Caldwell County WIC Office

Appointments

Appointment Basics
Making an appointment
When to make an appointment
What to bring to your appointment
Who should come to the WIC appointment
Proxies
 
 

Appointment Basics

There are three main types of appointments that you may be required to make in order to receive your WIC food instruments.
  1. Recertification or Certification appointments are required yearly for infants, children, pregnant or breastfeeding women, and postpartum non-breastfeeding women.  For these appointments, you will be required to bring documentation that will help to determine your eligibility for WIC services.  Generally these appointments can take up to 2-3 hours.
  2. Nutrition or Follow-up Appointments are scheduled between certification, recertification, or mid-year assessment appointments.  Generally these appointments may take about half of the time that your certification visit would normally take. Some of these appointments require that only caregiver be present, others require that the participant and caregiver be present.  If you have questions about who needs to be present, you can check your appointment reminder card, or check with the WIC office when you make your appointment.
  3. A mid-certification assessment is done 5-7 months after your recertification or certification appointment is done.  A child/infant should be present for these appointments for the nutritionist to take their weight and height/length.
In order to provide timely and efficient services to all WIC participants we encourage everyone to arrive on time for their appointment.  We understand that sometimes there may be situations beyond your control, like a flat tire, or other emergency that may make it very difficult to arrive on time.  Individuals who show up later than 15 minutes after their scheduled appointment will most likely need to reschedule.  Sometimes, we are able to work late arrivals into our schedule, but this generally leaves other participants, who arrived on time, to wait longer for their appointment.

It is very much appreciated when WIC participants call to cancel or reschedule their appointment when they are unable to make a scheduled appointment.  This allows other participants the opportunity to schedule a much needed appointment for the day.

 

Making an Appointment

We use an Open Access scheduling system which has eliminated the 3-month wait for appointments that we used to have.  With an open access scheduling system, appointments are generally made for within 24-hours of the time that you call to schedule an appointment, most likely the day that you call.  Phones open for taking appointments at 7:30am and will close when all appointments for the day are full, which can be as early as 8:30am or as late as 4pm depending on the day.  Click here for information about office hours and location.

Appointments are made from 11am the day that you call, through 11 am the next day.

All appointments are made over the telephone by calling (828) 426-8407 and then choosing option number 1 for appointments.  You will need to stay on the line until you are connected with a WIC staff who will help you set up an appointment time for that day.  If you hang up, you will lose your place in line to receive an appointment.

If you are having difficulty making an appointment when you want or need, the following are a few things that may help:
  • Call early in the morning when the appointment line opens up at 7:30am.  
The earlier you call, the larger your selection of appointments will be for the day.  The later you wait in the day to make your appointment, the more likely you are to have very little selection in appointment times, or you will find that the appointment phone line has closed for the day because all the appointments have been filled.

Appointments can fill up as early as 8:30-9:00am, or as late as 3:30-5:00pm, depending on the day.  If the appointments are full, you will receive a message saying that they are full for the day and to call back the following day.
  • Please let us know when you have had difficulty making appointments.  Unfortunately, the phone line used for making appointments occasionally experiences technical difficulties.  We appreciate any feedback that you are willing to give to help us improve how appointments are made at your WIC office.
What to do if you don't have access to a phone or have other scheduling issues:
  • You can come to the Health Department and use the phone in our lobby to call for an appointment.
  • You can borrow a friend's phone
  • You can have a family member or WIC proxy call to make an appointment for you.  Whoever does call for you needs to have your WIC ID (found in your WIC wallet) number to identify you or your child before making the appointment.
  • If you have tried all the options listed above and it is extremely difficult or impossible for you to call for an appointment or keep an appointment within 24-hours of scheduling it, you may request to make appointments more than 24-hours in advance. 
In order for this to be approved, you will need to speak to the Caldwell County WIC Director.  Approval for advanced scheduling will be terminated for WIC participants who fail to show up appointments that are scheduled in advance.

What to do if you are required to make an appointment for public transportation:

WIC participants who are required to use public transportation (CCATS) and schedule appointments 3-days in advance need to state this when calling to make their appointment.  We have arranged with CCATS to allow advanced scheduling under these conditions.  However, this exception may be terminated for individuals who fail to show up for their scheduled WIC appointment.

 
 

When to Make An Appointment

Vouchers cannot be printed more than 5 days before your issuance date.  Vouchers that are printed more than 10 days following your issue date are prorated (automatically adjusted) for the remaining number of days left in your issuance cycle.  This means that in order to get your full issuance and be on time with making your appointment, you will need to call to make your appointment no sooner than 5 days before or 10 days after your issuance date.  Your issue date is the date that your vouchers go into effect. 

Your issue date is also listed on your appointment reminder card that you are provided at the end of each WIC appointment. This card also lists the names and WIC ID numbers for each participant.  Ensuring that you have this card with you when you call for your appointment will reduce the amount of time required to make your appointment.

What to Bring to Your Appointment

At every certification and recertification appointment you are required to provide ALL of the following:
  1. Be present (and bring child)
  2. Provide Identification (bring one of the following) 
    • WIC wallet 
    • social security card
    • Medicaid card
    • valid drivers license
    • current work/school or military ID
    • mothers verification of facts
    • birth certificate
    • shot record
  3. Proof of Residence (bring one of the following, PO Box mail will not qualify)
    • a recent bill (water, electric, cable, gas...)
    • rental or mortgage agreement
    • Medicaid card
    • drivers license
  4. Proof of Income for all household members (one of the following)
    • Medicaid card
    • proof of Work First eligibility
    • letter of Food Stamp certification
If none of these apply, bring:
    • recent pay stubs
    • tax return for self-employed
    • proof of ALL money coming into the home (ex: copy of child support check, SSI check...)
For nutrition or follow-up WIC appointments

  

Who Should Come to the WIC Appointment

The type of appointment will determine who is required to be present.  When you schedule your appointment, you can verify who should be present with a WIC staff.  Anyone that you would like to come with you to your WIC appointment is welcome to come, however some offices are small and space may be limited.

 

Proxies

A proxy should be somebody that you trust and must be at least 18 years old.  They should also be familiar enough with the WIC participant to answer basic questions about the participants eating behaviors and habits. 

At each certification appointment you will be asked whether or not you would like to designate a proxy.  If you designate a proxy at your certification, they may be able to come to your appointment for you in the event of an emergency that does not allow you to come in person.

When you send the proxy that you designated at your certification appointment, they will need to bring the following:
  • ID for themselves
  • Your WIC wallet
However, if you did not designate a proxy at your certification appointment, you will need to complete this form and send it with the proxy that you choose to designate.

Proxy Designation Form
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