DOH22-021 Addendum 1_QAs_Final.pdf

Mission:

To protect, promote & improve the health of all people in Florida through integrated state, county, and community efforts.

Ron DeSantis Governor

Joseph A. Ladapo, MD, PhD State Surgeon General

Vision: To be the Healthiest State in the Nation

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Addendum #1

ITN DOH22-021

Operations and Maintenance of the Florida Women, Infant and Children (WIC) Information System and EBT Data System

DATE:

TO:

December 12, 2023

Prospective Vendors

FROM: Niki Sparks, Procurement Officer Florida Department of Health Central Purchasing Office

SUBJECT: Addendum #1

The purpose of this addendum is to modify Section 4.1.1, Scoring of Technical Replies, and Attachment C, Statement of Non-Collusion, and to answer questions received in accordance with Section 2.8, Questions, of the ITN. This addendum serves as notice of the following change(s):

Deletions are indicated by “strikethrough” or reference. Additions, updates or replacements are indicated by highlighting.

A. Modifications: The following modifications are made to the ITN:

1. Page 20, Section 4.1.1, Scoring of Technical Replies:

Technical Replies will be scored by the Evaluation Team in the areas indicated in Attachment I. The raw scores in each evaluation area from each team member will be averaged together.

These average scores will be added to determine each Respondent’s Technical Reply score.

2. Page 44, Attachment C, Statement of Non-Collusion:

The header identifying page 44 as the Statement of Non-Collusion has been added. The document is replaced in its entirety and the revised document is attached hereto.

B. Responses to Questions received pursuant to Section 2.8, Questions: Please see the Department’s response to questions received by the due date outlined in Section 2.6, Timeline, of the ITN, below:

Evaluation Criteria Maximum Points

Technical Reply – Attachment I H 405

TOTAL MAXIMUM POINTS POSSIBLE 405

Addendum #1

ITN DOH22-021

Operations and Maintenance of the Florida Women, Infant and Children (WIC) Information System and EBT Data System

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# Question Answer

Is the following an absolute requirement to be considered for this ITN: "Provider must have experience, in the last five years, in the provision of WIC information systems including related federal statutes and policies that the system’s logic is based upon."

Yes.

Can the state provide a list of open defects in the system? No. As the solicitation and responses will become public record under Florida law, it is not in the Department’s best interest to post defects or deficiencies in our current system.

Can the state provide a list of third party tools that are utilized to maintain the FL-WiSE system? Of the tools, which are open source vs. licensed?

No. The Department is not able to provide a list of third-party tools, including which are open source vs. licensed, at this time.

Can the state provide system documentation such as DTSD, DFDD, User Help Guides?

The Department can provide the FL WiSE User’s Manual which is attached hereto.

The ITN states "Provide software code contributor access to software source code repository for State WIC Office developers to check-in/check-out and contribute-to system enhancements and bug fixes." Can the state confirm that state developers have access to the source control to make coding changes to the FL-WiSE system?

Yes.

If state developers have access to source control to make code changes, what percentage of code changes are completed by state developers vs. the current contractors team of developers?

Department developers currently complete 5% and current contractors complete 95% of code changes.

If state developers have access to source control to make code changes, what types of changes are they making relative to the current contractors team of developers.

These are overlapping changes including bug fixes and new features.

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Can the state provide the release content and release notes for the past two years worth of releases, and identify which items are enhancements vs. defects?

No. As the solicitation and responses will become public record under Florida law, it is not in the Department’s best interest to post defects or deficiencies in our current system.

Can state provide a list of support tickets for 2nd Level support over the last year?

No. The Department uses an email base for support and not a ticketing system. A redacted copy of this information could be provided as a result of a public records request, but it is not included in this Addendum.

Would the state consider providing mobile hotspots (or other ways to provide connectivity) to Vendor Managers instead of an Online/Offline hybrid.

No.

Can the state describe the current monitoring process for the FL-WiSE system? Is the new contractor expected to create a new automated monitoring process or help maintain an existing process?

The Department currently uses Oracle Cloud control and in-house monitoring software. Yes, the new contractor would be expected to create an automated and unified monitoring process as specified in Section B.1.a.2) of Attachment A, Specifications.

The ITN states that a contractor will provide a State Agency software and documentation package. Is the expectation that the contractor will develop a new documentation package or maintain an existing package?

The Department will accept either a new package or allow an existing package to be maintained.

If the incoming contractor is expected to maintain an existing software and documentation package, can the state please provide detail regarding what is in place today?

