Benefit Management – Roundtrip

If your organization offers a transportation benefit to your members or riders, Roundtrip can help to manage and optimize this benefit to deliver the best experience. Continue reading to learn more about Roundtrip’s Benefit Management offerings.

What is Benefit Management?

Roundtrip offers several standard features that enable organizations to manage transportation benefits for their members and riders. With our Benefit Management offering, our Navigation Center Agents as well as your organization’s Care Coordinators can view a member’s transportation benefit eligibility, limits, and utilization right within the Rider Profile. The Book Trip Flow also considers the member’s benefits, so alerts will be presented throughout the booking flow if a limit is exceeded. Transportation benefits can be managed at the group level for your organization for maximum configurability.

Types of Benefit Limits

There are various types of benefit configurations your organization can apply. Some benefits create a hard stop if the limit is exceeded, which will prevent the ride from being booked. Other types of benefits may raise an alert, recommending approval or an edit to the ride request. Organizations decide which limits to turn on and can set the appropriate thresholds:

Number of Rides Limit

Organizations can create a hard stop for the number of rides allotted to a rider. If a rider has exhausted the number of rides available, then the ride booker will not be able to continue booking a ride. A ride gets deducted from the limit once the ride is scheduled. If that ride gets canceled, then a ride will be credited to the rider’s available limit. Each one way ride counts as 1 ride and each round trip will count as 2 rides. If booking a round trip, but the rider only has one ride left in the limit, then the ride booker cannot continue booking this request. A one way ride will have to be booked instead.

Ride Budget Limit

Organizations can create a hard stop for the total dollar amount spent on rides during an eligibility period. Once a rider has used the full budget amount for rides, then the ride booker will not be able to continue booking a ride. If there is still some amount left in the budget, but the current ride that is getting booked exceeds that budget, then consider if a lower level vehicle type can be selected or if another scheduled ride is no longer needed and can be canceled. If an organization has both a ride number and budget limit, the ride booker will not be able to book a ride if at least one of the limits is exhausted.

Eligibility Period

If a ride booker is trying to book a ride outside of a rider’s eligibility period, the ride may not be able to be booked if the rider does not have another upcoming eligibility period.

Maximum Trip Cost

If a ride exceeds the maximum dollar amount the organization has allocated per ride, an alert will appear that the request cannot continue to be booked at this cost. To book the trip, the ride booker will need to change the location or vehicle type, if possible, to bring the cost down.

Long Ride Alert

Organizations can create an alert if a single ride exceeds a specific mileage amount. The ride booker will have the option to change the trip to reduce the distance or continue booking with administrator approval.

How Benefit Limit Alerts Appear in Roundtrip

If your organization has benefit limits configured, ride bookers will be alerted to any exceeded limits within the Book Trip Flow. Depending on the configuration settings, ride bookers may encounter a hard stop which prevents booking entirely or a soft stop which allows the ride booker to proceed with booking.

Exceeded Ride Limit Alert

If the ride limit is exceeded, a message will appear on Step 2 (Trip Setup) after the ride booker clicks ‘Continue’. This is a hard stop so the ride will not be able to be booked. If the ride booker is booking a round trip and the rider only has one ride remaining in the limit, then the ride booker will only be able to book a one way ride.

Exceeded Ride Budget Limit Alert

If the budget limit is exceeded, a message will appear on Step 3 (Rider Needs) after the ride booker clicks ‘Continue’. The ride booker will be unable to proceed unless they are able to select a lower level vehicle type and reduce the cost of the ride enough to be within budget.

Invalid Eligibility Period Alert

If the ride occurs outside of the rider’s active eligibility period, a message will appear on Step 2 (Trip Setup) after clicking ‘Continue’. The ride booker will not be able to continue booking a ride unless the date of the trip is changed to be within the active period. If booking a repeating ride series, all rides in the series must fall within an active eligibility period in order to continue booking.

Exceeded Maximum Trip Cost Alert

If the ride exceeds the maximum cost permitted for an individual trip, then an alert will appear on Step 3 (Rider Needs) after the ride booker clicks ‘Continue’. The ride booker may consider changing the ride (e.g. locations or selecting a lower level vehicle type, if possible) to continue booking the ride.

Exceeded Mileage Alert

If a high mileage ‘long ride’ alert gets triggered based on the pickup and drop-off location distance, a message will appear on Step 2 (Trip Setup) after the ride booker clicks ‘Continue’. The ride booker will be advised to edit the trip distance, if possible, or get approval to continue booking this long distance ride.

How to View Eligibility and Benefit Utilization in Roundtrip

Depending on the type of Benefit Management configurations your organization has in place, benefit information can appear in a few different locations within Roundtrip:

On the Rider Profile

If a rider has a transportation benefit through an organization with Roundtrip Benefit Management, then a ride booker will see the rider’s limits and utilization right in the rider’s profile.

If there is an eligibility period for the rider’s benefit, this will also be visible on the Rider Profile page. This will show the beginning date and end date for the current eligibility period.

If a rider’s eligibility period lapses and the rider is not re-enrolled for another period or if the rider terminates their benefit before the eligibility period’s end date, then there will be an ‘inactive’ flag next to the rider’s name. The ‘inactive’ flag will appear on the Rider Profile and within the Rider Search.

If the rider’s profile is inactive, the “Book Trip” button will be grayed out as no rides can be scheduled until the rider is deemed eligible once again.

In the Book Trip Flow

Once a rider is selected to book a ride, the ride booker will see a message on the top of Step 2, indicating if the rider has a ride or budget limit. If so, it will display the utilization of that benefit and what is remaining in that limit.