Policy: Transfer of CertificationNo: CT: 14

Effective: 10/99Revised: 05/13

PolicyWIC 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.

Procedure

In-State Transfers

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 usingthe “Add Household” option under the “Home” menu.
  2. Once found select the family but do nottransfer 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.)
  4. If benefits have been redeemed or are expired transfer the household to your clinic.
  5. 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 old clinic check the JPM website for unredeemed benefits. Unredeemed benefits may be reissued on a new card.)
  6. In addition to preventing double issuance it is important to notify the old clinic of the transfer to allow them to pull the chart from 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.)
  7. 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.)
  8. 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 terminatingthe participantfrom the WIC computer system.

Issuing a VOC:

1. Client Recordscan be issued to the participant in person or by mail.

  1. Review the Client Record to assure the following information is provided:
  • Participant name
  • date of birth
  • date of last certification
  • month/year next certification is due
  • date of last benefit issuance
  • nutritional risks (write in title by numerical risk code)
  • height
  • weight
  • hematocrit or hemoglobin
  • category
  • priority (circle)
  • date income was last determined
  1. Sign your name and enter the date on the Client Record.
  1. Provide your clinic name and address

DoD Overseas WIC Program

WIC clinics must issue a Verification of Certification by printing a Client Record from the WIC MISto 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.

  1. VOC card/Client Record: If an applicant indicates that s/he has a VOC card from another state check that theessential 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.
  1. 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.
  1. 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.

Waiting List

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.

Transfer Appointments

  1. Participantswill be instructed to bring with them (1) proof of identification, (2) proof of Nevada residency, and (3) Immunization records of transferringchildren (if applicable).
  2. Use the Nevada Rights and Responsibilities form to document the information presented at the appointment and have the sponsor indicate a proxy/proxies if they 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 them sign the form as well as indicate if they would like to register to vote (per policy CR: 11). Note: If the participant in transferring because of a move the participant or sponsor need to have their new address on their ID in order to register to vote.
  3. Transferringparticipants 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 educationbut are encouraged to continue to provide quality service for the client.Participants transferring a presumptive eligible must be scheduled for a medical/nutritional screening (refer to CT: 1 pregnant woman).
  4. Verify that the transferring document has all essential information and provide assistance if necessary.
  5. Transferringparticipant’scertification period must remain the same period as on the documents provided.
  6. With the exceptions listed above (2) clinic staff are required to complete all other required paperwork normally processed during a certification.
  7. 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.

Nevada WIC Program-Certification Page 1 of 3