Focus on _______ County WIC Caseload

1. Focus on _______ County WIC Caseload

2. In-service objectives • Explore perspectives on caseload management for our program.   • Work together to determine which strategies are most likely to: • have an impact on increasing our caseload • are the most feasible for us  

3. What is our caseload goal?

4. Provide quality services to as many families as possible

5. Stable funding for our program

6. WIC Funding Stream US Congress USDA, Food and Nutrition Services (FNS) Regional Office, Western Region , San Francisco State Office, Oregon Health Authority, Public Health Division, WIC _____County WIC Program 2012-13 annual per participant reimbursement : $149

7. Food for thought… • What responsibility do you have for caseload management?

8. Oregon Caseload Overview • State Caseload: 113,061 • Oregon Funding Formula use to determine assigned caseload for each agency. Formula includes: • Service area demographics • Population • OHP eligibility • Number of families on reduced or free school lunch • Service area caseload trends • Target: 97-103% of assigned caseload

9. _____County WIC Caseload Overview • _____ County Assigned Caseload: _____ • (month/year) Participating Caseload: _____ • Increase/decrease of ___ from (month/year) • (month/year) % assigned caseload: ____% • (dates for 12 month period)% assigned caseload: _____% • Most recent month with 97% or more of assigned caseload: (month/year)

10. Definitions • Participating or vouchered caseload: • the number of participants who receive vouchers each month • Certified caseload: • the number of participants who are eligible to receive vouchers • Find the numbers on TWIST reports

11. TWIST Reports • Participating Caseload -12 month history • Certified Caseload – 12 month history • Percent of Assigned Caseload • WIC Counts by Priority/Category • Register of Clients with Eligibility Pending • End Cert Client Register- No appt • Clients with no FIs

12. TWIST Operations Management Reports

13. TWIST Client Processes Reports

14. Issues affecting caseload • Accessibility • Retention What issues or activities at each clinic site may be impacting caseload ?

15. Accessibility • Outreach • Appointment availability • Service to outlying areas • Wait time on phones • Office hours • Staffing

16. Retention • Show rates • Certified participants with “No FIs” • Participants without a Second Nutrition Ed Contact • Participants with pending proofs • Clear communication • Participant centered services

17. Discussion Thinking about accessibility and retention… • What actions might be taken to address areas of concern? To maintain successful strategies? • What would be the first steps to make this happen?

18. How can we make more appointments available? • Use temporary or part time staff • Reduce unscheduled time out of counselors schedules. • Look at staffing patterns for most efficient use of staff resources • Expand clinic times on lunch hours, Saturday or evenings

19. How can we retain our current participants ? • Make reminder calls to reduce missed appointments • Expand second nutrition education contact options to fit the varied needs of participants • Hold vouchers for proofs appropriately • Communicate clearly • Use PCS skills

20. Next steps… • Prioritize strategies • Clarify implementation plan • Who, what, where, when… • Assess progress • Review, evaluate, adjust

21. In summary…it takesTeam work! • Share information and experiences • Continue to identify issues that need to be considered • Brainstorm additional ideas for addressing issues • List actions needed to implement ideas • Follow up at future staff meetings, evaluate and adapt as needed

22. It can be done!

23. Celebrate the great work of ______ County WIC staff!