CS 0 Clinic Services Overview

MPSC WIC MIS SystemCS 0 Clinic Services Overview DFDD

MPSC WIC MIS System

Detailed Functional Design Document

Revision Date: March 23, 2017

Maintained by:

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Document Revisions

Revision Date / Updated By / Requested By / Description of Revision
8/2/2013 / Ciber Team / MPSC / Amendment 7 Updates
2/28/2014 / Ciber Team / MPSC / Release 3.7 Updates
4/23/2014 / Ciber Team / MP User Group / Release 4.0 Task Order 3
12/24/2104 / Ciber Team / MP User Group / Release 4.1 Construction Clarification
4/21/2015 / Ciber Team / MP User Group / Release 4.3 Updates
4/14/2015 / Ciber Team / MP User Group / Release 5.0 Task Order 4
6/8/2015 / Ciber Team / MP User Group / Release 4.4 Updates
9/18/2015 / Ciber Team / MP User Group / Release 5.2 Updates
12/28/2015 / Ciber Team / MP User Group / Release 5.3 Updates
4/6/16 / Ciber Team / MP User Group / Release 5.4 Updates
7/19/16 / Ciber Team / MP User Group / Release 5.4/5.5 Updates
7/21/16 / Ciber Team / MP User Group / Release 5.06 Updates
1/23/17 / Ciber Team / MP User Group / Release 5.07 Updates
3/23/17 / CDP Team / MP User Group / Cover page, header, and footer mods for new M&E contractor

Table of Contents

Prepared by

1Introduction

1.1WIC Status

1.2Signature Capture

1.2.1Signature Capture Pop-Ups

1.3Message Response Mechanism (Online Xerox EBT / Online CDP EBT)

2Navigation Panel

2.1Navigation Button

2.2Navigation Tree Structure

2.2.1Connected Mode

2.2.2Disconnected Mode

2.3Saving Work

3Main Panel

3.1Participant Sub-Header

4Information Panel

4.1Family Alerts

4.2Food Benefits Alerts

4.3Card Benefits (Smart Card EBT Only)

4.4Food Benefits (Online Xerox EBT / Online CDP EBT)

5Menu Bar

5.1File Menu

5.1.1Document Scan Pop-Up

5.1.1.1Review Scanned Document Pop-Up

5.1.2Signature History

5.1.3View/Upload Unapplied Deltas Pop-Up

5.1.4Change Clinic

5.2Edit Menu

5.3Printouts Menu

5.4View Menu

5.5Card Activities Menu (Smart Card EBT / Online Xerox EBT / Online CDP EBT)

5.5.1Card Balance Correction Pop-Up (Smart Card EBT Only) / Account Balance Correction Pop-Up (Online Xerox EBT / Online CDP EBT)

5.5.2Select PAN Pop-Up (Online Xerox EBT / Online CDP EBT)

5.5.3Family Food Benefits (Static:Code) (Online Xerox EBT / Online CDP EBT)

5.5.3.1Language: English

5.5.3.2Family Food Benefits Mockup

5.6Help Menu

5.6.1About (System Name) Pop-Up

6Tool Bar (and Header Information)

7Search

7.1Simple

7.2Advanced

7.2.1Advanced - Statewide Sketch Results

7.2.1.1Statewide Sketch Pop-up

7.3BF PC Caseload

7.3.1BF PC Caseload UI Output (Static:Code)

7.3.1.1Language: English

7.3.1.2BF PC Caseload Mockup

7.4BF PC Assignment

7.5Investigator Family

7.6Waiting List

7.6.1Notice of Waiting List (Dynamic)

7.6.1.1Language: Both

7.6.1.2Notice of Waiting List Mockup

8New Family

9Benefits Available List (Smart Card EBT Only)

9.1Benefits Available Listing (Static)

9.1.1Language: English

9.1.2Benefits Available Listing Mockup

March 23, 2017Table of ContentsPage 1 of 180

MPSC WIC MIS SystemCS 0 Clinic Services Overview DFDD

1Introduction

The Clinic Services system area is used primarily by clinic staff. Within the Clinic Services screens, family and member data related to family structure, eligibility, nutrition assessment, certification, participant and family care, and foods is recorded.

Screens

The Search branch includes a variety of search screensthat allows a user to search for families and participants, review and assign the BF PC caseload, locate investigator families, and view the waiting list.

The New Family branch allows for setting up a new family.

The Family/Intake branch includes screens used to make a new member/proxy, update participant and family intake information, and create comments/alerts. The family screen allows staff to view all family members at a glance, set upnew family members, and record and update family level attributes. The intake process may include updates to the family structure, personal information, contact/address, income, voter registration, application, or participation category areas. Proof of identity, income and residency is covered in this area of the application.

