by using F7 Delete. This must be done in order to see the correct schedule information on the Produce Food Instruments (FI01) screen and the Participant Master Record for WIC (HSPR0114). Add appointments as needed.

PRODUCE FOOD INSTRUMENTS (FI01)

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

CASE NOTES (CM04) - optional at any time

The WIC SAP note format should 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 "6.5 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.

14.2.4 Infant - Certify Infant Preliminary (WCIP)

Please refer to the "Cornerstone WIC Only Screen Flow - Preliminary "P" Visit Infant of WIC Mother Only - (WIC6)" displayed in Appendix A.

The following is information about certifying an infant born to a woman who was a participant in the WIC program during her pregnancy, on the basis of documented birth information, specifically, what procedures must be followed according to program policy, and which Cornerstone screens should be completed.

This procedure is used to do a preliminary certification (six weeks) of an infant of a WIC mother.

Infants born to women who participated in WIC during pregnancy are eligible for WIC benefits (providing income and residency criteria are met) for up to six weeks. The infant must be seen and assessed at a WIC follow-up visit within those six weeks without having to be assessed in the clinic at the time of certification. Documentation of the infant's name, birth date, birth weight, and birth length are required for certification. The service used to certify an infant of a WIC mother for six weeks is "WCIP" (WIC Certification - Infant Preliminary).

SEQUENCE OF SCREENS

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

Please refer to Chapter 3 "Participant Screens" under "3.5 Participant Enrollment (PA03)" for more information.

PROGRAM INFORMATION (PA15)

Please refer to Chapter 12 "Program Information Screen (PA15) for All Programs" under "12.1 General Information and Enrollment" for more information, taking note of the following information:

Update income and proof on file once verified.

PARTICIPANT GROUP RELATIONSHIPS (PA06) - as needed

Please refer to Chapter 3 "Participant Screens" under "3.8 Participant Group Relationships (PA06)" for more information.

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 "WCIP" (WIC Certification - Infant Preliminary).

BIRTH DATA (PA11)

Please refer to Chapter 3 "Participant Screens" under "3.7 Birth Data (PA11)" for more information.

For this service, the infant's name, date of birth, birth weight, and birth length must be obtained from the birth certificate, hospital statement, physician's statement, or local agency form. Verbal information is not acceptable.
For step 6: The "Infant of WIC Mother" field must be completed with a "Y" for Yes.
For step 7: The "Mother's ID" field must be completed. Enter all "9's" if the ID is unknown.

INFANT/CHILD HEALTH VISIT (PA09)

The only portion of this screen that must be completed for this service is the Breastfeeding Information section. For further information about the Infant/Child Health Visit (PA09) screen, please refer to Chapter 3 "Participant Screens" under "3.6.4 Infant/Child Health Visit

ASSESSMENT (AS01)

Please refer to Chapter 7 "Assessment Screens" under "7.1 Assessment (AS01)," taking note of the following information:

For step 3: For this category, type or select "WICI" (WIC - Infant) and press Enter.
Type "Y" for Yes to answer those questions which the Certifying Health Professional (CHP) has determined applies to this infant. Since no assessment has been done, the CHP may not yet know what risk factors other than O010 (Infant of WIC Mother), which will be generated automatically. If the infant is breastfed, breastfeeding risk factors may be known.
If no information is available to answer assessment questions, press F4 to save the screen.

NOTE: The user must, at a minimum, press F5 Add to add and F4 to save on the Assessment (AS01) screen, even if no questions are answered.

WIC ASSESSMENT (AS02)

Please refer to Chapter 7 "Assessment Screens" under "7.2 WIC (AS02)" for more information.

NOTE: If the certification process has not been completed (i.e., Participant Enrollment (PA03), Birth (PA11) screen, or Infant/Child Health Visit (PA09) information is not complete), an error is displayed and risk assessment processing cannot continue.

ASSESSMENT (AS01) - optional method

NOTE: Certification Education may be documented on this screen if this method is used by the agency, if not press F11 to go to the next screen.

Please refer to Chapter 7 "Assessment Screens" under "7.1 Assessment (AS01)," taking note of the following information:

For step 3: For this category, type or select "WOVE" (WIC - Other Visit Education) and press Enter. Type "Y" for Yes to indicate each item that has been discussed.

SCHEDULE APPOINTMENT (SC02)

Please refer to Chapter 5 "Scheduling and Referral Screens" under "5.1 Schedule Appointment (SC02)" for more information.

Schedule the infant to return for the "WKIP" (WIC Follow-up Visit - Infant Preliminary) service, before six weeks of age. At that appointment, the infant will be assessed and the termination date will be extended to one year of age.
It is not necessary for the mother to present proof of the infant's residency, income, and birth at the time of the WIC Follow-up Visit Infant Preliminary (WKIP) visit.

PRODUCE FOOD INSTRUMENTS (FI01)

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

CASE NOTES (CM04)

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

The WIC SAP note format should 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 "6.5 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.

14.2.5 Infant - Follow-up Visit Infant Preliminary (WKIP)

Please refer to the "Cornerstone WIC Only Screen Flow - 6 Week "K" Visit (Infant of WIC Mom) - (WIC10)" displayed in Appendix A.

The following is information about extending the certification period for an infant of a woman who was a participant in the WIC program during her pregnancy, when that infant was certified during a preliminary visit ("WCIP" (WIC Certification - Infant Preliminary) service).

This procedure is used to document health data and assessment of the infant and to continue the infant's certification to one year of age.

For WIC participation to continue past the infant's six-week birthday, the infant must be seen by the Certifying Health Professional (CHP) and assessed by six weeks of age. The service for this procedure is "WKIP" (WIC Follow-up Visit - Infant Preliminary).

