MSPIRIT Training

1
M-SPIRIT Training

• Introductions
• Travel Forms Hotel Receipts
• Housekeeping
• Lets get started!

2
Computer AccessRoles and Privileges

• Chris Fogelman
• State Office

3
Computer AccessForms

• All of you should have filled out forms for
  access to M-SPIRIT
• If not, please obtain a form from your WIC Lead
  Agency
• Sign the form and fax to Bobbi (do not fax it to
  the number on the form)
• FAX TO 406-444-0239

4
Computer AccessLogon

• User Name Your C number (or CS number)
• If you have both a C number and an old PB number,
  your user name will be the C number
• Password password
• Please change it ASAP!

5
Computer AccessRoles and Privileges

• Your access to M-SPIRIT is defined by your Role
• Roles
• Defined by State Office
• Examples CPA, Aide, etc.
• Determine access to M-SPIRIT features
• Access None, View, Add/Edit, Delete
• Features Scanning, reinstate participant, assign
  food prescription, VENA, etc.
• A user defined with different role(s) in
  different clinics will have different access in
  each clinic
• Give us feedback about how your assigned role(s)
  are working for you.

6
Computer AccessRoles and Privileges

• Questions?

7
M-SPIRIT Scheduling

• Bobbi Walker
• WIC Helpdesk

8
M-SPIRIT Schedule Training

• Set up your schedule (and resources) next week as
  early as you can
• Call the Helpdesk if you need assistance
• CSC suggests thatyou set your schedule up4
  months in advance, so you set the schedule up 3
  times a year

9
M-SPIRIT ScheduleGuidelines and Hints

• Setup Resources by Position (not name)

10
M-SPIRIT ScheduleGuidelines and Hints

• If Resources work the same hours, you can define
  their schedule just once by selecting all of the
  resources

11
M-SPIRIT SchedulingLessons learned in UAT

• When defining clinic hours, only 1 set of hours
  is displayed unless you hover over a day
• Because of this, you may want to define your
  clinic hours to be 8-5 (for example)
• Your resource schedules will determine your
  lunch hour
• Make sure you define your holidays before you
  define hours of operation

12
M-SPIRIT SchedulingLessons learned in UAT

• Create your calendar in the order that they
  appear in the drop down except
• Define Group Ed Classes LAST

13
M-SPIRIT SchedulingLessons learned in UAT

• Once you have defined the resources (CPA1, CPA2,
  AIDE1, TEAM1, etc.) do the following before you
  assign your resource schedules and classes
• Right click on the W and Reset Local
  Reference Data
• Right click on the W and Log off
• After W disappears, log back on and continue
  defining your schedule
• Why? Your resources wont appear available when
  you try to define their schedules and classes.

14
M-SPIRIT Scheduling

• Questions?
• Is it clear how you are going to set up your
  clinic schedules?

15
Pregnant Women Expecting Multiples

• Kim Mondy
• Nutrition Education
• Coordinator

16
Pregnant with Multiples

• Women pregnant with multiples (twins, triplets,
  etc.) may receive the amount of foods from the
  exclusively breastfeeding food package
• In order to issue this food package,
  participants records need to let M-SPIRIT know
  theyre expecting multiples.

17
Pregnant with MultiplesHow To Do in M-SPIRIT

• Assign Risk Code 335 Multifetal Gestation
  (unless the participant record shows she already
  has this risk factor)
• Check the Expecting Multiple Births boxon the
  participants health history screen

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Pregnant with MultiplesHow To Do in M-SPIRIT
(cont)

• Assigning the Food Package
• Choose the default food package
• The Milk Products counter will show 3 more quarts
  Allocated than the Maximum Allowed (30 vs. 27)
• Picture Appears on Next Page

19
M-SPIRIT ScreenDefault Food Package
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Pregnant with MultiplesHow To Do in M-SPIRIT
(cont)

• Assigning the Food Package (cont)
• If you click the OK button, the following error
  message will appear
• Dont panic! - this is expected!
• Adjust the cheese down 1 or the milk down 1
  gallon (4 quarts) and then press OK
• There will be no error message this time

21
M-SPIRIT ScreenEdited Default Food Package
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Pregnant with MultiplesHow To Do in M-SPIRIT
(cont)

• Ready to Print!
• The food package is now assigned correctly and is
  ready to issue

23
Why?

• Why do we have to do it this way?
• M-SPIRIT is not set up to assign 2 cheeses to a
  pregnant woman (only exclusive breastfeeding
  mothers)
• We have to trick M-SPIRIT to allow the extra
  cheese to be issued
• Questions?

