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EBT Pilot

EBT Pilot. WIC EBT Online Pilot Commonwealth of Kentucky. Grant. Applied for Competitive Grant from FNS – summer of 2006 Purpose was to develop, test and demonstrate that an on-line, real-time integrated EBT system works and is cost feasible

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EBT Pilot

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  1. EBT Pilot WIC EBT Online Pilot Commonwealth of Kentucky

  2. Grant • Applied for Competitive Grant from FNS – summer of 2006 • Purpose was to develop, test and demonstrate that an on-line, real-time integrated EBT system works and is cost feasible • Received $2.2 million to pilot - September of 2006 Cabinet for Health and Family Services

  3. Pilot Consideration • Pilot area to included two counties – Barren and Warren Counties • Participation was approximately – 4,000 • 29 retailers - mix of corporate stores, mid-size stores and mom and pops • Knowledgeable and enthusiastic personnel with a supportive administrator • Bowling Green area is a shopping hub • 1 ½ hours from the state office Cabinet for Health and Family Services

  4. Pilot Began household module 5 month in advance Issued food instruments Began eWIC pilot - Barren County in August 11, 2009 Implementation date was coordinated with retailers and clinics Clinics Clinic used posters and alerted participants approximately 60 days in advance

  5. Pilot Clinic cont. Approximately 3 weeks in advance trained clinic staff Provided clinic with cards, card inventory instructions, security forms, participant education pamphlet, user manuals, quick reference guide, telephone numbers Clinics did not close Maintained same level of appointments Installed equipment Trained staff onsite

  6. Pilot Cabinet for Health and Family Services • Retailers • Integrated retailers trained own staff • Contractor installed and trained stand-beside stores • Implemented new peer groups • Implemented NTE’s • Day of: • State staff and contractor was onsite at both clinics and retailers to provide assistance • State Help Desk prepared

  7. Pilot Cabinet for Health and Family Services • Participant • Trained to read receipt • Check balances at store • Staff and State Office Readiness • First time some staff had seen eWIC in operation • Warren County – added month later • Trained in same manner • Provided same materials • Pilot lasted 6 months

  8. Lessons Learned Refined Training • Advised agencies to visit agencies that had implemented • Clinic flow • Equipment placement • Advanced 30 days prior prep training (inventory, clinic inventory guide) • Did not close clinics • Trained household/eWIC system together • Trained offsite –classroom style

  9. Lessons learned Cabinet for Health and Family Services Refined Clinic Prep • 1 week prior -Contractor reviewed: • Computer connections, computer settings • Connections to laser printers and POS • Installed balance inquiry • Refined support levels • Support staff onsite day site went live • Implement agency/shopping area

  10. Lessons Learned Cabinet for Health and Family Services • Participants • Do not understand balances • Do not keep Shopping List • Do not carry Food List • Do not keep receipts (balances) • Do not keep EBT card (think it is a gift card)

  11. Retailers Cabinet for Health and Family Services • 2 Corporations were integrated • Integrated retailers allowed to expand statewide • Watch transactions • Retailer not redeeming may mean wrong bank account • Retailer has not plugged in their stand beside • Shows APL problems • Retailers did not understand NTE’s • Engage retailer association in solutions • Listened to retailers • Went from calculating quarterly to weekly

  12. Lessons Learned Cabinet for Health and Family Services • State and Pilot Staff • Field trip to show actual process • Refine processes based upon clinic feedback

  13. Key Suggestions Visit other states Communicate early and often – state office, locals, retailers, retail association Listen – clinic, retailers, participants Contract with good quality assurance/project manager Don’t be afraid to run own help desk Refine processes as rollout – nothing is set in stone!!!!!! Lessons Le

  14. Contact Cabinet for Health and Family Services • Fran Hawkins • Fran.hawkins@ky.gov

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