eBilling Client Guide - Online Benefits Enrollment Software...

eBilling Client Guide

2June 15, 2013 Client User Guide

Logging into the System ��3Your Login ID and Password ��3Forgotten Login ID ��3Forgotten Password ��3

At Home with eBilling ��4Payment and Presentment ��5Navigation Tabs ��5Activity Section ��5System Message ��5Carrier Messages ��5Online Help ��5Other Quick Access Links ��5

Invoices ��6Consolidated and Sub-Group Invoices ��7Viewing Invoice Details ��7Quick Links ��13Column Sorting Information ��13Performing Simple Sorting ��13Performing an Advanced Sort��13Resetting the Advanced Sort ��15Searching for Invoices ��16Online Invoice Payment ��17Paying Invoices - Online Payments ��17Paying Invoices - Printing Payment Stubs to Send in the Mail ��22Printing Invoices ��23Making Invoice Adjustments ��26

Payment Accounts ��30Creating/Editing Bank Accounts ��31Reviewing Payment Accounts Audit Data ��33

Payment History ��35Searching for Payments ��36Reviewing Adjustment Activity ��36

Create Reports ��37Creating and Viewing On-Demand Reports ��38

Manage Client Users ��41Creating a User ��42Editing a User ��45Deleting a User ��46

Table of Contents


Logging into the System

Your Login ID and Password

The Login ID and initial password are assigned by a carrier manager� To ensure the security of information, you must change your password upon initial log in� This information will be included in the clients Welcome Email that is received along with the URL�

Create a new password by following the criteria below: Your Password Must:• Contain 8-15 characters (special characters are permitted but not required)

• Contain at least one capital letter

• Contain at least one lower case letter

• Contain at least one number

Your Password Cannot:

• Be the same as your old password

• Have more than two of the same characters in a row

• Contain your Login ID

Forgotten Login IDIf you forget your Login ID, you can select the Send Me My Login ID link to retrieve it� Once you select the link, you can enter your first and last name and e-mail address to have it sent to you�

Forgotten PasswordIf you forget your password, you have two options available to you:

1� Call your technical representative to reset your password� The representative will ask you a series of ques-tions to ensure your identity� The representative will then issue you a new, temporary password you can use to access the system� To ensure the security of your information, you will be prompted to change your password�

2� Select Send Me My Password from the Login page� You will be prompted to provide the answer to your secret question, and your new password will be emailed to you� This option is only available to you if you have supplied the application with a valid e-mail address, as well as a secret question and answer�


At Home with eBilling Once you log into the application, the Home page opens� The eBilling Home is the center of the online billing system and allows the user to access the various tools available in the application�

• Presentment and Payment• Navigation Tabs• Activity Section• Other Quick Access Links


Payment and Presentment

The Home page gives you quick access to all major features within the system�

Major features include:• View Invoices – View, pay and print invoices� • Pay Invoices – Quickly pay all of your invoices (consolidated) or separate invoices�• Create Adjustments - Electronically adjust your bill to account for terminations, etc�• Create Reports - Run reports on invoices and activities within the system�• Manage User Accounts - Manage the users within your company (based on your permissions)�

Navigation Tabs

Above the main buttons are Navigation tabs, which include some additional feature:• Billing – Search and view current invoices, adjustments and payment history�• Reports – Create, view and schedule reports�• Setup – Set up new users and payment accounts�

Activity Section

The eBilling Activity section displays links to quickly access important information in the system, including Current Invoices, Pending Payments, Payment History and Completed Reports�

System MessageAny informational messages display in the System Messages area just below the Important Items section of the Home page� These messages typically alert users of any system down time due to maintenance issues�

Carrier MessagesCarriers can send out informational messages to display in the Carrier Messages area just below the Important Items sec-tion of the Home page�

Online HelpAccess the online help system by selecting the link in the upper, right-hand corner of the screen� Contextual help infor-mation displays for each screen in eBilling�

Other Quick Access Links

• My Account – Change the system password, secret question and answer, and enter or update your e-mail address�

• Logout – Securely log out of the system�


Invoices You can view invoices by selecting View Invoices link on the Home Page or by selecting the Billing navigation tab� If there are multiple groups under one account, you can locate a specific group by entering the group number in the Invoice Level Search box�

By default, the View Invoices screen displays all Current invoices� You can view any of the invoice statuses by selecting them from the drop-down menu:

