Help > Module 6: Appointment Scheduling > Precertification – Family

Precertification – Family

The Precertification - Family page allows users to enter in family information for the processing of precertification. This occurs at the clinic level.

Navigation Path:  Scheduling | Precertification

Module 6: Figure: 11.1 Precertification - Family

 

Fields: 

• Family Size – To set the number of members in the household.
• Clinic – To set the Clinic that the Family is getting pre-registered in. This field is mandatory.
• Authorized Representative 1:

• Last Name – To set the last name of the first authorized representative. This field is mandatory.
• First Name – To set the first name of the first authorized representative. This field is mandatory.
• MI – To set the middle initial of the first authorized representative. This field is optional.   
• Authorized Representative 2:
• Last Name – To set the last name of the second authorized representative. This field is mandatory if data is entered into any of the authorized representative two fields. Otherwise, this field is optional.
• First Name – To set the first name of the second authorized representative. This field is optional.
• MI – To set the middle initial of the second authorized representative. This field is optional.
• Initial Contact:
• Walk in/Phone– To set how the client initially contacted the click to receive the service.

• Migrant – To set that the family is an immigrant family. This field is optional.
• Homeless – To set that the family is homeless. This field is optional.
• Email Address – To set the email address of the first authorized representative. This field is optional.
• Do Not Email – A checkbox to determine if the Family wishes to receive emails. If the checkbox is checked then the Family does not wish to receive any emails. If the checkbox is unchecked then the Family agrees to receive emails. 
• Do Not Send Mailings – A checkbox to determine if the Family wishes to receive mailings to the first addresses listed. If the checkbox is checked then the Family does not wish to receive any mailings. If the checkbox is unchecked, then the Family agrees to receive mailings.

• Street Address:
• Street 1 – The first street address of the Family. This field is mandatory.
• Street 2 – The second street address of the Family. This field is optional.
• City, State, ZIP Code, and County – The City, State, ZIP Code, and County combination for the first street address of the Family. This field is mandatory and selected from a drop-down list. Any portion of this field (i.e. State or ZIP Code) can be manually entered. Possible field values will be available for selection within the drop-down as characters are entered.
• Mailing Address:
• Street 1 – The first mailing address of the Family. This field is mandatory.
• Street 2 – The second mailing address of the Family. This field is mandatory.
• City, State, ZIP Code, and County – The City, State, ZIP Code, and County combination for the first mailing address of the Family. This field is mandatory and selected from a drop-down list. Any portion of this field (i.e. State or ZIP Code) can be manually entered. Possible field values will be available for selection within the drop-down as characters are entered.
• Family Phone(s) Grid: A grid used to display all phone numbers listed for the Family.
• Phone Number – The ten digit number listed. This field is display only.
• Ext. – The extension of the number listed. This field is display only.
• Phone Type – The type of the number listed. This field is display only.
• Do Not Call – A checkbox to determine if user is allowed to call the phone number listed. This field is display only. If the checkbox is checked then the user cannot call the Family using this number. If the checkbox is unchecked then the user is allowed to call the Family using this number.
• Do Not Text – A checkbox to determine if user is allowed to text the phone number listed. This field is display only. If the checkbox is checked then the user cannot text the Family using this number. If the checkbox is unchecked then the user is allowed to text the Family using this number.
• Priority – The priority of the phone number listed. This field is display only. At least one phone number must have the priority of primary.
• Languages:
• Primary Language – The primary language of the first authorized representative. This field is mandatory, will default to English, and selected from a drop-down list. 
• Secondary Language – The secondary language of the first authorized representative. This field is optional and selected from a drop-down list.

• Interpreter Required – A checkbox to determine if the Family requires an interpreter. If the checkbox is checked then an interpreter is required for the Family. If the checkbox is unchecked then the Family does not require an interpreter. The checkbox will only be enabled for selection if primary language is anything but English. This field is optional.  

 

•                 Appointment Reminder Preference:

• Phone/Email/Text – To set how the client wished to be reminded about their appointment.

• How did you hear about WIC? Grid: A grid to display all programs that have referred the Family to WIC.
• Date – The date in which the referral record was entered. This field is display only.
• Program – The program that referred the Family to WIC. This field is display only.
• Organization – The organization that is affiliated with the program that referred the Family to WIC. This field is display only. 

 

 

Buttons: 

 

• Copy Street To Mailing – Click the copy street to mailing button to overwrite entered data in the mailing address fields with the exact data entered in the street address fields. After the button is clicked additional changes made to the street address fields will not be reflected in the mailing address fields unless the button is clicked again.
• Family Phone(s) Grid:
• Does not have a phone – A checkbox to determine if the Family does not have a phone. If the checkbox is checked the Family does not have a phone and the add button will be greyed out. The checking of this checkbox will allow the user to save the page without entering a phone number with a primary priority. If the checkbox is unchecked then a phone number with a primary priority is mandatory.
• Add – Click the Add button to display the add modal and add records to the Family Phones(s) grid.

 

Module 6: Figure:  11.2: Add a Phone Modal

Fields (Add a Phone Modal):

▪  Phone Number – The ten digit number being entered. This field is mandatory.

▪  Ext. – The extension of the number being entered. This field is optional.