SEQUENCE OF SCREENS

PROGRAM INFORMATION (PA15)

For this service, the Program Information (PA15) screen is used to look up the infant in the Cornerstone system and determine 1) whether the infant was certified as preliminary ("WCIP" (WIC Certification - Infant Preliminary) service); and 2) what the infant's current program status is.

Step by Step Instructions

Verify that the infant was initially certified for six weeks by looking at the length of time between the open/certification date and the scheduled termination date.
Check the infant's program status. If the status is "A" (active) go to the next screen [Service Entry (SV01) screen]. If the status is "T" (terminated) and the reason code is "16" (automated termination), follow the procedure in this chapter under "14.2.6 Infant - Missed Follow-up Visit Infant Preliminary (WMIP)."

SERVICE ENTRY (SV01)

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 "WKIP" (WIC Follow-up Visit - Infant Preliminary).

NOTE: The Cornerstone system will not allow a "WKIP" (WIC Follow-up Visit - Infant Preliminary) service to be entered if the participant's most recent WIC program record has a terminated status with a termination reason of "16" (automated termination).

INFANT/CHILD HEALTH VISIT (PA09) - Infant or Child only

Please refer to Chapter 3 "Participant Screens" under "3.6.4 Infant/Child Health Visit (PA09)" for more information, taking note of the following information:

The Cornerstone system will not allow a "WKIP" (WIC Follow-up Visit - Infant Preliminary) service when one already exists.
New medical information obtained at the time of follow-up visits is to be entered into the Cornerstone system for each infant or child. WIC policy requires that height and weight be obtained for all infant mid-certification assessments, which is usually completed when the infant is six to seven months old.

NOTE: Medical screens must be completed before completing the WIC Assessment (AS02) screen.

ASSESSMENT (AS01)

Please refer to Chapter 7 "Assessment Screens" under "7.1 Assessment (AS01)," taking note of the following information:

NOTE: The "WKIP" and "WKPP" service codes are the only follow-up visit that includes adding a WIC Assessment to identify risk factors.

For step 3: For this category, type or select "WICI" (WIC - Infant).

WIC ASSESSMENT (AS02)

Please refer to Chapter 7 "Assessment Screens" under "7.2 WIC (AS02)," taking note of the following information:

For step 3: Delete risk factors that are incorrect.

NOTE: If the infant's birth date has been changed since the infant was certified during a preliminary visit ("WCIP" service code), the infant's scheduled termination date will be calculated based on the new date of birth. However, the start/certification date will remain the same.

ASSESSMENT (AS01) - optional method

NOTE: Certification Education may be documented on this screen if this method is used by the agency; if not, press F11 to go to the next screen.

Please refer to Chapter 7 "Assessment Screens" under "7.1 Assessment (AS01)," taking note of the following information:

For step 3: For this category, type or select "WOVE" (WIC - Other Visit Education) and press Enter. Type "Y" for Yes to indicate each item that has been discussed.

CLASS SCHEDULE (SC03) - for Group Education

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

PRODUCE FOOD INSTRUMENTS (FI01)

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

CASE NOTES (CM04)

This screen is optional and can be used at any time. The WIC SAP note format should 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 "6.5 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.

14.2.6 Infant - Missed Follow-up Visit Infant Preliminary (WMIP)

Please refer to the "Cornerstone WIC Only Screen Flow - Reinstatement of an Auto-terminated Preliminary Infant (WIC12)" displayed in Appendix A.

The following is information about reinstating the infant of a woman who participated in the WIC program during her pregnancy, but who did not keep the six-week follow-up appointment after the infant was certified during a preliminary visit ("WCIP" service code) and has been terminated by the Cornerstone system.

This procedure is used to reinstate the infant who was certified with a preliminary visit ("WCIP" service code) but failed to keep the six-week follow-up appointment ("WKIP" service code) and has been automatically terminated. The "WMIP" (WIC Missed Infant Preliminary) service is used to initiate reinstatement.

NOTE: The "WMIP" service code takes the user from the Service Entry screen (SV01) to the WIC Assessment (AS02) screen to reinstate the infant, and then back to the Service Entry (SV01) screen to enter the "WKIP" service code needed to continue the infant's certification period to one year of age.

This procedure should not be used to reinstate an infant who is now past six months of age. (NOTE: Under those circumstances, follow the procedure in this chapter under "14.2.1 General Certification (WCP, WCB, WCBN, WCN, WCNN, WCI, WCC1, and WCC2)."

SEQUENCE OF SCREENS

SERVICE ENTRY (SV01)

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 "WMIP" (WIC Missed Infant Preliminary).

NOTE: The Cornerstone system will not allow a "WMIP" (WIC Missed Infant Preliminary) for a participant that is currently active.

WIC ASSESSMENT (AS02)

Upon entering this screen, the 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 service.

Press F11 to return to the Service Entry (SV01) screen.

The infant's program status is now active and the six-week follow-up visit ("WKIP" service code) can be recorded. To complete this service, proceed by following the sequence of steps in this chapter under "14.2.5 Infant - Follow-up Visit Infant Preliminary (WKIP)" beginning with the Service Entry (SV01) screen.

14.2.7 Pregnant - Certify Pregnant Preliminary (WCPP)

Please refer to the "Cornerstone WIC Screen Flow - WIC Certification Preliminary Pregnant (WIC14)" displayed in Appendix A.

The following is information about certifying, for a period of 60 days, a pregnant woman who meets WIC income eligibility standards but has not yet been evaluated for nutrition risk.

The full nutrition risk assessment should be completed at certification. The "WCPP" service code should be used to do a preliminary certification of a pregnant woman only if the essential equipment or staff is not onsite to perform the nutrition assessment. The expected date of delivery (EDC date) is required for certification.

The "WCPP" service code cannot be added if weeks of gestation are greater than 20 weeks.