• Current—All invoices from the current coverage period�• Prior—All invoices from a previous coverage period�• Paid—All invoices that have payments applied to them� • Obsolete—All invoices that were replaced with a re-billed invoice�

• Consolidated and Sub-Group Invoices• Viewing Invoice Details• Quick Links• Column Sorting• Invoice Searching• Invoice Payment• Invoice Printing• Invoice Adjustments


Consolidated and Sub-Group Invoices

Consolidated invoices contain multiple sub-group invoices rolled into one overall group invoice� Invoices are consolidated for convenience and to display a summary of all of the invoices for a particular billing period� Consolidated invoices are denoted by a (+) sign by the invoice name�

Select the invoice to display the subgroup information�

Viewing Invoice Details

You can view the details of both consolidated and sub-group invoices� Ensure you are displaying the correct invoice level and select View Details from the corresponding drop-down menu:


The Invoice Details screen shows the totals for the selected invoice� The Invoice Level at the top of the page is a quick reminder of whether you are reviewing a consolidated or non-consolidated invoice� The Summary of Account tab shows information such as the amount due, the roster of subscribers, and any retroactive adjustments�


The Consolidated Invoice View is labeled as such below the tabs on the Invoice Details page� This view shows all invoice information�


The Benefit Snapshot tab breaks down the types of plans available for each product and shows the number of members and fees associated with each plan�


The Current Inforce Charges tab displays the roster of billed subscribers and information such as the Subscriber Name, Employee ID, etc�


The Retroactivity tab displays any subscriber adjustments that apply to the current invoice�

The Adjustments tab shows subscribers’ new and old premium amounts as well as the reasons for the differences� This information only displays if a user has selected to Make Adjustments or Add a New Member�


Quick Links

The Quick Links section displays on the client’s Invoice Details page�

The buttons in the Quick Links section take you directly to the screen you need:• Pay Invoice – Pay invoices electronically or manually (print a payment stub)• Make Adjustments – Adjust invoices and submit the change reason electronically • Print Invoice – Print a PDF or CSV (Excel-compatible) version of the invoice• Add a Member – Add a new subscriber to the invoice

Column Sorting InformationPerforming Simple Sorting Invoice columns can be sorted in ascending or descending order�1� Select the top arrow next to the column name to sort it by ascending order�

2� Select the bottom arrow next to the column name to sort it in descending order�

After you’ve sorted the column, the arrow displays in bold to indicate which sort you selected, and the column name displays in blue to indicate it has been changed�

3� Select the column name to remove the sort and display the default view�

Performing an Advanced SortThe advanced sorting feature allows you to perform a sort by more than one column and to save your results�

1� Select the Advanced Sorting button to display the Advanced Sorting dialog box�

2� Enter your sorting criteria and select the View button�


After you’ve sorted the columns, an arrow displays in bold to show whether you’ve sorted in ascending or descending order� The column name displays in blue with a number to indicate the sorting order� Note that if you selected to sub-total the columns or include the Grand Total, your results may display on a subsequent page� For example, if you want to display 20 items per page and there are 89 results, you must navigate to the last page to see the total amounts�

3� Select the Save as Sort Template button in the Advanced Sorting dialog box if this is a frequent sorting order you want to use for future references�

4� Enter a name for the sort and select Save�


5� Select the Advanced Sorting button again to view, edit or delete your saved sort�

Resetting the Advanced Sort

Once you have applied a sort to a page, you can select the Reset button to clear the existing advanced sort criteria and return the search results to the default view: (If available) Select the plan you want to elect and select Next�

In addition, you can clear the select the Reset button on the Advanced Sorting dialog box to clear all of the selected criteria, allowing you to re-select sort options�


Searching for Invoices

You can locate a specific invoice by selecting criteria on the Search Invoices page�1� Select the Billing tab to filter the display the Search Invoices page�

2� Enter the search criteria and select Submit to display the search results�

3� Select View Invoice from the drop-down menu on any invoice to display its details�


Online Invoice Payment

There are three ways to access the screens to pay invoices� You can select Pay Invoice from the drop-down menu on the View Invoices screen (for both consolidated and non-consolidated invoices); you can select the Pay Now button from the Home page; or you can select the Payment button on the Invoice Details screen�

Paying Invoices - Online Payments

1� Select the Make online payment and select Next.

