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Company Bulk Membership Orders

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Approved for development

Summary​

The Company Bulk Membership Orders process at AANP is designed to facilitate the provision of memberships to employees of large organizations like CVS and Optum as part of their annual employee benefits package. This process involves receiving a file from the employer with a list of employees who have opted for AANP membership. The system must match these records with existing contact records in Salesforce, create new records if necessary, and generate bulk orders with the membership fee set to $0. The Membership and Finance teams will then report on the number of new, former, and renewing members included in the bulk order and bill the company accordingly.

All memberships need to have a membership end date of one year from a specific date provided by the organizations (e.g., July 1, 2024, to June 31, 2025), regardless of when the process is run. For companies providing a file quarterly, the memberships should only extend to the current member benefit end date (e.g., June 31, 2025). Special handling is required for employees who already have an active membership, fellows, or those currently on auto-renewal, as these cases will be flagged for manual processing by the Membership and Finance teams.

Before processing, the files received from companies often require manual scrubbing to normalize the data and improve the likelihood of finding accurate matches in the system.

Requirements​

External Users​

  • As an employee, I should receive a formal email from my employer's email system with instructions on how to reset my password and access my AANP account if a new account has been created for me.
  • As an employee, I should have the ability to change my email address after accessing my account for the first time.
  • As a company administrator, I should receive a list of all memberships provided to my employees, including any that were prorated due to existing memberships.
  • As a company administrator, I should receive email templates that can be delivered to employees with the appropriate information on how to log in and access their AANP accounts.
  • As a company administrator, I should receive an invoice detailing all memberships purchased, including any prorated amounts.

Internal Users​

  • As an internal user, I should be able to upload and process the file provided by the employer containing the list of employees opting for AANP membership.
  • As an internal user, I should be able to manually scrub and normalize the data in the provided file to correct formatting issues, such as combined first and last names or improperly structured address fields, before attempting to match the records in Salesforce.
  • As an internal user, I should be able to match the provided employee records with existing Salesforce contact records based on various criteria, including previous year imports, Employer Number, NPI, Name, and Address.
  • As an internal user, I should be able to create new Salesforce person accounts and web user accounts for employees who do not have an existing record in the system.
  • As an internal user, I should be able to suppress the immediate sending of account creation emails and ensure that a formal email is delivered through the employer's email system with instructions for accessing the AANP account.
  • As an internal user, I should be able to set the email address for new accounts to the employee's work email address provided by the employer.
  • As an internal user, I should be able to generate bulk orders with the membership fee set to $0 for the employees included in the file. The discounted membership cost is billed to the company, not the individual member.
  • As an internal user, I should be able to assign a specific membership start and end date provided by the organization (e.g., July 1, 2024, to June 31, 2025), regardless of the actual processing date.
  • As an internal user, I should be able to handle quarterly files by ensuring that the memberships extend only to the current member benefit end date (e.g., June 31, 2025) and not beyond, with a new full-year membership starting from the next benefit period (e.g., July 1, 2025).
  • As an internal user, I should be able to identify and flag cases where an employee already has an active membership that extends beyond the standard membership end date, fellows, or those currently on auto-renewal for manual processing by the Membership and Finance teams.
  • As an internal user, I should be able to generate reports that detail the number of new, former, and renewing members included in the bulk order.
  • As an internal user, I should be able to manage and update the criteria used for matching employee records with existing Salesforce contacts, ensuring accurate and efficient matching.
  • As an internal user, I should be able to log all actions taken during the bulk membership order process for audit and reporting purposes.
  • As an internal user, I should be able to bill the company based on the number of memberships provided, using the generated reports.

Assumptions​

  • The provided employee file will contain accurate and up-to-date information, including Employer Number, NPI, Name, and Address, to facilitate matching with existing Salesforce records.
  • The process for creating new accounts and sending out access instructions will be coordinated with the employer to ensure a smooth onboarding experience for the employees.
  • The bulk order process will be integrated with Salesforce to ensure seamless tracking, reporting, and billing.
  • The $0 order process will continue to be used, with the cost of memberships billed directly to the company rather than the individual members.
  • Quarterly file processing will respect the current member benefit end date, with a new membership period starting at the next benefit period.

Future Enhancements​

  • Automated Data Cleaning: Implement Salesforce Einstein to automatically clean and normalize incoming data files, reducing manual effort and increasing the accuracy of data matching.
  • Predictive Matching: Utilize Salesforce Einstein's predictive analytics to enhance the matching process by providing confidence scores and insights on the most effective matching criteria.
  • Automated Reporting and Insights: Leverage Einstein to generate automated reports and insights on the bulk membership process, helping to identify trends and areas for improvement over time.

Approvals / Signoffs​

RoleNameSignatureDate
Technical LeadJeff SikesJS06/06/2024
StakeholderLiz MessnerLM06/06/2024