▪  Phone Type – The type of number being entered. This field is mandatory and selected from a drop-down list. For more information, see the Phone Types base table section of this document.

▪  Do Not Call – A checkbox to determine if user is allowed to call the phone number listed. This field is optional. If the checkbox is checked then the user cannot call the Family using this number. If the checkbox is unchecked then the user is allowed to call the Family using this number.

▪  Do Not Text – A checkbox to determine if user is allowed to text the phone number listed. This field is optional. If the checkbox is checked then the user cannot text the Family using this number. If the checkbox is unchecked then the user is allowed to text the Family using this number. This field will be greyed out unless the phone type being entered is cell phone.

▪  Priority – Selection options (Primary, Secondary, and Other) to determine the priority of the number being entered. This field is mandatory. One number listed for the Family must have the priority of primary. After the button is clicked additional changes made to the street address fields will not be reflected in the mailing address fields unless the button is clicked again.

Buttons (Add a Phone Modal):

▪  OK – Press this button to close the modal and add a new record unsaved record to the grid.

▪  Cancel – Press this button to close the modal without adding a new record to the grid.

• Appointment Reminder Preference – Selection options (Phone, Email, and Text) to determine the Family’s appointment reminder preference.

 

Background Process(es)

Appointment reminders must be sent out the morning prior to the appointment, no earlier than 8:00 am local time.  A family that has an appointment for multiple people at the same time will only receive one appointment reminder rather than individual reminders for each client.

 

Message Formats:

 

Text Messages

 

The text reminder will be as follows:

(PROGRAM NAME)  Appointment Reminder: (Day of the week), (Month) (Date) at XX:XX AM/PM. If you have any questions, please call XXX-XXX-XXXX (clinic phone number)  

 

Example:               

WIC Appointment Reminder: Wednesday, December 07 at 08:00AM. If you have any questions please call 602-555-5555

 

Email Messages

We look forward to seeing you at your upcoming (PROGRAM NAME) appointment on (Day of the week), (Month) (Date) at XX:XX AM/PM.

 

(Client Name)
Please bring the following:

•        List of things to bring

 

(Client Name)

•        List of things to bring

 

(*** List will continue with all clients in the family that have an appointment at that time. If the client doesn’t need to bring in any documents, the ‘List of Things to Bring’ will not populate.***)

 

If you have any questions, please call XXX-XXX-XXXX (clinic phone number).

 

Thank you,

 

Your (PROGRAM NAME) Staff

 

Example:

We look forward to seeing you at your upcoming WIC appointment on Wednesday, September 25 at 08:00AM.:

 

Susie Smith
Please bring the following:

•        Income

•        Proof of Address

•        Identification

 

Sally Smith
Please bring the following:

•        Blood work value from physician

 

If you have any questions please call 602-555-5555.

 

Thank you,

 

Your WIC Staff

 

• How did you hear about WIC? Grid:
• Add – Click the Add button to display the add modal to add records to the How did you hear about WIC?

 

Module 6: Figure: 11.3: Add a ‘How did you hear about WIC?’ Modal

Fields (Add a How did you hear about WIC? Modal):

• Program – The program that referred the Family to WIC. This field is mandatory and selected from a drop-down list.
• Organization – The organization that is affiliated with the program that referred the Family to WIC. This field is optional and is selected from a drop-down list.

Buttons (Add a How did you hear about WIC? Modal):

• OK – Press this button to close the modal and add a new unsaved record to the grid.
• Cancel – Press this button to close the modal without a new record being added to the grid.
• Save – Press this button to save changes made to the page. For more information, see background process number four.
• Reset – Press this button to return the page to its original state without any changes being saved.
• Cancel – Press this button to close the page and return the user to the Client/Family Search page without a new Family record being added to the system.

 

Calculation(s): None

 

Background Processes:

 

1)     A user may enter only one number with the priority of primary and one as secondary. As many numbers as desired may be entered that have a priority of other.

2)     The phone appointment reminder preference option will be disabled if no phone number is listed or the do not call checkbox is checked for all numbers listed for the Family. The email option will be disabled if no email address is entered or the do not email checkbox is checked for the Family. The text option will be disabled if no number exists with the phone type of cell phone or the do not text checkbox is checked for the Family.

3)     The majority of forms for Arizona will be in both English and Spanish. If populated while in a Client record, forms will populate in the primary language of the Family (Spanish or English only). If the primary language is something other than Spanish or English, the default language will be English.

4)     The system performs a four step save process when saving a new Family:

a.      First, it ensures all mandatory fields are populated with data. If not, the save process will stop and an error message will be thrown.

b.     Second, it ensures all fields have proper data entered (i.e. Fields that only accept numbers do not allow alphabetic characters to be saved). If not, the save process will stop and an error message will be thrown.

c.      Third, it ensures all fields do not exceed the maximum character amount allowed. If not, the save process will stop and an error message will be thrown.

d.     Finally, after the other three steps have been completed successfully the system assigns a unique system generated Family ID to the Family and adds the Family data to the database. The Family ID format is FY9999999. The first two digits are dependent on the fiscal year from the Budgeting Factors table. The remaining 7 digits are a unique system generated sequence that is incremented by one after each new Family creation.

 

HANDS