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1 Updated: 07/01/2020 COVID-19 REFERENCE DOCUMENT
1 Updated: 07/01/2020
COVID-19 REFERENCE DOCUMENT
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TABLE OF CONTENTS COVID-19 Reference Document ............................................................................................................................................................ 1
Checklist & Ready Reference for Remote Services ........................................................................................................................... 3
General ........................................................................................................................................................................................ 3
Shopping ...................................................................................................................................................................................... 6
Nutrition ...................................................................................................................................................................................... 7
My Minnesota WIC App – Nutrition ............................................................................................................................................ 7
Guidance for Closing In Person Clinics .............................................................................................................................................. 7
General ........................................................................................................................................................................................ 7
Communicate with State ............................................................................................................................................................. 8
Secure Technology Options ......................................................................................................................................................... 8
Other Considerations ................................................................................................................................................................... 8
Helpful Instructions .......................................................................................................................................................................... 9
Converting HuBERT Letters to PDF .............................................................................................................................................. 9
eSigning a PDF from your Android ............................................................................................................................................... 9
eSigning a PDF using iPhone ........................................................................................................................................................ 9
Vidyo ............................................................................................................................................................................................ 9
VOIP ........................................................................................................................................................................................... 10
Sending Text Messages with SMS Texting ................................................................................................................................. 10
Remote Clinic Services .................................................................................................................................................................... 10
Certification & Eligibility ............................................................................................................................................................ 10
Assessment ................................................................................................................................................................................ 14
High Risk Indicator in the Information System .......................................................................................................................... 15
Nutrition Education ................................................................................................................................................................... 15
WIC Foods .................................................................................................................................................................................. 16
Breastfeeding and Peer Program Guidance .................................................................................................................................... 16
Breastfeeding Messaging ........................................................................................................................................................... 16
Resources for Lactation Education on the App and MN WIC Website ...................................................................................... 16
Peer Program ............................................................................................................................................................................. 17
Additional Guidance ....................................................................................................................................................................... 17
Forms & Publications ................................................................................................................................................................. 17
Process for Reporting Transaction and Store Issues .................................................................................................................. 17
Helpful Infoview Reports ........................................................................................................................................................... 17
Funding ........................................................................................................................................................................................... 18
Federal WIC Funds for WIC Services Only .................................................................................................................................. 18
Supplemental Funding ............................................................................................................................................................... 18
References- Complete Listings of Hyperlinks .................................................................................................................................. 19
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Checklist & Ready Reference for Remote Services
This list can be used to prepare to work remotely, as well as a reference on how to handle certain WIC documents.
General
eWIC Cards • Ideally, WIC Cards should be secured at the WIC clinic location and mailed from that location by WIC
Staff. If all WIC Staff are working off-site, designate one or two key staff to secure cards in their work location(s). All requests for issuing and mailing new cards could be sent to those key staff.
• If CPAs do not have cards, they should contact their key WIC Card staff to get the number of the next WIC Card and then manually enter that number into the system. Just be sure to double check that the numbers were entered correctly. The staff person with the WIC Cards can then mail the card to the participant.
• WIC Cards can be mailed, or offer a “drive up” option.
• If unable to obtain signature for the new card, document the reason with CPA initials in the signature box.
Envelopes, Stamps, Return Address Labels or Stamper • See MOM 8.5-2 for instructions for mailing the WIC card.
Key Phone Numbers • Provide a list of key phone numbers to staff
o Interpreter services
o CSC MN Helpdesk 1.800.488.8799; press 2, 2
o State WIC Consultant
o Other important contacts such as local IT
Laptops • Continue to use the Request for Equipment/Supplies Form to request laptops. Use “COVID-19” as the
justification.
• Typically, CSC does not provide power cords with laptops so you will have to request a power cord if needed. We are running low on power cords so please make certain it is something you actually need before requesting.
• 7060 Micro Desktops: We do consider the 7060 “micro” desktop to be “mobile equipment” due to its small size. We are encouraging agencies that have this type of desktop to assess whether this could be used instead of a laptop. They require a wired connection so you would need to use the network cable that currently connects the computer to the Internet.
• Peripherals: Staff should be able to use their existing peripherals, including: card readers, signature pads, network cables, and mice. If using “micro” computers, peripherals would also include monitors and keyboards. These items will not automatically be sent with a laptop.
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Signature Pad Issue • A few agencies have had an issue where the signature pad fails. In some cases this can be due to VPN.
Staff should contact the CSC Helpdesk (1.800.488.8799; press 2, 2) to assist with this.
• When the signature pad is not available due to a functionality issue, staff must complete the WIC Card – Primary Cardholder Signature Register or the WIC Household Manual Certification Register, depending on the situation, sign and scan into the participant record.
• A temporary option would be to write a note stating: “sig pad error” rather than completing the form(s). It is still important for agencies to resolve any underlying issues with the signature pad.
Telework Requirements • WIC information that displays on your screen is private. Make sure your workspace setup supports data
privacy. Do not use an open network (the network must have a password). VPN access is preferable, but not required, since it provides secure remote access.
