Cascades Spring 2020 Release Training Materials
Washington State WIC Program Implementation date: June 1, 2020
HEALTH ALWAYS WORKING FOR A SAFER AND HEALTHIER WASHINGTON
Washington State Department of
Health
Cascades Spring 2020 Release
WIC Nutrition Program doesn’t discriminate. In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.
Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English.
To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by:
Mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C. 20250-9410
Email: [email protected]
Fax: (202) 690-7442
This institution is an equal opportunity provider. Washington State WIC Nutrition Program doesn’t discriminate.
To request this document in another format, call 1-800-841-1410. Deaf or hard of hearing customers, please call 711 (Washington Relay) or email [email protected].
DOH 962-1206 May 2020
Cascades Spring 2020 Release
Here’s what you’ll find in this document:
Cascades Spring 2020 Release .................................................................................................................. 3
Pregnant Participant Transfer Into State .................................................................................................4
Child Certifications Extend to the End of the Month They Turn 5 .........................................................5
Temporary Certification End Date Fixes...................................................................................................6
Clinic Master Calendar Memory Issue......................................................................................................7
Risk Factor Changes ................................................................................................................................... 7
Table of Risk Factor Changes .................................................................................................................... 8
Washington State Department of Health WIC Program 2
Cascades Spring 2020 Release
Cascades Spring 2020 Release
The Cascades spring 2020 release will be implemented on June 1st. This is the first Washington WIC enhancement of Cascades. We purchased the system “as-is” and rolled out statewide in 2019. Since that time, we’ve collected input from state and local staff about potential changes and enhancements to make the system work better for Washington WIC.
We plan on having two enhancement releases each year, one in the spring and one in the fall. The System Enhancement Committee at the state office determines what goes into each release by reviewing all enhancement requests and evaluating them according to their impact in the following areas:
• Functional stability - keeping the system working reliably
• Performance efficiency - issues that affect system responsiveness and processing times
• Usability - efficiency and ease of use for state and local staff
• Federal requirements – assuring the system meets federal requirements
• Benefit issuance and participation - addressing issues to make sure participants receive full benefits and remove barriers to participation
• Security and reporting – includes system security, reporting, user accountability, and program integrity
• Urgency - how quickly the change is needed
• Budget and resources – the timing of an enhancement is also based on the time, money and effort required to make the change
What’s included in the Spring 2020 release
There are 5 enhancements for providing services to participants in this release.
1. Pregnant participants who transfer into state: staff can enter eligibility to the end of the month 6 weeks postpartum.
2. Child certifications extend to the end of the month the child turns 5 years of age. 3. A few remaining issues with releasing the Temporary Certification Ends Date were fixed. 4. Master Calendar memory issues that caused errors are also fixed. 5. 2019 and 2020 Nutrition Risk Factor updates from USDA/FNS are implemented
Please have staff review the topics that relate to their role in the clinic.
How to get the new version of Cascades
Log in to Cascades on or after Monday, June 1st to start using the new version.
Washington State Department of Health WIC Program 3
Cascades Spring 2020 Release
Pregnant Participant Transfer Into State
When transferring a pregnant participant Into State, staff can now enter a Certification End Date that extends to the end of the month the participant turns 6 weeks postpartum (to the end of the month of the Expected Delivery Date + 6 weeks).
Example: Certification Start Date = 3/10/2020 Expected Delivery Date (EDD) = 8/24/2020 Certification End Date = 10/31/2020
[EDD + 6 weeks = 10/5/2020, then extended to the end of the month]
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Expoctoo Di!llrui"f Date
• 8/24/2020 [ ]
Certuit.Jl'iuri, E11d Di!te
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• Previously Cascades would only allow staff to enter a Certification End Date exactly 6 weeks from the Expected Delivery Date.
• This didn’t match Washington WIC policy for a pregnant participant’s eligibility period and federal regulations to accept a transfer participant’s full eligibility period from transfer information.
