Nutrition & WIC Services 1000 SW Jackson Ste 220 Topeka KS 66612-1274

Phone: 785-296-1320 Fax: 785-296-1326

www.kansaswic.org

KANSAS WIC INFORMATION MEMORANDUM KANSAS-WIC-I-2017-08

TO: Parent and Sub-Agencies FROM: Dave Thomason

Nutrition & WIC Services Director DATE: May 22, 2017 RE: New Dannon Whole Milk Yogurt

2018 Nutrition Services Plan Guidance World Breastfeeding Week Nutrition Education – Connection and Use Information for the WIC Health Channel

Nutrition Education – New wichealth.org Lesson on Seafood Kansas eWIC News

Whole Milk Yogurt:

There are two new options for participants receiving whole milk yogurt. Dannon has whole milk yogurt (32 ounce container) that will be available in stores by the end of June 2017. The flavors are: strawberry and vanilla. See pictures of packaging below. Just a reminder, yogurt is not listed as a minimum stock requirement for vendors. ACTION REQUIRED: Share this information with staff and participants/caregivers that are receiving whole milk yogurt. Local vendor contacts should share this new product information with their vendors.

WIC-I-2017-08 Date May 22, 2017 Page 2 of 4 2018 Nutrition Services Plan Guidance The 2018 Nutrition Services Plan Guidance can be found on the Kansas WIC website at this link under the Nutrition Services Plan Guidance tab: http://www.kansaswic.org/local_agencies/. For 2018 the SA has made the Action Plan process simple by providing two Strategic Action Plans already written by the SA. The 2018 Breastfeeding Promotion Strategic Action Plan provided by the SA will be required for all LAs. This Action Plan involves training on and using a new breastfeeding resource, called Coeffective. More information about Coeffective will be in a future I Memo – watch for it! Read the Action Plan thoroughly so you will know what steps will need to be completed. Especially note that LAs will need to submit information regarding their progress on the Plan by 4/30/18. Also included in the 2018 NSP Guidance is an optional Clinic Improvement Strategic Action Plan provided by the SA. It involves using a specific nutrition topic for coordinating nutrition education for 2018. The topic chosen by the SA and the Nutrition Education Committee is Division of Responsibility in Eating, sometimes called Eating Competence. Some may be familiar with this model, developed by Ellyn Satter. This Plan will also require that LAs submit information regarding their progress on the Plan by 4/30/18. If agencies decide not to use the provided Clinic Improvement Strategic Action Plan, they will need to write and submit their own. Include both the Breastfeeding Promotion Strategic Action Plan and the Clinic Improvement Action Plans when submitting your NSP, including the SA written Action Plans. This way the Plans will be included in your official copy and any copies kept on file at your agency. It may be helpful to think about possible budgetary impacts of LA’s Strategic Action Plans. Agencies will be able to revise their budgets later, but by including any expenses in the LA budget (due 7/14/17), a budget revision may not be necessary. The due date for completed 2018 Plans is November 1, 2017. Because the state WIC office continues to have RD vacancies, those agencies that have Janna Gunckle as their lead will need to send their Plan to one of the three remaining state RDs. Unless you hear otherwise, please send your Plans to the RD listed below. Martha Hagen, martha.hagen@ks.gov : Barton, Douglas, Johnson, Miami, Rice, Stafford Julie Ornelas, julie.ornelas@ks.gov : Cowley, Kiowa/SCKCPH, Elk, Finney, Stanton Patrice Thomsen, patrice.thomsen@ks.gov : Butler, Lyon, Wilson ACTION REQUIRED: Notify applicable staff regarding the 2018 Nutrition Services Plan Guidance. Plans should be completed and submitted no later than November 1, 2017 to your

WIC-I-2017-08 Date May 22, 2017 Page 3 of 4 designated SA Nutritionist. If possible, include expenses related to NSP activities in the LA budget due 7/14/17. World Breastfeeding Week World Breastfeeding Week is August 1-7, 2017 and the United States Breastfeeding Committee declares the entire month of August to be Breastfeeding Month. ACTION REQUIRED: For ideas about how to celebrate August as Breastfeeding Month see the attached article World Breastfeeding Week 2017 and share with all staff. Order International Breastfeeding Symbols and begin planning now. Nutrition Education – Connection and Use Information for the WIC Health Channel We continue to receive questions about how to best integrate the Kansas WIC Health Channel (WHC) into your clinic for client education. Since the WHC is an Internet based video streaming service, it can be used on devices that play videos and are connected to the Internet, such as

• smartphones, • IPads and other similar tablets, • Desk top and lap top computers, • Projectors, • “smart” TVs that receive internet, and • “not-so-smart” TVs that must be connected to devices that receive internet service.