Cell Phones & Headsets • Cell phones and headsets for WIC services are allowable WIC expenses.
• Some agencies are using computer-based VOIP calling as an alternative.
• Google Voice is another way to protect phone number privacy.
• See more information in the Instructions area below.
Rights & Responsibilities • Refer the participant to the Rights and Responsibilities on our website or on the My Minnesota WIC App.
Rights & Responsibilities
• If the Rights and Responsibilities can’t be reviewed by the participant, verbally explain the Rights and Responsibilities.
• At the completion of the certification, once the participant has been able to review the Rights and Responsibilities, the CPA should document the participant signature as “Phone Cert” with CPA initials.
Release of Information Waiver Minnesota WIC has requested and obtained flexibilities for a written Release of Information. The purpose is to facilitate referrals to health care providers and other programs during the COVID-19 Response. With this flexibility, the options for obtaining a Release of Information (ROI) during the COVID-19 Response are the following:
Written ROI: Local agencies are encouraged to obtain a written ROI if possible. A written ROI enhances the participant’s understanding of what private data they are releasing and who will be receiving that data. Additionally, a written ROI generally covers a longer period than option 2 below, reducing redundancies.
• Ideas for obtaining a written ROI:
o Email a PDF copy and have the participant sign through phone or use DocuSign or Adobe options. If this is not possible:
o Mail if needed; send with a self-addressed stamped envelope
o If mailed, decide who is going to be checking mail at clinic.
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Verbal ROI: If obtaining a written ROI will delay a referral to the health care provider or another program, use a temporary verbal release. WIC staff must assure the participant understands the release purpose and process.
• To obtain a verbal ROI:
o Discuss the benefits/need for referring the participant to the health care provider or identified program.
o Inform the participant that their WIC data is private and a release is necessary to share their data with the health care provider or identified program. See Data Privacy, MOM Section 1.7.
o Ask the participant if you may share private data with a verbal release. If the participant agrees to the verbal release, inform the participant of:
What data will be shared
The purpose of releasing the data and how it will be used
To whom the data is being released
That declining to agree to the release will not impact their eligibility
• Document the temporary verbal ROI in a General Note. Select note subject ROI Verbal.
o Document the date and the name of the health care provider or program receiving the referral information.
o The verbal release will be in effect until their next in-person visit. Create an alert that staff need to obtain a written, signed ROI at that time.
• Other considerations for a verbal ROI:
o Refer to your agency’s ROI for specific language.
o Follow your local agency procedures regarding whether the release is at the individual or household level. Document the verbal ROI in all applicable household member records.
o If your Release of Information is available on your website, encourage participants to review the ROI before their appointment. Alternatively, the agency might consider emailing a copy of the ROI to participants for their review.
Ineligibility Letters • Sample Letter of Ineligibility
• Print from HuBERT and mail copy or save as PDF and send through email. See “Converting HuBERT Letters to PDF” below in Instructions
Local Agency Resources Listing • Send to participants by email or mail as needed.
Printing VOC Documents • Print from HuBERT and mail copy or save as PDF and send through email. See “Converting HuBERT
Letters to PDF” below in Instructions section.
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Appointment Reminders • If using the My MN WIC App, the appointment will display immediately in the messages section and they
will receive a notification reminder 2 business days prior to the appointment date.
• Consider sending appointment reminder through email, text or mail, as needed.
Shopping
General Shopping Information • Shopping for WIC
WIC Shopping Guide • Email link to family, direct them to the app, or mail copy as needed
• MN WIC Shopping Guides
Using Your WIC Card Video • Email or text link to family, or direct them to the app
• Video is available in English, Spanish or Somali here: Shopping for WIC
My MN WIC App Set-up • Verbally explain, share link to document by text or email, or mail handout if necessary.
• My Minnesota WIC App brochure in English
• The App brochure is available electronically in English, Spanish and Somali here: Shopping for WIC
Shopping with the WIC Card & Troubleshooting
There is a new training module available on the WIC shopping experience to help staff learn about the flow of a WIC transaction, how to prepare participants to shop with the WIC card, and how to troubleshoot and escalate transaction issues according to Minnesota WIC's procedures.
• Shopping with the WIC Card
• Additional information available in the Vendor Wednesday Updates
Account Balance • Check balance on the app, instruct to go to the store for a balance inquiry, call 1-833-566-5248 for
balance, view balance on WICcard.mn.gov with account. • Other options: Mail or email a copy of the shopping list or account balance.
Shopping Tips • Encourage participants to check their benefit balance before going to the store.
• It may be helpful to shop early in the benefit cycle in case there is difficulty locating certain items.
• Discuss options within the WIC-allowed products, such as the varieties of whole grains.
• If the participant is having difficulty locating an item, they can check with the store staff on additional stock in the back or when they expect their next shipment.