Washington State Department of Health WIC Program 4
Detailed Participant Information
Participant Name: FIVEYEAROLD CHILD
Participant ID: WA1690006063 Family ID: F16900003557 category: Child
Certification Period: 4/24/2020 - 9/30/ 2020 Date of Birth: 9/ 2/ 2015
pr - va, a e May 2020 - Available Jun 2020 - Available
Clinic Name: Snohomish HD-Lynnwood
Cascades Spring 2020 Release
Child Certifications Extend to the End of the Month They Turn 5
When a child turns 5 years old during their certification, Cascades will use the last day of the month they turn 5 as the Certification End Date.
Any child already certified in Cascades who turns 5 on or after June 1st will have their Certification End Date extended to the end of the month they turn 5 years old.
Example: Child certified on 4/24/2020 Turns 5 years old on 9/2/2020 Certification End Date = 9/30/2020
Note:
Cascades doesn’t allow staff to schedule an appointment for a child on or after the 5th birthday. Staff can issue benefits, just not schedule an appointment for the child. This is on our list of potential changes for the future.
• Previously Cascades would set a child’s Certification End Date to the day before their 5th birthday. • This made some children receive one less month of food benefits depending on their birth date and
the Family Issuance Day.
Washington State Department of Health WIC Program 5
Income Details
source
Zero Income Declaration Reason
! Nona,me
Proof
COmparison Frequency Annual
Frequency
Total Income $0.llO
Amount
Quick Links
Elgibay Guidelne Amount $39,461.00
8 New Family
• Family Search
hies
raphics
Income Information
Health Information
Anthro / Lab
Family Assessment
Dietary & Health
Eco-Social Assessment
Assigned Risk Factors
Certificat ion Signature
Certification Summary
Cascades Spring 2020 Release
Temporary Certification End Date Fixes
This release fixes a few scenarios where Cascades didn’t release the Temporary Certification End Date for missing proof when the proof was later provided.
Example 2: • Cascades didn’t release the Temporary Certification End Date for
participants who transferred from a household where proof ofresidency or income wasn’t provided to a household with proofentered.
• Cascades now uses the new household’s status of having proofprovided and releases the temporary end date.
Important note:
Staff need to save the Family Demographics and/or Income Information screen in the receiving family file for Cascades to update the transfer participant’s proofs and release the Temporary Certification End Date.
Example 1: • Staff documented “Not Provided” for proof of income at the certification. • At the next visit, staff determine the household has zero income and
document a Zero Income Declaration Reason. • Cascades now releases the temporary end date when staff delete the line
of income details where the proof was “not provided” and save the zeroincome reason on the Income Information screen.
6Washington State Department of Health WIC Program
Health Conditions
Nutrient Deficiency or Disease I
Fetal Alcohol Spectrum Disorder
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•History
2/28/2020
Status Message
i Appointment(s) successfulty scheduled for CHILD's family.
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Risk Factors:
I Method I Risk Code I Description
I~ 131 LOW Weight Gain - BMI 18.5 - 24.9 s 132 W~ht Loss 2nd/3rd Trimester>- 2 lbs
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I Created Date
2/28/2020 .2/28/2020
Cascades Spring 2020 Release
Clinic Master Calendar Memory Issue
Have you ever moved quickly from day to day while working with a participant to find the best time for their appointment, then had the Clinic Master Calendar freeze or give an exception error?
This Cascades release addresses the Clinic Master Calendar memory issue that caused these issues.
Risk Factor Changes
Every year USDA/FNS reviews and updates the federal nutrition risk criteria. The risk factor changes in this release are a combination of the 2019 and 2020 updates. Washington WIC received a waiver to delay some of the 2019 risk changes since we were implementing Cascades.
See the Table of Risk Factor Changes on the next page for an overview.
