7.008 - 1 Caseload Management

Revised August 2019 VII. Caseload Management – Non Pre-Certified Waiting Lists PROCEDURE 7.008 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)(1) Waiting lists

III. Applicability DC WIC State Agency and Local Agency Staff

IV. Policy Statement 1. The local agency shall start a Non-Pre-certified Waiting List for pregnant, breastfeeding, and postpartum non-breastfeeding women, infants and children under 5 years of age who contact the WIC clinic by phone or in person to request Program benefits. 2. The local agency shall use the CARES Applicant Prescreening data entry screen and the “Non-Pre-certified” Waiting List Form in Appendix 7.008B to maintain the waiting list. 3. Individuals on the Non-Pre-certified Waiting List must be transferred from one Non-Pre-certified Waiting List to another for the following status changes: a. Infant to child, b. Pregnant to non-breastfeeding postpartum women or c. Breastfeeding to non-breastfeeding postpartum woman. 4. Individuals on the Non-Pre-certified Waiting List must be removed for the following reasons: a. Categorical ineligibility: i. Child who has reached his/her 5th birthday, ii. A non-breastfeeding six (6) month postpartum woman, or iii. A woman who was breastfeeding and is no longer breastfeeding. b. The applicant no longer desires WIC benefits. c. The applicant failed to keep a confirmed assessment appointment without notification or good cause after being contacted by WIC staff.

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Revised August 2019 d. The applicant has been certified for WIC. e. Death of the applicant. f. The applicant has been pre-certified and placed on the appropriate Pre- Certified Waiting List. g. The applicant transferred to another “Non-Pre-certified” Waiting List.

5. The local agency shall review the Non-Pre-certified Waiting List to determine if persons should be removed for any of the reasons listed above (No. 4a-g) on a monthly basis.

V. Procedures The following procedures must be followed by local agency staff concerning utilization of the Non-Pre-certified Waiting List: 1. Complete the Non-Pre-Certified Waiting List Form. See Appendices 7.008B and 7.008A for form and instructions. To manage the Waiting List of Applicants in the CARES system refers to chapter twelve in the Service Site WIC Training Manual. 2. Transferring Between Non-Pre-certified Waiting Lists a. Review the Non-Pre-certified Waiting List to determine if the status of any applicant has changed, i.e., infant to child, pregnant to non-breastfeeding postpartum women, breastfeeding postpartum women to non- breastfeeding postpartum woman. b. Determine which Non-Pre-certified Waiting List the person should be placed on based on the new potential priority of the person and enter the Action Taken on the original Non-Pre-certified Waiting List Form in Field 11. c. Record all the information from the original waiting list onto the appropriate new Non-Pre-certified Waiting List. 3. Removing Individuals from the Non-Pre-certified Waiting List i. Review the Non-Pre-certified Waiting List to determine person(s) to be removed. ii. Send the applicant a Notice of Removal from the Waiting List at least 15 days prior to removal. See Appendix 7.008C for a copy of the notice. Place a copy of the notice in a “Removal from the Non-Pre-certified Waiting List” file. iii. Complete Field 11: Action Taken and Date on the Non-Pre-certified Waiting List as follows: i. Action Taken. Use the codes at the bottom of the form and indicate the reason for removing the applicant from the waiting list, and

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Revised August 2019 ii. Date Action Taken. Record the date that the applicant was notified of removal from the waiting list. 4. Removing Individuals from the Non-Pre-certified Waiting List

a. Begin this function with one of the following screens displayed: i. Participant List ii. Participant Folder iii. Participant Certification b. Click the Wait List toolbar button. The Manage Waiting List screen will display. c. Select an applicant to remove in the Waiting List table. d. Click Remove from Waiting List to remove the applicant from the Waiting List. A confirmation message displays confirming your request. e. Click, Yes to confirm the removal of the applicant from the Waiting List.

VI. Appendix

7.008A Instructions for Completing the Non-Pre-Certified Waiting List 7.008B Non-Pre-Certified Waiting List Form 7.008C Notice of Removal from the Waiting List

VII. Reference N/A