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CHANGING AND RETURNING eWIC
BENEFITS
Rev. 1/4/201211
Introduction
This PowerPoint presents the steps for replacing eWIC formula benefits for
three scenarios
All patient names and patient data in this presentation are fictitious
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Scenarios
1. Change benefits for a patient before any purchases have been made
2. Change benefits for a patient after purchases have been made and formula will not be returned
3. Change benefits for a patient after purchases have been made and unused formula has been returned
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Scenario 1
Change benefits for a patient before any purchases have been made
The patient’s benefits have been issued, but the formula is not the
correct formula.
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Steps For Changing Benefits Before Purchases
• Void patient’s benefits
– Support staff will void benefits
• Change the food package
– Health professional will assign a new food package
• Reissue patient’s benefits
– Support staff will issue new benefits5
Step 1
Void Benefits
Support Staff will void the existing benefits
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Search for the patient’s household
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On the Member page, check next to patient’s name and click Patient Menu
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On the Patient Menu, click Void Benefits
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Check the months to void, select the void reason, and click Void Benefits
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After voiding benefits, a message displays that the issuances were successfully voided
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Step 2
Assign a Food Package
A health professional will assign the new food package
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The health professional will search for the patient
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When the search result is returned, click the Patient Menu icon
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On the Patient Menu, clickFood Package Assignment
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On Food Package Assignment, select the new food package
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Once the new food package has been selected, click Save
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Step 3
Reissue Benefits
Support Staff will issue benefits with the new food package
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Search for the patient’s household
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On the Member page, click Save & Issuance
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Complete the Issuance Info (the issue date will be the same as the issue date for the
voided benefits)
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Click the box for the patient, select the number of months to issue and click
Issue Benefits
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Print the new issuance label and benefits list
Give the benefits list to the patient
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Scenario 2
Change benefits for a patient after purchases have been made and formula
is not returned
The patient was issued Good Start 2 Gentle 22oz Powder and now needs Good
Start Gentle 12.7oz Powder. No purchased formula is returned.
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Steps For Changing Benefits After Purchases Have Been Made But
Formula Is Not Returned
• Void patient’s benefits
– Support staff will void benefits
• Change the food package
– Health professional will assign a new food package
• Reissue patient’s benefits
– Support staff will issue new benefits2525
Step 1
Void Benefits
Support Staff will void the existing benefits
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Search for the patient’s household
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On the Member page, check next to the patient’s name and click Patient Menu
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On the Patient Menu, click Void Benefits
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Check the months to void, select the void reason, and click Void Benefits
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After voiding benefits, a message displays that the issuances were successfully voided
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Step 2
Assign a Food Package
A health professional will assign the new food package
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The health professional will search for the patient
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When the search result is returned, click the Patient Menu icon
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On the Patient Menu, clickFood Package Assignment
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On Food Package Assignment, select the new food package
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Once the new food package has been selected, click Save
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Step 3
Reissue Benefits
Support Staff will issue benefits with the new food package
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Search for the patient’s household
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On the Member page, click Save & Issuance
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Complete the Issuance Info (the issue date will be the same as the issue date for the
voided benefits)
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Click the box for the patient, select the number of months to issue and click
Issue Benefits
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Print the new issuance label and benefits list
Give the benefits list to the patient
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Scenario 3
Changing benefits for a patient after purchases have been made and unused
formula is returned
The patient was issued Good Start 2 Gentle 22oz Powder and now needs Good Start Gentle 12.7oz Powder. Two (2) 22oz cans are returned
to be exchanged for 12.7oz powder.
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Steps For Changing Benefits And Returning Purchased Formula
• Return purchased formula – Support staff will enter quantity of returned formula
• Void patient’s benefits – Support staff will void benefits
• Change the food package – Health professional will assign a new food package
• Reissue patient’s benefits – Support staff will issue new benefits
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Step 1
Return Purchased Formula
Support Staff will enter the quantity of purchased formula returned to
the clinic
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Search for the patient’s household
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On the Member page, check next to the patient’s name and click Patient Menu
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On the Patient Menu, click Inventory and/or replace purchased formula
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Enter the number of cans returned in the Qty Returned field
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Select the formula being returned in the Replacement Subcategory field
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Enter clinic and proof of identification presented, and click Return Benefits
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A message displays that benefits were successfully returned
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Once the benefits have been returned, click Patient Menu
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Step 2
Void Benefits
Support Staff will void the existing benefits
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On the Patient Menu, click Void Benefits
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Check the months to void, select the void reason and click Void Benefits
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After voiding benefits, a message displays that the issuances were successfully voided
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Step 3
Assign a Food Package
A health professional will assign the new food package
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The health professional will search for the patient
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When the search result is returned, click the Patient Menu icon
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On the Patient Menu, clickFood Package Assignment
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On Food Package Assignment, select the new food package
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Once the new food package has been selected, click Save
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Step 4
Reissue Benefits
Support Staff will issue benefits with the new food package
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Search for the patient’s household
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On the Member page, click Save & Issuance
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Complete the Issuance Info (the issue date will be the same as the issue date for the
voided benefits)
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Click the box for the patient, select the number of months to issue and click
Issue Benefits
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Print the new issuance label and benefits list
Give the benefits list to the patient
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This completes Changing
and Returning eWIC Benefits
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