New risk titles are reflected in the Health Conditions mover box and on the Assigned Risk Factors screen
Any risks that were removed or renamed as a result of the risk updates will remain in Assigned Risk Factors History for all participants who had them previously assigned.
• We’ll post the Nutrition Risk Factor Tool with the risk definition changes on June 1st.
• We’ll let you know when we post the Nutrition Risk policy and procedure chapter. The chapter lists Definitions/Cut-off value, Justification, Implications for WIC Services, Clarification, and References for each risk from the federal risk criteria.
Washington State Department of Health WIC Program 7
[ r
Cascades Spring 2020 Release
Table of Risk Factor Changes Risk Factor Risk Code Change Comments Low Weight Gain 131 • Definition/Cut-Off value didn’t change.
• Expanded the Justification section to include information about weight loss during pregnancy and updated with more current data on trends in maternal weight gain.
No change to Cascades.
Weight Loss During Pregnancy
132 Removed. The Low Weight Gain risk includes maternal weight loss.
Severe Nausea/Vomiting 301 • Updated the Definition/Cut-off value, but there’s no change in how or when staff determine the risk.
• Expanded and updated the Justification, Clarification and Reference sections.
No change to Cascades.
Preeclampsia (Hx) 304 • Definition/Cut-Off value didn’t change. • Expanded and updated the Justification,
Clarification and Reference sections.
No change to Cascades.
Breastfeeding While Pregnant
338 • Definition/Cut-Off value didn’t change. • Expanded and updated the Justification,
Clarification and Reference sections.
No change to Cascades.
Nutrient Deficiency or Disease
341 • Changed name from Nutrient Deficiency Disease. • Risk definition revised to include “treated or
untreated nutrient deficiency or disease”. • Still requires a diagnosis by a health care provider.
Hypertension/ Prehypertension
345 • Definition/Cut-Off value includes terms used for hypertension: chronic hypertension during pregnancy, preeclampsia, eclampsia, chronic hypertension with superimposed preeclampsia and gestational hypertension.
• Expanded and updated the Justification, Clarification and Reference sections.
No change to Cascades.
Washington State Department of Health WIC Program 8
I r
Cascades Spring 2020 Release
Risk Factor Risk Code Change Comments Drug Nutrient Interactions 357 Risk definition change – added italicized words below:
Includes prescription or over-the-counter drugs or medications that interfere with nutrient intake, absorption, distribution, metabolism, or excretion, to an extent that nutritional status is compromised.
No change to Cascades.
Alcohol Use Drug Use
372 Risk definition change: Now includes abuse of prescription medications.
No change to Cascades.
Fetal Alcohol Spectrum Disorders
382 • Changed name from Fetal Alcohol Syndrome. • Now for all categories (not just infants/children). • Risk definition revised.
Regression 501 Risk definition change: The risk definition now aligns with federal regulations to only use this risk only one time following a certification where a nutrition risk was determined.
• No change to Cascades. • Washington WIC policy already
followed this requirement. • This risk is rarely used.
Transfer of Certification 502 Risk definition change: Clinic staff must accept transfer participants with a certification period that extends beyond the receiving agency’s certification period.
• Washington WIC uses the full eligibility periods for all participant categories.
• Staff can now enter eligibility to the end of the month a pregnant transfer participant is 6 weeks postpartum.
Maternal Substance Use (during pregnancy)
703 Removed • Use Limited Skills for Proper Nutrition or to Make Feeding Decisions when current use affects feeding ability.
• Use Fetal Alcohol Spectrum Disorders or Neonatal Abstinence Syndrome, or other risks when applicable.
Limited Skills for Proper Nutrition or to Make Feeding Decisions
902 Risk definition change: This risk now includes intellectual disability, substance use, and misuse of prescription medications.
• Cascades assigns this risk when staff document Limited Abilities to Feed, or Maternal Intellectual Disability on the Eco-Social screen.
• Staff can manually select this risk on the Assigned Risk Factors screen.
Washington State Department of Health WIC Program 9