7.009 - 1 Caseload Management

Revised August 2019 VII. Caseload Management – Pre- Certified Waiting Lists

PROCEDURE 7.009 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 When the local agency is serving its maximum caseload, the local agency shall maintain a waiting list of individuals who visit the local agency to express interest in receiving Program benefits and who are likely to be served.

V. Pre- certified Waiting List 1. The local agency shall implement a Pre-certified Waiting List when a waiting list is in effect and upon the request or inquiry of an applicant. 2. Pregnant, breastfeeding and postpartum women, infants and children under five years of age who have been (a) participants on the WIC Program during the last six (6) months whose Priority is not being served at this time, or (b) have been pre-certified for WIC (for the first time). 3. Applicants who have a valid Verification of Certification (VOC) card shall be placed on the Pre-certified Waiting List when no space is available on the Program. 4. The local agency must notify Priority I VOC applicants of vacant slots before any other person on the Pre-certified Waiting List. 5. The local agency shall place the applicant on the Non-Pre-certified Waiting List if the certification period expires before removal/transfer from the Pre-certified Waiting List. 6. The local agency shall use the “Pre-certified” Waiting List Form in Appendix 7.009B to maintain the waiting list. 7. The local agency shall transfer individuals from one Pre-certified Waiting List to another for the following status changes: a. Infant to Child, b. Pregnant to non-breastfeeding postpartum woman, or c. Breastfeeding to non-breastfeeding postpartum woman

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Revised August 2019

8. The local agency shall remove individuals from the Pre-certified Waiting List for the following reasons: a. Categorically Ineligible i. A child who has reached his/her 5th birthday, ii. A non-breastfeeding six (6) month postpartum woman or, iii. A woman who is not 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 d. The applicant has been certified for WIC (transfer) e. Death of the applicant f. The applicant has been on the Pre-certified Waiting List for longer than six (6) months and the pre-certification has expired

VI. Procedure for Completing the Pre- Certified Waiting List The following procedure must be followed when completing the Pre-certified waiting list: 1. Complete the Pre-certified Waiting List form. See Appendix 7.009A and 7.009B for instructions and form.

VII. Procedure to Pre-Certify an Applicant

The following procedure must be followed to pre-certify an applicant: 1. Determine if the applicant or participant is a DC resident. 2. Determine if the applicant or participant is income eligible. 3. Determine if the applicant or participant meets the medical/nutritional risk criteria established by the Program. 4. If the applicant meets all of the above criteria and their Priority category is no longer being served, add their name and all other information to the appropriate Pre-certified Waiting List. See Appendix 7.009A for instructions on completing the Pre-Certified Waiting List. 5. If the applicant is ineligible based on the above criteria, give the applicant a Notice of Ineligibility. Enter the appropriate code on the waiting list. 6. When the above steps (a-d) are completed, record the information on the WIC Certification Form or turnaround document. 7. Place all Certification Forms for the Pre-certified Waiting List in the holding file which is a separate file kept for pre-certified persons.

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Revised August 2019 VIII. Procedure for Transferring between Pre-Certified Waiting Lists The following procedure must be followed when transferring applicants between Pre-certified waiting lists: 1. Review the Pre-certified Waiting List on a monthly basis to determine if the status of any applicant has changed. 2. Determine which Pre-Certified Waiting List the person should be placed on based on the new potential priority. Enter the transfer code (see codes at the bottom of the form) in Field 9 on the original Waiting List. 3. Record all the information from the original waiting list onto the appropriate new Pre-certified Waiting List.

IX. Procedure for Removing Individuals from the Pre-Certified Waiting List The following procedure must be followed when removing individuals from the Pre- certified waiting list: 1. Review the Pre-certified Waiting List on a monthly basis to determine if persons should be removed. 2. Send the applicant a Notice of Removal from the Waiting List within 15 days of removal. See Appendix 7.008C for a copy of the notice. Place a copy of the notice in the individual’s pre-certification file. Place the file in the inactive files. 3. Complete Field 9: Action Taken and Date as follows: a. Action Taken: Use the codes at the bottom of the for m and indicate the reason for removing the applicant from the waiting list. b. Date Action Taken: Record the date that the applicant was notified or removed from the waiting list.

X. Procedure for Transferring Applicants from the Pre-Certified Waiting List to Active Certification The following procedure must be followed when removing applicants from the Pre- certified waiting list to active certification: 1. Contact the pre-certified applicant and inform him/her of the availability of Program benefits. 2. Confirm an appointment time for the applicant to come in to sign the rights and obligations statement and to pick-up the first set of WIC vouchers. 3. Check that the date of pre-certification, which is the date of certification, has been entered on the Certification Form. 4. Issue WIC vouchers. 5. Complete Field 9: Action Taken and Date as follows: a. Action Taken: Use the codes at the bottom of the Pre-certified Waiting List and indicate the reason for removing the applicant from the waiting list. b. Date Action Taken: Record the date that the applicant was notified of removal from the waiting list for placement on the Program.

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Revised August 2019 XI. Appendix 7.009A Instructions for completing the Non-Pre-Certified Waiting List 7.009B Pre-Certified Waiting List Form

XII. Reference 7.008C Notice of Removal from Waiting List