The nutrition risk evaluation must be completed no later than 60 days from the date the pregnant woman is certified for participation. The "WCPP" service code generates a scheduled termination date 60 days from the certification date and requires a follow-up visit "WKPP" (WIC Follow-up Visit - Pregnant Preliminary) service to extend the termination date to 6 weeks past the woman's EDC.

NOTE: The certification period will be 60 days unless the EDC plus 42 days is less than 60 days.

SEQUENCE OF SCREENS

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

Please refer to Chapter 3 "Participant Screens" under "3.5 Participant Enrollment (PA03)" for more information.

PROGRAM INFORMATION (PA15)

Please refer to Chapter 12 "Program Information Screen (PA15) for All Programs" under "12.1 General Information and Enrollment" for more information, taking note of the following information:

Update income and proof on file once verified.

SERVICE ENTRY (SV01)

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 "WCPP" (WIC Certification - Pregnant Preliminary).

INITIAL PRENATAL DATA (PA07)

The only field on this screen that must be completed for this service is the "Estimated Date of Confinement (EDC)" field. If no date has been determined, the CHP should use a gestation wheel to estimate the EDC based on information provided by the pregnant woman. Other known information may be entered, but is not required.

Please refer to Chapter 3 "Participant Screens" under "3.6.2 Initial Prenatal Data (PA07)" for more information.

WIC ASSESSMENT (AS02)

Please refer to Chapter 7 "Assessment Screens" under "7.2 WIC (AS02)" for more information.

NOTE: If the certification process has not been completed (i.e., Participant Enrollment (PA03) or EDC information is not complete), an error is displayed and risk assessment processing cannot continue.

ASSESSMENT (AS01) - optional method

NOTE: Certification Education may be documented on this screen if this method is used by the agency, if not press F11 to go to the next screen.

Please refer to Chapter 7 "Assessment Screens" under "7.1 Assessment (AS01)," taking note of the following information:

For step 3: For this category, type or select "WPVE" (WIC - Prenatal Visit Education) and press Enter. Type "Y" for Yes to indicate each item that has been discussed.

SCHEDULE APPOINTMENT (SC02)

Please refer to Chapter 5 "Scheduling and Referral Screens" under "5.1 Schedule Appointment (SC02)" for more information.

Schedule the pregnant woman to return for the "WKPP" (WIC Follow-up Visit - Pregnant Preliminary), service as soon as possible after her healthcare appointment, but within 60 days. The "WKPP" service will extend her certification period 6 weeks past her EDC date.

PRODUCE FOOD INSTRUMENTS (FI01)

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

CASE NOTES (CM04)

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

The WIC SAP note format should 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

14.2.8 Pregnant - Follow-up Visit Pregnant Preliminary (WKPP)

Please refer to the "Cornerstone WIC Screen Flow - WIC Follow-up Preliminary Pregnant (WIC13)" displayed in Appendix A.

The following is information about extending the certification period for a pregnant woman to 6 weeks past her EDC date. The pregnant woman would have been certified for 60 days during a preliminary visit ("WCPP"(WIC Certification - Pregnant Preliminary) service).

For WIC participation to continue past 60 days the woman must have a nutrition risk evaluation. The service for this visit is "WKPP" (WIC Follow-up Visit - Pregnant Preliminary).

This procedure is used to document health data and assessment of the woman and to continue the woman's certification to 6 weeks past the woman's EDC date.

SEQUENCE OF SCREENS

PROGRAM INFORMATION (PA15)

For this service, the Program Information (PA15) screen is used to look up the pregnant woman in the Cornerstone system and determine 1) whether the woman was certified as preliminary ("WCPP" service code); and 2) what the pregnant woman's current program status is.

Step by Step Instructions

Verify that the pregnant woman was initially certified for 60 days by looking at the length of time between the open/certification date and the scheduled termination date. If the woman's EDC plus 42 days is less than 60 days she will have been certified for a shorter period.

NOTE: It may also be necessary to check the Participant Events History (PA04) screen to verify that the participant is currently certified with a "WCPP" service code.

2Check the pregnant woman's program status. If the status is "A" (active) go to the next screen (Service Entry (SV01) screen). If the status is "T" (terminated) and the reason code is "16" (automated termination), follow the procedure in this chapter under "14.2.9 Pregnant - Missed Follow-up Visit Pregnant Preliminary (WMPP)."

SERVICE ENTRY (SV01)

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 "WKPP" (WIC Follow-up Visit - Pregnant Preliminary).

NOTE: The Cornerstone system will not allow a "WKPP" (WIC Follow-up Visit - Pregnant Preliminary) service to be entered if the participant's most recent WIC program record has a terminated status with a termination reason of "16" (automated termination).

INITIAL PRENATAL DATA (PA07)

The screen needs to be edited and the required fields must be updated or completed.

Please refer to Chapter 3 "Participant Screens" under "3.6.2 Initial Prenatal Data (PA07)" for more information.

NOTE: Medical screens must be completed before completing the WIC Assessment (AS02) screen.

ADULT HEALTH VISITS (PA08)

Please refer to Chapter 3 "Participant Screens" under "3.6.1 Adult Health Visits (PA08)" for more information.

NOTE: Medical screens must be completed before completing the WIC Assessment (AS02) screen.

ASSESSMENT (AS01)

Please refer to Chapter 7 "Assessment Screens" under "7.1 Assessment (AS01)," taking note of the following information:

NOTE: The "WKPP" and "WKIP" service codes are the only follow-up visits that include adding a WIC Assessment to identify risk factors.

For step 3: For this category, type or select "WICP" (WIC - Pregnant).

WIC ASSESSMENT (AS02)

Please refer to Chapter 7 "Assessment Screens" under "7.2 WIC (AS02)."

ASSESSMENT (AS01) - optional method

NOTE: Certification Education may be documented on this screen if this method is used by the agency; if not, press F11 to go to the next screen.