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Nutrition
Nutrition Ed Cards • CPAs may take commonly used cards to use as reference. Cards are also available through the app and
online in multiple languages to share with clients. • Nutrition and Your Family
My Minnesota WIC App – Nutrition • Refer participants to the WIC app Nutrition button. The app contains links to many nutrition and
breastfeeding resources. See the Nutrition and Breastfeeding Resources on My MN WIC App for more information
WICHealth.org • WIC Health
• Verbally explain this to participants. See the Education Choice page for more information.
Medical Documentation • Fax or email using link or attach form to email. Minnesota WIC Program Request for Medical Formula
• Consider: How will you be receiving the response? Can faxes be sent to an email inbox? Can the Provider scan and email? Participant to take a picture and send?
Welcome to WIC Video • Email or text link to the family, or direct them to the app.
• Welcome to Minnesota WIC Videos
Breast Pumps & Supplies • Make arrangements with the family for pick-up. Document issuance in HuBERT Nutrition Ed Tab and in
clinic inventory.
Guidance for Closing In Person Clinics
General • Notify your state consultant. Include the justification for closing clinic, identify if services are being
moved to a different location, indicate if services are being provided remotely and how this is being communicated to participants.
• Post a sign on the outer most door of the building stating “To keep all of our participants and staff safe, WIC is closed for in-person visits. Please call XXX-XXX-XXXX and/or email.”
• Post an update on your website/Facebook page
• Send out a message using a texting and messaging service such as One Call Now.
• Notify individual participants that are scheduled to come in via phone, email, or text
• Contact radio stations---if applicable
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• Cross post on other community website and social media; ask other agencies to share your post
• Share the best way to communicate with your specific WIC Clinic (email, call and leave message, texting)
• Set-up voicemail with specific information (Example: “There has been an increased volume of calls. We continue to provide WIC services over the phone. Please leave a clear message with your name, number and what you are calling about after the tone and we will respond to your message in the order that it was received.”)
Communicate with State • Keep in communication with your state consultant to provide updates on services provided.
• If staffing becomes an issue or if you need to stop all WIC services, contact your state consultant as soon as possible.
Secure Technology Options • Have your IT and/or Security Officer decide which technology is allowable and meets WIC data privacy
policies. i.e. Vidyo, *67 for private calls, Google Voice, VOIP. More information in the Instructions area below.
• Ensure remote staff are taking appointments in a confidential location or use a headset to ensure privacy.
• Lock your computer if you will be away.
• Improve Connectivity when working remotely: Tips to improve system speed:
o Power cycle the router being used (by turning it off, waiting 10 seconds, and turning it back on)
o Minimize other devices in your home using your Internet
o Switch to wired connections in case of Wi-Fi issues
o Try another port on the router if using an Ethernet cable
o Increase home internet speed with ISP
o Try using a cell hotspot
Other Considerations • Communicate with referral sources that might be affected, i.e. local food pantries, homeless services,
Head Start, prenatal care.
• Check in with community referral resources to see if there are any new instructions for referrals or if they are even taking referrals.
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Helpful Instructions
Converting HuBERT Letters to PDF 1. HuBERT Letters can be converted to PDF documents on any State issued computer. When converting a
letter to a PDF, you must change the default printers to “Adobe PDF”.
2. When Adobe PDF is selected for the printer, HuBERT will generate a PDF on the screen. This PDF can
then be saved or emailed as needed.
eSigning a PDF from your Android 1. Download the Adobe Fill and Sign app from your Play Store, the app is free.
2. Open the pdf from your email.
3. Click on the pen icon on the top right side of the toolbar.
4. Click on the create signature box.
5. The screen will auto flip, then use your finger to sign the screen.
6. Go back up to the pen icon to find your signature.
7. Grab your signature and resize it to fit the signature line of the document you want to sign.
8. Once signed, click on the three dots that form a less than arrow to share the document and send to email.
9. You can then select your Gmail icon and send the attachment in email format to the desired email address. Consider using an agency email instead of a personal email for added security.
eSigning a PDF using iPhone Here is a video describing the process. How to sign a document on your iPhone iPad, or iPod touch
Vidyo • Vidyo is a HIPAA compliant platform for secure video visits. Agencies are able to use Vidyo through the
State WIC Office, with no cost to the local agency or participants.
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• Vidyo visits can be conducted on a smartphone, tablet, or computer with a camera. Staff can email or text a Vidyo meeting link to participants. Participants can join on their smartphone through the free Vidyo Mobile App, or from a computer or tablet after installing the Vidyo Web plug-in in their internet browser.
• Please let your State WIC Consultant know if your agency is interested in using Vidyo for video visits and the number of staff who will need access. Please include staff’s names, email addresses and phone numbers in the message.
TeleWIC guidance and information can be found on the Education Choice section on the website.
VOIP • VOIP, or voice over internet protocol, is a phone service that allows you to make calls directly from your
computer using an internet connection. Examples of this service include Cisco Jabber, Skype, and Google Voice. VOIP may be an alternative to landline or cellular phones.
