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

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Intrastate Dual Participation

Policy: All clinics must run the intrastate dual participation monthly and resolve those listed on the record as possible dual participants.

Regulations: 7 CFR 246.7 (l)

Procedure/Additional Guidance: Intrastate dual participation is assessed using the Intrastate Dual Participation function in the Operations functional area of Compass. A clinic supervisor or designated WIC staff member should run this report at the end of each month. WIC staff must verify in Compass whether each possible dual participant in that clinic is actually dual participating. When another WIC clinic is involved, communication between clinics may need to occur in order to resolve the potential dual participation.

Note: When a person is added to Compass, an immediate dual participant search is conducted by the system on the Dual Participation pop-up. If any names show up in the list indicating possible duals, staff are required to determine whether the person is enrolled in another clinic. If the person is enrolled in another clinic, staff must discontinue adding the person by clicking the “Back” button in the Dual Participation pop-up and then the “Delete” button on the Member/Proxy pop-up. Once this is complete, staff must perform a search to find the participant’s record, and then a transfer the participant into the clinic by accessing the Transfer panel.

Using Compass to verify dual participation:  Access the Intrastate Dual Participation panel in Operations.  Click Unresolved in the View section of the panel.  Enter the correct agency and clinic name in the drop down lists.  Click Get Data to populate a list of possible intrastate dual participants.

Not the Same Person (No Dual Participation or Duplicate Record) When it is determined that the two records are not the same person, the matching record must be resolved. This is done by marking the “Resolved” checkbox and selecting “No Dual – Different Person” option in the Reason drop down list. Staff may also enter additional clarifying information (i.e., “twins”) in the “comment” field.

True Dual Participation When a participant is truly a dual participant,defined as enrolled in two or more WIC programs and received benefits from both during the same month for the same participant, WIC staff must follow the procedures outlined in the Section 8: Participant Violations policy. Staff must counsel the participant on the illegality of dual participation and apply the required sanctions.

Duplicate records for the same participant In the process of running the Intrastate Dual Participation function, existing duplicate records for the same participant may be discovered. These records can be two or more records within the same clinic or in different agencies. Follow the instructions below to merge duplicate records.

Instructions for Tracking and Merging Duplicate Records Assign one person from each clinic to track all duplicate records.

 Download the Dual Participant Record Spreadsheet  Enter the following information in the Dual Participant Record Spreadsheet: Clinic Name, Clinic contact, Contact Information, Participant Name, Participant ID (PID) Not to Use, Family ID (FID) Not to Use, Family ID to Keep, Date Resolved.  Communicate to all clinic staff which Compass record will be used and which record will not be used.  DO NOT edit any participant or family information in Compass. This includes not changing names, adding letters or words before the last name, etc. DO NOT change the status of the participant.  Navigate to the Intrastate Dual Participation panel in Compass and mark the “Resolved” checkbox.  Select “Dual - No Double Benefits Provided” in the Reason drop down box.  Record in the Comments field the Family ID Number (FID) that will not be used.

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

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 Check the “Do not allow food benefits” box in the Participant Violations Panel of the participant whose record will not be used. Remove the check mark after the records have been merged.  Send all typed spreadsheets electronically to the Compass Care Team through Elementool. DO NOT send in hand-written spreadsheets.  The Compass Care Team will research each duplicate record and make appropriate changes.