The Assessment branch includes screens related to pregnancy, anthropometrics, blood, nutrition interview and risk. Growth chartsand BF PC documentation are also accessed in this area.

The Certification/Termination branchincludes the Certification screen. This is where staff certify a participant, modify a certification date, and terminate a participant.

The Education and Care branch includes screens used for recording data related to referrals, nutrition education, care plans, and breastfeeding equipment.

The Foods branch includes screens used to create or change a food package, document special diets, tailor food packages, issue benefits, change the status of the benefit (lost/stolen, void, unvoid, card set up, card read, etc.), and view benefit history. Farmers’ Market check issuance can be recorded and redemption information can be viewed. Also in this area, Manual Paper FIs can be assigned to a participant.

The Activity branch includes screens used to view appointment or auto-dialer history, transfer a family, retrieve a participant, enter survey information, and record information as needed in the customer service log, participant violations, and administrative hearing areas.

Today Functionality

Security within the MPSC data system is defined in the SA 1 System-Wide Screens DFDD. In that DFDD,Functional Area Unit Permissions are defined. Clinic Services has a specific permission called User Today Level. This"Today" functionality determines if the business object data can be edited on the day it was created.Screens are made up of one or more business objects. When the User Today level is set to Today, then a user can edit or delete the record the day the record is created (until midnight). After that time, the user cannot Edit or Delete the record.If inaccurate information is found in a record after the "Today" period has ended, a user creates a new record with accurate information with appropriate documentation in a comment or care plan.

Terminology

States have the ability to change the label used to identify the person who is the head of the household. Within this document, this person is referred to as an Endorser. Asystem parameter is available for states to define this label.

Disconnected Clinics – Signatures and Scanned Documents

During the synchronization process, previously captured signatures and scanned documents are not downloaded to disconnected clinics. This is due to the volume of data. If a signature was captured but not downloaded, “NA Disconnected” text is substituted behind where the signature image would have been displayed. The scanned documents that are not downloaded are still available in the scanned document list (date, time and description) but the icon does not exist to display the actual image. Disconnected clinics have the capability to collect signatures and scanned documents. These signatures and scanned documents are available for viewing in the disconnected clinic until they are uploaded to the central server database.

1.1WIC Status

Each Participant in a family is assigned a WIC status. The WIC statuses are described in the following table:

WIC Status / Description
P – Pending / Current application is not ineligible and has no certification records after application date.
I – Ineligible / Current application is ineligible with no certification records after application date.
W – Wait List / Current application is not ineligible and has no certification records after application date. This person was not made an active WIC participant because they were placed on the Waiting List.
OR
Most recent certification that has a start date that is less than today and is Wait List status. This person was on WIC as an active participant, but then had to be placed on the Waiting List prior to the Certification End Date.
A – Active / Most recent certification that has a start date that is less than today and is not terminated.
Additional designations based on application type or certification
Active – Pre: This participant has an application marked as Precertified and this is the first associated certification period.
Active – Prov: This participant is provisionally certified until the missing proofs can be supplied or the date comes for them to be terminated.
Active – VOC: This participant has an application marked as VOC and this is the first associated certification period.
T – Terminated / Most recent certification that has a start date that is less than today and is terminated.
D – Disqualified / The effective participant status record has a WIC Status of Disqualified and there is no termination record with a more current date present.

1.2Signature Capture

Signature Capture and Display are found throughout the Clinic Services DFDDs. Signature capture is invoked by a command button on a screen or as part of an embedded system process. Signatures are captured for a variety of reasons in this application including:

no proof of identity, residency, or income,
ineligibility,
signature for certification (Rights/Responsibilities which includes release of information to the health department and to the primary physician and assurance of accuracy of information provided),
receipt of food benefits (paper FIs, benefits written to card),
release of information to entities not covered in the Rights/Responsibilities,
breastfeeding equipment release,
lost/stolen food instruments (paper FIs and EBT cards), and
acknowledgement of participant sanctions.

When a signature capture is invoked, the system checks to see if a signature pad is available for use. If the signature pad is available, the signature pad display is lit and enabled. The signature pad and the user’s screen display similar text related to the reason for the signature capture. The endorser or proxy signs the signature pad and presses the OK button. The signature pad display is dimmed and disabled. At this point, the image of the signature is sent to the application and the user is able to view the signature on the screen to assure that it was adequately captured. For all signature captures except the signatures for certification and receipt of food benefits, if the signature looks good, the user chooses the person type and clicks the Close button. The signature image is stored in the database upon saving the record. For the signatures for certification and receipt of food benefits, if the signature looks good, the user selects the name of endorser or proxy that signed (signee) and the proof of identity that was presented to WIC staff then clicks on the Close button. The signature image is stored in the database upon saving the record. Signature capture details can be viewed, after a Save,by accessing Signature History from the Clinic Services File menu. If a record associated with the signature capture is deleted, the associated signature history is deleted after a Save.

