Arizona WIC Docu Sign Agenda Background Walkthrough Staff

Arizona WIC: Docu. Sign

Agenda • Background • Walkthrough • Staff • Participant • Details • Available Forms • When to Send • Points to Consider • Important Dates

Background • Pre-pandemic: • Virtual services introduced • Challenge to collect signatures • Pandemic: • Waivers from USDA were received allowing certifications to be completed without physical presence • Requirement for signatures still exists • Electronic signature platform options evaluated • Signature Platform Requirements • Integrated into HANDS • User Friendly • No special software or app

Solution

Docu. Sign: Integrated Into HANDS

Docu. Sign: User Friendly

Docu. Sign: No Special Software/App

Staff Walkthrough

Participant Walkthrough

Staff Walkthrough

Details: Access

Details: e. Signature Packages (English and Spanish)

e. Signature Package: Breast Pump Agreement • Who • Any Staff during virtual appointment • Pump Coordinator • Monthly Reconciliation • When to send • Subsequent Contract • Initial Contract should be done in person when picking up the pump. • Follow-Up • Next Appointment • Pump Reconciliation

e. Signature Package: Language Service Waiver • Who • Any staff when need is identified • When to Send (if applicable) • Appointment scheduling • At beginning of virtual appointments • Follow-up • At Virtual Appointment

e. Signature Package: Peer Counseling • Who • Any WIC Staff • When to Send • At Virtual WIC Appointment • When participant agree to participate • Issuance • No Impact on Issuance • Follow-up • Communicate interest to PC Program for Follow-up

e. Signature Package: Rights and Obligations/Voter Registration • Who • Any staff • When to Send • Appointment Scheduling for Virtual Appointment • At Virtual Appointment • Staff still need to review the following with participants: • Right and Obligations • Voter Registration Resources • A link to Service Arizona will be included in every email that comes from Docu. Sign. • Issuance • Monthly Issuance until Status : Complete

e. Signature Package: Statement of Documentation • Who • Any staff • When to Send (if applicable) • At Virtual Certification Appointment • Issuance • Only one month of food benefits can be issued until the Statement of Documentation has been completed.

Details: Send Conditions • Before you Click “Send” • Verify the e-mail address on the Family Screen • There are some fake e-mail addresses that exist in HANDS (e. g. None@None. com, Refused@gmail. com, etc. ) • The Arizona WIC program will pay for every envelope sent, even if the e-mail address isn’t valid. • Do Not Email • Not checked

Details: Status • Completed • Signed • Expired • Envelope was not opened/signed within 30 days • Failure • Issue with email address, verify • Sent • No Action has been taken • Voided • Clinic rescinded the request • Waiting on Client • Participant selected • “Finish Later” in • Other Actions • Declined • Participant selected • “Declined to Sign” in • Other Actions

• Check Status • Page Refresh Status - Actions • Resend • Verify the email address • Have the participant check their junk/spam folder • Envelope can only be resent to the original email address in the Family page. • Void • Mistake or Duplicate • If user needs to send envelope to a different email address, you will need to void the original envelope, update the email address on the Family page, Save and send a new e. Signature package.

Important Dates • May 14, 2021 • Docu. Sign enabled in HANDS • July 1, 2021 • Docu. Sign • Statewide Standardized Usage of Docu. Sign is required for Virtual Appointments

Final Thoughts • Use the signature pad when possible including anytime that the participant is scheduled (or would like to be scheduled) to come into the WIC clinic. • Local Agencies may send the Docu. Sign envelopes to clients up to 30 days prior to the appointment to obtain required signatures. • If it is a virtual appointment and the family does not have an email, leave a note. • Verify the email address before sending Docu. Sign documents. • Review (even if already signed and submitted) • Rights and Obligations • Voter Registration Info • Reference Documents are located at: AZWIC. gov -> Local Agencies -> Information & Forms • Issue Monthly benefits until the R&O, Offer of Voter Registration, and/or Statement of Documentation forms are complete.

Thank You!