Please refer to Chapter 7 "Assessment Screens" under "7.1 Assessment (AS01)," taking note of the following information:

For step 3: For this category, type or select "WPVE" (WIC - Prenatal Visit Education) and press Enter. Type "Y" for Yes to indicate each item that has been discussed.

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 Follow-up or Individual Education

Please refer to Chapter 5 "Scheduling and Referral Screens" under "5.1 Schedule Appointment (SC02)" for more information.

PRODUCE FOOD INSTRUMENTS (FI01)

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

CASE NOTES (CM04)

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

The WIC SAP note format should 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 "6.5 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.

14.2.9 Pregnant - Missed Follow-up Visit Pregnant Preliminary (WMPP)

Please refer to the "Cornerstone WIC Screen Flow - WIC Missed Preliminary Pregnant - Reinstatement of an Auto-terminated Preliminary Pregnant (WIC17)" displayed in Appendix A.

The following is information about reinstating a pregnant woman who has missed her 60 day follow-up appointment after she was certified during a preliminary visit ("WCPP" service code) and who has been automatically terminated by the Cornerstone system.

This procedure is used to reinstate the pregnant woman who was certified with a preliminary visit ("WCPP" service code) but failed to keep the follow-up appointment ("WKPP" service code) within the allotted 60 days and has been automatically terminated. The "WMPP" (WIC Missed Pregnant Preliminary) service is used to initiate reinstatement.

NOTE: The "WMPP" service code takes the user from the Service Entry screen (SV01) to the WIC Assessment (AS02) screen to reinstate the pregnant woman, and then back to the Service Entry (SV01) screen to enter the "WKPP" service code needed to extend the pregnant woman's certification period to 6 weeks past the woman's EDC date.

SEQUENCE OF SCREENS

PROGRAM INFORMATION (PA15)

For this service, the Program Information (PA15) screen is used to look up the pregnant woman in the Cornerstone system and determine 1) whether the pregnant woman was certified as preliminary ("WCPP" service code) and 2) what the pregnant woman's current program status is.

Step by Step Instructions

Verify that the pregnant woman was initially certified for 60 days by looking at the length of time between the open/certification date and the scheduled termination date. If the woman's EDC plus 42 days is less than 60 days she will have been certified for a shorter period.

NOTE: It may also be necessary to check the Participant Events History (PA04) screen to verify that the participant was certified with a "WCPP" service code.

Check the pregnant woman's program status. Verify the status is "T" (terminated) and the reason code is "16" (automated termination).
DO NOT ADD a new program record. Instead, proceed to the next screen (Service Entry (SV01) screen ) and the "WMPP" service code will prompt reinstatement.

SERVICE ENTRY (SV01)

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 "WMPP" (WIC Missed Pregnant Preliminary).

NOTE: The Cornerstone system will not allow a "WMPP" (WIC Missed Pregnant Preliminary) for a participant that is currently active.

WIC ASSESSMENT (AS02)

Press F11 to return to the Service Entry (SV01) screen.

The pregnant woman's program status is now active and the follow-up visit (WKPP) can be recorded. To complete this service, proceed by following the sequence of steps in this chapter under "14.2.8 Pregnant - Follow-up Visit Pregnant Preliminary (WKPP)" beginning with the Service Entry (SV01) screen.

14.3 RE-CERTIFICATION SCREEN FLOWS

14.3.1 WIC Program Policy

Previously certified participants do not take priority over new applicants and must be re-evaluated at the end of a certification period to determine program eligibility. Prior certification does not guarantee continuation of benefits. At re-certification, all eligibility criteria must again be met (i.e., income, residency, nutrition risk).

To avoid loss of benefits, re-certification may be performed up to 14 days prior to the scheduled termination date of the current certification period. The new certification period will begin at the end of the current period. This is commonly done for infants turning one year of age being certified as a child and for children reaching the end of one certification period.

In addition, the following situations require termination in one categorical status and re-certification in a different categorical status:

A pregnant woman can be re-certified as postpartum prior to two weeks before her scheduled termination date.
A postpartum woman can be terminated and re-certified as pregnant if she becomes pregnant during her certification period.
A woman who ceases breastfeeding prior to six months past the actual delivery date and she has no risk factors other than those related to her breastfeeding status may be re-certified as postpartum not breastfeeding. (Please refer to "14.2.3 Postpartum- Breastfeeding to Not Breastfeeding (WB2N/WCN)" in this chapter).

14.3.2 Re-certification Process within 14 days of Scheduled Term Date

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) who need to be re-certified within 14 days of the scheduled termination date.

The screen is used to re-certify

an infant as a child, or
a child every 6 months,

who is in a current certification period and the date of re-certification is within 14 days of the termination date.

SEQUENCE OF SCREENS

PROGRAM INFORMATION (PA15)

Verify the information in the Participant Standard Processing Block (PSPB) as that of the participant currently being processed. (For further information about the PSPB please refer to Chapter 2 "System Environment" under "2.5.1.1 Participant Standard Processing Block (PSPB)/Participant Browse.")
Press F6 Edit to edit the WIC program record that reflects the current certification period.

NOTE: For participants enrolled in other programs, the WIC program record will always be displayed first on this screen.

A pop-up window with the message "Do you wish to re-certify" will be displayed. Type "Y" for Yes.

NOTE: If the participant has remaining food instruments (FIs) that need to be printed the message "Print remaining FIs before continuing." will be displayed. Press F12 to cancel the re-certification process until after the remaining FIs have been issued. (Please refer to "14.3.4 Participant with Remaining Food Instruments (FIs)" in this chapter for more information).

