Demographics sub-tab

The Demographics sub-tab is used to access and maintain a client's demographic information. Depending on your permission level and the client's current Certification status, you may not be able to update the information displayed on this screen.

• The screen is active in the Participant Folder when a Certification Guided Script is not currently being completed or the participant is in a current certification period.

• The screen is active during a Certification Guided Script.

• The screen is active in the Participant Folder and a Certification Guided Script is currently being completed.

Last text box

  Enter the last name in the Last text box.

The text box allows the entry of alphabetic and special characters. Numeric characters are not allowed. Special characters are limited to the following: period (.), hyphen (-), apostrophe ('), and comma (,). The maximum size of the text box is twenty-five (25) characters.

First Name First

  Enter the first name in the First text box.

The text box allows the entry of alphabetic and special characters. Numeric characters are not allowed. Special characters are limited to the following: period (.), hyphen (-), apostrophe ('), and comma (,). The maximum number of characters that can be entered in the text box is twenty (20) characters.

The control is enabled when:

• A selection is made in the County drop-down list box.

Upon changing a value in the City for an existing record, if the City has only one ZIP code, the ZIP field is automatically populated. If the City has more than one ZIP code, the user will be prompted to select the correct ZIP code from a list. If there is an existing value in the ZIP field and the value is valid, the user will not be prompted to select a ZIP code even if the City has multiple ZIP codes.

If the City does not have a ZIP code associated with it in the database, a standard information message (I0048) displays.

The control is enabled when:

• A selection is made in the State drop-down list box.

When an option is selected in the County drop-down list box, if the county selected has only one ZIP code, the ZIP masked edit box is automatically populated.

Balto Type text and value label

  If the participant is eligible to receive food items for a benefit period by a contracted mail order vendor, view the type of Balto home delivery issuance specified for the participant's in the Balto Type text and value label.

The value label is populated with the value of the MOVTYPE column of the HOUSEHOLD table. If no value exists in the MOVTYPE column of the HOUSEHOLD table, the value label displays "N/A" as the default.

The control is visible when:

• The value of the UsesMOV business rule equals "Y".

Birth Date calendar control

  Select or enter the date on which the person was born in the Birth Date calendar control.

Gender drop-down list box

  Select the client's gender in the Gender drop-down list box.

The control is enabled when:

• "Infant" or "Child" is selected in the Category drop-down list box.

The drop-down list box displays all Reference Dictionary descriptions contained in the REFERENCEDICTIONARY table where the Reference Dictionary category = 'GENDER'. The drop-down list box is arranged in alphabetic order

If the value selected in the WIC Category drop-down list box is Pregnant, Breastfeeding, or Non-breastfeeding, the value defaults to "Female" and the drop-down list box is disabled if a certification exists for the participant.

If the gender does not match the WIC category selected, standard error message (E0391) displays.

If the value of the AUTOWICCATEGORY business rule equals "Y", the participant will automatically be changed to Infant or Child if the date of birth entered is for a participant who is an infant or a child.

If the participant has been previously certified but is not in a valid certification period, only the following WIC category changes may be made:

• Infant may be changed to Child (subject to age verification)

• Breastfeeding may be changed to Non-breastfeeding

• Non-breastfeeding may be changed to Breastfeeding

If the WIC Category for a Pregnant participant is changed to postpartum or a postpartum participant WIC category is changed to Pregnant the system displays a standard information message (I0017).

If the WIC Category is changed from Breastfeeding to Non-breastfeeding or from Non-breastfeeding to Breastfeeding, and the participant's current certification effective date is today, a standard information message (I0017) displays.

If the WIC Category is changed from Breastfeeding to Non-breastfeeding and the new certification end date (i.e., the actual delivery date plus six (6) months) is less than the current system date, a standard information message (I0049) displays.

If the WIC Category is changed from Breastfeeding to Non-breastfeeding or from Non-breastfeeding to Breastfeeding and the participant is not in a valid certification but was previously certified, a standard error message (E0368) displays.

If the value of the WIC Category is changed:

• If the applicant has not yet been certified for WIC benefits, the WIC Category may be changed to any category to correct keying errors. The following will occur when the WIC Category is changed in the following manner:

• From Child or Infant to Woman

• From Woman to Child or Infant

• From Pregnant Woman to Postpartum Woman

• From Postpartum Woman to Pregnant Woman

The system displays the C0013 standard confirmation message. Yes and No options will be available.

