REQUIRED GUIDANCE

Policy and Procedure Manual Volume 2, Chapter 1 Section 3: Clinic Site Requirements and Mobile WIC Implementation

Washington State WIC Program DOH 960-396 REQUIRED GUIDANCE - Effective 09/03/2026

Volume 2, Chapter 1 REQUIRED GUIDANCE: Clinic Site Requirements and Mobile WIC Implementation

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Volume 2, Chapter 1 REQUIRED GUIDANCE: Clinic Site Requirements and Mobile WIC Implementation

Section 3: Clinic Site Requirements and Mobile WIC Implementation

CONTENTS

REQUIRED GUIDANCE: Definitions…………………………………………………………………….1 REQUIRED GUIDANCE: Main Clinic Sites, Satellites, and Mobile Clinics…………………. 2 REQUIRED GUIDANCE: Mobile Clinic Sites………………………………………………………….3 REQUIRED GUIDANCE: Outreach Events………………………………………………………... 6

Volume 2, Chapter 1 REQUIRED GUIDANCE: Clinic Site Requirements and Mobile WIC Implementation

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REQUIRED GUIDANCE: Definitions

Definitions

Main Clinic Site: A physical location where WIC services are available 4+ days per week with standard business hours.

Mobile Clinic Site: A vehicle used to provide WIC certifications and other appointment types at planned, tracked, and approved locations. Mobile clinics extend services to underserved areas and are subject to program monitoring like all clinic sites.

Outreach Events: Community events (e.g. health fairs) where a local agency conducts outreach and pre-screening only. Certifications and Presume Eligible appointments are not permitted. Benefit issuance for current participants is allowed. Must be tracked as part of outreach log by local agency and available to monitors by request, though will not be visited.

Satellite/Branch Clinic Site: Additional physical locations operated by local agency staff, often part time or in shared community spaces. May operate on limited schedules, such as monthly or quarterly. Sites must be approved and are subject to program monitoring.

Volume 2, Chapter 1 REQUIRED GUIDANCE: Clinic Site Requirements and Mobile WIC Implementation

2 | P a g e REQUIRED GUIDANCE: Main Clinic Sites, Satellites, and Mobile Clinics

The local agency coordinator must ensure that all clinic sites (main, satellite, mobile) meet the following standards:

1. Maintain Privacy and Confidentiality.

2. ADA Accessibility a. Wheelchair access b. Accommodation for strollers c. Access for individuals with limited vision

3. In-Person Appointment Availability

Note: Beginning September 1, 2023, Washington WIC agencies must offer in-person appointments for participants who want to come into the clinic for their services; and continue to offer remote services for participants who want to complete their appointments remotely. Washington WIC received the following two waivers for providing post Public Health Emergency services September 1st: • Physical presence for each certification and subsequent certification • Remote benefit issuance

4. Posted Hours a. Clear, visible posting of location, days, and times of operation.

5. Parking and Access a. Accessible parking b. Safe access to the building or mobile clinic.

6. Interpretation Services

Volume 2, Chapter 1 REQUIRED GUIDANCE: Clinic Site Requirements and Mobile WIC Implementation

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The local agency coordinator must ensure that all mobile clinic sites meet the following standards:

1. Secure Technology and Connectivity a. Stable VPN or secure internet connection b. No use of public Wi-Fi 2. Planned and Approved Schedule a. Prior approval from the local agency’s Local Program Consultant at the State WIC Office is required. b. Locations must be tracked. 3. Have an Emergency Communication Plan that Includes: a. Notification procedures for the State WIC Office. b. Communication plan for the community. c. Protocols for natural disasters (wildfire, snow, heat, storms). d. Protocols for other emergencies (crime, unsafe conditions). 4. Space Requirements (may include space outside the vehicle): a. Space for WIC staff and a family of four. b. Appropriate placement of equipment. 5. Facility and Environmental Requirements: a. Access to restroom facilities b. Access to potable water c. Clean, orderly, well-maintained interior and exterior d. Adequate exterior lighting e. Trash removal f. Functional heating and cooling systems to ensure safe indoor temperatures

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6. Signage a. Vehicle must clearly identify itself as a WIC clinic or have WIC signage at mobile location.

7. Monitoring a. Mobile clinics are included in the 20% of clinic sites monitored every other year by FNA regulation.

PROCEDURE:

Staff:

A. Submit Mobile WIC Clinic Site Proposal Form to Local Program Consultant. • Form is available by request to LPC. • Planning to include needs assessment using sources such as Medicaid match data and identify geographic gaps. B. Develop emergency and communication plans. C. Purchase or Identify Vehicle for Mobile Clinic. • Follow the Purchase and Maintain Vehicles Policy in Volume 2 Chapter 5 - Purchasing and Inventory if using WIC funds to purchase a vehicle. • Local agencies may use agency owned vehicles. • Partnerships with mobile providers (e.g., Care-a-Van) are allowed. D. Purchase or Obtain Equipment and Supplies. • Recommended equipment and supplies (work with your Local Program Consultant to identify individual needs): 1. Portable anthropometric equipment 2. Hematology testing supplies 3. Secure laptop/tablet with VPN 4. Power source (generator or shore power) 5. Climate control 6. Privacy partitions 7. Safety cones/barriers

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E. Plan for Ongoing Budget Considerations • Vehicle maintenance • Fuel • Insurance • Staff travel • Equipment replacement cycles

Volume 2, Chapter 1 REQUIRED GUIDANCE: Clinic Site Requirements and Mobile WIC Implementation

6 | P a g e REQUIRED GUIDANCE: Outreach Events

The local agency coordinator must ensure that all outreach events meet the following standards:

1. The following activities are allowed: a. Outreach b. Networking c. Pre-screening participants d. Benefit issuance for current participants e. Scheduling 2. The following activities are not allowed: a. Certifications b. Presume Eligible appointments c. Use of public Wi-Fi 3. The local agency coordinator must track outreach events in the local agency outreach log. Log must be available to state monitoring team upon request.