The Cornerstone system will automatically put a "T" in the "Program Status" field and the code "26" (certification period expired - WIC) in the "Termination Reason" field.
The cursor will be in the "Category" field. To complete this field type in the correct code or use F1 Help. (Please refer to Appendix C "System Code Table" for a list of valid Cornerstone category codes for each program.)
Press Enter to move past the "Program Status" field, which is temporarily set by the Cornerstone system as "P" (pending).
Press Enter two times to move past the "Ineligibility Reason" and "Termination Reason" fields.
The "Household Size" field contains data that was carried forward from the Participant Enrollment (PA03) screen. Verify that the household size is correct or edit if necessary, as defined by the WIC Policy and Procedure Manual.
Press Enter to go to the "Annual Income" field, which also contains data that was carried forward from the Participant Enrollment (PA03) screen. Verify that the annual income is correct or edit if necessary. If the participant presents proof of adjunctive eligibility, such as participation in All Kids, food stamps, general assistance, etc., the CHP must ask for the participant's annual income and enter the amount the participant states verbally.
Press Enter to go to the "Proof on File" field and type in the correct code or use F1 Help to complete this field based upon the proof that the participant has presented.
The "Date of Initial Contact" field defaults to the "Registration Date" entered on the Participant Enrollment (PA03) screen.
Press F4 to save the screen. A message "Record added" will be displayed in the top right corner of the screen. If the participant has met the program's eligibility rules, the "Program Status" field will display an "E" (income/age eligible). 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.

To complete the certification procedure, please continue by following the sequence of screens in this chapter, under "14.2.1 General Certification (WCP, WCB, WCBN, WCN, WCNN, WCI, WCC1, and WCC2)" beginning with the Service Entry (SV01) screen.

14.3.3 Re-certification Process before 14 days of Scheduled Term Date

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) who are in a current certification period, but need to be re-certified sooner than 14 days from the scheduled termination date.

Specifically, the screen is used to re-certify a participant who is in a current certification period as:

Pregnant (participant category P), but needs to be re-certified as postpartum (participant category B or N), or
Postpartum (participant category B or N), but is now pregnant (participant category P) and in need of re-certification
Postpartum breastfeeding (participant category B), but is now postpartum non-breastfeeding (participant category N) and in need of re-certification sooner than 14 days from the scheduled termination date.

SEQUENCE OF SCREENS

PROGRAM INFORMATION (PA15)

Step by Step Instructions

Verify the information in the Participant Standard Processing Block (PSPB) as that of the participant currently being processed. (For further information about the PSPB please refer to Chapter 2 "System Environment" under "2.5.1.1 Participant Standard Processing Block (PSPB)/Participant Browse.")
Press F6 Edit to edit the WIC program record that reflects the current certification period.

NOTE: For participants enrolled in other programs, the WIC program record will always be displayed first on this screen.

The user must manually terminate the participant, since the participant is NOT within 14 days of termination. The "Do you wish to re-certify" pop-up box will not be displayed.
Press Enter to go to the "Program Status" field. Delete the "A" (active) and type "T" (terminated).
Press Enter twice to go to the "Termination Reason" field and do one of the following:
- Type in the code "17" (term pregnant - certify postpartum) to re-certify as postpartum OR
- Type in the code "18" (term postpartum - certify pregnant) to re-certify as pregnant OR
- Type in the code "19" (term breastfeeding - certify postpartum) to re-certify as postpartum.
Press F4 to save the screen. A message "Verify participation and program. Confirm the termination" will be displayed, requesting confirmation of the termination. Type "Y" (yes) to save or "N" (no) to cancel. If "Y" is typed, a message "Record edited" will be displayed in the top right corner of the screen and the user may continue with the steps below.
Press F5 Addto add a new WIC program record.
In the "Program" field, type in "WIC" or use F1 Help to select the WIC code. (For further information about F1 Help please refer to Chapter 2 "System Environment" under "2.4.2 Keyboard Functions.")
Press Enter to go to the "Category" field. Type in the correct code or use F1 Help to complete this field. (Please refer to Appendix C "System Code Table" for a list of valid Cornerstone category codes for each program.)
For the remaining steps on adding a new WIC program record, please follow the procedures in this chapter, under "14.3.2 Re-certification Process within 14 days of Scheduled Term Date" beginning with step 6 and following.

NOTE: Using this procedure will allow the re-certification to occur more than 14 days before the scheduled termination date. However, if FIs have been printed to the scheduled termination date, it will not be possible to print FIs more than 14 days before the base date (scheduled termination date). Therefore, it is possible that FIs may not be printed at the time of the re-certification.

To complete the certification procedure, please continue by following the sequence of screens in this chapter, under "14.2.1 General Certification (WCP, WCB, WCBN, WCN, WCNN, WCI, WCC1, and WCC2)" beginning with the Service Entry (SV01) screen.

14.3.4 Participants with Remaining Food Instruments (FIs)

The following is information on how to proceed with participants in the Special Supplemental Nutrition Program for Women, Infants, and Children (WIC) when the participant needs to be re-certified, but has remaining food instruments (FIs) to print. The procedure is used to print FIs remaining from a prior certification period before completion of a re-certification.

The user may not know that the participant has remaining FIs until the Program Information (PA15) screen has been accessed. If the participant has not been issued all of the FIs available up to the scheduled termination date, the Program Information (PA15) screen will display the following message when the user presses F6 Edit to edit this screen to initiate the re-certification process: "Print remaining FIs before continuing." If this message is displayed, press F12 to cancel the action on the Program Information (PA15) screen and go to the Produce Food Instruments (FI01) screen to print.

Specifically, this message will occur in the following situations while the user is on the Program Information (PA15) screen:

When editing an active WIC program record and the scheduled termination date is in the future, and there are remaining FIs available before the scheduled termination date, OR
When adding a new program record for a participant who has been previously auto-terminated because the FIs have not been picked up for two months (auto termination reason code "15"), the scheduled termination date for the current certification period is in the future, and the participant is due FIs.