When No is clicked, the user is returned to the Demographics sub-tab screen and the system will retain the original values.

When Yes is clicked, the participant's WIC Category will be changed to the value selected while in Certification Guided Script. The MEMBER.WICSTATUS field will be updated with the new value selected. The system will automatically remove the pending certification. A child, woman, postpartum, or pregnant record will be inserted into the appropriate table depending on the selected WIC Category. The Certification Guided Script will be closed and the Participant Folder will be refreshed to display the WIC Category for the value selected during Certification Guided Script.

• When the participant is currently in a valid certification period, only the following WIC Category changes may be made:

• Infant may changed to Child (subject to age validation)

• Breastfeeding may be changed to Non-breastfeeding

• Non-breastfeeding may be changed to Breastfeeding

• When an Infant is changed to a Child the system will perform the following actions:

• The system will create a pseudo-certification record for the child and record the system date as the start of certification. The end of certification will remain from the previous certification.

• All risk factors assigned during the initial certification will be moved to the child record that is created.

• The priority will be updated from the infant priority to the equivalent child priority.

• The system will assign the child the standard food package for a one year old.

• When the calculated priority is not currently being served by the state because of a Waiting List situation, the child will be terminated from the current certification with a reason of "Placed on Waiting List".

• When the category of a participant in a current certification is changed from Breastfeeding to Non-breastfeeding or from Non-breastfeeding to Breastfeeding and there are no linked infants, the system performs the following actions:

• The participant's WIC category is changed.

• A new pseudo-certification is created, if needed. All system-assigned risk factors are assigned based on the new WIC category.

• A new food prescription with an effective date of today is created based on the default food package for the participant's new WIC category.

• The system displays I0050 standard information message.

• When the category of a woman is changed from Breastfeeding to Non-breastfeeding, the system will perform the following actions:

• The quantities for the food prescription will be reduced to the maximum levels for a non-breastfeeding woman, if necessary.

• The system will create a pseudo-certification record for the woman that records the system date as the start of certification. The end of certification will be six (6) months from the actual delivery date of the infant.

• Risk factors from the prior certification record that are valid for a non-breastfeeding woman will be copied from the previous certification to the new pseudo-certification record. The highest priority of the copied risk factors will determine the new priority for the woman.

• The system automatically displays the I0018 standard information message.

• When the calculated priority is not currently being served by the state because of a Waiting List situation, the woman will be terminated from the current certification with a reason of "Placed on Waiting List".

• The system will delete the Mid-certification Assessment record from the MIDCERTIFICATION table as well as any associated records in the CERTHISTORY table.

• When the category of a woman is changed from Breastfeeding to Non-breastfeeding and back to Breastfeeding, the system will perform the following actions:

• The system will create a pseudo-certification record for the woman and will record the system date as the start of that certification. The end of that certification will be the end date from the previous Breastfeeding certification.

• Any risk factors from the original Breastfeeding certification will be copied to the new pseudo-certification record. The original priority of the Breastfeeding certification will be the new priority for the woman.

• When the calculated priority is not currently being served by the State because of a Waiting List situation, the woman will be terminated from the current certification with a reason of "Placed on Waiting List".

• When the category of a woman is changed from Non-breastfeeding to Breastfeeding, and if a pseudo certification that is created has more than 6 months until the certification end date, the system will create a new Mid-certification Assessment record with the due date that is 6 months from the current system date if the CreateMCAs business rule is on.

Additional edits are performed for the WIC Category drop-down list box within the Certification Guided Script. The drop-down list box is enabled when the screen is active, but will not allow the user to change its value selected for a Pregnant, Breastfeeding or Non-breastfeeding participant. IsNewPregnancyDefaults = "Y".

If the WIC Category is changed while the participant has an active certification, and the user saves the changes, the system displays a standard information message (I0019).

When the WIC Category is changed from breastfeeding to non-breastfeeding or non-breastfeeding to breastfeeding and no risk factors remain after changing the WIC Category, a standard error message (E0384) displays.

If the participant was on WIC as an infant or child and the WIC category is changed to pregnant, breastfeeding, or non-breastfeeding, a standard information message (I0065) displays.

The Mother's WIC Category Change screen displays when the WIC category is changed from Breastfeeding to Non-breastfeeding or from Non-breastfeeding to Breastfeeding and the participant has one or more linked infants. The participant must not have been certified before or be in a current certification.