See the answer to question #12. The existing package includes system source code, system infrastructure design, data dictionary and how-to guides.

Can the state provide statistics on number of events annually that contractor may need to assist with researching and resolving outages and failures?

No. The Department is not able to provide this information.

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What is the specific technology stack in terms of .Net version, Web Forms or MVC, Single Page Application platform, etc.?

FL-WiSE uses a 3-tier architecture with the presentation and business tiers coded primarily in VB.NET. The presentation tier is a set of .NET 4 ASP.NET Web Forms websites. The business tier runs as either Windows Services or IIS hosted services and .NET Remoting is used for the presentation tier to access the business tier in either case.

Somewhat customized Object-Relation-Mapping (ORM) built on the .NET Entity Framework facilitates communication between the 3 tiers.

The data tier for this application is an Oracle 12c database – all data access runs through packaged procedures and functions.

Does the current FL-WiSE web application incorporate responsive design such that it works adaptively on tablet and smartphone form factors?

No.

Does DOH have any specific timeline for implementation of the offline-capable mobile application for Vendor Managers?

No.

Can DOH quantify how much of the desired mobile functionality is currently available in FL-WiSE?

The Department does not currently have a way to quantify the functionality.

Are there any datamarts with supporting ETL processes to load them already in place? Or would this be a new capability entirely?

No. This would be a new capability.

Is current reporting performed against the operational database?

Yes.

What is the current staffing level for supporting FL-WiSE from a development standpoint? Is this specifically in-house developers, or are there also contract developers?

There are approximately 12 in-house and contract developers total.

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Is DOH open to considering business process re-engineering as part of this ITN?

Yes. The Department is open to considering any proposal as it applies to the scope of the ITN.

In the ITN, the Department states, "If Respondent considers any portion of their Reply to this solicitation to be confidential, exempt, trade secret, or otherwise not subject to disclosure pursuant to Chapter 199, Florida Statutes, the Florida Constitution, or any other authority, Respondent must segregate and clearly mark the document(s) as "CONFIDENTIAL". This requirement is presented as a separate requirement from the preparation of a redacted copy of the respondent’s bid. Specifically, What does the Department require respondents to do in order to "segregate and clearly mark the document(s) as 'CONFIDENTIAL,'" as a separate activity from preparing a redacted copy of the bid response? What final bid document(s) must be provided to meet the requirement of establishing Confidential material?

See Section 3.13, Public Records and Trade Secrets. The Department requires both paper and electronic copies which contain confidential, exempt or trade secret information to be labeled “CONFIDENTIAL.” Redacted paper and electronic copies must be labeled “REDACTED.” In the event that confidential information is included, a redacted copy must also be provided to the Department.

For clarification purposes, “confidential” files will contain visible confidential information to be viewed by select Department employees and will not be released in the event of a public records request;

“redacted” files will have the confidential information removed and not be visible.

(Attachment A – Section A.6.) – The ITN states that there is an anticipated migration between data centers during the next contract period. Does FL DOH plan to move the application to a cloud-hosted environment during the contract period?

This is a possibility.

Does the State currently possess all the source code for the FL WIC solutions?

Yes, for any contracted source code development (not third-party libraries).

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What development and testing environments are currently used to support FL WIC and what will be the access level for each environment for the M&O team?

See Section A.6.a-f of Attachment A, Specifications, of the ITN. There will be full access in development environment.

Please describe the current Help Desk and issue resolution process.

The Department currently utilizes an email-based communication process with the provider detailing the current issue often with supporting screen shots. Provider performs analysis and either corrects the issue or proposes a solution for Department review and approval.

(Attachment A – Section B.1.a.2) – What automated monitoring tool is used to verify system availability and job completion status for all automated processing tasks?

The Department utilizes custom developed scripts.

(Attachment A – Section B.1.a.3) – With what frequency does the State staff modify the source code and contribute to system enhancements and bug fixes? How is this coordinated with the enhancements and fixes developed, tested, and implemented by the incumbent vendor?

Frequency is generally quarterly unless there is a work stoppage event. Coordination takes place through email. The Department performs development and testing of specific user stories and current provider performs deployment.

(Attachment A – Section B.3.b.2) – This section discusses third-party libraries used by FL-WISE that are no longer supported by the manufacturer, thus needing to be upgraded at some point. Are there any other software technologies used by FL-WISE that are no longer supported by the manufacturers?

The Department is not aware of any others.

(Attachment F 1.b) - Regarding security audits and corrective actions on the items found, how frequently are audits conducted and does the State have any specific preferences for security tools?

There is no specific timing allotted for the audits. The Department does not have a preference, but it is a system of function-based findings.

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(Attachment F – 2.a.6) – The department is requiring support of Azure Active Directory integration for authentication of DOH end users. Is the State currently using SSO, or OAuth or SAML ADFS?

The Department currently uses SAML ADFS.

Section 1.6.3 discusses a hybrid offline/online vendor compliance application. Will the State share any additional information on the offline capabilities?

The app needs to record and store data online and offline and then upload the data when network connectivity is available.

What are the current systems that FL-WISE interfaces with?

i. DCF’s FLORIDA system

ii. DOH’s FLSHOTS system

iii. Prontoforms

iv. WICHealth

v. DOH’s Central Office Messaging System

vi. CDP’s WIC Direct system

vii. IBM Cloud

What are the third-party providers that the State desires to interface with in the future?

The Department does not have a list of desired third-party providers.

In the Evaluation Criteria table, is the reference to Attachment H a typo?

Yes. This should reference Attachment I, Evaluation Criteria, and has been modified accordingly.

Can the State confirm whether the ITN reply should be submitted through MyFloridaMarketPlace as indicated in

PUR 1001?

No. See Section 3.6, Instructions for Submittal, and Section 2.6, Timeline, of the ITN.

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Can the State confirm that it requires the submission of printed copies of the ITN reply? If so, how many copies should vendors submit to the State?

Yes. See Section 3.4, Copies of Replies, of the ITN.

Will DocuSign be accepted as an original signature?

Yes.

The definition of “Reply” to the ITN is both “technical and cost replies”, but the ITN does not have instructions for how to submit a cost section. Please clarify if cost is to be included with the reply, and if so, in what format.

The definition of “Reply” is standard language. A cost reply is not required with original submission. It will be requested and required during the negotiation phase for this ITN. See Section 4.4, Final Selection and Notice of Intent to Award, of the ITN.

This section indicates that “Renewal will be made at the renewal pricing specified in Provider’s Cost Proposal.”, however the ITN does not include instructions on how to submit costs. Please clarify when and how the Cost Proposal should be submitted.

See the answer to question #40.

This section says that Attachment C must be included in the reply document as a Statement of Non-Collusion. However, there is no Attachment C in the ITN. Please clarify what should be included as a Statement of Non-Collusion.

Page 44 of the ITN is the Statement of Non-Collusion and has been modified accordingly.

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Should respondents present overall corporate capabilities or address specifics associated with this project?

The Department is seeking specific information in a detailed reply as specified in Section 3.3.2, Tab 2 – Technical Response, of the ITN and in Attachment H, #8, Experience Narrative Form.

Should respondents present a corporate organizational structure or the team structure that will be executing this project?

See the answer to question #44.

Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

ATTACHMENT C

STATEMENT OF NON-COLLUSION

DOH22-021

Invitation to Negotiate Operations and Maintenance of the Florida Women, Infant and Children (WIC) Information System and EBT Data System Page | 10

I hereby certify that my company, its employees, and its principals, had no involvement in performing a feasibility study of the implementation of the subject Contract, in the drafting of this solicitation document, or in developing the subject program. Further, my company, its employees, and principals, engaged in no collusion in the development of the instant bid, proposal or reply. This bid, proposal or reply is made in good faith and there has been no violation of the provisions of Chapter 287, Florida Statutes, the Florida Administrative Code Rules promulgated pursuant thereto, or any procurement policy of the Department. I certify I have full authority to legally bind Respondent to the provisions of this bid, proposal or reply.

Signature of Authorized Representative* Date

*An authorized representative is an officer of the Respondent’s organization who has legal authority to bind the organization to the provisions of the Reply. This usually is the President, Chairman of the Board, or owner of the entity. A document establishing delegated authority must be included with the Reply if signed by someone other than the President, Chairman or owner.