The user will access the Produce Food Instruments (FI01) screen in one of the following circumstances:

After canceling the edit process on the Program Information screen (PA15), once the "Print remaining FIs before continuing" message is displayed as stated above.
Before accessing the Program Information (PA15) screen to re-certify because the user knows that the participant has remaining FIs to print. Given this knowledge, the user should go directly to the Produce Food Instruments (FI01) screen.

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

After the remaining FIs have been printed, the user should return to the Program Information (PA15) screen and press F6 Edit to do an edit to initiate the WIC re-certification process. Please refer to "14.3.2 Re-certification Process within 14 days of Scheduled Term Date" or "14.3.3 Re-certification Process before 14 days of Scheduled Term Date," as appropriate.

14.4 OTHER WIC SERVICES

14.4.1 Follow-up Visits - Women (WKP, WKB, WKN) and Infant/Child (WKI, WKC)

Please refer to the "Cornerstone WIC Only Screen Flow - Follow-Up "K" Visit All Categories - (WIC3)" displayed in Appendix A.

The following is information about entering a follow-up visit service for a woman, infant, or child participant in the WIC program, specifically, what procedures must be followed according to program policy and which Cornerstone screens should be completed.

It is used to document updated health visit information. Because nutrition counseling is provided, a follow-up visit counts as an education contact.

PROGRAM POLICY

Follow-up visits are recommended for participants who are assessed to be nutritionally high-risk. The purpose of a follow-up visit is to monitor nutritional status indicators and provide appropriate nutrition counseling. The health visit information collected during the follow-up visit is updated in the Cornerstone system. It is not necessary to verify income.

A scheduled follow-up visit is counted as a scheduled education contact. Entry of a follow-up visit on the Service Entry (SV01) screen counts as an attended education contact.

Scheduling a participant for a follow-up visit should be based on the judgment of the Certifying Health Professional and on local agency policy.

For Women Only: Updated information should be entered on the Adult Health Visits (PA08) screen. The services used for follow-up visits for women are as follows:

"WKP" - WIC Follow-up Visit - Pregnant
"WKB" - WIC Follow-up Visit - Breastfeeding
"WKN" - WIC Follow-up Visit - Postpartum (Not Breastfeeding)

For Infants and Children Only: In addition to the follow-up visits that are recommended for participants who are assessed to be nutritionally high-risk, a mid-certification assessment (an assessment that takes place after the infant's six-month birthday) is required for infants certified for one year. The service for this mid-certification assessment (i.e., follow-up visit for infants) is "WKI" (WIC Follow-up Visit - Infant).

Updated information should be entered on the Infant/Child Health Visit (PA09) screen.

The services used to record updated health visit data for follow-up visits for infants or children are as follows:

"WKI" - WIC Follow-up Visit - Infant - Also used to record a mid-certification assessment for an infant certified to one year of age.
"WKC" - WIC Follow-up Visit - Child

Please refer to the WIC Policy and Procedure Manual, Sections 3 and 4, for more information regarding infant follow-up visit requirements.

SEQUENCE OF SCREENS

SERVICE ENTRY (SV01)

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, type or select one of the following to complete the "Type of Service" field:

"WKI" (WIC Follow-up Visit - Infant), or

"WKC" (WIC Follow-up Visit - Child), or

"WKP" (WIC Follow-up Visit - Pregnant), or

"WKB" (WIC Follow-up Visit - Breastfeeding), or

"WKN" (WIC Follow-up Visit - Postpartum (Not Breastfeeding)).

INFANT/CHILD HEALTH VISIT (PA09) - Infant or Child only

Please refer to Chapter 3 "Participant Screens" under "3.6.4 Infant/Child Health Visit (PA09)" for more information, taking note of the following information:

New medical information obtained at the time of follow-up visits is to be entered into the Cornerstone system for each infant or child. WIC policy requires that height and weight be obtained for all infant mid-certification assessments, which is usually completed when the infant is six to seven months old.

NOTE: Medical screens must be completed before completing the WIC Assessment (AS02) screen.

ADULT HEALTH VISIT (PA08) - Women only

Please refer to Chapter 3 "Participant Screens" under "3.6.1 Adult Health Visit (PA08)" for more information, taking note of the following information:

For a follow-up visit, it is not required to enter information in the "Hgb," "Hct," "Weight," and "Height" fields. However, the purpose of any follow-up visit is to monitor these indices. Enter 9's for those measurements not checked during the visit.

NOTE: Medical screens must be completed before completing the WIC Assessment (AS02) screen.

WIC ASSESSMENT (AS02) - only "WKI"

Please refer to Chapter 7 "Assessment Screens" under "7.2 WIC (AS02)" for more information.

NOTE: Only used in the "WKI" (WIC Follow-up Visit - Infant) screen flow. All other follow-up "K" visits skip this screen.

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

Please refer to Chapter 5 "Scheduling and Referral Screens" under "5.1 Schedule Appointment (SC02)" for more information.

CLASS SCHEDULE (SC03) - for Group Education

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

PRODUCE FOOD INSTRUMENTS (FI01)

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

If it has been determined that a change in food packages is needed, press F3 to return to the main menu and go to the WIC Assessment (AS02) screen. On the WIC Assessment (AS02) screen, press F6 Edit to edit the food packages, as necessary. Press F4 to save the screen. Return to the Cornerstone Main Menu, and then go to the Produce Food Instruments (FI01) screen.

CASE NOTES (CM04)

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

The WIC SAP note format should 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.

14.4.2 Update Information

14.4.2.1 Update Infant Information (WUII)

The following is information about how to update the breastfeeding status of an infant or child participant in the WIC program, how to change food packages, and how to void and reissue food instruments, if needed.

Please refer to the "Cornerstone WIC Screen Flow - Update Infant Information (WIC15)" displayed in Appendix A.

PROGRAM POLICY

The "WUII" (WIC Update Information - Infant) service is used to update the breastfeeding information on an infant/child after the clinic is notified that there has been a change in breastfeeding status. It is then likely that food package prescription will change and food instruments will need to be voided and new ones reissued.