• Google Voice may be a tool to support staff who are working remotely and using their own phones. Google Voice allows users to set up a Google Voice phone number that will route to any phone. This allows staff to make and receive phone calls on their personal cell phones without sharing their phone number. Google Voice also has the option to make calls using an internet connection.
• This Google Voice Tutorial goes over basics of setting up this free account and various ways to use it.
Sending Text Messages with SMS Texting • SMS stands for short message service, and is a free way to send text messages from your computer.
• Using the telephone number and carrier information, an email address can be generated and an email message can be sent and show up as a text message on a mobile phone.
• Instructions for using SMS texting are available here: SMS Gateway for wichealth lesson
Remote Clinic Services During the COVID-19 response, participant-centered WIC services can be offered remotely, while maintaining quality WIC services:
• Nutrition Education • Referrals • Breastfeeding Support • Access to Healthy Foods
Certification & Eligibility During the COVID-19 response, MN WIC has authorized streamlining certifications for when it becomes necessary.
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Summary of Streamlined Certifications • Mid-certification appointments may be postponed. Nutrition education may be provided over the
phone in lieu of a mid-certification appointment.
• Certification and mid-certification appointments can be completed by phone.
• In the event of staff shortages or other circumstances, up to 3 months of benefits can be issued without nutrition education at that time. Contact your State WIC Consultant before beginning this process.
Physical Presence Waiver • Participants can attend clinic if they are well and if the WIC clinic is open.
• All appointments may be completed remotely by phone or video.
• Physical presence for all participants can be deferred for COVID-19 through 6/30/20. For certifications, select the physical presence exception as “Contagious Disease” in drop down and document COVID-19 as the physical presence reason in notes, using note subject “Physical Exception Reason”.
o Video visits do not count a participant as physically present. When completing a video visit follow the same steps for deferring physical presence.
o It is not necessary to document a Physical Presence Exception at Mid-Certification Assessment (MCA) to complete the MCA Guided Script. Document the Physical Presence Exception only at Certification and Recertification.
• Height/weight/hemoglobin measurements may be delayed to the next certification or midcertification. It is not necessary to “catch up” on the missed measurements.
• Best Practice: Obtain height/weight/hemoglobin data from health care provider during this waiver period.
o Height/weight/hemoglobin measurements are important building blocks of the WIC Nutrition Assessment and better enable the CPA to tailor nutrition education to the specific needs of the participant.
o Inform participants on procedures for obtaining the measurements from their health care provider. A participant may also share a print screen of the measurements from their electronic record.
o Prioritize obtaining referral measurements for higher risk participants, such as pregnant women.
Height and Weight • Height, weight, and hemoglobin can be obtained via referral data or it can be deferred through
6/30/20. If no measurements are available, select “Unknown height/weight” or Bloodwork reason not collected “COVID-19”. Do not use self-reported data.
o When completing a Mid-certification Assessment (MCA), it is preferable that staff do NOT add an “Unknown Height/Weight” measurement. Staff are only required to enter a bloodwork value (or exception reason) to be able to complete the MCA Guided Script.
• Birth weight and length can be used for infant certifications. To use birth data:
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o Obtain the birth data from the crib card, hospital discharge papers or other document. o Enter in the actual Measurement Date into the Information System so the information graphs
correctly and appropriate risk is assigned. If birth weight and length are used, enter birth date.
o Enter the correct Measurement Source in the height/weight tab.
o The infant must be under 60 days of age; the Information System accepts a Measurement date up to 60 days previous.
Best practices if birth data is used:
o Encourage regular well child appointments with the health care provider.
o As appropriate, refer the family to public health services.
o CPAs should use professional discretion regarding the timing and type of follow up for each infant. If there is a concern about an infant’s health or intake, a monthly phone check in may be warranted. Once normal clinic operations resume, an agency may choose to check infant weights and lengths at nutrition education visits.
How to Enter Referral Data after an “Unknown Height/Weight” Value. Acquiring referral height and weight measurements now will reduce staff time performing measurements later. Occasionally, a participant may have recently had height and weight completed by the Health Care Provider, but is unable to obtain documented measurements in time for a WIC appointment. How to capture that referral data later:
1. At the certification/recertification, select the “Unknown Ht/Wt” value to complete the certification and issue benefits.
2. If a referral measurement is provided after an “Unknown Ht/Wt” record has been created, enter the Health Care Provider’s measurement leaving the Measurement Date as the current date (default). Note: the correct Measurement Date cannot be entered if before the date of the Unknown Ht/Wt record.
3. Under Possible Incorrect Measurement Reason, select “COVID-19 See notes”. Write a General Note with Subject: Ht/Wt/Blood. Include the actual date of the health care provider measurements, e.g., “4/15/2020 Ht/Wt is referral data from 4/2/2020.”
4. The CPA should discern whether it is appropriate to plot the measurements on the growth grids. For example: If the measurements were obtained just a few days prior to the current date for a four year old, the plotting should not be significantly impacted. For a two-month-old infant, measurements more than a few days old can make a significant difference on the growth grid. Use the Do Not Plot checkbox in that case.