FL-WiSE User’s Manual

Clinic

Florida Department of Health

Division of Community Health Promotion

Women, Infants, and Children (WIC) Program

August 2023 ii

Table of Contents Chapter 1 Introduction ........................................................................................1-1

Purpose .....................................................................................................1-1

Chapter 2 Accessing FL-WiSE ...........................................................................2-1

Accessing the Clinic Module ..................................................................2-1

Bugs, Enhancements and Version Numbers ……. .................................2-2

Locked Password .....................................................................................2-3

Clinic Module ............................................................................................2-4

Chapter 3 General Clinic Module Screen Features ............................................3-1

Screen Overview ......................................................................................3-1

Navigation/Command Buttons ................................................................3-10

Chapter 4 Searching for a Client/Family Record and Transfers .......................4-1

Performing a Basic Search ......................................................................4-1

Performing an Advanced Search ............................................................4-3

Transfers ...................................................................................................4-4

Chapter 5 Precertification, Dual Participation, and Assistance Needed ..........5-1

Precertification .........................................................................................5-1

Approved Address Abbreviations ...........................................................5-4

Potential Dual Participation .....................................................................5-7

Assistance Needed ...................................................................................5-10

Chapter 6 Appointments .....................................................................................6-1

Schedule Appointment Screen ................................................................6-1

Daily Schedule ..........................................................................................6-7

Daily Check-In ...........................................................................................6-13

Moving (Rescheduling) or Cancelling Appointments ............................6-16

Appointments with Clients Who Transfer ...............................................6-22

Printing a Daily Schedule .........................................................................6-23

Appointment Wait List .............................................................................6-24

Non-Participation......................................................................................6-24

Chapter 7 Onsite List ...........................................................................................7-1

Putting Clients on Onsite List ..................................................................7-1

Onsite List .................................................................................................7-1

Queue View Screen ..................................................................................7-4

Chapter 8 Making a Client/Family Record Active...............................................8-1

Ways to Make a Record Active ................................................................8-1

Chapter 9 Household Summary Screen .............................................................9-1 iii

Information in the Household Summary Screen ....................................9-1

Chapter 10 Client Services ..................................................................................10-1

System Generated Service Codes ...........................................................10-1

Manual Selection of Service Codes on Specific Screens ......................10-1

Adding/Removing a Service Code ..........................................................10-6

View Client Services Screen ....................................................................10-7

Removing an Incorrect Service Code .....................................................10-8

Reports ......................................................................................................10-8

Chapter 11 Family Information ............................................................................11-1

Family Information Tab ............................................................................11-2

Adjunct Eligibility Screen ........................................................................11-4

Entering Family Income Information .......................................................11-8

Income for a Foster Child ........................................................................11-17

Over Income ..............................................................................................11-18

Additional (Family) Information Tab........................................................11-21

Chapter 12 Signature Screen ..............................................................................12-1

Agreements...............................................................................................12-1

Signing the Signature Pad .......................................................................12-2

Chapter 13 Client Information .............................................................................13-1

Client Information Tab .............................................................................13-1

Additional Information Tab ......................................................................13-3

Deceased Clients ......................................................................................13-4

Chapter 14 Cert Action ........................................................................................14-1

Cert Action ................................................................................................14-1

Recertification ..........................................................................................14-4

Short Certifications ..................................................................................14-9

Category Changes ....................................................................................14-14

Terminating a Client .................................................................................14-23

Client Moving Out of State .......................................................................14-24

30-Day Extension......................................................................................14-25

Chapter 15 Lab/Anthro ........................................................................................15-1

Entering Height and Weight Data ............................................................15-1

Growth Charts/Prenatal Weight Gain Grids ............................................15-4

Immunizations and Bloodwork ................................................................15-7

Chapter 16 Medical ..............................................................................................16-1

Overview of Medical Screens ..................................................................16-1 iv

Women Medical Screens ..........................................................................16-2

Infants and Children Medical Screens ....................................................16-9

History ……………………………………………………………………………16-14

Chapter 17 Nutrition History ...............................................................................17-1

Woman Nutrition History .........................................................................17-1

Child Nutrition History .............................................................................17-5

Infant Nutrition History.............................................................................17-8

Mid-Certification Assessment .................................................................17-12

History .......................................................................................................17-18

Chapter 18 Nutrition Risk ....................................................................................18-1

Nutrition Risks ..........................................................................................18-1

Chapter 19 Breastfeeding ....................................................................................19-1

Breastfeeding Screens .............................................................................19-1

Assessment (1) and Assessment (2) .......................................................19-1

Breastfeeding Support .............................................................................19-7

Breastfeeding Aids and Notes .................................................................19-9

Updating the Breastfeeding Assessment Screens ................................19-13

Documentation of Breastfeeding Contact ..............................................19-14

Breastfeeding Notes .................................................................................19-18

Chapter 20 Nutrition Education...........................................................................20-1

Documenting Nutrition Education ...........................................................20-1

