This feature allows you to set participant eligibility criteria for a program. Eligibility can be enforced when adding/enrolling participants into the program and when making a referral to the program.

In-Depth Instructions

Step 1 – On the Navigation Bar, click Site Administration. Then select Manage Programs (NEW).

Step 2 – Find the program you wish to work with and click Edit in the Take Action column.

Step 3 – Click the Participant Eligibility tab.

Step 4 – Check the box to enable participant eligibility settings.

  • You will not be able to set up the condition until this box is checked.

Step 5 – The Participant Eligibility screen will show the blank start of your eligibility condition. This page will constantly update with each selection you make.

  1. Parens - The opening parenthesis for your eligibility condition to determine the correct order of operations for eligibility conditions that contain multiple lines.
  2. Area - Demographics, Program Enrollment, TouchPoints, Workflow, or Release of Information.
  3. Parens - The closing parenthesis for your eligibility condition to determine the correct order of operations for eligibility conditions that contain multiple lines.
  4. And/Or - Used in conjunction with creating additional lines where further area(s) can be defined for the eligibility condition.
  5. And means that BOTH areas must be met for the eligibility condition to pass
  6. Or means that EITHER area can be met for the eligibility condition to pass
  7. Take Action - The first line of the eligibility condition will display only the + to add an additional line. Subsequent lines will display +/- to add or delete a line from the eligibility condition.

Step 6 – Select an Area from the drop-down. Your options will include:

  • Demographics - Checks for a value in the participant's demographics.
  • Program-level custom demographics are NOT supported. Site-level demographics are supported, however, the demographic will not work unless you have a custom demographic on the other site with the same name and type (case does not matter). Enterprise-level demographics are fully supported.
  • Program Enrollment - Check to see if the participant is enrolled in the selected program.
  • TouchPoints - Checks for responses in the selected TouchPoint.
  • If TouchPoints is selected, the engine will look for all instances of your criteria. For example, something like “not equal to X” would mean that if ANY response for that TouchPoint is “not equal to X,” then the condition will pass.
  • Workflow - Checks to see workflow enrollment or if certain steps have been taken in a workflow.
  • Release of Information - Checks to see if one is completed, expired, or contains certain categories/questions.

Step 7 – Once an area is selected, the page will refresh and a new section will be available called Available Values. Select a value from the ones available in the drop-down.

  • Once an area is defined, the values drop-down will know the type of data that is associated with it.
  • For example, if you select Demographics for the area, the available value options will have the demographics your program/site collects as options, such as Name, DOB, or Gender. If you select TouchPoints for the area, the available values option will have the TouchPoints your program/site collects.

Step 8 – Once a value is selected, the page will refresh and a new section will be available called Operator. Select an operation from the drop-down.

  • Once the value is defined by your selection, the operator field will know the type of data associated with it. For example, text vs. numeric.
  • Operator contains the following options (based on the type of data associated with it): contains, equal to, not equal to, greater than, less than, is null, and is not null.
  • For workflows, is active means actively enrolled, not dismissed for any reason. Is active with completed step implies the participant is actively enrolled with a certain step completed. Is not active will search for all participants who were enrolled but no longer are or those who were never enrolled. Is not active with end date is used for participants that are no longer enrolled in the workflow.

Step 9 – If certain operations are selected (such as Contains, Equal To, or Not Equal To), you must then define the value for the demographic to check against.

  • The value field is required for any operator other than "is null" or "is not null." If you do not select a value, you will receive an error and will not be able to save the eligibility.

Step 10 – If necessary, click the + sign to add an additional line and select and/or from the drop-down under Take Action. The and/or column will auto-populate with "and" by default if no value is selected.

  • Do not add more than five to seven condition options. Not only will it begin to become confusing, performance will be reduced the more options you add.

Step 11 – If necessary, use the parenthesis to set the order of operations for your eligibility condition.

  • If your use or placement of parentheses is not valid, you will get an error and you will be unable to save until the error is corrected.

Step 12 – Decide if you would like the program to enforce eligibility across the enterprise. Only users with the role of Enterprise Manager or higher can edit this setting.

  1. If yes, the system will evaluate the eligibility for the subject across the enterprise.
  2. If no, the system will evaluation the eligibility only in the site where the program exists.

Step 13 – Decide how you would like the program to enforce eligibility when adding/enrolling participants into the program. You will have three options:

  1. Bypass the capacity and allow the enrollment.
  2. Prevent the add/enrollment and inform the user if the participant does not meet the eligibility criteria.
  3. Warn the user that the participant does not meet the eligibility criteria, but allow them to do it anyways.

Options two and three will allow you the check a box that will display the eligibility in the warning.

Step 14 – Decide how you would like the program to enforce eligibility when referring participants to the program. You will have three options:

  1. Bypass the eligibility and allow the referral.
  2. Prevent the referral and inform the user if the participant does not meet the eligibility criteria.
  3. Warn the user that the participant does not meet the eligibility criteria, but allow them to do it anyways.

Options two and three will allow you the check a box that will display the eligibility in the warning.

Step 15 – Click the Save button to save all changes.

Summary

Setting up program eligibility will allow the organization to have a better handle on the types of participants they are serving.

Quick-Reference Guide

  1. Navigation Bar > Site Administration > Manage Programs
  2. Find the program you wish to work with
  3. Click Edit in the Take Action column
  4. Click the Participant Eligibility tab
  5. Check the the box to enable participant eligibility settings
  6. Select an Area from the drop-down
  7. Select an Available Value from the drop-down
  8. Select the Operator from the drop-down
  9. Select the Value if required
  10. Add additional lines with the + if necessary and select and/or from the drop-down
  11. Use parenthesis to set the order of operation if necessary
  12. Select if eligibility is enforced across the enterprise
  13. Select how eligibility is enforced when adding/enrolling
  14. Select how eligibility is enforced when participants are referred to the program
  15. Click the Save button
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