* If the Health Care Provider measurements are completed after the date of the WIC certification, the actual date of measurement may be entered and it is not necessary to use the Possible Incorrect Measurement Reason.
SOD Waiver • USDA has granted a waiver for Separation of Duties (SOD) if necessary. SOD is used to assure program
integrity and prevent fraud. However, it may be waived if it becomes a barrier to or delays the provision of services.
• Local agencies should have procedures in place for determining when SOD would not be done, depending on the agency’s situation and whether on a case by case basis, so that all staff are consistent. For example, SOD might be difficult to do for a new participant, but possible for participants with MA
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where another staff person could check MA status. Local agencies do not need to request approval from their consultant or update their SOD plan before implementing revised SOD procedures.
Remote Certification Requirements • Continue to verify income, residency, and identity.
• Participants may send verifications via mail, email, text, or show during a video visit. Release of Information for email or text is not required when the participant initiates the communication. MOM, Section 1.7.
• Local WIC agencies are encouraged to obtain a generic email address (e.g., [email protected]) so staff do not need to share their individual email addresses.
• For recertification, the participant may provide proof of Identity by mailing, emailing, texting a picture or showing document or WIC Card during a video visit, or verbally reporting the number of the WIC Card.
Certification & Eligibility Reminders • For participants who are recently unemployed, explore other sources of income such as savings. For
households with a recent decrease in income, such as being laid off, staff can use income anticipated in the next 30 days. If there are no sources of income:
o Use the “Self Declaration” Proof of Income option in the WIC Information System for zero income. (this option cannot be used for any other situation)
o Document the zero income situation in a Note, using the “Income Information” subject heading. See MOM Section 5.2, pages 14-19 for more information.
• Continue to follow the Pending and Presumptive Eligibility policies and procedures. Presumptive eligibility may only be used if WIC Staff verify earned income documentation. If that is not available at the time of a phone cert, complete all other parts of the certification and add benefits after verifying earned income.
• Adjunctive eligibility verification: Use phone or on-line MA verification for Income, Residency and Identity, if applicable. The Immunization Registry (MIIC) may also be used for Residency and Identity verification.
• Unemployment stimulus Checks
o At this time, USDA has provided the following clarification about families currently receiving the $600/week unemployment stimulus check in addition to their regular unemployment check. WIC staff calculating income should consider both checks as income as we discussed on our Local Agency calls. However when calculating income during COVID-19, USDA shares:
WIC staff can calculate income based off the previous 12 months rather than looking at the current month if that affects WIC eligibility.
If a family is adjunctively eligible through Medicaid, SNAP or TANF or other adjunctive program, the family is eligible for WIC and staff do not have to explore unemployment income further.
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Summary of HuBERT Documentation Changes during COVID-19 Physical Presence Exception at Certification
• Demographics tab: Drop down – Contagious Disease
• Notes: Subject – Physical Exception Reason
Deferred Height/Weight at Certification
• Ht/Wt/Hgb tab: Unknown Ht/Wt button
Deferred Bloodwork at Certification
• Ht/Wt/Hgb tab: Reason not collected drop-down – COVID-19
Entering Referral Data after Unknown Height/Weight
• Ht/Wt tab: Possible Incorrect Measurement Reason, “COVID-19 See Notes”
• Notes: Subject—Ht/Wt/Blood
Rights & Responsibilities
• Signature pad capture: “Phone cert” + CPA initials
Verbal Release of Information
• Select note subject ROI Verbal.
• Document the date and the name of the health care provider or program receiving the referral information.
• The verbal release will be in effect until their next in-person visit. Create an alert that staff need to obtain a written, signed ROI at that time.
Assessment Local agencies are encouraged to provide the highest level of services to WIC participants that available staff and resources allow. Many families are facing increased financial need and have emerging health and nutrition concerns. They will greatly benefit from all WIC services you can provide. Additionally, a complete appointment now will decrease the workload for future months. Conduct comprehensive Nutrition Assessment and provide Nutrition Education, following normal procedures.
During this time, assessments can be brief if staff time is limited. Assessment questions may be adjusted to prioritize:
• Participants’ immediate needs and concerns, including breastfeeding support and nutrition issues.
• Access to food, storage, and preparation
• Safe health and environmental practices.
Continue to use PCS counseling skills and tools for Education Choice.
How to Streamline Nutrition Assessment for Certification & Recertification • Use the Brief Questions and Probes Nutrition Assessment form appropriate to the category of
participants. Child and Pregnant Woman or Infant and Postpartum. Or use the Brief Questions and Probes questions in the Nutrition Assessment Tab.
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• Ask broad, open-ended questions for each section (A, B, C, D, E) of the form. Each letter on the form has solid circle bulleted questions and square bulleted probes. Use the solid circle questions, which are general broad, open-ended questions for your Nutrition Assessment. If needed, use the probing questions marked with the square bullets to obtain additional information.