Low Risk Individual Nutrition Education and Counseling (NE Screen) 20-3

Care Plan ...................................................................................................20-6

Family Kit/Class Low Risk Secondary Contact ......................................20-10

Client-Specific Class for Secondary Contact .........................................20-12

WIChealth.org …………………………………………………………………..20-13

Mid-Certification Assessment .................................................................20-14

Chapter 21 Client History Screen ........................................................................21-1

Pregnancy History ....................................................................................21-2

BF Assessment History ...........................................................................21-3

BF Statistics History ................................................................................21-3

Nutrition History .......................................................................................21-4

Care Plan History......................................................................................21-5

Medical History .........................................................................................21-6

Chapter 22 Referrals (not currently being used) ...............................................22-1

Chapter 23 Food Prescription .............................................................................23-1 v

Food Prescription .....................................................................................23-1

Food Package Grid ...................................................................................23-2

Certification Complete .............................................................................23-5

Assigning a Food Package ......................................................................23-7

Customizing a Food Package ..................................................................23-10

Infant Food Packages ..............................................................................23-18

Special Food Packages ............................................................................23-19

Formulary Data Screen………………………………………………………...23-32

Food Prescription History……………………………………………………..23-32

Using the Formula Calculator ..................................................................23-32

Chapter 24 EBT Card Inventory and Assignment ..............................................24-1

EBT Inventory Process ............................................................................24-1

EBT Account Maintenance ......................................................................24-4

Replacing an EBT Card ............................................................................24-8

PINing an EBT Card ..................................................................................24-10

Returned EBT Cards………………………………………………..………….24-12

Deactivating an EBT Card ………………………………………..………….24-12

Chapter 25 Issue Benefits ...................................................................................25-1

Issuing Benefits ........................................................................................25-2

Re-Issuance of Benefits ...........................................................................25-4

Returning Formula ...................................................................................25-6

Benefits Void ............................................................................................25-8

Benefits Void - ‘No Food’ Food Package ................................................25-10

Benefits Inquiry ........................................................................................25-11

Benefits History ........................................................................................25-11

Benefits Balance ......................................................................................25-13

Shopping List ...........................................................................................25-14

Chapter 26 Direct Distribution of Formula .........................................................26-1

Assigning Food Package and Directly Distributed Formula .................26-1

Direct Distribution Formula Issuance .....................................................26-6

Returning Formula ...................................................................................26-9

Chapter 27 Food Package Changes ...................................................................27-1

General Tips ..............................................................................................27-1

Performing a Food Package Change ......................................................27-2

Chapter 28 Print Documents, Scanning and Upload Documents .....................28-1

Print Documents .......................................................................................28-1 vi

VOC/ID card……………………………………………………………………...28-4

Rights and Obligations ………………………………………………………..28-4

Scanning Documents ...............................................................................28-4

Upload Documents ...................................................................................28-11

Uploaded Documents Queue ...................................................................28-13

Chapter 29 Notes and Alerts ...............................................................................29-1

System Generated Notes .........................................................................29-1

Adding a Note or Alert .............................................................................29-2

System Generated Alerts .........................................................................29-3

Turning an Active Alert ‘Off’ ....................................................................29-3

Removing a Note or Alert .........................................................................29-3

Chapter 30 Miscellaneous ...................................................................................30-1

Chapter 31 Vendors .............................................................................................31-1

Authorized Vendors .................................................................................31-1

Chapter 32 Reports ..............................................................................................32-1

Standard Reports .....................................................................................32-1

FL-WiSE Reports to be Worked ...............................................................32-3

Admin Module Reports ............................................................................32-6

Active Client Reports ...............................................................................32-10

Administration Reports ............................................................................32-13

Breast Pumps and Breastfeeding Reports .............................................32-21

Caseload Reports .....................................................................................32-27

Direct Formula Distribution .....................................................................32-30

Education and Referrals ..........................................................................32-36

More Reports/Clinic Procedure Reports .................................................32-48

Nutrition Risk Reports .............................................................................32-65

Participation Reports ...............................................................................32-70

Scheduler Reports ....................................................................................32-81

Pre-Defined Reports .................................................................................32-86

Chapter 33 Farmers’ Market Nutrition Program ................................................. 33-1

Issuing Farmers’ Market Nutrition Program (FMNP) Coupons ...............33-1

Chapter 34 FL-WiSE Manual Back-Up Procedures .............................................34-1

WIC SharePoint Access ............................................................................34-1

What to Have On Hand ..............................................................................34-1

Manual Procedures ...................................................................................34-3 vii

Chapter 35 WIChealth.org ....................................................................................35-1

Scheduling a client for a WHAPPT ...........................................................35-1

Automatic End of Day (EOD) processing.................................................35-3

Auto Issuance ............................................................................................35-4

Nutrition Education ...................................................................................35-7

Reports .......................................................................................................35-7

Print Documents ........................................................................................35-10

Chapter 1 Introduction (August 2023) 1-1

Chapter 1

Introduction Purpose Florida’s Management Information system for the Women, Infants and Children’s program (WIC), called FL-WiSE – Florida WIC Information System and EBT- is a web-based application that supports the WIC Program in providing services to WIC clients.

The FL-WiSE User’s Manual presents detailed procedures for performing local agency and clinic tasks related to the use of the FL-WiSE User’s Manual in support of WIC Clinic operations.

Chapter 2 Accessing FL-WiSE (August 2023) 2-1

Chapter 2

Accessing FL-WiSE The computer workstation set up requirements for a user needing access to FL-WiSE is done by technical staff in the user’s local agency. Every computer that will be used to access the FL-WiSE web application should meet the following basic requirements:

1. Operating system is Microsoft Windows 10.

2. Web browser is Microsoft Edge or Chrome.

3. Portable Document File (pdf) reader is the latest version of Adobe Reader or Foxit Reader.

Accessing the Clinic Module Training Region: If you want to access the Training Region you would use the following url: https://flwisetrain.flwic.com/fltrain/flwic.aspx.

By accessing this url you would come to this home screen.

**NOTE: You will use this region for training and practicing. Notice the words ‘Florida Training System’ are in the WIC Notes and Alerts box on the right. Staff who have not logged on to the Training Region for a year are automatically inactivated in FL-WiSE.

To reactivate staff in the Training Region, the Person of the Day (POD) at the state WIC office must be contacted at (850) 245-4202.

FL-WiSE Home Page Training Region

The bottom of each screen in the Training Region has a green bar.

https://flwisetrain.flwic.com/fltrain/flwic.aspx

Chapter 2 Accessing FL-WiSE (August 2023) 2-2

Training Region (green)

Production Region: If you want to access the Production Region you would use the following url: https://flwise.flwic.com/flwic/flwic.aspx. By accessing this url you would come to this home screen.

FL-WiSE Home Page Production Region

Notice the words Florida Production System are in the WIC Notes and Alerts box on the right. The bottom of each screen in the Production Region has a blue bar.

Production Region (purple)

When you work in clinic with real clients, you will work in the Production Region.

Bugs, Enhancements and Version Numbers The Training and Production regions undergo constant updates and changes to correct problems and to improve the system. Bugs are problems that need to be fixed and enhancements are changes to the system to improve operations or efficiencies or to comply with state and federal policies. When a change (bug fix or enhancement) has been made a new version of FL-WiSE is deployed. The version number is located on the bottom left corner of a screen.

Chapter 2 Accessing FL-WiSE (August 2023) 2-3

Version Number

Locked Password If a user receives this error message, then the DOH helpdesk at (850) 922-7599 or your local system administrator must be contacted to get the user’s DOH Network account unlocked. The password in FL-WiSE is the same as your DOH password.

Error Message

Server Error 401 - Unauthorized: Access is denied due to invalid credentials.

You do not have permission to view this directory or page using the credentials that you supplied.

Chapter 2 Accessing FL-WiSE (August 2023) 2-4

Clinic Module Modules: Once you have accessed FL-WiSE, you will see the FL-WiSE modules on the left side of the screen. Most WIC staff have access only to the Clinic Module. The other Modules are Administration, Vendor, State Only, and WICHQ Helpdesk. There is also a link for More Reports.

FL WiSE Modules

When you select the Clinic Module, a clinic drop-down list will appear with the agency name and number and the clinic names and numbers in your agency. For example, the Springfield clinic site in Bay County is numbered 030304. The 03 = Agency number;

03=County number; 04=Clinic site number.

Clinic Drop Down

**NOTE: For most users it is important that you log on at the Clinic level not the Agency level. You cannot do some functions if you are logged on at the Agency level.

You will select a clinic from the dropdown list and click OK.

Chapter 2 Accessing FL-WiSE (August 2023) 2-5

Roles: Access to the different screens in FL-WiSE depends on the roles that the WIC coordinator or clinic supervisor gives the user. Not every staff person will complete nor have access to every screen. For example, the health support technician will be able to complete different screens than the screens that the nutritionist completes.