The signature capture list above is all inclusive. No additional signature captures can be added to the system without additional programming.

No Pad Available

If no signature pad is available (not attached or not functioning), an error message is presented to the user so that the user can correct the hardware problem or move to a computer with a functioning signature pad. If there are no signature pads in the clinic that are functioning, the General Signature Document could be printed out for a manual signature. Staff would then need to scan this document back into the family’s scanned documents.

Repeat Capture

The user has the opportunity to repeat the capture of a signature. When the signature image does not look adequate (defined by each state), the user can invoke the signature capture process again by clicking the Repeat Capture button. This starts the process over.

No Signature Available

There are times when a signature pad is not functioning correctly, when no signature pad is available, when an endorser or proxy is not available, or when an endorser or proxy is not willing to provide a signature. In these cases, staff check the “No Signature Available” checkbox and select a reason. If a signature pad is available, it is disabled. Staff continue with actions as defined by state policy. A hard copy signature may be captured and scanned into the system. This document is stored with the other family level documents.

Signature Pad Text

Text that displays for signature capture is state specific. This text can be changed within System Administration, but the messages must still contain the same context. Both English and Spanish text can be used by the states. The language of the text that appears on the signature pad depends on the Printouts Language that has been selected for the family on the Family screen. Where variable data needs to be included in the text, this is defined in business rules and appended to the end of the text message. Legal staff within each state should be consulted when text changes are made related to signature capture to assure that the WIC Program is covered according to the states laws.

1.2.1Signature Capture Pop-Ups

The first screen below is a sample of what is displayed on the signature pad display screen. The second screen below is a sample pop-up “Signature Capture to User” that is displayed to the WIC system user so that they know what is on the signature pad display screen and then when a signature is captured, it can be reviewed on the pop-up to determine if adequate or if another capture is required. Samples appropriate for the specific Signature Capture are found in the other Clinic Services DFDDs.

Example for all signature captures except signatures for certification and receipt of food benefits. The actual text displayed can be changed by the state in System Administration.

Example of signatures for certification and receipt of food benefits. The actual text displayed can be changed by the state in System Administration.

Control / Description
Signature pad – text (unlabeled) / The signature capture text display describes what the person is signing for. The generic portion of this text is defined in SA CS Signature Capture Text. Variable data is also included for some signatures.
Type / Text Box
Required / NA
Length / NA
Validation / NA
Display Only / Yes / Calculated / No
DB Column / SignatureImage.SPP_ID + SignatureImage.UserText
Signature pad - Signature / Area used to capture the signature of the endorser or proxy.
Type / Text Box
Required / Yes, if OK is clicked on signature pad
Length / NA
Validation / NA
Display Only / No / Calculated / No
DB Column / SignatureImage.SignatureImage
Signature pad - Cancel / Clicking the Cancel button causes the signature capture to be aborted. The text display is removed from the signature pad screen and a message is sent to the staff person alerting them that the signature capture was aborted.
Type / Command Button
Hot Key / NA
Signature pad - OK / Clicking the OK button causes the signature to be displayed on the Signature Capture to User pop-up and closes the display on the signature pad.
Type / Command Button
Hot Key / NA
User – text (unlabeled) / The user is provided a message as a signature capture is requested. The generic portion of this text is defined in SA CS Signature Capture Text. Variable data is also included for some signatures.
Type / Text Box
Required / NA
Length / 180
Validation / NA
Display Only / Yes / Calculated / No
DB Column / SignatureImage.SPP_ID + SignatureImage.UserText
User - Signature / Area used to display the signature that was captured.
After the signature has been captured, it is displayed in the pop-up so that staff can determine if the image was captured adequately. If not, the user selects Repeat Capture. If yes, then the user selects Close.
Type / Text Box
Required / No
Length / NA
Validation / NA
Display Only / No / Calculated / No
DB Column / SignatureImage.SignatureImage
User – Person Type / Identifies the person whose signature was captured.
Type / List Box
Required / Yes, if the No Signature Available checkbox is unchecked.
Length / 25
DB Column / SignatureImage.PersonType
Code ID / NA
User – Signee / Identifies the family member whose signature was captured.
Type / List Box
Required / Yes, if the No Signature Available checkbox is unchecked.
DB Column / SignatureImage.Signee
Code ID / NA
User – Proof of Identity / Indicates the type of documentation that was provided to clinic staff as proof of identity for the selected family member.
Type / List Box
Required / Yes, if the User - Signee is selected.
DB Column / SignatureImage.ProofOfIdentityCd
Code ID / Proof of ID
This code element is editable but this installed value is non-editable:
Affidavit
User - No Signature Available / Checkbox indicating that a signature is not available. When selected, the display on the signature pad closes.
Type / Checkbox
Required / Yes, if Signature Pad – Signature not provided
Display Only / No / Calculated / No
DB Column / check if SignatureImage.NoSignatureReasonCd is populated
User - Reason / Identifies the reason that no signature was available. This list is the same for all of the No Signature Available locations in the system.
Type / List Box
Required / Yes, if the No Signature Available checkbox is checked
Length / NA
DB Column / SignatureImage.NoSignatureReasonCd
Code ID / No Sig Reason
This code element is editable but these installed values are non-editable:
Mailed
NE Class
User – Repeat Capture / Clicking the Repeat Capture button allows the user to initiate the signature capture process again. The text display on the signature pad is redisplayed. The previously captured image is no longer available.
Type / Command Button
Hot Key / Alt + U
User - Close / Clicking the Close button causes the Signature Capture to User to close. The user returns to the screen that they were on when the signature capture process was initiated.
Type / Command Button
Hot Key / Alt + C
Business Rules
General Rules

