New Database System Paves Way for Dues Invoice Improvements

The American Academy of Pediatrics will be implementing a new database system in January 2006. This web-based system will bring greatly enhanced data, reporting and web connectivity capabilities. In addition, the new system will allow for the implementation of anniversary-year membership cycles. What does this mean to our members?  

• No more confusion for new members as to when their membership starts and when it ends. Beginning with the implementation of netFORUM, all new members or previously lapsed members rejoining the AAP will pay 1-year dues and begin their 12-month membership on the date of payment. No more payments covering months gone by.
   
• Chapter and Section memberships will be set to the same expiration date as the existing National membership to enable single-invoice renewals. National members joining Chapter and/or Section will pay pro-rated Chapter/Section dues for the months remaining on their existing National membership.
   
• Benefits begin immediately. No more month-long delays in benefits or active status.
   
• The elimination of initiation fees for new Fellows, and reactivation fees for returning members.
   
• Membership renewal invoices will be mailed 4 months prior to the expiration of the current membership. This will allow plenty of time for members to process their invoices and return payments prior to the membership expiration date.
   
• On the date of netFORUM implementation, all AAP members in good standing will retain their July 1, 2005 through June 30, 2006 membership year. Their membership period is printed on their membership cards.
   
• All members* in good standing on the date of netFORUM implementation will be mailed renewal invoices the first week of March 2006. The membership renewal will be for the upcoming membership year July 1, 2006 through June 30, 2007.
   
• *Resident Fellows will continue to be billed separately to accommodate the consolidated invoices sent to dues sponsors. Resident Fellow renewal notices will be sent in May 2006 for the upcoming academic/membership year July 1, 2006-June 30, 2007.
   
• The AAP will continue to offer a 2-month grace period for late payments. This grace period will be the first 60 days of the new membership year; July 1, 2006 through August 31, 2006. Unpaid memberships will expire effective September 1^st, 2006. Benefits will lapse as well.
   
• Members who rejoin the AAP after the grace period will start a new membership year effective with the date their 1-year dues payments is processed. Members do not have to fill out new applications to rejoin the Academy.

Example:  Dr. Smith’s membership record transfers to the new netForum database on January 3, 2006 with a membership that  expires on June 30, 2006. She received her renewal dues invoice in March 2006 for membership year July 1, 2006-June 30, 2007. She doesn’t send a payment. In May, Dr. Smith receives a dues reminder invoice. On June 30, 2006 her existing membership expires and the new membership begins July 1, 2006. She is now in the 60-day grace period of the new membership. She still doesn’t send a payment. On Sept. 1^st, her July 1, 2006-June 30, 2007 membership expires. The expiration date of June 30, 2007 changes to Aug 31, 2006.  October 10^th Dr. Smith realizes she is no longer receiving benefits so she calls to rejoin. The customer service rep takes Dr. Smith’s credit card number over the phone and ‘sells’ her a new membership beginning on Oct. 10, 2006, expiring on Oct. 9, 2007. In June 2007 Dr. Smith will receive her renewal notice for her next year of membership beginning Oct. 10, 2007. 

Members who receive renewal notices in March 2006 for membership period July 1, 2006-June 30, 2007 and who pay prior to the end of the grace period of August 31, 2006 will see no interruption in benefits, nor will their membership period change from the July to June period they have always had.

Resident Fellow & Medical Student Dues Invoices 

FY 2005-2006: Resident Fellow and Medical Student dues invoices for will be generated and mailed the first week of November 2005. These invoices are for the membership period July 1, 2005-June 30, 2006. Resident Fellows and Medical Students have always been invoiced mid-academic year/mid-AAP fiscal year. Resident Fellows sponsored by their programs or local AAP Chapters will be included on the sponsors’ consolidated invoices. Non-sponsored Resident Fellows and all Medical Students will be invoiced individually. Dues payments are due by February 28, 2006.  

FY 2006-2007: The academic year 2006-2007 will usher in a new process for Resident Fellows. Consolidated renewal invoices will be sent to all Pediatric Residency Training Program and AAP Chapter sponsors for their Resident Fellows the first week of May 2006. These payments will be due June 30, 2006. The 2-month grace period applies; benefits will lapse on August 31^st for all unpaid Resident Fellows. AAP Division of Member Services will be working closely with the residency programs to ensure a smooth transition to the new timetable.