24
Void/ReissueFAVorite Things!

• Bobbi Walker
• WIC Helpdesk

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Why FAVorite?

• Always Void/Reissue in the Same OrderFAVorite
• Food Prescription
• Add/Replace Food Instrument
• Void
• FAV

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Example Formula Return

• Formula Returned because disagreed with baby
• What would you do? FAV
• Food Prescription? Yes, change for proper formula
  and amount
• Add/Replace Food Instrument? Yes, select a set(s)
  of benefits to replace
• Void? Yes, void the benefits that have been
  returned. Do not Void cashed benefits, even if
  formula is returned

27
Example Formula ReturnFAQ

• Do I keep track of how many cans of formula were
  returned?
• Yes
• How?
• Add a Note to the participants folder
  Participant Activities ? Manage Notes ?
  Create General Note
• What should I write?
• The type and number of cans that were returned

28
Exception Reprint Damaged Benefit

• Cashier signed in wrong place, etc.
• DO THE FOLLOWING
• Void Benefit and select
• Reprint Benefits in the same screen

29
Void/Reissue Policy

• Retain current policies for now
• Formula is only benefit that can be reissued when
  part of a benefit has been cashed
• Complete the Food Instrument Void/Reissue Form

30
Void/Reissue Reminders

• Do the following to minimize having to
  void/reissue
• Put thought into issuance frequency in the CPA
  Determined follow-up
• Look over the benefits before you print them
• Review the benefits with your client before you
  print them

31
Void/Reissue Formula

• Food Prescription Changes
• Verify benefit for current month has been reduced
  properly when Voiding/ Reissuing
• Verify automatically-generated Food Prescriptions
  for future are updated correctly

32
Void/Reissue FAQ

• Can I reissue benefits that were issued by our
  old system?
• Yes, with Helpdesk assistance
• Please try to minimize

33
Void/Reissue FAQ

• Questions?

34
Check In/Check Out Clinics

• Bobbi Walker
• WIC Helpdesk

35
Laptop ClinicsCheck In/Check Out

• AKA Data Sync
• Only for laptop clinics that do not have internet
  access
• A copy of Data Sync CheckOut Data Sync
  CheckIn Instructions has been made for each
  laptop that vs-in/out
• Please pick it up (Msla Training only)
• But ignore it for now, Mark will provide
  additional training later

36
Check In/Check OutSetup

• One-time Setup of Laptop done by State Office
• Laptop Either a Server or Workstation
• Depends on the Setup and does not change (once
  the Server, always the Server)
• Same goes for the Workstation Laptop
• Server must ALWAYS be ved out first
• Server must ALWAYS be ved in last

37
Check In/Check OutFlow

• Every day you run clinic
• Check out Server Laptop
• Check out Workstation Laptop(s) (If applicable)
• Run your clinic (see next slide)
• Check in Workstation Laptop(s) (If applicable)
• Check in Server Laptop

38
Check In/Check OutRunning the Clinic

• If only one Laptop taken to clinic
• It must be the Server Laptop
• If multiple laptops taken to clinic
• One must be the Server Laptop
• The laptops must be physically connected to each
  other with a router
• If a laptop is printing checks, it must have a
  printer physically attached to the laptop

39
Check In/Check OutPolicy

• Clinics must be checked out the day the clinic
  runs
• Clinics must be checked in the same day the
  clinic was run
• Clinics must be checked in/out from a WIC clinic
  site that has internet or a State Network
  Connection (like a courthouse)

40
Check In/Check OutPolicy

• Questions?

41
Feeling Overwhelmed?

• Take a deep breath you have
• learned a lot in a short period of time!
• There are resources to help you.
• training guides handouts
• F1 key
• Helpdesk staff
• State Office staff
• Before you know it, you will be
• navigating M-SPIRIT like a pro.

42
Im OK Youre OK

• It is OK if it takes longer than usual to certify
  a participant.
• Participants will be receiving benefits for the
  New WIC Foods and a FVB they will understand!
• If you dont stress, they wont stress.
• Keep the clinic atmosphere light and fun and plan
  for some time away from the computer.

43
Food for Thought.

• During the week of off-line clinic..
• Take the opportunity to clean,
• update and organize.
• Catch up on your to do list.
• Create a display of New WIC Foods.
• Think about clinic flow and how it
• might change with M-SPIRIT.
• Take a couple of well deserved days off!