The following signatures are collected in the application. These are the Signature Types used within SA CS Signature Pad Text screen.

No Proof of ID
No Proof of Residency
No Proof of Income
Ineligibility
Rights and Responsibilities
Receipt of Food
Release of Information
Breastfeeding Equipment Release
Lost/Stolen Food Instruments
Participant Sanction
Replace PAN

The language of the text displayed is dependent on the language selected for Printouts Language on the Family screen.
Check the length of the user text (generic text and variable data) to see if any truncation will occur on the signature pad. If it will occur, display a warning pop-up to the user that states “The signature pad text plus variable data exceed the maximum available display space on the signature pad. The text has been truncated to accommodate the limitation”. After the user closes the warning pop-up, the process continues with the truncated text displayed and stored in the database.
The list box for the User – Person Type contains the following values:
Value found in the system parameter ClinicServices.HeadofHouseholdLabelToUse (i.e. Endorser),
Proxy, if an active proxy exists for the family, and
Other, for Breastfeeding Equipment Release signature capture only.
Sort the available values alphabetically.
The User – Person Type list box is hidden for the Signature Capture to User Rights and Responsibilities and Receipt of Food.
For Rights and Responsibilities signatures, when the user selects the Signee name, the system determines the Person Type. The Person Type is the family member type of the selected name at the time of signature capture. This is not displayed on the Signature Capture to User pop-up, but is displayed in the Signature History.
For Receipt of Food signatures, if a signature is captured, the system determines the Person Type. The Person Type stored is the family member type of the selected name at the time of signature capture.
The User – Signee and User – Proof of Identity list boxes are displayed only for the Signature Capture to User Rights and Responsibilities and Receipt of Food.
The User – Signee list box is populated with the names of the following family members: Endorser, Additional Endorsers, and Proxies.
List the Endorser first, Additional Endorsers next and Proxies last.
If there is more than one Additional Endorser, sort these names alphabetically by Last Name and then by First Name.
If there is more than one Proxy, sort these names alphabetically by Last Name and then by First Name.
Display the names in the Signee list with format: first name + middle name + last name + last name suffix.
If the OK button on the signature pad is clicked, but no signature has been captured on the signature pad, display “Please Sign Before Continuing…” for a few seconds and then redisplay the signature pad display.
When the User - No Signature Available checkbox is checked, disable User – Person Type (if displayed), disable User – Signee (if displayed), disable User – Proof of Identity (if displayed), disable User – Repeat Capture, and enable User – Reason.
When the User – No Signature Available checkbox is unchecked, disable User – Reason, disable User – Proof of Identity (if displayed), enable User – Person Type (if displayed), enable User – Signee (if displayed) and enable User – Repeat Capture.
When the User – Repeat Capture button is clicked, enable the User – No Signature Available checkbox.
Once a signature has been collected and the Signature - OK button is clicked on the signature pad, disable the User – No Signature Available checkbox.
Signature History is viewed through File – Signature History after the record is saved. This is described in the Signature History section of this document.
If a record associated with the signature capture is deleted, the associated signature history is deleted after a Save.

No Proof of ID Rules