Fee Groups / Memberships - Using Eligibility Features

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Applies To:    Enterprise    Plus

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Overview

The Eligibility feature of Fee Groups is used to create a set of eligibility criteria by which Fee Groups can be assigned.

• From the Admin module, Fee Group eligibility can be used manually or set using a bulk update function.
• From the WebReg module, Fee Group assignment can be automatically set using the eligibility feature.
• Eligibility can be set based on:
  • Age, using the client birth date to determine age.
  • Postal, using the Postal Code from the client's mailing or residential address.
  • Residency, using the [Resident] field in the Client record.  This field is a Yes/No field.  The definition of a Resident is determined by the organization outside the XenDirect system.
    
  • State, using the State recorded with the Postal Code from the client's mailing or residential address.

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How to Set Fee Group Eligibility

Follow these format examples to set eligibility requirements for Fee Group membership.  If eligibility restrictions do not meet the specified formats listed below, they are ignored during any automated eligibility check.

• Age:  A range must set for age eligibility even if the range is only one age.  Enter the range as ###_###
  • Be sure to set the numerical range from lowest to highest.
  • Example 1: 18 to 25 years would be 018_025
  • Example 2: 30 years only would be 030_030
  • Example 3: 65 and older would be 065_125 (or some large upper end number)
• Open:  Eligibility is not utilized for the Open type of fee group.
• Postal:  A range must set for postal eligibility even if the range is only one postal code.  Enter the range as M_###_### or as M_#####_##### or R_###_### or as R_#####_#####.
  • The preceding M or R identifies if the address field to be used is the Mailing or Residential address.
  • Be sure to set the numerical range from lowest to highest.
  • Example 1: Postal Code 34235 only in the Mailing address would be M_34235_34235
  • Example 2: Postal Codes 34201 to 34235 in the Residential address would be R_34201_34235
  • Example 3: Postal Codes starting with 342 to 343 in the Mailing address would be M_342_343 (All postal codes starting in this range are included)
    
  • Example 4: Postal Codes starting with 343 only in the Residential address would be R_343_343 (All postal codes starting with 343 would are included)
• Residency:  Either a Yes or No should be entered as the eligibility format.
  • Yes:  The Client Residency field is checked
  • No:  The Client Residency field is not checked
• State:  A single state of eligibility based on a postal code.  Enter as M_AA or R_AA.
  • The preceding M or R identifies if the address field to be used is the Mailing or Residential address.
  • The AA characters represent the two letter State Code used in the State table.
  • Example 1: The Mailing address for Florida would be M_FL
    
  • Example 2: The Residential address for Arizona would be R_AZ

 

For the Admin Module

If set up as above, when a new Client record is added in the Admin module, the automatic Fee Group selection is based on the eligibility.  If none, the default Fee Group is used.

For the WebReg Module

To allow the automatic selection of Memberships based on Eligibility via the WebReg module, perform these set up steps.

• Enable WebReg Eligibility Membership:  Go to Admin Menu »» Settings »» Branch Profile.  Edit the Profile and go to the Web Options tab.  Scroll down until you locate the field called Enable Select Features.  Select the "Memberships-Eligibility " option.  Be  careful not to unhighlight other options.  Of the four Membership options, only the Eligibility option should be selected.  Other Membership options should not be highlighted.
• Fee Groups:  Tag each of the Fee Groups/Memberships that are available via the WebReg module as Web Display = Yes.
• Add Resident Question to Account Profile:  Using the Instruction Boxes feature, add the Resident question to the client's account profile.  Use the instruction box called "Profile Residency".
  

Once set up, clients will automatically be set to the Fee Group based on eligibility.  If not eligible, then the default Fee Group is used.  This process only occurs on New Accounts.

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Setting Fee Groups Using the Manage Fee Groups Function

Fee Groups can be automatically added to Clients based on eligibility using a bulk function called Manage Fee Groups.

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