Colorado WIC Program Policies and Procedures Section 8: Certification, Eligibility and Coordination Revised: 01/01/2022

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Certification Policy and Procedures

Policy: WIC staff will screen WIC applicants for eligibility based on the certification requirements and document each applicant’s eligibility and required information in Compass.

Regulation: 7 CFR 246.7, 7 CFR 246.26

Procedure/Additional Guidance: WIC staff must perform the following steps in order to certify a participant:

1) Obtain and enter Intake information on the New Member/Proxy screen in Compass:  Endorser name.  Participant first name and last name.  Date of birth.  Sex (for infants and children).  Participant Category.  Hispanic/Latino (yes/no).  Mother’s name (for infants and children if on WIC) -or- Mother not on WIC.  Race.  Expected DOB (date of birth) (for infants and children). Although Compass allows the user to by-pass, this field must be completed in order for Compass to calculate gestational age.  Foster Care (for infants and children who are in foster care).

Optional Intake information:  Additional endorser name.  Proxy name.  Middle name.  Suffix.  Special needs.

2) Search for possible dual participation  Click the “Show Hidden Members” in the “View” drop down to ensure a thorough check.  Prior to enrollment, conduct an Advanced search which can be done by name, date of birth, zip code or home phone number  To ensure a thorough check, especially when some of the identifying factors may be questionable, enter the first part of a name followed by the “%” sign (i.e., “Gon%”) to search for various spellings of Gonzales or Gonzalez.  During enrollment, search within the Dual Participation Search pop-up within the New Member/Proxy screen.  Discontinue adding the applicant if found to be already enrolled in another clinic, and transfer into the new clinic if appropriate.

3) Collect and document demographic information on the Family Intake Branch. The following fields must be completed:  Family panel: o Mother’s Education Level. Enter the mother’s completed years of education. If the child is not in the care of his/her mother (i.e., child in foster care), enter the education level of the caregiver. o Printouts Language. o Preferred Language Spoken. Leave the field within the Family panel blank when the participant speaks English. Enter the language spoken when any language other than English is preferred o Referred to WIC by.  Identity panel: o Proof of Identity. o Physically Present. o Other Program Participation. If the participant does not receive Medicaid, SNAP or TANF, “None” must be checked.

Colorado WIC Program Policies and Procedures Section 8: Certification, Eligibility and Coordination Revised: 01/01/2022

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 Contact/Address panel: o Primary Phone Number. (Check appropriate box to identify if landline, cell/mobile) o Alternate Phone Number (optional). Check appropriate box to identify if landline or cell/mobile) o Alternate Phone Owner (optional). o Ask and check appropriate box for approval to allow call and allow texts. o Email Address (optional and recommended) o Privacy Information (as requested). o Record Dates. o Proof of Residence. o Physical Address. o Mailing Address (if different from physical address).  Income panel: o Household Size. o Income Determination.  Voter Registration panel: o Refers to whether or not the endorser or woman participant is registered to vote where they currently live or completed a voter registration form that day. o Staff are required to complete the voter registration panel at every participant certification and recertification visit, and whenever a client changes an address.

4) Complete and document health assessment on the Assessment branch. The following fields must be completed:  Pregnancy panel: o The Expected Delivery Date and Last Menstrual Period dates are required fields for pregnant women. Update these fields if the due date changes during the pregnancy. The Last Menstrual Period and Expected Due Date are used to calculate a woman’s weeks’ gestation and her Certification End Date. o Pre-Pregnancy Weight:  Required field to document the woman’s weight before her current pregnancy began. If pre-pregnancy weight is unknown, estimate the woman’s pre-pregnancy status (normal, low, high) by considering her current height and weight. From the pre-pregnancy weight determination and weeks gestation, identify the expected weight gain (use the lower line of the weight gain range). Subtract that value from current weight and enter as pre- pregnancy weight. o Multifetal Gestation and number of Expected Babies (if applicable). o Infants Born from this Pregnancy:  Required field to link the mother and baby. Baby must have previously been added to the “New Member/Proxy” field in order for his/her name to appear in the drop down panel. o Postpartum information to be completed after delivery  Actual Delivery Date.  Weight Gained this Pregnancy.  Pregnancy termination with no live birth (if applicable).  Number of live infants from this pregnancy. o Anthropometrics panel: Measurement Date:  If height and weight measurements are from another source (i.e., a physician’s office), enter the actual date the measurements were taken. o Birth Measurement: Required field for all infants and children. Check the “unknown” check box when measurements are not known.  Blood panel: o Record Date:  If hemoglobin or hematocrit values are from another source (i.e., physician’s office), enter the actual date the blood screening was done. If the values indicate severe anemia, staff must select “severely low hemoglobin/hematocrit” from the risk panel, as this risk factor is not automatically identified when the user selects “determine risk.” o Print Notice:

Colorado WIC Program Policies and Procedures Section 8: Certification, Eligibility and Coordination Revised: 01/01/2022

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 Staff should select “print notice” to print a referral to the physician when a participant has abnormal blood iron results. o Blood Lead Measurement:  Required field to record lead level screening information for children.

5) Complete and document a thorough Nutrition Interview.

6) Assign applicable risks  Determine Risk o User clicks the “Determine Risk” button to pull forward all known risk factors in order to determine the participant’s risk status.

7) Complete the certification  Staff must notify participants of the certification period.  The endorser’s signature must be captured on the electronic signature pad for the Rights and Responsibilities form (R&R).

8) Referral  Referrals must be documented.

9) Provide and document nutrition education  Staff must complete the Nutrition Education and Care Plan panels

10) Assign food packages and issue benefits  Staff must assign the appropriate food package, taking into consideration the participants category, breastfeeding level, and food preferences.  Staff must verify the endorser’s proof of identity and record the type of ID in Compass.  The endorser’s signature must be captured on the electronic signature pad for the receipt of food benefits.  No endorser signature is required if food benefits are remotely issued.

11) Schedule and document next appointment

12) Complete the following if required for certification:  Verification of Certification: For transfers who are currently certified, enter the VOC information in the New Member/Proxy section and any supplied information (risks, measurements, etc.) in the appropriate Compass fields  Physician Authorization Form (PAF) completed and signed by a prescriptive authority. High risk counselor must review, sign and date, complete medical documentation in Food Package section and scan into Compass.