The control is visible and enabled when:

• The value of the HIDESSN business rule equals "N".

The control is visible and enabled when:

Same as Residence button

Click this button to copy information entered for the residential address into the controls in the Mail group box.

Upon selection of the Same as Residence button, the system will copy the value of the residence Address text box to the mailing Address text box, the value of the residence City drop-down list box to the mailing City text box, and the value of the residence ZIP masked edit box to the mailing ZIP masked edit box.

The text box defaults to the two-character abbreviation for your state.

The control is enabled when:

• The Participant Folder is not locked due to an ongoing Certification Guided Script or Mid-certification Assessment.

Address History button

  Click the Address History button to display the address change history for the participant.

The Display Household History screen displays when the button is clicked.

Copy Demographics button

  Click the Copy Demographics button to copy demographic information recorded for another member of the client's household into the current client's record.

The Copy Demographics from Another Household Member screen displays when the button is clicked.

Income value label

  View the monthly total for all of the line items comprising the income screening contact associated with the current certification attempt in the Income value label.

Depending on the value of the INCOMEVIEWFREQ business rule, the text in the value label is displayed as either "Monthly Income" or "Yearly Income".

Homeless group box and check box

  Select the Homeless check box to indicate the client is homeless, then complete the information in the Homeless group box.

This group box includes controls that allow you to indicate the client is homeless and select the date verified and fixed nighttime location. The title text of the group box is set to " Homeless". The following controls are included in the group box:

Date Verified calendar control

Select or enter the date on which the client's homeless status was verified in this calendar control.

The control is enabled when:

• The Homeless check box is checked.

Fixed Nighttime Location drop-down combo box

View, enter, or select the fixed location at which the client spends the night in this drop-down combo box.

The control is enabled and required when:

• The Homeless check box is checked.

The drop-down combo box is filled with all FIXEDLOCATIONDESC from the FIXEDLOCATION table in alphabetic order. If no selection is made, a standard error message (E0001) displays when the screen is processed.

If the fixed nighttime location isn't available in the drop-down combo box as an option, you can enter the name of the location directly in the drop-down combo box. The drop-down combo box allows the entry of alphabetic, numeric, and special characters. Special characters are limited to the following: pound sign (#), period (.), dash (-), forward slash (/), and apostrophe ('). Alphabetic characters are converted to upper case when entered. The maximum number of characters that can be entered in the text box is thirty (30) characters.

The name of the location entered cannot match an existing value. If it does, aa standard error message (E0060) displays. Otherwise, upon saving the client's demographic information, the new value will be added as an option to the drop-down combo box for future use and it is also added to the FIXEDLOCATION table.

ID Proof drop-down list box

  Select the form of identification used by the client or an authorized representative to prove the client's identity in the ID Proof drop-down list box.

If the MEMBER. WICSTATUS is Infant or Child, The drop-down list box displays all Reference Dictionary descriptions contained in the REFERENCEDICTIONARY table where the REFERENCEDICTIONARY category = "IDPRFCHILD".

If the CLN_AllowPendingProof_ID business rule is set to "N", the option of "Pending Proof" is not available. Instead, a blank option displays in the drop-down list box and may be selected when not completing a certification. If the business rule is set to "Y", "Pending Proof" is available.

If the MEMBER. WICSTATUS is Pregnant, Breastfeeding or Non-breastfeeding, The drop-down list box displays all Reference Dictionary descriptions contained in the REFERENCEDICTIONARY table where the REFERENCEDICTIONARY category = 'IDPRFWOMAN'.

Residency Proof drop-down list box

  Select the form of verification used by the client or an authorized representative to prove the client's residency in the Residency Proof drop-down list box.

The control is disabled when:

• The Homeless check box is checked.

The drop-down list box displays all Reference Dictionary descriptions contained in the REFERENCEDICTIONARY table where the REFERENCEDICTIONARY category = "RESIDPROOF". If the selection "Not a resident of {your state}" (key value "J") is selected in the Residency Proof drop-down list box, the system displays the Mark Applicant as Ineligible screen. If the current system date is equal to or falls within the value defined as acceptable by the DAYSALLOWRESIDENCYCOPY business rule, the system updates the proof of residency for all members of the household upon a change of the current Residency Proof selection.

If the CLN_AllowPendingProof_Residency business rule equals "N", the option of "Pending Proof" is not available. Instead, a blank option displays in the drop-down list box and may be selected when not completing a certification. If the value of the CLN_AllowPendingProof_Residency business rule equals "Y", "Pending Proof" is available.

