FY 2016 State Plan Summary of Changes
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- Loreen Gibbs
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1 I. Vendor Management Updates made to vendor monitoring and training procedures. Vendor Monitoring, Vendor Training II. Nutrition Services & Breastfeeding: $11.00 CVV for women Food Packages (pg 8); Foods that are Authorized (pg 12) Updated Medicaid Reimbursement Food Package Prescriptions/Medicaid Reimbursement (pg 1-2) Clarified hematological requirements for infants Food Package for 11 month old is infant package Added age of Child Food Package to clarify that this is only for those who are 1 through 4 years of age Removed Care Plan for Exempt Formula Added Medical Foods to Formula and Food Authorization Form and Documentation Table Removed the m. bullet point because it is a duplication of the g. bullet point above. Removed the g. bullet point because it is a duplication from the e. bullet point above. Participants shall be educated on purchasing the amount of cereal printed on the WIC check. Participants can decide on their own to purchase less, but they can t be visually shown or educated on how to purchase less than the maximum full nutritional benefit. Yogurt can only be issued in the 32 oz container size or any combination of container sizes that equal 32 oz. Added physical presence is required at child midcertification health assessments Participant Screening and Assessment/Anthropometric and Laboratory Procedures (pg 4) Packages (pg 1) Packages (pg 1) Packages (pg 24) Packages (pg 25) s that are Authorized (pg.7) s that are Authorized (pg.10) s that are Authorized (pg.4) s that are Authorized (pg.8) Participant Screening and Assessment/Mid-Certification Health 1
2 Assessments (pg 2) Only nutrition education content can be added to the Nutrition Education Covered and the Pamphlets Provided areas in the Nutrition Education Panel. Counseling/Nutrition Education (pg 8) Nutrition education contacts must be offered at a quarterly rate for participants certified for a period longer than 6 months. Only 2 nutrition education contacts needs to be offered for 6 month certifications. Education requirements for reluctant attendees to include bulletin board option. SharePoint location of Breastfeeding class outlines updated. Added to core content - Breastfeeding minimum recommendations (e.g. AAP, WHO) Deletion of breastfeeding content required in every child feeding and nutrition classes. RD to approve special formula requests prior to FAFAFs being scanned into VISION or by completing the Approved by field in the Documentation link in the food package screen. Age for introducing complementary foods updated to between 4 and 6 months of age. (AAP recommendation) Deletion of nutrition class submission by CD Added Online Peer Counseling policies Counseling/Nutrition Education (pg 1) Nutrition Education & Counseling/Nutrition Education (pg 3) Counseling/Nutrition Education (pg 5) Counseling/Nutrition Education (pg 5) Counseling/Nutrition Education (pg 6) Counseling/Staffing Requirements (pg 7) Counseling/Nutrition and Food Package Counseling (pg 2) Counseling/Nutrition Education (p. 11) Breastfeeding Promotion and Support/Breastfeeding Positive Peer 2
3 Influence (pg 4) Near term infants clarification of issuance; added: may be issued a single-user pump after two months of age. PC management in the program Breastfeeding Aids (pg16) Staffing Requirements (pg 3) 1 PC to be removed from the ppt record when deemed appropriate 2.PC that leave must have caseload reassigned to a new PC 3. Use the appropriate reports to determine PC are no longer assigned to ppts. Added clarification ( as per manufacturer s recommendations ) of use of soft tote bags to not be sanitized and reissued with hospital grade electric breast pumps. Added clarification to breastfeeding content being added as applicable; removed language up to the age of two years. Added WIC funded re breastfeeding aids. Added language on not providing instruction on non-wic funded breastfeeding aids/pumps and making referrals. Breastfeeding Aids (pg18) Counseling/ Breastfeeding Counseling (page 3) Breastfeeding Aids (pg1, 3) Removed first paragraph and placed it into the State Policy Section. Breastfeeding Positive Peer Influence (page 1) FAFAFs need to be complete before accepting and scanning. Food Packages page 27 Removed content that Peer Counselors does not issue supplies. Resorted content. Moved content up from page 3 to page 2 (A Breastfeeding Peer Counselor is a mother who: ) Breastfeeding Positive Peer Influence (page 2) Breastfeeding Positive Peer Influence (page 2) 3
4 VENA III. Information System IV. Organization & Management Clarification added that participant violations can only be handled by trained staff. Recommendation added that supervisory staff should handle violations where the sanction may include repayment of benefits, suspension or disqualification. Clarification added that SharePoint should be viewed using Internet Explorer. Policy modified regarding sharing confidential WIC information due to the fact that programs with which WIC can share information no longer need to be listed on future versions of the Rights and Responsibilities Form. Administrative Staff Training, Participant Violations SharePoint Confidentiality, Rights and Responsibilities Other clarifying edits made to confidentiality policy based on local request. These changes are regarding staff only accessing participant data on a need to know basis, handling requests whether participants are in the clinic, and about leaving phone messages. V. NSA Expenditures Various updates to policy Food and NSA Expenditures VI. Food Funds Management VII. Caseload Management VIII. Certification, Eligibility and Coordination of Services Added policy that additional endorsers must read the R&R Additional guidance added and policy changes on determining household size Additional requirement added for allowing a provisional certification Endorsers and Proxies Households Provisional Certification and Unreasonable Barrier 4
5 CHIP eligibility letter or card added as acceptable proof of ID. Medicaid cards used as proof of ID must Proof of Identity be Utah Medicaid cards in order to be able to check to see if they are eligible/current. Clarification added that participant violations can only be handled by trained staff. Recommendation Administrative Staff Training, added that supervisory staff should handle violations where the sanction may include repayment of Participant Violations benefits, suspension or disqualification. Additions to policy regarding payment plans Participant Violations Added trading to violation of selling or giving away formula or foods. Participant Violations Clarification to policy added Presence at Certification Policy change that staff issuing a VOC must print their name on the VOC along with signing and dating Transfers the form. Change made to lower the minimum goal for vouchering of clients from 90% to 80% which is more Missed Appointments realistic and achievable (as requested by UAWA). Additional items will later be added to list of ideas to increase vouchering of caseload. IX. Food Delivery and Food Instrument Accountability and Control Clarifications added to lost check replacement policy. X. Monitoring and Audits San Juan added to list of local agencies to receive management evaluations on odd numbered years. Policy change to separation of duties records reviews, a minimum of 25 records must now be reviewed per staff member quarterly unless less than 25 were completed. (Additional guidance/regulations are expected from USDA) XI. Civil Rights Lost Checks State Management Evaluations Monitoring of Staff to Prevent and Detect Fraud I. Vendor Management SECTION III - STATE OPERATIONS II. Nutrition Services & Breastfeeding Document Added to Local Agency Section NRF 111 Overweight Women Added P to indicate Pregnant Women only for High Risk NRF 201 Added >1 gm/dl to High Risk column NRF 381 Name Change Oral Health to Oral Health Conditions Participant Screening and Assessment 5
6 NRF 702 a-f Added Auto Assigned III. Information System IV. Organization & Management V. NSA Expenditures VI. Food Funds Management VII. Caseload Management VIII. Certification, Eligibility and Coordination of Services IX. Food Delivery and Food Instrument Accountability and Control X. Monitoring and Audits XI. Civil Rights Other Comments: 6
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