Think about the various ways you can use those devices to deliver the desired message. Some examples include: - One on one trainings- Have a client watch a particular video while you complete other duties. - Client viewing- Suggest subjects for clients to watch on their own time. Refer them to kansaswic.org and have them click on the WHC logo at the bottom of the page. No login is required. - Waiting rooms and other congregating areas- (If you have wireless Internet in your building and a smart TV with a built in Internet receiver you are all set. If you have wireless Internet and a TV without a built in Internet receiver you will need to add a casting device to your TV like Chromecast (available for $35.00). Additional information about using Chromecast is attached to this memo. If you do not have wireless internet the TV will need to be hard connected to a computer or wired network that receives the internet.) - Group presentations using a TV or a projector and a screen. A projector would be connected to your computer via cable. See above for TV connections. Remember, if you anticipate you will need funds for a significant equipment purchase, contact your ME lead. This expense needs to be included in your 2018 budget, as funds have already been allocated/reallocated for 2017.

WIC-I-2017-08 Date May 22, 2017 Page 4 of 4 ACTION REQUIRED: Share with appropriate staff. If funding is necessary to purchase equipment, place the appropriate information in your 2018 budget. Nutrition Education – new wichealth.org lesson on Seafood A new lesson has been added on wichealth.org. It is Simple Ways to Include Seafood in Your Family Meals. This lesson includes some recipes and simple ways to prepare fish/seafood. All wichealth lessons are included under KWIC Topics, so it is easy to document completion in a client’s KWIC record. If your agency is not currently using wichealth.org as an option for clients’ low risk secondary nutrition education, please consider doing so. Staff can create a staff account by visiting: https://wichealth.zendesk.com/hc/en-us/articles/210210923-How-do-I-create-a-staff-account-to-access-wichealthSupport-org- . Once staff have an account they can look at and complete client lessons. There is also information available on how to get started and reports staff can access which give information about Kansas lesson completions, etc. Staff should only set up accounts on this site that is for staff. If staff create an account on the client site, then any lessons they complete are counted in the reports as completed by clients. ACTION REQUIRED: Share with staff responsible for nutrition education. Kansas eWIC News Issue 2 of Kansas eWIC News is included at the end of this memo and is also available on the web site at http://www.kansaswic.org/local_agencies/eWIC.htm ACTION REQUIRED: Have all staff read Kansas eWIC News. If you have any questions regarding this memo, please contact the state staff member assigned to your agency. Items included below and/or provided separately as pdf documents:

• World Breastfeeding week 2017 • Displaying the Kansas WIC Health Channel on TVs • WIC Health Channel Chromecast Set Up • Kansas eWIC News

World Breastfeeding Week 2017

The theme for World Breastfeeding Week 2017, August 1-7, is Sustaining Breastfeeding – Together!

This year the Kansas WIC Program is providing International Breastfeeding Symbol decals to clinics for distribution during or around World Breastfeeding Week. The hope is that the decal will increase awareness that it takes a village to support breastfeeding families – WIC, health departments, hospitals, community members, etc. The KS law to protect breastfeeding is quoted on the back cover of the decal. Distribution of this symbol will help in recognition of the symbol itself and of the importance of breastfeeding to the health of mothers and infants. Everyone is important in sustaining breastfeeding.

The International Breastfeeding Symbol was created in 2006 by Matt Daigle, a father of a breastfeeding infant. The magazine Mothering created a contest to develop a symbol and his was chosen from over 500 entries. The symbol was developed to:

Increase public awareness of breastfeeding Designate breastfeeding and family friendly facilities in public. The symbol

is used to designate lactation rooms or a breastfeeding friendly room in an amusement park, convention hall, library etc.

Provide an alternative to the use of the image of a baby bottle.

See more about the creation of the symbol at http://www.mothering.com/articles/the-international-breastfeeding-symbol/

There is more information about the symbol on the website below with links to sources of posters and other items. https://www.co.dakota.mn.us/HealthFamily/HealthServices/WIC/Documents/BreastfeedingFriendlyStep8.pdf

The International Breastfeeding Symbol decal will be available to order on the WIC Publications Order Form until all have been distributed. Please order only what you realistically think your clinic can use.

Here are some ideas about how to distribute the decal. Do not just pass out the decal – be sure to explain why it is used and the importance of everyone recognizing the symbol

1) Distribute the symbol in your community.

Pass out to others at a coalition meeting. A symbol could be included in a written invitation to an initial coalition meeting.

