Eligibility

Jennifer Eggerton

Jul 27, 2026

2550

Purpose	Review and maintain a client’s eligibility for Ryan White-funded services and understand its effect on RSR reporting.
Who should do this	CAREWare users who enter eligibility records and administrators who grant eligibility permissions.
Use this guide when you need to	Review current eligibility or add an eligibility record.
Main warning	Consider creating a separate eligibility record for each applicable funding source and effective date.

Quick path
Provider domain > Find Client > Client Search > View Details > Demographics > Eligibility

Before you begin

• Log into the correct provider domain.

• Confirm that you have permission to view or manage eligibility records.

• Have the client’s identifying information and the applicable eligibility date and funding source.

Find a client and review eligibility

Step 1. Log into a provider domain.

Step 2. Use Find Client to open the client’s record.

Step 3. Click Demographics.

Step 4. Click Eligibility.

Step 5. Click Start.

Step 6. Enter the Eligibility Date.

Step 7. Confirm that CAREWare automatically completes the Is Eligible field.

Step 8. Select the Funding Source from the dropdown.

Step 9. Click Save.

When Is Eligible is Yes and a Ryan White or Ryan White-related funding source is selected, the client’s Eligibility Status changes to Ryan White Eligible.

Troubleshooting and common questions

Why can’t I open or update Eligibility?

Confirm that both the provider domain and your user account or user group have the required Status/Eligibility permissions.

Why did the status not change to Ryan White Eligible?

Confirm that Is Eligible is Yes and that a Ryan White or Ryan White-related funding source is selected.

How should I record eligibility for two programs?

Create a separate eligibility record for each funding source and effective date.

Related References

Document	Use it for
Find Client	Search for client records in CAREWare.

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