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West Virginia WIC Policy & Procedure 3.09 Effective Date: 5/3/2022 3.09 Remotely Issuing Electronic Benefits and Mailing the Shopping List b. Staff must attempt to contact the participant, parent, guardian, or caretaker to verify the food package and to notify them that food benefits have been added to their eWIC benefit card. Staff must confirm contact information and the next appointment. c. Staff will document completion of the nutrition education contact on Crossroads Nutrition Education Screen and load benefits to the eWIC benefit card. Staff will sign their full name with the notation “NE” for “Nutrition Education”, as the reason for signing. d. Staff will document completion of the mid-certification appointment and the reason the appointment and/or eWIC benefit issuance were completed remotely in the Crossroads Nutrition Care Plan. Staff will sign their full name with the notation “RBI” for “Remote Benefit Issuance”, as the reason for signing. e. Staff will offer to mail and/or email an appointment letter and their Shopping List to the participant, parent, guardian, or caretaker. i. If applicable, staff will encourage the downloading of the WIC Shopper App. B. Group Electronic Benefits Issuance 1. In situations where it is necessary for staff to do group electronic benefits issuance, one (1) month of benefits will be issued, and the appointment will be rescheduled. Justification for group benefit issuance includes, but is not limited to: a. Seasonally inclement weather or site closure; b. Extreme hardship that may be encountered by the target population; c. Event of a natural disaster, environmental hazard or destructive incident (i.e. gas line explosion, water main break); and d. Automated system failure, internet disruption or electrical problems that prohibit the issuance of food benefits on a given day. 2. Staff must attempt to contact the participant, parent, guardian, or caretaker to verify the food package and to notify them that food benefits have been added to their eWIC benefit card. 3. Staff will load benefits to the eWIC benefit card. Staff will sign their full name with the notation “RBI” for “Remote Benefit Issuance”, as the reason for signing. a. The Nutritionist/Nutrition Associate (CPA) will note the “Remote Benefit Issuance” reason in the Nutrition Care Plan. 4. Staff will offer to mail and/or email an appointment letter and their Shopping List to the participant, parent, guardian, or caretaker. 3 of 4