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

Size: px

Start display at page:

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

Geraldine Gibson
6 years ago
Views:

1 Cards & Inventory 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 - Temporary 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 2. Card Security Cards must be kept in a secure location. When received, the cards must be stored in a locked room, locked file cabinet, or other secure area. When issued to staff, the cards must also be secured at their work site overnight; a locked desk, locked overhead compartment, locked file cabinet, etc. 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 number. These forms must be completed for each box of 250 cards. See sample below, and the blank form to copy at the end of this section. 3

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.

4 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. 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. 4

5 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 quarterly. 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. Task: Identify who will be responsible for card management, including adding card shipments to inventory, keeping cards locked, issuing cards to staff, and completing the Local Agency Card Inventory Control form. This person will also be responsible for storing the form. These forms will be reviewed at Management Evaluations. 5

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

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