Process VOC from Another State

Transcription

1 Slide # 1. Welcome to SPIRIT Required Presented by the Alaska Department of Health and Social Services WIC Program 2. Scenario 11C (continued) 3. In the previous scenarios in this series: Turnagain called your clinic stating that she had a VOC from New York State You prescreened her and asked her to bring in her VOC, any unredeemed WIC benefits from New York state and her proof of ID and residency You put an alert in Turnagain s folder Turnagain arrived at the clinic and you removed the alert from her folder, scanned in the documentation she brought with her, and Performed her VOC Certification 4. In this scenario, we will: Adjust Turnagain s Alaska benefit cycle to match the cycle she was on in New York We will only do this because she has cashed her current New York WIC benefits and we want to avoid over issuance We will void the Alaska benefits that overlap the redeemed New York benefits. Then we will Add a note to Turnagain s file to explain why we did what we did 5. Issue Benefits and Cycle Adjust 6. Alright, let s issue benefits Click the Issue Benefits Toolbar icon 7. The SPIRIT suggested benefit sets are displayed Note that if we make no changes to the suggested benefits, three months of benefits will be issued, starting today, which is July 30, 2013 Generally, you should not modify the benefit cycle suggested by SPIRIT But in this case, remember that Turnagain has redeemed her current set of benefits from the state of New York, that are good until August 4 th? If you do not modify the benefit cycle, Turnagain will receive benefits both from NY State and Alaska State for the same period of time (the time between now and August 4 th ), which is overissuance! 8. Let s depict the situation graphically Today is July 30, 2013 The red bar represents the redeemed NY benefits, good into the future, through August 4, 2013 Page 1

2 Slide # The blue bars represent the 3 months of benefits that SPIRIT wants to issue Note there is an overlap between the Alaska and NY benefits Our challenge is to provide benefits that do not overlap and have no gap 9. The Plan Cycle Adjust Whenever the benefit cycle for a participant is manually modified, this is called Cycle Adjust Cycle Adjust is discouraged and should only be used with the permission and knowledge of the State WIC Office Cycle Adjust to avoid over issuance in Out-of-State VOC cases like this one is approved by the State Office as long as it is documented in the participant folder with a note The plan will be to align the Alaska SPIRIT benefit cycle to the New York benefit cycle When a participant has never received Alaska WIC benefits, SPIRIT will always start the first benefit set Today Because of this, the very first set of Alaska SPIRIT benefits will coincide with the New York redeemed benefit set We will have to void out this set of SPIRIT benefits because it overlaps the New York set that has already been redeemed The participant will end up with 2 months of benefit sets We ll document what we have done in a note in Turnagain s folder Click on Continue when you are ready 10. We are in the Issue Benefits screen Change the Cycle Adjustment Type from System Determined to Selected LDTU of by clicking on the Selected LDTU of radio button 11. You want to make the LDTU the day the NY cashed benefits ended, which is August 4, 2013 Enter the Selected LDTU of August 4, 2013, by using the dropdown Calendar Control 12. <no script> 13. The proposed benefits change as follows: The first set of benefits, which we will void in a minute, are the benefits that overlap the benefits that were issued by NY and were redeemed by Turnagain The second 2 sets of benefits will be given to Turnagain once they are printed Page 2

3 Slide # SPIRIT Required Click Issue Benefits to Household Members after verifying benefit periods 14. <no script> 15. After retrieving the benefits from the printer and going over them with Turnagain we will capture her signature I will do that for you 16. Turnagain confirms on the signature pad that she is receiving the listed benefits And presses OK on the signature pad after signing for the benefits 17. I ll click Save Signature 18. Void First Set of Benefits 19. Write VOID on the set of benefits that begin today and that overlap the redeemed set of New York benefits Click Benefit Management then Void Benefits to start the voiding process 20. <no script> 21. <no script> 22. The Identify Benefits to Void windows displays all of the benefits that were issued today The top benefit is highlighted Note that the contents of the highlighted benefit appear in the Food Items on Currently Selected Benefit area of the display Go to the bottom of the list of benefits by clicking below the scrollbar 23. Note the bottom 3 benefits on the list are for the time period that overlaps the redeemed NY benefits These are the three benefits you would like to void, please mark them 24. <no script> 25. <no script> 26. Click OK 27. The Confirm Benefits to Void window opens Select Printed in Error from the Reason for Voiding dropdown list, then click OK 28. <no script> 29. <no script> Page 3

4 Slide # SPIRIT Required 30. <no script> 31. Click on the Benefits History tab 32. Click on the minus sign to hide the contents of the top benefit 33. Just to recap, we issued three sets of benefits We voided the first set because it overlapped the redeemed New York benefits We gave the other two sets of benefits to Turnagain 34. Although we won t go through the steps, you would now scan the voided Alaska benefits into Turnagain s folder The comment should include: that they were voided, the benefit number range and the LDTU of the benefits As shown in the example to the right 35. So, let s take a look at the list of documents that we scanned for this VOC Certification, go ahead 36. <no script> 37. For this VOC Certification we scanned: The New York VOC The New York Benefits that Turnagain returned to you Her Proof of ID and Alaska Residency And the Alaska benefits you had to void because they overlapped the New York benefits that Turnagain had already redeemed Click Close 38. <no script> 39. Manage Notes 40. Now we need to document why we had to void that first set of Alaska benefits through the use of a Note The Manage Notes icon is in the Toolbar Click on the Manage Notes icon 41. The Manage Notes window displays Since all the note types are marked, if notes were in Turnagain s file, they would be displayed in the note grids We want to create a General Note, so click Create General Note 42. The Create General Note window displays Page 4

5 Slide # Notes must have a Subject Click on the Subject down arrow to see your choices 43. Click below the scroll bar to get to the bottom of the list 44. Select VOC! 45. <no script> 46. I will click into the Note field and enter the note 47. The note should explain that Turnagain redeemed the current set of New York benefits, so we had to Cycle Adjust to get the Alaska benefits to line up with the New York benefits and that we had to void the Alaska benefits that overlapped the New York benefits Click OK 48. The Manage Notes window displays with the note we just entered Click Close 49. Close Turnagain s folder 50. Click Show Details 51. Examine the Details including the Certification Effective, Certification End and Benefit Sets Click Continue when you are ready Page 5