In the Training Region, however, each WIC staff person will have access and learn how to use most screens in the Clinic module so that all staff have a complete understanding of how FL-WiSE works.

Chapter 3 General Clinic Module Screen Features (August 2023) 3-1

Chapter 3

General Clinic Module Screen Features The Clinic Module has been designed to provide WIC staff a means to enter, access, and view client information as efficiently as possible. Take note of these key screen areas: 1. Title Bar;

2. File Menu Bar; 3. Tool Bar; 4. Toggle Box/Active Dropdown Box; 5. Main Screen; 6. Side Menu Panel/Jelly Beans; 7. Status Bar and 8. Active Record Box.

Screen Overview

1. Title Bar

The title bar displays the name of the screen you have accessed. For example, when the Clinic Module is first accessed, the Search screen is displayed (as shown) in the Main Screen area.

You will see the name Search in the title bar.

Title Bar

2. File Menu Bar

Beneath the screen caption located at the top of the screen is the File Menu Bar. This menu bar contains drop-down menus that can be used to navigate to a desired screen. Items within the File Menu Bar are enabled or disabled depending on user roles. Additionally, today’s date is displayed at the far-right side of the area.

1. Title Bar

3. Tool Bar

4. Toggle Box/Active Dropdown Box

5. Main Screen

6. Side Menu Panel/ ‘Jelly beans’

7. Status Bar

2. File Menu Bar

8. Active Record Box

Chapter 3 General Clinic Module Screen Features (August 2023) 3-2

File Menu Bar

3. Tool Bar

Below the File Menu Bar is the Tool Bar. This bar allows the user to navigate through the system by clicking the appropriate icon. The Tool Bar is divided into three sections:

• Navigation Icons

• Active Drop-Down Box

• Alert Indicator icons

Tool Bar

Screen Navigation Icons:

Search (Binoculars): Clicking on this icon takes the user to the Search screen.

Precertification (‘P’): Clicking this icon displays the Precertification screen. See the Precertification chapter for details.

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Daily Schedule (Calendar): Clicking on this icon takes the user to the Daily Schedule screen.

This is where a walk-in appointment can be made.

Schedule Appointment (Clock): Clicking this icon displays the screen where future appointments can be scheduled.

Onsite List (Checked Box): Clicking this icon displays the Onsite List screen. Clients who are being certified or recertified MUST be marked onsite.

Family Information (Mother & Child): Clicking this icon takes the user to the Family Information screen where the user enters data specific to the family.

Client Information (Single Person): Clicking this icon takes the user to the Client Information screen where the user enters data specific to the client within the family.

Cert Action (Green Light): Clicking on this icon takes the user to the Cert Action screen where they are able to establish a certification period for a client.

Lab/Anthro (Blue & Red Droplets): Clicking this icon takes the user to the applicable Height/Weight screen for the active client’s category. Anthropometric data, Growth Charts/Weight Gain Grid, Bloodwork, and Immunization information are here.

Medical (Cross in Blue Circle): This icon takes the user to the applicable Medical screen depending on the category of the active client.

Nutrition History (Apple): Clicking on this icon takes the user to the Nutrition History screen.

The questions displayed will be based on the category of the active client.

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Nutrition Risk (Heart): Clicking this icon displays the Nutrition Risk screen where nutritional risk factors can be automatically or manually assigned. The icon changes from gray to red when the active client has been found to be at a high nutritional risk and in need of additional nutrition care counseling.

Food Prescription (Rx): Clicking on this icon takes the user to the Food Prescription screen for the active client where the Competent Professional Authority (CPA) can complete the certification process and then assign a food package.

Issue Benefits (EBT Card): Clicking this icon takes the user to the Issue Benefits screen. If a Food Prescription has been assigned and all other requirements are met, the user can issue benefits.

Breastfeeding Support (Mother & Infant):

Clicking this icon takes the user to the Breastfeeding Support screen where the user enters breastfeeding support data and can also issue a breast pump.

Print Documents (Document): Clicking on this icon takes the user to the Print Documents screen where documentation such as the Shopping List, VOC/NE Plan, Rights and Obligations and EBT Card Issuance Letter may be printed.

Icons

4. Active Drop Down/Toggle Box

The toolbar also contains the ‘Active drop-down box’ or ‘Toggle box’ which, when a record is active, shows all WIC clients in a family (including terminated clients). This drop-down box makes it easy for users to switch between family members when entering data. Switching between members in this way is referred to as ‘toggling.’

