These instructions provide procedures for handling ewic cards received by the LA. The several procedural areas are:

Transcription

1 ewic Card Management These instructions provide procedures for handling ewic cards received by the LA. The several procedural areas are: 1. Receiving a shipment of cards 2. Card Security 3. Issuing cards to staff to issue to clients 4. Damaged/Non-functioning cards 5. Replenishing card inventory 1. Receiving a shipment of cards The SA will order cards from the provider for delivery to the LA. All cards sent in each shipment will be in numerical order. Shipments will be sent in boxes containing 250 cards each. Record all cards into the KWIC Card Inventory. If your shipment contains multiple boxes, you may enter the first and last card number of the entire shipment into inventory; you do not need to enter each box of 250. You will also need to enter the total quantity received in the shipment, by entering the 1 st and last card numbers in the shipment, and the total number of cards being entered. See the example below, representing a shipment of 250 cards. NOTE: the card number is the first 15 numbers, followed by a security check digit. Enter all 16 numbers. Recording a shipment of card stock to your inventory is done in Clinic Administration. Click on Inventory, then click on Card Inventory, then Add. Only the KWIC Administrator can add new stock to the inventory. Any staff can then make subsequent changes to the inventory, such as recording lost/damaged cards. 1

2 After entering the information, click Save. The screen will then reflect the new number of cards remaining. 2

3 For Agencies that need to distribute cards to another clinic site(s), handle the distribution as you would when issuing cards to individual staff within one location. Both the sending Agency and the receiving Agency will use a Local Agency Card Inventory Control form. Indicate on the sending Agency s Local Agency Card Inventory Control form that X number of cards are being sent to X clinic, X County, etc. Cards may be distributed in whole boxes of 250 or in smaller increments when caseloads are small. The receiving agency will use a Local Agency Card Inventory Control form for their site, completing the form as described in the ewic toolkit. Note: the cards that are sent to the receiving agency do not need to be reentered into the KWIC Card Inventory system by the receiving clinic, as the sending agency already recorded the entire shipment of cards in the KWIC Card Inventory system when the cards were initially received. As a reminder, all ewic cards must be entered into the KWIC Card Inventory system before they are sent to the receiving agency. If the cards are not entered into the inventory system, when the receiving agency tries to issue a card, an error message will read, This card is not in your inventory. 2. Card Security Cards must be kept in a secure location. When issued to staff, the cards should also be secured at their work site overnight. During the day, it s okay to have them readily accessible for the staff person issuing them, but should not be readily accessible to others. 3. Issuing cards to staff to issue to clients Staff must check out cards from the main inventory for issuance to clients. Staff must complete the Local Agency Card Inventory Control form when card shipments are received and when issued to staff. When staff is checking out cards, only report the number of cards taken, not each card 3

4 number. These forms must be completed for each box of 250 cards. See sample below. The LA will determine the quantity and frequency of card issuance to staff based on usage rates. Staff can check out cards daily, weekly, or monthly. Staff should not check out more cards than they can use in 30 days. The cards should be issued in box number order; i.e., if a LA receives multiple boxes in their shipment, they should use all the cards from box #1 first, box #2 second, etc. 4

5 4. Damaged/Non-functioning cards The ewic cards are very durable, and should rarely, if ever, be damaged prior to issuance. If a card should become damaged, or does not function when attempting to issue the card, the card must be documented as damaged on the Local Agency Card Inventory Control form, and then destroyed. 5. Replenishing card inventory Due to the extensive lead time needed to get new cards from the manufacturer, the SA will handle all ordering and shipping of new card stock. Card stock will be shipped no more frequently than every six months. Based on participation levels, some LAs may only receive new cards every 6 months, or possibly annually. The SA will work with LAs to determine their reorder point and frequency of delivery. 5