Batch Issuance of Mailed Benefits Part B

Transcription

1 atrain 1. Welcome to SPIRIT Required Presented by the Alaska Department of Health and Social Services WIC Program 2. Scenario xx Batch Issuance of Mailed Benefits (continued) 3. In the previous scenario in this series: We explained the need to mail benefits in a batch process and to issue MOV benefits in batch as well And we set up a participant for batch issuance of mailed benefits by setting the Demographics field called Medical Provider Name to Mail Benefits we logged into the Batch Issuance website and viewed the list of participants that were eligible for batch issued benefits On the website, we reviewed issues that might prevent the participant from receiving benefits In SPIRIT, we corrected all reported issues with the participants that will receive batch mailed benefits, with the exception of the System May Need Add Set and Needs Recert 4. In this scenario: On the Batch Issuance website, we will isolate the participants receiving batch issued benefits by putting them in the On-Site list In SPIRIT, we will display the on-site participants and issue them benefits We will add a set of benefits to the remaining on-site participants On the Batch Issuance website, we will then clear the on-site list to reunite the participants with their household members Next, on the website we ll download the participant address and issuance information and Generate letters using that information 5. We ll pick up where we left off at the end of the previous scenario We can see that for one participant, the system will update the Date Food Package III Verified and the Date Breastfeeding Verified to today We now need to isolate and place on SPIRIT s on-site list, the participants who are receiving mailed benefits Please click the Put Mail Participants On-Site button 6. Please click on the Clinic Icon in the taskbar to bring SPIRIT to the foreground 7. Please display the On-site list by clicking the On-site radio button followed by Enter or Search 8. <no script> 9. The On-site list displays the participants that were listed on the Website for Batch Issuance of mailed benefits Page 1

2 Please select Work with On-site Group from the Activities dropdown list 10. <no script> 11. Starting at the top of the list, mark the Include checkbox for every listed participant 12. <no script> 13. <no script> 14. <no script> 15. <no script> 16. Now unmark Credit Group Education Class then mark Mailing Benefits 17. <no script> 18. Click OK 19. The Capture Electronic Signature screen will display for every household receiving benefits Note that the benefits are listed for each participant Since the authorized rep is not present to sign for the benefits, press Cancel every time this dialog appears 20. <no script> 21. <no script> 22. <no script> 23. Alright, this message is telling us that the participant has been issued all of the benefits for their current certification, and that no benefits were issued This is the participant for whom the website indicated you may need to add a set of benefits, and the website was right We will have to manually add the last set of benefits for this participant Click OK 24. SPIRIT has issued all of the benefits it could for those on the on-site list The Event Log is displayed and it reports no errors Click Close 25. Note that the only participant left on the On-site list is the participant who needs a set of benefits Added When benefits are issued from the Work with On-site Group display, participants will be removed from the On-site list automatically when benefits are printed Please open the participant folder and Add a set of benefits, start by choosing Add/Replace Set of Benefits from the Benefit Management dropdown list 26. <no script> 27. <no script> 28. Make sure Add Set is marked then mark Mailing Benefits then click OK Page 2

3 29. <no script> 30. Benefits print because participant is not present, do not capture a signature, and then close the participant s folder 31. <no script> 32. Alright, we have printed benefits for all participants receiving mailed benefits Please click on the e in the Task Bar to bring the Batch Issuance website to the foreground 33. Click the Show Potential Issues radio button 34. Notice that no participants are listed as requiring mailed benefits This is because we have successfully printed benefits for all of them Click the Show Potential Modifications radio button to see that mail participants have been removed there as well 35. You must now clear the on-site list This step is very important Pressing this button will remove participants from SPIRIT s on-site list But more importantly, it will rebuild the households that were modified during the batch process Please press Clear On-Site List 36. Create Letters 37. You should then print letters and signature sheets to be mailed along with the benefits At some time prior to this, you obtained a letter template from the State WIC Office That template can be saved anywhere, but for this example, it was saved as BatchIssuanceLetterTemplate in the folder BatchIssuanceLetters on your desktop The website can create an address list to be used as input into the letter template The address list must be downloaded to your computer so you can create letters and signature sheets for the mailed benefits The address list contains household information like the authorized representative, mailing address and the numbers of the printed benefits Once you have downloaded the address list, you should merge the address list with your letter template and print the resulting document Let s download the list and create the letters now 38. Please press Download Address List 39. <no script> 40. You are then asked if you want to open or save the address list Page 3

4 Click the down arrow to the right of Save, then choose Save as 41. <no script> 42. You can save the address list anywhere you like in this example we are going to save the document in the BatchIssuanceLetters folder on the desktop (this is also where the letter template is stored) Please choose Desktop then double-left click on BatchIssuanceLetters, then press Save 43. <no script> 44. <no script> 45. The webpage will come to the foreground, please select Open Folder 46. The BatchIssuanceLetters folder opens The letter template and the downloaded address list are in this folder Remember, the batch issuance letter template was obtained from the State WIC Office earlier Open the BatchIssunceLetterTemplate Word document by double left clicking on it 47. You will then be told that a SQL command will run when the file is opened, and you are asked if you want to continue Click Yes 48. The first time you open the letter template, you will be told that the template cannot find the data source The template does not yet know where to find your address list Click Find Data Source 49. I ll take us to the BatchIssuanceLetters folder, then you double-left click on the BulkIssanceAddressList 50. The template file opens 51. Click on Mailings 52. then choose Use Existing List from the Select Recipients dropdown list 53. <no script> 54. Double left click on the BulkIssuanceAddressList 55. Now let s create the actual document with the letters and signature pages Select Mailings then select Edit Individual Documents from the Finish & Merge dropdown list 56. <no script> 57. <no script> 58. Click OK in the Merge to New Document window 59. A new document is created containing all of the letters and signature sheets Page 4

5 Each letter is addressed to the authorized representative and includes a signature page with benefit numbers that are to be mailed with the letter Save and print this document as you would any other Word document Now all you have to do is stuff the envelopes with the benefits and letters and mail them! 60. Do you have any questions about what we ve just reviewed? If so, you can your questions about SPIRIT at any time to the SPIRIT Helpdesk by clicking on the link below or sending an to wicspirithelpdesk@alaska.gov 61. This required online SPIRIT training has been presented by the Alaska Department of Health and Social Services WIC Program Page 5