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Toggle Box

The Active Drop-Down Box displays the name and ID number of the family or client record with which the user is ‘actively’ working. ‘Active’ in this sense, is not referring to the client’s certification status.

If the Client name and ID number are shown in the Active Drop-Down Box, then it is the ‘Client’ record that is active (example: ---barley, susie (IFF)*200103634). If the Family record is active, the Authorized Representative’s Name, preceded with the letter ‘F:’ is displayed in uppercase letters, along with the Family ID number (example: F:BARLEY, KATHY*5007454).

The user can ‘toggle’ between records within this drop-down by clicking on the arrow to the right and then selecting the desired record from the list. This feature allows the user to work with all clients within a family without having to search for each individual record.

Alert Indicators:

To the right of the Active Drop-Down Box, is a group of indicator icons that appear illuminated whenever certain conditions exist. These alert indicators are used to quickly inform the user that a particular client/family needs special attention.

The indicators usually illuminate when a value is present within the Client/Family record. When not present, the icons appear gray. Clicking on the respective icon takes the user to the appropriate screen or window.

Alert (Light-bulb): The Alert icon appears illuminated (yellow) when the client in the toggle box has an active Alert. Clicking this icon takes the user to the Alerts tab.

Notes (Notebook): The Notes icon appears illuminated red when the active Client/Family record contains a note. Clicking this icon takes the user to either the Client/Family tab, depending on the Active record level, within the Notes screen.

Care Plan (‘CP’): The Care Plan icon appears illuminated in red when the active client has had a Care Plan established. Clicking on this icon takes the user to the Care Plan tab within

Chapter 3 General Clinic Module Screen Features (August 2023) 3-6 the Care Plan screen.

Nutrition Education (Star): Clicking this icon takes the user to the Nutrition Education screen.

Messages (Envelope): The Message screen is not yet operational.

Images (Document): The Images icon appears illuminated white if there are scanned documents or signatures that have been saved.

Client History (Hx inside Orange Circle): The Client History icon takes the user to the (main) Client History screens, where the user can view the client’s history during each valid certification period for the following screens:

Pregnancy, BF Assessment, BF Statistics, Nutrition, Care Plan and Medical histories.

5. Main Screen

The Main Screen of the CLINIC Module is the largest area of the application window. This is the area that will change as the user progresses through the certification process, or when accessing any other additional screen.

6. Side Menu Panel (Jelly Beans)

In the CLINIC Module, the Side Menu Panel located on the left side of the screen provides the user with an additional means to access the most-used screens during the certification process. A brief description of each selection is listed below.

Jelly Beans

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Assistance Needed - This menu lists the Assistance Needed screen used when the Precert screen is first saved for a family, or when Language, Special Needs, Special Accomodations, or Note is changed.

Scheduling Tasks – This menu list includes items that are related to scheduling a client or a family for an appointment.

Guided Script – Items contained within this drop-down menu list are those directly associated with certifying or recertifying a client. As each applicable screen is completed during a Certification or Recertification appointment, a checkmark is displayed adjacent to the name of the completed screen showing that it has been saved.

This drop-down can remain open throughout the certification process

– allowing the user to easily see the client’s progress during the appointment.

Client Care – This drop-down list allows authorized users to access screens associated with providing a client with additional counseling or education. An authorized user can add Care Plan information (i.e.

High Risk Care Plan) or provide Breastfeeding support, if necessary. Users can also add Notes or Alerts to inform staff of

Chapter 3 General Clinic Module Screen Features (August 2023) 3-8 certain conditions or circumstances related to the client/family record. Additionally, users can manually add Service Codes to report on services provided to a client.

Logoff - This allows the user to Logoff the FL-WiSE CLINIC Module. If the user has selected this, a pop-up will display ‘Are you sure you want to close the FL- WiSE Clinic application?’.

7. Status Bar

The Status Bar, which is located at the bottom of the screen, provides the user with information related to the session within the FL-WiSE application. Information that displays includes the User’s ID, the Agency/Clinic in which the user is logged into, and the database being accessed. Additionally, status related statements, such as ‘Data Saved Successfully’, are shown as actions are made to the active record. The Status Bar also contains Zoom In, Zoom Out and Max options.

Status Bar

8. Active Record Box

The Active Record Box contains details pertaining to the active client/family record.

Client Level

Client Active Record Box:

• The…