If the value of the ENABLECOPYRESIDENCY business rule equals "Y", the selection of "Pending Proof" during a Certification Guided Script transfers to all household members who are in a currently valid certification. If the value of the ENABLECOPYRESIDENCY business rule equals "N", the selection "Pending Proof" does not transfer to other household members. In the Participant Folder, selecting "Pending Proof" does not transfer to any other household members with valid certifications.

Telephone 1 masked edit box

  Enter the complete ten-character telephone number in the Telephone 1 masked edit box.

Telephone 2 masked edit box

  Enter the complete ten-character telephone number in the Telephone 2 masked edit box.

Physically Present radio button group

  Select an option in the Physically Present radio button group.

This radio button group includes controls that allow you to indicate whether the client is physically present at the clinic during the Certification attempt. The title text of the radio button group is set to "Physically Present".

The control is enabled when:

The control is disabled when:

• The screen is active in the Participant Folder when a Certification Guided Script is not currently being completed.

The following radio buttons are included in the radio button group:

Yes radio button

Select this radio button to indicate that the client is physically present at the clinic during the Certification attempt.

No radio button

Select this radio button to that whether the client is not physically present at the clinic during the Certification attempt.

Reason Not Present drop-down list box

  Select the reason the client was not physically present in the Reason Not Present drop-down list box.

The control is enabled when:

• The No radio button is selected.

The control is disabled when:

• The screen is active in the Participant Folder when a Certification Guided Script is not currently being completed.

It displays all Reference Dictionary descriptions contained in the REFERENCEDICTIONARY table where the REFERENCEDICTIONARY category = 'REASONNOTPRESENT'.

The drop-down list box is disabled when the screen is active in the Certification Guided Script and the Yes radio button is selected in the Physically Present radio button group or when the screen is active in the Participant Folder. The default selection is the option previously-selected during certification.

Batch Issuance check box

  Select the Batch Issuance check box to indicate whether the participant is able to receive batch-mailed benefits.

The control is visible and enabled when:

• The value of the UsesBatchIssuance business rule equals "Y".

Maiden Name group box

  Complete the information in the Maiden Name group box.

This group box includes controls that allow you to view, enter, or update the maiden name of a woman who has changed her name as a result of marriage. The title text of the group box is set to "Maiden Name". The following controls are included in the group box:

Last text box

View, enter, or update the last name in the Last text box. The text box allows the entry of alphabetic and special characters. Numeric characters are not allowed. Special characters are limited to the following: period (.), hyphen (-), apostrophe ('), and comma (,). The maximum size of the text box is twenty-five (25) characters.

First text box

View, enter, or update the first name in the First text box. The text box allows the entry of alphabetic and special characters. Numeric characters are not allowed. Special characters are limited to the following: period (.), hyphen (-), apostrophe ('), and comma (,). The maximum number of characters that can be entered in the text box is twenty (20) characters.

Migrant check box

  Select the Migrant check box to indicate the client is a migrant worker.

If the Migrant check box is selected and the participant's certification is valid, the system creates a pseudo cert and assigns the Migrancy (802) risk factor. The check box is enabled when the screen is active.

Living with Foster Parent(s) check box

  Select the Living with Foster Parent(s) check box to indicate the client is living with foster parents.

The check box has an initial value of unchecked.

The control is visible and enabled when:

The control is visible and enabled when:

Edits for the controls are performed upon confirmation of the screen, and are not performed when switching among the sub-tabs.

Upon selection of the OK button, the system will validate the controls on the Demographics sub-tab screen, AdditionalInfo1 screen, and the AdditionalInfo2 screen.

If the selection "Not a resident of {your state}" (key value "J") is selected in the Residency Proof drop-down list box or the participant is determined to be ineligible (categorically, income, or residency) based on the demographic information entered on the Demographic Information screen, the system displays the Mark Applicant as Ineligible screen.

If data is entered or changed in the following fields on the screen, the EBT Household Demographics displays for EBT-enabled clinics:

• Clinic Assigned

• Last Name

• First Name

• Date of Birth

• Telephone 1

• Mail Address

• Mail City

• Mail State

• Mail ZIP

• Authorized Representative

The system will set the check mark on the Certification Guided Script DEMOGRAPHICSENTERED value to "Y".

The control is visible and enabled when: