WIC Client TransfersSection 1: Overview of Transfer Policies1

Learning Objectives Section 1: Overview of Transfer Policies

By the end of this section, you will be able to:

1. Recall two reasons WIC’s transfer policies support clients and/or WIC staff.

2. List items a client is required to provide at the time of the transfer.

3. Correctly identify transfer notification requirements and transfer eligibility timeframes.

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WIC serves a mobile population.

To qualify for a transfer, a client’s certification must be within a current eligibility period

Clients with transfer documentation may receive services from any WIC clinic through the end of their current eligibility period.

Transfer Cards, also known as Verification of Certification (VOC), provide required transfer documentation.

WIC clinics must serve clients with transfer documentation through the end of the client’s eligibility period.

When clinics are not serving a specific category or age group because of funding or caseload issues, clinics are still required to serve a transfer client.

WIC policies help clients continue to receive services when they move.

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Staff are to inform clients about the right to receive a Transfer Card.

Staff share this information with clients:

At the initial certification

During subsequent certifications

When clients indicate they may be moving

Notifying clients about their to transfer is a Basic Contact requirement.

Notification Requirements

TIP:

Display the “WIC Moving Poster” to remind clients they can transfer their WIC services if they move. The poster can be ordered from the Department of Printing General Store: www.prt.wa.gov

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WIC clients may transfer to:

WIC clinics located within our state

WIC clinics located in different states and U.S. Territories (Puerto Rico, Guam, American Samoa, etc.)

A “WIC Overseas” program on a military base.

Interesting fact: The Department of Defense provides funding to TRICARE Management Activity to manage the WIC Overseas Program. WIC services are provided to approximately 40,000 eligible clients on U.S. military bases throughout Europe, Latin America, and the Western Pacific. 5

Clients with valid Transfer Cards do not need to reapply for WIC until the end of their eligibility period. This means the certification process does not need to be duplicated.

Unless the client notifies staff of a change, income eligibility does not need to be reassessed.

Transferring clients saves valuable time for both the client and for staff, and helps the client receive uninterrupted WIC benefits.

Transfer Cards save time.

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Federally required information on Transfer (VOC) Cards: Name of the client Date certification begins Date certification ends Date income eligibility was determined Date of the last check issuance Client risk factors at the date of certification Signature of staff person who provided transfer card Name of agency that provided the transfer card Address of agency that provided the transfer card An identification number of the client (client ID #)

Other information may be helpful, but is not required.

Transfer documentation requirements for WIC Overseas participants are different. Required information includes:

► Client name ► Eligibility begin date ► Eligibility end date

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Washington WIC Transfer Cards Washington WIC Transfer Cards are printed using CIMS Client Services, and include all federally required transfer documentation items.

Transfer Cards provided by other state WIC programs do not look the same as the Washington WIC Transfer Card. Some states issue handwritten Transfer Cards while others print them from a computer.

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Clients must provide the following documentation at

the time they transfer into a clinic: Proof of Residency

Proof of ID

Transfer Card *

Any missing “proofs” not provided to the previous clinic.

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Best practice: Issue Transfer Cards to all clients who notify you of their plans to receive services at a different location, whether the location is in WA or out of state.

* If a Washington WIC client did not receive a Transfer Card from their previous Washington WIC clinic, transfer data in Client Services can be used in place of a Transfer Card. Proof of Residency, ID, and any missing proofs are still required.

Missing Proof and Transfers If a transfer client does not provide proof of ID and/or residency

at the time they transfer, staff document “not provided” on the Income Documentation tab for each missing item.

This establishes a 30 day grace period and one set of checks is allowed, but the client must bring the “missing proof” before staff are allowed to issue more checks.

When a 30 day grace period was already provided by the previous clinic:

► The client can transfer into a different clinic.

► The client cannot receive additional checks until each “missing proof” is provided to the “transfer in” clinic.

► Staff are not allowed to give an additional grace period for the same “missing proof” item (Proof of ID, Residency, Income, or Pregnancy).

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Section 1: Learning Assessment

Assess your readiness to move to Section 2.

You are ready if you can:

1. Recall two reasons WIC’s transfer policies support clients and/or WIC staff.

2. List items a client is required to provide at the time of the transfer.

3. Correctly identify transfer notification requirements for staff, and identify when clients are eligible to transfer.

Test your knowledge by answering the questions on the next slide.

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Test your knowledge

1. Recall two reasons WIC’s transfer policies support clients and/or WIC staff. Name or write your answers.

Answer this question before moving to the next slide.

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Compare Your Answers

A few ways WIC’s transfer policies support clients and/orWIC staff include:

Policies prevent the certification process from being duplicated. Transfer clients do not need to reapply for WIC services until the end of their eligibility period. This saves time for clients and staff.

Policies reduce the chance that clients would miss out on checks. Staff ensure clients are transferred into the clinic in time to receive uninterrupted program benefits. When clinics are not serving a specific category or age group because of funding or caseload issues, clinics are still required to serve a transfer client.

Policies allow more flexibility for our mobile population. Staff are able to use information in Client Services as transfer documentation for WA WIC clients. Staff can also offer grace periods for missing proofs in certain situations.

How do these answers compare with yours? 13

Test your knowledge

2. What are items clients are required to provide at the time of the transfer? List them.

Answer this question before moving to the next slide.

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Compare Your Answers

Items clients are required to provide at the time of the transfer include:

Proof of Residency

Proof of ID

Any “proofs” not provided to the previous clinic.

Transfer card* * When WA WIC clients do not provide a transfer card, Client Services transfer data is acceptable as transfer documentation. Proofs are still required.

How does this list compare with yours? 15

Test your knowledge

3a. True or False? Staff are required to notify clients of their right to transfer.

3b. True or False? Transfer clients must be within a current eligibility period.

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Compare Your Answers

3b. True! Only clients who are within a current eligibility period are eligible to transfer. Note: Clients with Client Services records in “Expired” status are not eligible to transfer because the eligibility period has expired.

3a. True or False? Staff are required to notify clients of their right to transfer.

How do these answers compare with yours?

3a. True! Staff are required to notify clients of their right to transfer at the client’s initial and subsequent certifications. This is a Basic Contact requirement.

3b. True or False? Transfer clients must be within a current eligibility period.

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End of Section 1 Overview of Transfer Policies.

How did you do?

Do you need to retrace your steps? That’s ok! Return to beginning of this

section. Review information so you can confidently travel the path to the next section.

Do you feel ready to continue the journey? Great! Begin Section 2: Transfer Out

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This institution is an equal opportunity provider. Washington WIC does not discriminate.

For persons with disabilities, this document is available on request in other formats. To submit a request, please call 1-800-525-0127 (TDD/TTY 1-800-833-6388).

DOH 960-192 March 2010