• An example from the Infant and Postpartum form: under D for infants you might use “Tell me about your baby’s feeding” to evaluate Diet and Nutrition. As needed, use probing questions to gather more information.
• Follow your local agency procedures for documenting Nutrition Assessment, either in Notes or in the Nutrition Assessment Tab.
Eliminate Nutrition Assessment for Lower Priority Participants If staffing time and resources are severely limited, Nutrition Assessment may be eliminated for Lower Priority participants. Low Priority participants as outlined in MOM, Exhibit 1M include:
• Children being recertified that did not require a High Risk Care Plan (INCP) at the previous Certification
• New Certifications of children over 2 years of age
• Postpartum non-breastfeeding women
High Risk Indicator in the Information System
• The Information System is programmed to assign High Risk for participants meeting many of the High Risk Criteria, as identified in MOM, Exhibit 6-A .
• Using some streamlined procedures, such as entering “unknown” for height/length and weight may prevent the Information System from assigning High Risk as usual.
• When a participant does meet the High Risk criteria and Information System does not assign it, the CPA can manually assign High Risk through the Risk Factor/High Risk screen. High Risk may be assigned in the Information System anytime the CPA feels the participant would benefit from High Risk care and follow up.
• For more information on to how assign High Risk, see the Risk Factors/High Risk/Pseudo-Certs HuBERT Training Module.
Nutrition Education Continue to provide nutrition education as staff time allows. To enhance remote nutrition education, remind participants of the materials available on the MN WIC website and My Minnesota WIC app.
Important Health Messages • The CDC has tips for Caring for Children during COVID-19 and for those pregnant, breastfeeding and
caring for young children.
• The National WIC Association has compiled many helpful National WIC Association COVID-19 resources for local agency use.
• The Minnesota Department of Health has Minnesota Department of Health information and updates on COVID-19 .
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Support • Offer assistance and ideas during times of social distancing such as involving kids with food preparation,
focus on family meals, sitting together, time outside, and physical activity.
• For additional education, assist them logging into WIC Health and Health-e Kitchen for additional education on meal planning and recipes.
Reducing Barriers • Check with your local resources and update your contacts as needed, particularly for feeding sites,
school meals, and food shelves.
• Free Meals for Kids app can help families locate feeding sites.
WIC Foods
Waivers for WIC-Allowed Foods • Additional sizes of white chicken eggs (medium, XL, and jumbo) have been added to the APL.
• 2% milk has been added as an option for those who have “Skim/1% milk” on their benefits.
Formula • Current policy and procedures apply (MOM, Section 7.6). To expedite the process, the local agency may
obtain verbal verification from the health care provider, and written medical documentation must be obtained within one month. If there are challenges with access to medical formula, please contact your State WIC Consultant.
During the COVID-19 pandemic, participants are not required to return formula. Before a different formula is issued, instruct participants to donate unused formula to a local food shelf or destroy product. Discuss the statement in the Rights and Responsibilities “Do not sell, or offer to sell, trade, or give away your WIC card, foods, breast pump or formula.” Document in a note the cans instructed to donate or destroy, for example “COVID-19 instructed participant to donate the 6 cans of Advance.”
Breastfeeding and Peer Program Guidance
Breastfeeding Messaging • Breastmilk helps to protect baby against illnesses.
• Having baby at the breast is the best way to ensure a good milk supply.
• Moms with confirmed COVID-19 or who are experiencing suspected symptoms should take additional precautions while nursing their baby. A mother should wash her hands before touching the infant and wear a face mask if possible.
• If mom is too ill to breastfeed, she can provide her baby with breastmilk by pumping and having another caregiver feed baby. Follow the CDC’s guidance on proper pump cleaning after each use.
Resources for Lactation Education on the App and MN WIC Website The Minnesota WIC App, Nutrition Section, includes links to the MN WIC website breastfeeding information and cards. Minnesota WIC website:
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• Nutrition Information - English (Breastfeeding Women)
• La Nutrición - La Lactancia Materna (Breastfeeding - Spanish)
• Af Soomali - Nuujinta (Breastfeeding - Somali)
Video links included on this site:
• Hand expression of breastmilk video
• Biological Nurturing Video
• Paced bottle feeding video
• Global Health Media Project Breastfeeding Videos on a variety of topics and in several languages
Peer Program Make sure peers have everything they need to continue working remotely – cell phone, list of referrals, method for tracking follow-up contacts. Check in regularly with peers. Communicate any changes to peer procedure to all staff. Remind CPAs to continue making referrals to peers. Ensure that support is available to the peer for referrals outside of the peer’s scope of practice.
If peer hours are more limited during this time, prioritize contacts with moms that will be delivering soon or that have recently delivered. Notify participants if a peer has a change in availability.
Contact Carrie Klun ([email protected]) for any questions or for further guidance.
Additional Guidance Find all MN WIC COVID-19 information at: Coronavirus (COVID-19) - WIC Memos
Forms & Publications Brush Art will continue to fulfill orders. There may be shipping delays due to reduced hours or closures. See Brush Art Orders during COVID-19 memo.
Process for Reporting Transaction and Store Issues WIC staff should report all issues or concerns directly to the CSC MN Help Desk. Help Desk staff will troubleshoot the issue and escalate it to state staff if necessary. Please do not direct participants to call the state office with these issues.
• Call the CSC MN Help Desk at 1.800.488.8799; press 2, 2.
• See the February 26, 2020 Wednesday Update for more information.
Helpful Infoview Reports • INCOMPLETE CERTIFICATIONS
• PARTICIPANTS NOT ISSUED BENEFITS ON DATE OF WIC CONTACT
• STAFF ACCESS LOGS
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• STAFF & CLINIC PRODUCTIVITY
• TERMINATED FOR FAILURE TO PICK UP
• UNKNOWN HT/WT AND COVID-19 BLOODWORK EXCEPTION REASON
Funding We do not know how the COVID-19 virus will affect participation levels so we want to assure agencies that if participation levels drop, we intend to hold agencies harmless for 4th quarter to keep funding levels steady during these uncertain times. We will work with you to ensure that your WIC funding levels stay as stable as possible.
Federal WIC Funds for WIC Services Only The State WIC office is aware that Local Agency WIC Staff may be called to assist with non-WIC COVID-19 related response activities within their agencies. These are unusual times and local public health agencies are doing all they can to respond to COVID-19 in their communities. We want to remind WIC Agencies that they are an essential service and responsible for staffing the WIC Program as necessary to meet all federal and state requirements. If WIC staff are reassigned to non-WIC COVID-19 response activities, those activities must be covered with other funds and cannot be billed as WIC Services and paid for with federal WIC grant funds.
Supplemental Funding If your agency has incurred any of the following expenses during this event, WIC Coordinators can request supplemental funding by submitting a Local Agency Expense Form (MOM Exhibit 2-I) Allowable COVID-19 expenses include:
• Headsets • Cell phones needed to offer remote WIC services • VOIP (Voice Over Internet Protocol) set up • Increased internet/network capacity • Equipment to offer video visits (i.e. external camera, microphone or headset (Video Visit pilot project in
Fillmore County used Logitech C920 HD Pro Webcam, 1080p / 720p widescreen external camera and Phoenix Duet speaker)
• If there were other expenses incurred due to COVID-19, to check with your consultant to see if they may be covered.
Submit expense(s) to your State Consultant after the incurred expense. Or if you know the expense(s) will occur through COVID-19, you can wait to submit the expense at the end of the pandemic or at the end of this fiscal year, whichever comes first, and submit all expenses on one form. Claim expenses on the Local Agency Expense form (MOM Exhibit 2-I) under “Breastpumps and Supplies.” Provide details on the type of expense, e.g., headsets, (see example below). Submit additional sheets if necessary. Follow the instructions on the form, which indicate that expenses must also be claimed on the monthly claim for reimbursement in the “Other” or “Remarks” section. Supplemental funding for these items will only be provided during the COVID-19 response. If there are ongoing costs incurred, such as a monthly WIC phone bill, those expenses can be paid for with WIC Grant funds.
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References- Complete Listings of Hyperlinks MOM 8.5-2 (www.health.state.mn.us/docs/people/wic/localagency/program/mom/chsctns/ch8/sctn8_5.pdf)
State Staff Directory (www.health.state.mn.us/docs/people/wic/localagency/program/ststfflst.pdf)
Request for Equipment/Supplies Form (www.health.state.mn.us/forms/cfh/wicequip/)
Rights & Responsibilities (www.health.state.mn.us/people/wic/rights.html)
Sample Letter of Ineligibility (www.health.state.mn.us/docs/people/wic/localagency/program/mom/exhbts/ex5/5gg.docx)
Shopping for WIC (www.health.state.mn.us/people/wic/shopforwic/shop.html)
MN WIC Shopping Guides (www.health.state.mn.us/people/wic/foods/guides.html)
My Minnesota WIC App (www.health.state.mn.us/docs/people/wic/ewic/appbrochure.pdf)
My Minnesota WIC App (www.health.state.mn.us/docs/people/wic/ewic/appbrochure.pdf)
Shopping with the WIC Card (www.health.state.mn.us/people/wic/localagency/infosystem/hubert/training/index.html#shopping)
Vendor Wednesday Updates (www.health.state.mn.us/people/wic/localagency/wedupdate/topics/vendor.html)
