Participant Folder

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The Participant Folder screen is used to access a client's records. A folder is created to store information for any person who begins the application process for participation in the local WIC program.

When the Participant Folder screen first displays, if an attempt to establish a connection to the EBT Processor system occurs and the attempt is unsuccessful, a standard error message (E0393) displays.

When the Participant Folder screen first displays, if required information is missing for one or more risk factors in the Reference Utility application module, a standard information message (I0090) displays.

Note

NOTE: For more information about the risk factor maintenance in the Reference Utility application module, refer to the following topics:

  • Risk Factors

  • Risk Factor

  • Edit High Risk Threshold

A menu bar and a toolbar are displayed at the top of the screen. The menu bar provides access to functions that are available. Select a menu to display the available menu options, and then select a menu option to activate its functionality. The toolbar provides access to frequently used functions, usually with a single-click. Click a toolbar button to activate its functionality.

For more information about the menu bar and the toolbar, see the following topics:

If there are pending voids for benefits on the Food Adjustment Wizard screen, the Participant Folder is locked for the entire household. When the Participant Folder screen is displayed, the system displays the I0008 standard information message.

If there are no risk factors assigned for the current certification, when the Participant Folder screen is displayed, the system displays the E0345 standard error message.

When the Participant Folder is opened, a check is performed to determine the folder is already opened for the current ID. If the folder is already opened for the current ID, the system displays the E0365 standard error message.

If the Common Area web service is not accessible, the system displays the E0339 standard error message.

If the Common Area web service does not support a particular web method, the system displays the E0340 standard error message.

If the Common Area web service returns a communication error from IBM Content Manager during a query for data or search, the system displays the E0341 standard error message.

If the Common Area web service call times out during a query for data or search, the system displays the E0342 standard error message.

If the Common Area web service call loses connectivity during a query for data or search, the system displays the E0343 standard error message.

If the Common Area web service returns an exception when data is being inserted or updated from MOWINS, the system displays the E0344 standard error message.

Screen Access

Screen Access

  • Display the Participant List screen > Conduct a search to populate the data grid > Double-click on a participant record in the Participant List data grid.

  • Display the Participant List screen > Conduct a search to populate the data grid > Click the Open Participant Folder toolbar button (pictured below).

Open Participant Folder

Interface Initialization

Upon initial display of the screen, the following occurs:

  • The title bar text is set to "[MEMBER.FIRSTNAME MEMBER.MIDDLEINITIAL MEMBER.LASTNAME] - {descriptive value of age} - WIC ID: [MEMBER.STATEWICID] Household ID: [MEMBER.HOUSEHOLDID]", where {descriptive value of age} equals:

  • For infants, display "XX" Months "XX" Days, calculated from the Date of Birth.

  • For children, display "XX" Year(s) "XX" Months "XX" Days calculated from the Date of Birth.

  • For pregnant women, display "XX" weeks gestation calculated from the LMP start date.

  • For pregnant women without an LMP date, display "XX" Year(s) calculated from the Date of Birth.

  • For breastfeeding and non-breastfeeding women, display "XX" Years calculated from the Date of Birth.

  • The tab title is set to "Participant Folder".

  • If the participant or a member of the participant's household is flagged for an Alert, upon opening the participant's folder, the Display Alerts screen is displayed.

  • If the participant was certified with a pending ID proof selection, upon opening the participant's folder, the CPA Review screen is displayed with a "Proof of Income Required" alert.

  • Once a folder is opened, depending on the WIC Category of the participant (or applicant) the folder enables only those tabs and controls that apply to only the WIC Category of the participant. Refer to the respective tabs for specific information on Participant Folder tabs and sub-tabs.

  • The default tab displayed when the Participant Folder is opened will be the first available tab for which the user is granted permission. Refer to Security. When the user has "View Only" permission for a specified tab, the controls on the tab will be locked and the values cannot be modified. When the user permissions are 'None' for a tab, the tab is disabled and not available for selection. Below are all the folder tabs available and the order in which the default and user permissions are verified when a client's folder is opened:

  • Demographics

  • HT/WT/Blood

  • Nutrition Assessment

  • Risk Factors

  • Food Prescription

  • Nutrition Education

  • Benefits History

  • Immunization

  • Referrals

  • Health Information

  • Income History

  • Appointments

  • Certification History (if the value of the CLN_SHOWCERTIFICATIONHISTORY business rule equals "Y")

  • The current system date and time is displayed in the status bar at the bottom right of the screen.

  • The menu bar is visible. The menus on the menu bar are displayed in the following order:

  • The Help is visible and enabled.

  • The toolbar is visible. The following toolbar buttons are displayed on the toolbar in the following order:

  • The Participant Search toolbar button is visible and enabled.

  • The Manage Waiting List toolbar button is visible and enabled.

  • The System Outputs toolbar button is visible and enabled.

  • The System Tools toolbar button is visible and enabled.

  • The Exit Clinic Application toolbar button is visible and enabled.

  • The Toggle Applicant/Participant On-site toolbar button is visible and enabled.

  • The Schedule Appointment toolbar button is visible and enabled.

  • The Certification toolbar button is visible and enabled.

  • The Issue Benefits toolbar button is visible and enabled.

  • The Close Participant Folder toolbar button is visible and enabled.

Participant Folder tabs

The Participant Folder screen contains multiple tabs along the top of the screen for viewing information about a participant. These tabs are designed to mimic a paper-based hanging file folder, are labeled according to their content, and display unique screens containing information specific to each tab when clicked. In addition, some tabbed pages are similar to sub-folders and contain additional tabbed pages, called sub-tabs, within them. Depending on your current permission level, you may not be able to access each and every tab or sub-tab available. To display an available page of information, click the tab for that page.

  Click the following links for more information about the screens that display when the tabs are clicked:

Note

NOTE: The Certification History tab is visible and enabled only if the CLN_SHOWCERTIFICATIONHISTORY business rule is set to "Y".

Edits

Navigating among the tabs of the participant folder does not display the edit and save processing until data is modified. If data is modified on a specific tab, the following actions display the edit routines:

Standard Processing of Participant Folder Edits and Save Routines

If changes are made on a tab within the Participant Folder and the user attempts to exit the folder, exit the application or move onto another tab within the system, the system displays the C0002 standard confirmation message. Yes, No, and Cancel buttons are available.

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Software Version: 2.40.00

Clinic