Take to a health fair – if you won’t be there to talk about the symbol

develop a poster to explain the significance. Use them when telling your commissioners why they should declare

August as National Breastfeeding Month. Invite yourself to talk to your local hospital staff and distribute them. Hold a WBW event in your clinic and distribute these. You can also order

balloons with the symbol for such an event from Noodle Soup. http://www.noodlesoup.com/intlbreastfeedingballoon.aspx

Distribute to community partners. Be sure to talk about the symbol or provide a flyer or poster with the information – use with YMCA, libraries, supermarkets, employers, childcares, faith organizations etc. It’s their little

gift from you. Consider where it is important to display the symbol in your community. A

more permanent sign than the decal may need to be purchased.

2) You can print bigger signs at http://kellymom.com/blog-post/breastfeeding-welcome-here/

3) Buy tshirts with the symbol at http://www.cafepress.com/mamabearshop (you cannot pay for tshirts with WIC funds.)

4) Purchase posters or other items to celebrate World Breastfeeding Week. You can only buy items with WIC funds that provide a nutrition or breastfeeding message. The posters on this website would be appropriate. http://www.cafepress.com/+breastfeeding+gifts Please use existing funding provided in your 2017 WIC budget.

5) Utilizing the symbols could be a fun project for your community breastfeeding coalition. Consider soliciting funding from a local civic group or a local Walmart to purchase give aways or to purchase treats for a World Breastfeeding Week event.

Displaying the Kansas WIC Health Channel on TVs

The Kansas Department of Health and Environment is providing the WIC Health Channel free to all agencies across the state. The Internet streaming video service has hundreds of short nutrition and healthy lifestyle video segments appropriate for the whole family, making it perfect for playing looping video on TVs in waiting rooms and other congregating areas. This document is designed to help you connect a computer that plays Internet video to a digital TV. 1. What clinic staff will need A user ID and password supplied by the SA (julie.ornelas@ks.gov ). A broadband Internet connection. A computer with an updated Internet browser. A digital TV with an open HDMI port or a “smart” TV with built in Internet access. If you don’t have a “smart” TV, use WiFi and a casting device like Chromecast.

or If you don’t have a “smart” TV and you don’t have WiFI use cabling to hardwire the computer to the TV.

HDMI Chromecast 2. Play the WHC on the computer Follow the quick start guide instructions to log in, play video and set up a playlist. If you have trouble playing video, make sure you are using the latest version of your

Internet browser. Chrome is recommended. Update browsers link: https://updatemybrowser.org/ 3. Connect the computer to the TV If using WiFi, you will need the WiFi password and a smart TV or a casting device. Chromecast

recommended. See attached Chromecast instructions. If hardwiring, purchase a cable with connections that match the audio/video out on

the computer and the audio/video in on the TV. (Depending on your TV an HDMI Cable will work). Once video is playing on the TV you can use the computer for other tasks.

4. Contact Information

Should you have questions, don’t hesitate to contact: Julie Ornelas Bob Norris Bureau of Family Health WHC Tech Support 785-296-0094 847-419-0255 Julie.Ornelas@ks.gov bobn@filmideas.com

308 North Wolf Road • Wheeling, IL 60090 Tel: 800.475.3456 Fax: 847.419.8933 E-Mail: info@filmideas.com WEB: www.wichealthchannel.com

Chromecast Set Up

Displaying the WIC Health Channel on a TV requires the TV to be connected to the Internet. The most trouble free methods are to have a “smart” TV that has a built in Internet interface or hard wiring the TV to a device with the Internet. However, if those options are not available you can connect via WiFi using a device such as Google Chromecast or Apple TV.

If connecting your TV to the Internet via WiFi, Film Ideas recommends using Chromecast for having the broadest compatibility, reliability and value. This link, https://support.google.com/chromecast/answer/2998456?hl=en, provides set up instructions as well as a computer and network compatibility list.

When casting video, Film Ideas recommends you select full screen mode. Leaving a fixed image on the screen can burn the image onto the screen. Setting up Chromecast can be a quick, straightforward process. However, as with set up of any new electronic device, issues can arise. It is recommended that an individual with technical expertise in TV connections, computers and WiFi networks set up Chromecast. If you run into a snag, you can contact Film Ideas any time between 8:00 am to 4:00 pm central time to help troubleshoot the situation.

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Issue 2: May 2017

Kansas eWIC News

As we all work toward the transition from checks to eWIC, I’d like to highlight the major benefits of eWIC for clients and staff: • An eWIC card is convenient and easy to use. • An eWIC card is safer and more secure than checks. • All foods in a food package don’t have to be purchased

all at once. • Staff no longer have to issue, void and replace checks.

Desired outcomes for the transition to eWIC include: • Clients like the new system and remain on WIC longer. • Clients continue to receive appropriate services, including

nutrition education. • Clients, staff, and vendors have a positive experience with

eWIC.

With warm regards,

David Thomason, Kansas WIC Director

Interactive Voice Response (IVR)

Interactive Voice Response (IVR) is the toll-free automated customer service phone line maintained by FIS where cardholders can set and change their PIN, and check benefit balance and transactions. It will be available 24-7! Here is some information about IVR. There will be more complete information in training.

Callers access IVR through a touch-tone telephone and choose between English and Spanish. There is a prompt to enter the eWIC card number. As with all automated systems, there are specific scripts the caller will hear, depending on the selected option, such as:

• Change PIN (this also requires entry of Date of Birth) • Food Benefit Balances • Transaction history • Benefit Availability

Key Dates

September 14, 2017 eWIC pilot begins in Shawnee Co. January 15, 2018 State-wide roll-out begins Summer of 2018 State-wide roll-out complete

In This Issue • Major benefits and desired

outcomes • Integrated Voice Response • Info to think about to

answer equipment survey • Reading cash register

receipts

Terms Interactive Voice Response (IVR) – The toll-free automated customer service phone line maintained by FIS where cardholders can set and change their PIN, and check benefit balance and transactions.

Personal Identification Number (PIN) – A 4-digit number set by the cardholder to maintain secure access to the food benefits via the eWIC card.

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Change PIN also requires the cardholder to enter their date of birth. (Cardholder date of birth will be a new field to populate in the KWIC system.)

If Balances is selected, the script is “The following benefits are available until midnight on <Date>.” Then the amounts and types of foods are stated followed by “That’s the last one on the list. If you have any questions about your benefit, contact your WIC clinic. If you are done here, just hang up. To hear that again, press 1. For more options, press 2.”

Choosing Transaction History lets a cardholder hear a detailed transaction history. The IVR will retrieve and play the last 10 transactions from the last 60 days in descending order in groups of three. At the end of the transaction list, there are options “To listen again, press 1. For disputes, press 2. For more options, press 3.” If a cardholder has a dispute and presses 2, the message refers them back to their local WIC clinic.

The script for Benefit Availability simply provides the date current benefits expire.

If a client does not have the card and cannot enter a card number, the default message is to ask for the card number again, followed by “If your card has been lost, stolen, or damaged, or for further assistance, please contact your local WIC clinic.”

More Terms Card Reader/Card Swipe – A device that can be connected to a computer via USB cable, which will allow a person to swipe an eWIC card and populate the card number automatically into the card number fields in KWIC (versus typing the card number manually.)

PIN Pad – Device a cardholder will use at the local clinic to create a PIN. (The PIN may be set or changed by the cardholder in other ways, such as using the IVR.)

New eWIC information added to kansaswic.org website. In Issue 1, we announced that you can find eWIC related information for local agencies on the eWIC webpage located on the “Information for WIC Local Agencies” webpage.

A eWIC for Vendors page has also been created. It can be accessed on the “Information for WIC Vendors” webpage. The intended audience is WIC Vendors, but the local agency vendor contacts will also find the information helpful.

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Watch for upcoming email with equipment survey and background information.

A survey will soon be sent to all staff identified in the KWIC system to receive I and P memos. The survey will ask about your current equipment and gather background information that will be useful in thinking about how eWIC might affect clinic flow and processes. Although only one person will complete the survey for each clinic, we are including the survey background information here, to be sure all have a chance to read it and contribute to the survey.

• One eWIC card will be issued per family at their first WIC appointment after eWIC is rolled out in your clinic.

o The appointments may be for certifications (new, re-certs, mid-certs), nutrition education or benefits pick-up.

o These appointments will take longer because staff will need to educate clients about the use of the card, so plan to schedule longer appointments.

o Let clients know when making the appointment that it will take longer than what they are typically used to since they will be issued an eWIC card instead of checks.

o Once a family has an eWIC card and has received education about how to use the card, future appointments will be shorter.

• Family benefits will be aggregated together. So instead of 36 ounces of cereal on each check for a family of 3, there will be 108 (36 x 3) ounces of cereal available.

• Food benefits are accessed by using the card, but are not actually on the card – the card enables the client to access their benefits from their account through the eWIC processor.

• Children in Foster care will receive their own eWIC card and food benefits account. Food benefits for children in foster care will not be aggregated with other family benefits.

• To ensure WIC benefits are purchased with WIC funds, clients MUST swipe their eWIC card first and provide their PIN at the checkout before swiping any other cards (like SNAP or credit cards).