SEQUENCE OF SCREENS

SERVICE ENTRY (SV01)

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 "WUII" (WIC Update Information - Infant).

INFANT/CHILD HEALTH VISIT (PA09)

The only portion of this screen that must be completed for this service is the Breastfeeding Information section. For further information about the Infant/Child Health Visit (PA09) screen, please refer to Chapter 3 "Participant Screens" under "3.9 Infant/Child Health Visit (PA09)".

WIC ASSESSMENT (AS02)

Please refer to Chapter 7 "Assessment Screens" under "7.2 WIC (AS02)," taking note of the following information:

For this service, press F6 Edit to edit the record. Move the cursor to the "Food Pkg" columns that need to be changed. Press Delete to delete the previously prescribed packages and enter the new food package numbers.
Press F4 to save the screen. A message "Record edited" will be displayed in the top right corner of the screen.

FOOD INSTRUMENTS INQUIRE (FI02) - Mark FI's to void, if needed

This screen is used to inquire upon previously issued/obligated food instruments (FIs) and to inquire upon unobligated FIs that were test patterns or blank stock that have been voided and/or reissued.

Additionally, this screen is used to select issued FIs that will be voided and/or reissued. The user can select a record(s) from the browse area of the screen and fast path to the Void/Re-issue Food Instrument (FI03) screen with the selected record's information carried forward.

Please refer to Chapter 8 "WIC Food Instrument Screens" under "8.2 Food Instruments Inquire (FI02)" for more information.

VOID/RE-ISSUE FOOD INSTRUMENT (FI03) - Reissue as needed

This screen is used to void and reissue obligated (issued) FIs. The Cornerstone system only allows FIs to be reissued after others have been voided and if they are not expired. Voiding and reissuing FIs may be necessary for several reasons, including when a participant requires a food package change and has brought remaining FIs back to the clinic.

Please refer to Chapter 8, "WIC Food Instrument Screens" under "8.3 Void/Re-issue Food Instruments (FI03)."

CASE NOTES (CM04)

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

The WIC SAP note format should be utilized. A case note is required for a WIC individual ("WI_") education session. 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.

14.4.2.2 Update Postpartum Information (WUIN)

The following is information about entering minimal postpartum information for a pregnant woman participant in the WIC program when she notifies the clinic that she has delivered.

PROGRAM POLICY

The "WUIN" (WIC Update Information - Postpartum) service is used to enter minimal postpartum information after a pregnant woman delivers and notifies the clinic that her pregnancy has terminated. She continues to be in the pregnant participant category P until she is certified as postpartum breastfeeding or postpartum non-breastfeeding (participant category B or N, respectively) or until she reaches her six-week postpartum termination date.

NOTE: Because the "WUIN" service code is used to enter minimal postpartum information, the Postpartum Data (PA10) screen must be edited at the participant's certification visit to complete the information. When the Postpartum Data (PA10) screen is complete, the Initial Prenatal Data (PA07) screen and Postpartum Data (PA10) screen are "linked" for that pregnancy.

SEQUENCE OF SCREENS

SERVICE ENTRY (SV01)

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 "WUIN" (WIC Update Information - Postpartum). Entry of "WUIN" (WIC Update Information - Postpartum) service on the Service Entry (SV01) screen takes the user to the Postpartum Data (PA10) screen only.

POSTPARTUM DATA (PA10)

NOTE: If the participant's EDC date was changed to a date other than the date entered in the "Estimated Date of Confinement (EDC)" field on the Initial Prenatal Data (PA07) screen, it is necessary to change the EDC date on the Initial Prenatal Data screen (PA07) by editing that screen PRIOR to completion of the Postpartum Data (PA10) screen.

NOTE: Medical screens must be completed before completing the WIC Assessment (AS02) screen.

Verify the information in the Participant Standard Processing Block (PSPB) as that of the participant currently being processed. (For further information about the PSPB please refer to Chapter 2 "System Environment" under "2.5.1.1 Participant Standard Processing Block (PSPB)/Participant Browse.") Press Ctrl+F1 to activate the Postpartum Data window.
If the user has completed the Service Entry (SV01) screen, a message stating the following will be displayed: "Record not found for Service: WUIN Date: __/__/____." The screen will display the most recent postpartum record that has been entered for the participant, if there is one. Only one postpartum record per pregnancy will be allowed.

NOTE: Minimal information may be entered at this time to document that the baby has been born (or that the pregnancy has terminated). In this case, the record must be edited at a later visit to document more complete information.

If no postpartum record for this participant for this pregnancy has been entered, press F5 Add to add postpartum information. Go to step 3.
If another program has already completed a Postpartum Data (PA10) screen for this participant for this pregnancy, verify the fields that need to be entered for this service are completed (see the required fields in the Step by Step Instructions below). If the information needs to be edited, press F6 Edit and continue with step 5 to edit the record, as necessary.
1. In the "Visit Date" field, if the date is incorrect, type in the correct date of service.
2. Press Enter to go to the "Type of Service" field and, if the service type is incorrect, type in "WUIN."
The "Provider of Service" field is not enterable on this screen.
1. Press Enter to go to the "Date of Delivery" field and type in the date the participant gave birth.
2. Press Enter until the cursor is in the "Weight at delivery (lbs)" field. If known, type the participant's (mother's) weight in pounds at delivery. The cursor will move to the "Weight at delivery (oz)" field. Type the participant's (mother's) weight in additional ounces at delivery. If her weight at delivery is unknown at this time, type in 9's.
3. Press Enter to go to the "Number of Females" field and type in the total number of females resulting from this pregnancy, whether live or not.
4. The cursor will move to the "Prenatal EDC" field. Press F1 to display a pop-up window with the estimated date of confinement (delivery date) previously entered on the Initial Prenatal Data (PA07) screen. Press Enter to bring the EDC date forward to this field on the Postpartum Data (PA10) screen. The prenatal EDC must match the EDC on the Initial Prenatal Data (PA07) screen.

