7.002 - 1 Caseload Management

Revised August 2019 VII. Caseload Management – Appointment Scheduling, Screening Applicants for Assessment Appointments

PROCEDURE 7.002 Implementing Office: Community Health Administration (CHA) Revised August 2019

Approved by:

_______________________ LaQuandra S. Nesbitt MD, MPH; Agency Director Review by Legal Counsel:

____________________ Phillip Husband, Esq.; General Counsel Effective Date:01/01/2016

I. Authority USDA

II. Reason for the Policy CFR § 246.7(f)(2) Timeframe for Processing Applicants III. Applicability DC WIC State Agency and Local Agency Staff

IV. Policy Statement The State and local agencies shall use the standardized protocol for screening applicants seeking assessment appointments. See Appendix 7.002A “Script for Screening Applicants By Phone” for guidance on prescreening applicants.

V. Procedures Processing standards - Local Agencies shall process applicants within the following timeframes:

1. Timeframes begin when the individual visits the local agency during clinic hours to make an oral or written request for Program benefits. To ensure accurate records of such requests, local agencies shall record the applicant’s name, address and the date. The remainder of information necessary to determine eligibility shall be obtained by the time of certification. 2. When the local agency is not serving its maximum caseload, it shall accept applications, make eligibility determinations, notify applicants of decisions made and if applicants are to be enrolled, issue WIC food instruments, cash value vouchers or farmers’ market seasonal food instruments. 3. If not enrolled the day of the first visit, special nutritional risk applicants shall be notified of their eligibility or ineligibility within 10 days of the date of the first request for Program benefits. The State agency shall establish criteria for identifying categories of persons at special nutritional risk who require expedited services. 4. All other applicants shall be notified of their eligibility or ineligibility within 20 days of the date of the first request for Program benefits, if not enrolled during the first visit.

7.002 - 2 Caseload Management Revised August 2019 The following process must be followed by local agency staff when screening WIC applicants: 1. Determine residency in the District of Columbia. 2. Determine category (pregnant, breastfeeding or postpartum woman, infant or child) of potential applicant. 3. Determine financial status using adjunctive programs or current income guidelines. 4. Local agencies shall consider the income of the family during the past 12 months and the family's current rate of income to determine which indicator more accurately reflects the family's status. §246.7 (d)(2)(i) 5. Individuals conducting financial eligibility should check income table (appendix 8.006A) to verify if applicant is eligible for the program. 6. If deemed potentially eligible, make an assessment appointment and record the information in the appointment scheduling sheet. Inform the applicant what documents to bring and remind them to bring the child(ren) to be assessed. VII. Appendix 7.002A Script for Screening Applicants by Phone VIII. Reference 8.006A Income Guidelines