Reading the receipt One of the ways for clients to know their remaining benefits is to keep and use their previous receipt. Here is a sample receipt from Wisconsin. Kansas receipts will be similar, but food items will display somewhat differently.

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• The PIN is a 4 digit number which the client chooses for the most part in the WIC clinic using a PIN pad. PIN numbers can also be selected through the Interactive Voice Response (IVR) phone line and at ebtEdge.com (the eWIC processor’s client portal).

• The client should not write their PIN on their card. • The PIN will only need to be selected initially when the client receives the card. • If a client forgets their PIN, they can reset it using the IVR, ebtEdge.com, or go back

into the WIC clinic. • Card readers at each WIC desk will allow staff to swipe the eWIC card, which will

automatically bring up the family WIC record to the Notices screen in KWIC. • Staff will still need signature pads for clients to sign rights and responsibilities, for

breastpumps, to sign for receipt of eWIC Cards, etc.

Your clinic may need to rethink clinic flow. Below are a few scenarios to get you thinking.

• Consider which staff person will issue the card to the family caregiver. • Consider how and where the client will type in their PIN on the PIN pad. There will

need to be a PIN pad at only those work stations designated for clients to assign their PIN. However, after initial implementation PIN numbers will only have to be assigned to new clients or clients who lose their card and need a new one.

• Consider who will provide and where the client will receive detailed, accurate education about eWIC and how to use their card at the grocery store. How to access foods available using the card and what to do if they lose their card.

• PIN pads and card readers will need to be attached to computers through a USB port. Consider how many USB ports your computer has and how many you are already using for example, a mouse, keyboard, signature pad etc. If you need more USB ports to attach equipment to your computer you will need a USB hub (a device that you will connect into one USB port to provide more USB ports.)

• After initial implementation clinics may find that they do not need so many PIN pads. The SA will ask that some be returned for reissuance as they wear out.

• A PIN pad is about 3 inches by 51/2 inches. A card reader is about 1 inch by 4 inches.

Here are some potential scenarios to help you think about your clinic’s flow. These are not all inclusive, so your clinic may or may not fit into one of the scenarios below, which is acceptable.

Scenario 1

• Clerk checks in client, calculates income, mandatory referrals etc. Clerk will now need to collect caregiver’s date of birth if not already in KWIC, as well as alternate caregiver’s date of birth if applicable.

• CPA completes certification. Assigns food package. Gives client eWIC card. Explains use of card.

• Client returns to clerk, swipes card and creates a PIN. Client leaves. • A 2 person clinic – one clerk and one CPA will need one PIN pad and two card

readers. A clinic with 3 clerks and 4 CPAs would need 3 PIN pads and 7 card readers.

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Scenario 2

• Clerk checks in client, calculates income, mandatory referrals etc. Clerk will now need to collect caregiver’s date of birth if not already in KWIC, as well as alternate caregiver’s date of birth if applicable.

• CPA completes certification. Assigns food package. Gives client eWIC card. • Client returns to clerk, swipes card and creates a PIN. Clerk explains how to use the

card. Client leaves. • A 2 person clinic – one clerk and one CPA will need one PIN pad and two card

readers. A clinic with 3 clerks and 4 CPAs would need 3 PIN pads and 7 card readers.

Scenario 3

• Clerk checks in client, calculates income, mandatory referrals etc. Clerk will now need to collect caregiver’s date of birth if not already in KWIC, as well as alternate caregiver’s date of birth if applicable.

• CPA completes certification. Assigns food package. Gives client eWIC card. CPA has PIN pad and client creates their PIN. CPA explains how to use eWIC card.

• Client leaves. • A 2 person clinic – one clerk and one CPA will need one PIN pad and two card

readers. A clinic with 3 clerks and 4 CPAs would need 4 PIN pads and 7 card readers.

Scenario 4

• Clerk checks in client, calculates income, mandatory referrals etc. Clerk will now need to collect caregiver’s date of birth if not already in KWIC, as well as alternate caregiver’s date of birth if applicable.

• CPA completes certification. Assigns food package. Gives client eWIC card. CPA has PIN pad and client creates their PIN.

• Client returns to clerk and clerk provides education about how to use eWIC. • A 2 person clinic – one clerk and one CPA will need one PIN pad and two card

readers. A clinic with 3 clerks and 4 CPAs would need 4 PIN pads and 7 card readers.

Scenario 5

• The same as scenario 3 above but the clerk area also has a PIN pad.

• A 2 person clinic – one clerk and one CPA will need two PIN pads and two card readers. A clinic with 3 clerks and 4 CPAs would need 5 PIN pads and 7 card readers.

We’re on an exciting journey together.

Keep watching for more information.