NOTE: If the participant's EDC date was changed to a date other than the date entered on the Initial Prenatal Data (PA07) screen, it is necessary to change the EDC date on the Initial Prenatal Data (PA07) screen by editing that screen prior to completing the Postpartum Data (PA10) screen. Once a Postpartum Data (PA10) screen has been completed, the initial prenatal and postpartum data for the pregnancy are linked, and the EDC data entered on the Initial Prenatal Data (PA07) screen can not be changed. This linkage ties the prenatal information and the postpartum (pregnancy outcome) information together for one pregnancy.

Press Enter to go to the "Number of Males" field and type in the total number of males resulting from this pregnancy, whether live or not.
Press Enter until the cursor is in the "Pregnancy Outcome" field and type in the correct code or use F1 Help to complete this field. (For further information about F1 Help please refer to Chapter 2 "System Environment" under "2.4.2 Keyboard Functions.")
Press the down arrow key until the cursor is in the "Smoke" field in the Tobacco/Alcohol Use (Last 3 months) section.

NOTE: The remaining steps apply to the participant's habits during the last three months of pregnancy.

While in the "Smoke" field, ask the participant how many cigarettes per day she smoked on average during the last three months of her pregnancy.
- If she answers none, type "N" in the "Smoke" field.
- If she gives a number, type "Y" in the "Smoke" field.

The cursor will move to the "Cigarettes/Day" field. Type the average number of cigarettes she says she smoked per day in this field.

Press Enter to go to the "Drink" field. Ask the participant how many days per week she drank alcohol on average during the last three months of her pregnancy.
- If she answers none, type "N" in the "Drink" field.
- If she gives a number, type "Y" in the "Drink" field.

The cursor will move to the "Drink Days/Week" field. Type the average number of days per week she drank alcohol in this field. (Use "8" if she says she only drank occasionally or on special occasions).

The cursor will move to the "Drinks/Day" field. Ask the participant how many alcoholic beverages on average she drank each day that she did drink, and type the number into this field.
Press F4 to save the screen. A message "Record added" OR "Record edited" will be displayed in the top right corner of the screen.

NOTE: The remainder of this screen will be completed at the time of the woman's certification as postpartum breastfeeding or postpartum non-breastfeeding (participant category B or N, respectively).

14.4.3 Nutrition Education (Individual and Group)

Please refer to the "Cornerstone WIC Screen Flow - Individual and Group Nutrition Education/FI Issuance All Categories - (WIC2)" displayed in Appendix A.

The following is information about recording a participant's attendance at an individual or group nutrition education session in the WIC program. The nutrition education session must be appropriate for the participant's category and nutritional risk status. (Please refer to the WIC Policy and Procedure Manual, Section 4).

The WIC individual education services ("WI_") are used for recording the scheduled individual nutrition education contacts (entered on the Schedule Appointment (SC02) screen) and those actually attended (entered on the Service Entry (SV01) screen). The WIC group education services ("WE_ _") are used for recording the scheduled group nutrition education contacts (entered on the Class Schedule (SC03) screen) and those actually attended (entered on the Service Entry (SV01) screen). The "Education Scheduled" number on the WIC Assessment (AS02) screen will increase by one each time the participant is scheduled for one of the above services. The compilation of these entries is included on the WIC Education Summary report (HSPR0108). (Please refer to Chapter 11 "Reports" under "11.4 WIC Education Summary Report (HSPR0108)" for more information.)

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 "WE_ _" (Group), or "WI_"(Individual) and select the service that describes the participant's age/category and the type of education session attended.

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.

CLASS SCHEDULE (SC03) - for Group Education

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

PRODUCE FOOD INSTRUMENTS (FI01)

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

CASE NOTES (CM04)

This screen is optional and can be used at any time. The WIC SAP note format should be utilized. A case note is required for a WIC individual ("WI_") education session. 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.

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.

14.4.4 Food Instrument Issuance

Please refer to Chapter 8 "Food Instrument Screens" under "8.9 Food Instrument Procedures."

Chapter 14 WIC Process in Cornerstone

Table of Contents

14.1 General Information

14.1.1 WIC Service Types

14.1.2 WIC Documentation

14.1.3 WIC Scheduling

14.2 CERTIFICATION SCREEN FLOWS

14.2.1 General Certification (WCP, WCB, WCBN, WCN, WCNN, WCI, WCC1, and WCC2)

14.2.2 Change EDC Date

14.2.3 Postpartum - Breastfeeding to Not Breastfeeding (WB2N/WCN)

14.2.4 Infant - Certify Infant Preliminary (WCIP)

14.2.5 Infant - Follow-up Visit Infant Preliminary (WKIP)

14.2.6 Infant - Missed Follow-up Visit Infant Preliminary (WMIP)

14.2.7 Pregnant - Certify Pregnant Preliminary (WCPP)

14.2.8 Pregnant - Follow-up Visit Pregnant Preliminary (WKPP)

14.3 RE-CERTIFICATION SCREEN FLOWS

14.3.1 WIC Program Policy

14.3.2 Re-certification Process within 14 days of Scheduled Term Date

14.3.3 Re-certification Process before 14 days of Scheduled Term Date

14.3.4 Participants with Remaining Food Instruments (FIs)

14.4 OTHER WIC SERVICES

14.4.1 Follow-up Visits - Women (WKP, WKB, WKN) and Infant/Child (WKI, WKC)

14.4.2 Update Information

14.4.2.1 Update Infant Information (WUII)

14.4.2.2 Update Postpartum Information (WUIN)

14.4.3 Nutrition Education (Individual and Group)

14.4.4 Food Instrument Issuance