CT: 14 Transfer of Certification
|Effective Date: 10/99||Downloads: PDF Version||Revised Date: 09/16|
WIC clinics are required to issue transfer documentation to each participant in a migrant farm worker household and to each participant who is likely to relocate during the certification period. The participant should be made aware that this option is available to him/her if the plan is to move to another state.
Participants may be transferred from one Nevada WIC clinic to another. Clinics can transfer the participants file within WIC MIS from one clinic to another upon the request of the participant or sponsor. To do so follow these steps:
1. Search for the participant within the MIS using the “Add Household” option under the “Home” menu.
2. Once found select the family but do not transfer the participant yet.
3. Contact the participant’s previous clinic to receive information regarding their benefit cycle to protect against double issuance. (Staff may contact the State Office for this information if unable to reach the clinic.)
(a) If benefits have been redeemed or are expired transfer the household to your clinic.
(b) If benefits are still active wait until benefits have been redeemed or expire to transfer the participant file. (If it is necessary to transfer the file before benefits expire, such as to change a food package, make sure to have the other clinic check the JPM website for unredeemed benefits. Unredeemed benefits may be reissued on a new card.) (reference FD-15 for more information)
(c) In addition to preventing double issuance it is important to notify the old clinic of the transfer to allow them to pull the chart form the active files and cancel any previously scheduled appointments. (Note: for the old clinic it may not always be possible to have a client record showing termination in the chart. In this event make sure to thoroughly document the date and reason for termination in the progress notes.)
4. Issue a new WIC EBT card to the participant and take possession of the old card. (The old card automatically statuses, is unusable, once participant is transferred.)
5. Return the old card to the state using the “Returned Food Instrument Register” as outlined in FD: 14.
Out of State Transfers
When a participant requests to transfer out of state, issue them a Verification of Certification (VOC) by printing a Client Record from the WIC application and terminating the participant from the WIC computer system.
If a participant requests a VOC because they are likely to relocate at sometime within the relocation period, the WIC clinic must issue the participant the VOC without termination from the program until the transfer actually occurs. The VOC must be explained to the participant.
Issuing a VOC:
- Client Records can be issued to the participant in person or by mail.
- Participant name
- Date certification was performed
- Month/year certification expires Date income eligibility was determined
- Nutritional risks (write in the title by the numerical risk code)
- Hematocrit or hemoglobin
- Priority (circle)Review the Client Record to assure the following information is provided:
- Identification number (WIC Participant ID number)
- Provide signature and printed name of the staff person providing the VOC of the certifying local agency.
- Clinic name, address, and pone number must be provided on the VOC.
DoD Overseas WIC Program
WIC clinics must issue a Verification of Certification by printing a Client Record from the WIC MIS to WIC participants affiliated with the military who will be transferred overseas. WIC participants issued a VOC must be instructed that:(1) there is no guarantee that the WIC Overseas Program will be operational at the overseas site where they will be transferred, (2) by law only certain individuals are eligible for the WIC Overseas Program, and (3) issuance of a WIC VOC does not guarantee continued eligibility and participation in the WIC Overseas Program. Participants should contact their base to determine continued eligibility. Clinics should ensure that all VOC’s issued are thoroughly completed as described above, as the WIC Overseas Program personnel cannot readily contact a WIC Program to obtain further information.
Accepting Out of State Transfers
When accepting VOC cards/Client Records/other certification documents at a minimum, the following elements are absolutely essential: (1) the participant’s name; (2) the date the participant was certified; and (3) the date that the current certification period expires.
- VOC card/Client Record: If an applicant indicates that s/he has a VOC card from another state check that the essential information is present and that the certification period has not expired. If expired, put client on application list and schedule for a certification appointment. Otherwise, offer the client the first available appointment to be placed on the program. If the essential information is missing the clinic should make every attempt to contact the other agency to obtain.
- No VOC Card/Client Record: If an applicant indicates that s/he was on the program at another WIC clinic, determine whether the certification is likely to be current. If it is, contact the last WIC clinic s/he was certified to request transfer information be sent. Offer the client the first available appointment to be placed on the program.
- Overseas Program VOC: If an applicant indicates that s/he has a WIC Overseas Program VOC card check that the certification has not expired. If expired, put client on application list and schedule for a certification appointment. Otherwise, offer the client the first available appointment to be placed on the program.
If the receiving clinic has a waiting list for participation, participants with a current VOC, Client Record, or other certification document will be placed on the list ahead of all other waiting applicants, regardless of priority ranking.
- Participants will be instructed to bring with them (1) proof of identification, (2) proof of Nevada residency, and (3) Immunization records of transferring children (if applicable).
- Transferring participants must surrender to the receiving WIC clinic any unused food instruments or Electronic Benefit Transfer (EBT) card from the sending agency in their possession. LA must destroy the unused food instruments or EBT card from the transferring participant.
- Use the Nevada Rights and Responsibilities form to document the information presented at the appointment and have the sponsor indicate a proxy/proxies if s/he wish. The CPA needs to note that the appointment is a transfer in the income calculations area, review the R&R with the participant or sponsor (as indicated in CT: 2) and have him/her sign the form as well as indicate if s/he would like to register to vote (per policy CR: 11). Note: If the participant in transferring because of a move, the participant or sponsor needs to have his/her new address on her/his ID in order to register to vote.
- Transferring participants are not required to provide proof of income or undergo a medical/nutritional assessment as this was completed at the previous clinic. Clinic staff is not required to provide nutrition education but are encouraged to continue to provide quality service for the client. Participants transferring as presumptive eligible must be scheduled for a medical/nutritional screening (refer to CT: 1 pregnant woman)
- Verify that the transferring document has all essential information and provide assistance if necessary. If the VOC presented notes that certification will expire soon (within 30 days), the clinic may conduct recertification for the convenience of the participant.
- Transferring participant’s certification period must remain the same period as on the documents provided.
- With the exceptions listed above (2) clinic staff are required to complete all other required paperwork normally processed during a certification.
- Transferring participants should receive the food package offered in receiving state agency according to their category and nutritional needs. The WIC clinic should explain any differences in the authorized supplemental foods.
- All information given on the transfer documents will be transcribed into the WIC MIS as written. Clinic staff receiving WIC transfer information from other States must carefully read all documentation to ensure that their priority level is the same as Nevada’s. If not, then the field must be imputed with the priority level that was assigned to that participant from the State they certified in. A copy of the VOC should be retained and placed or scanned in file.