The Program Eligibility feature simplifies referrals by allowing Agency Managers to apply eligibility requirements to programs. These requirements can be used to determine appropriate referrals through assessments with Eligibility Engine enabled.
To manage Program Eligibility, first ensure you are switched into the correct agency. Click the Launchpad and navigate to Manage > Programs. Locate the program you would like to establish eligibility criteria for and click the edit icon (figure 1).
This will take you to the Modify Program screen, where you can enable Program Eligibility by toggling the switch next to Eligibility. After clicking Save Changes. the Program Eligibility section will display and click Add Requirement.
The Add a New Requirement popup will appear. There are four Program Eligibility Types: Assessment Score, Area Median Incomes, Demographic Based, and Poverty Guidelines.
The Assessment Score Type will allows eligibility criteria to be created based on an assessment score. Many communities are utilizing the VI-SPDAT in their intake and assessment process and communities that have implemented the VI-SPDAT or mental health assessments or other numeric based screening tools may incorporate a required score in the referral process. If you select the Assessment Score Type, then you will also have to select the Assessment Score Score Type, which is the Assessment Processor that scores the Assessment your community uses.
Example of Setting the VI Score Eligibility Requirement
To set the VI-SPDAT score eligibility requirement, select the appropriate assessment in the Add Requirement Screen and click Add. Then designate the required score and the relationship to the score.
Area Median Incomes
The Eligibility Requirement will be income-based as related to the Annual Median income. There are three options:
- 30% of Median- The client’s income must be 30% of the AMI median
- Very Low Income- The client’s income must be considered Very Low Income in regards to the AMI.
- Low Income- The client’s income must be considered Low Income in regards to the AMI.
The system will compare the field criteria entered into the Field box against the Area Median Income to determine whether the client is eligible. Earned Income is the Field most often used to compare the client's earned income to the program required income. Accordingly, in the example below, Earned Income is the Field being searched.
The Eligibility Requirement will be based upon demographic variables. Demographic variables can include gender, age, veteran status, ...etc. The criteria needs to be a data point that is collected and will work by matching the client data with the field selected.
The Eligibility Requirement will be income-based as related to Poverty Guidelines.
The Poverty Guidelines option is similar to the Area Median Income Eligibility Requirement option. The system will compare the field that is entered into the Field box against the current Poverty Guidelines to determine whether the client is eligible for the program.
Similar to Area Median Income, if Earned Income is the field entered here, then the system will compare the client’s earned income against the Poverty Guidelines to determine if the client is eligible.
Multiple requirements can be added and combined to establish program eligibility.
When multiple requirements are selected, they must have a relation to each other.
- And-makes both requirements required
- Or-makes part of the requirement required
After selecting Save Changes, the Eligibility Requirements will now act as a filter for other programs/agencies who refer clients into the program.
The next step to create a new Program is to implement Documentation Requirements.
Using Program Eligibility Requirements for Referrals
Program Eligibility requirements are effective when making referrals from Assessments. In order for the Program Eligibility Determination screen to appear after a client has completed an assessment, the Eligibility Engine must be toggled on in the Assessment Setup screen.
Then, when a client Assessment is saved, the Program Eligibility Determination screen will appear.
There are multiple options from this screen: Refer Directly to Community Queue, Search Program by Category, Agency, or Availability, Refer directly to a Community Program, or view Ineligible programs.
All of the Programs that appear under the Community Program header, are programs that the client is eligible to be referred to. Depending on your community and access role you may see many programs here or none at all. If you scroll down past the programs displayed, you will see an Ineligible Programs bar that has a small arrow. Click the arrow to expand and see the Ineligible Programs.
Once you expand the Ineligible Programs list, you can click on a specific program to view the reason for Ineligibility.
You will also notice that there is no option to refer to that program.