Nutrition and Your Family (www.health.state.mn.us/people/wic/nutrition/index.html) Nutrition and Breastfeeding Resources on My MN WIC App (https://www.health.state.mn.us/docs/people/wic/localagency/wedupdate/moyr/2019/12dec/11/appresources.pdf)
WIC Health (http://www.wichealth.org/)
Education Choice (www.health.state.mn.us/people/wic/localagency/nutrition/edchoice/index.html)
Minnesota WIC Program Request for Medical Formula (www.health.state.mn.us/docs/people/wic/localagency/program/mom/exhbts/ex7/7d.pdf)
Welcome to Minnesota WIC Videos (www.health.state.mn.us/people/wic/shopforwic/video.html)
How to sign a document on your iPhone iPad, or iPod touch (www.youtube.com/watch?v=SHo7BwxHYaU&feature=youtu.be)
Google Voice Tutorial (www.youtube.com/watch?v=c8fS-RB7FYw#action=share)
SMS Gateway for wichealth lesson (www.health.state.mn.us/docs/people/wic/localagency/nutrition/edchoice/gateway.pdf)
MOM, Section 1.7 (www.health.state.mn.us/docs/people/wic/localagency/program/mom/chsctns/ch1/sctn1_7.pdf)
MOM Section 5.2 (www.health.state.mn.us/docs/people/wic/localagency/program/mom/chsctns/ch5/sctn5_2.pdf)
PCS counseling skills (www.health.state.mn.us/people/wic/localagency/training/pcs/index.html)
Child and Pregnant Woman (www.health.state.mn.us/docs/people/wic/localagency/training/pcs/assessment/briefchildpregnant.pdf)
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Infant and Postpartum (www.health.state.mn.us/docs/people/wic/localagency/training/pcs/assessment/briefinfantpostpartum.pdf)
Exhibit 1M (www.health.state.mn.us/docs/people/wic/localagency/program/mom/exhbts/ex1/1m.pdf)
MOM, Exhibit 6-A (www.health.state.mn.us/docs/people/wic/localagency/program/mom/exhbts/ex6/6a.pdf)
Risk Factors/High Risk/Pseudo-Certs (www.health.state.mn.us/people/wic/localagency/infosystem/hubert/training/2019/rfhr.html)
Caring for Children during COVID-19 (www.cdc.gov/coronavirus/2019-ncov/daily-life-coping/children.html?CDC_AA_refVal=https%3A%2F%2Fwww.cdc.gov%2Fcoronavirus%2F2019-ncov%2Fprepare%2Fchildren.html)
Pregnant, Breastfeeding or Caring For Young Children (https://www.cdc.gov/coronavirus/2019-ncov/need-extra-precautions/pregnancy-breastfeeding.html)
National WIC Association COVID-19 resources (www.nwica.org/covid-19-resources)
Minnesota Department of Health information and updates on COVID-19 (www.health.state.mn.us/diseases/coronavirus/index.html)
WIC Health (http://wichealth.org/)
Free Meals for Kids app (https://hungerimpactpartners.org/)
MOM Section 7.6 (www.health.state.mn.us/docs/people/wic/localagency/program/mom/chsctns/ch7/sctn7_6.pdf)
CDC’s guidance on proper pump cleaning (www.cdc.gov/healthywater/hygiene/healthychildcare/infantfeeding/breastpump.html)
Nutrition Information - English (Breastfeeding Women) (www.health.state.mn.us/people/wic/nutrition/morenutinfo.html#bfwomen)
La Nutrición - La Lactancia Materna (Breastfeeding - Spanish) (www.health.state.mn.us/people/wic/spanish/nutricion.html#bf)
Af Soomali - Nuujinta (Breastfeeding - Somali) (www.health.state.mn.us/people/wic/somali/index.html#bf)
Video links (www.health.state.mn.us/people/wic/localagency/bf/resources.html)
Coronavirus (COVID-19) - WIC Memos (www.health.state.mn.us/people/wic/localagency/wedupdate/topics/coronavirus.html)
Brush Art Orders during COVID-19 (www.health.state.mn.us/docs/people/wic/localagency/wedupdate/moyr/2020/03mar/25/brushartcovid.pdf)
February 26, 2020 Wednesday Update (www.health.state.mn.us/docs/people/wic/localagency/wedupdate/moyr/2020/topic/0226storeissues.pdf)
INCOMPLETE CERTIFICATIONS (www.health.state.mn.us/docs/people/wic/localagency/reports/infoview/agencymngmnt/incompletecerts.pdf)
PARTICIPANTS NOT ISSUED BENEFITS ON DATE OF WIC CONTACT (www.health.state.mn.us/docs/people/wic/localagency/reports/infoview/benefits/noneissued.pdf)
STAFF ACCESS LOGS (www.health.state.mn.us/docs/people/wic/localagency/reports/infoview/staff/accesslogs.pdf)
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STAFF & CLINIC PRODUCTIVITY (www.health.state.mn.us/docs/people/wic/localagency/reports/infoview/staff/productivity.pdf)
TERMINATED FOR FAILURE TO PICK UP (www.health.state.mn.us/docs/people/wic/localagency/reports/infoview/outreach/termfailpu.pdf)
UNKNOWN HT/WT AND COVID-19 BLOODWORK EXCEPTION REASON (www.health.state.mn.us/docs/people/wic/localagency/reports/infoview/htwtbld/unkhtwtcovid19.pdf)
Local Agency Expense Form (MOM Exhibit 2-I) (www.health.state.mn.us/docs/people/wic/localagency/program/mom/exhbts/ex2/2i_fill.docx)