2� Select the Payment Account (Current Account or New Account) type� For new accounts, proceed with Step 3� To pay with an existing account, go to Step 5�


3� Enter required bank information and select Next� You can set up this account to automatically draft the invoice amount for each due date; the draft date can be set up between the 1st and the 10th of each month�

4� Enter Invoice Restrictions for the payment account and select Save�


5� Select the appropriate radio button to pay the bill� If you have more than one invoice, you can select which invoice(s) you want to pay�

You have the following options:• Edit Payment Amount: Select the invoices you want to pay and enter a payment amount for each invoice�• Pay as Adjusted: This is the amount due from the Summary of Account tab minus the adjustments made from

the Make Adjustments option and plus amounts added from the Add New Member option� If the invoice does not contain any adjustments or new members, the amount will be the same as the Pay as Billed amount�

• Pay as Billed: This is equal to the amount due on the Summary of Account tab� • Pay Current Due: This is equal to the Current Net Charges on the Summary of Account tab�

In this example, we are illustrating how to edit the payment amount� You can select the Calendar icon to schedule the payment for a future date�

6� Select the Select Invoices link�


7� Select the invoices you are paying� If you are changing the amount to pay, continue with Step 8� Otherwise, go to Step 10�

8� Enter the amount to be paid, then select Done�

9� Enter a reason that you are changing the amount and select Add�

10� Review the payment amount and select Next� You can select the Back button or select links to change information you have already submitted�

11� Select the Payment Authorization checkbox�


12� Select the Submit Payment button after you have reviewed the information and are ready to send the payment�

13� Select the Print link to obtain a copy of the payment information for your records�

14� Select Return to Home on the Confirmation screen�


Paying Invoices - Printing Payment Stubs to Send in the Mail

1� Select the Print payment stub to send in the mail radio button.

2� Select the invoices that you want to pay and select Next�


3� Print the payment and submit it to the address on the invoice�

Printing Invoices

There are three ways to access the screens to print invoices� You can select Print Invoice from the drop-down menu on the View Invoices screen (for both consolidated and non-consolidated invoices); you can select Print Invoice from the Home page; or you can select the Print icon on the Invoice Details page� You can print invoices in PDF format or as comma-separated value (CSV) files (which can be opened in Microsoft Excel, for example)� An HTML format is also available to either view in your web browser or to print�

Regardless of where you select to print invoices, the Print Options screen opens� You can print complete invoices or sections from the invoices and specify the invoices to print (if you selected the consolidated view)� All invoices with a Current, Prior and Paid status can be printed and exported�


1� Select the invoice(s) to print if this is a consolidated invoice�

2� Select the invoices and select Done�

3� Select the invoice section(s) to be printed and select the sorting order for each selection� Then select Print to gen-erate the report�


4� Completed Reports: Your report appears as Running while the system generates your results� Depending on the size and complexity of the report, it may take a few moments to generate the results� Select the Refresh button to determine if the report is ready to be downloaded�

5� Once the report is available, the status changes to Complete� Select Download from the drop-down menu to gener-ate the report in the format you selected�


Making Invoice Adjustments

You can make adjustments to your invoice to reflect changes since your last billing cycle� You can access adjustments from the Current Inforce Charges, Retroactivity or Other Charges and Fees tabs� Typically, adjustments will be displayed on the following month’s invoice as either a credit or debit�

1� Select View Invoice from the Options drop-down menu to display the Invoice Details screen�

2� Select the Make Adjustments button� Please note: a listing of billed subscribers from the current Inforce charges will appear�


3� Select Make Adjustment from the Options drop-down menu for the subscriber you want to adjust�

4� Select the adjustment type from the drop-down menu and select Next�


5� Select the change reason from the drop-down menu and select Next�

6� Enter required secondary information, such as effective date, new premium amount, etc� Select Next at the bottom of the screen�


7� Select the Note Dependent button to include dependents in the adjustment� Note: If there are no dependents, skip to Step 10�

8� Enter dependent information and select Submit�


Payment Accounts You can create bank accounts and credit card accounts so that you can pay invoices electronically�

• Creating/Editing Bank Accounts

• Reviewing Payment Accounts Audit Data


Creating/Editing Bank Accounts

1� Select Payment Accounts from the Setup tab to add and edit all accounts used to pay invoices online�

2� To create a new bank account, go to Step 2a� To edit a current account, go to Step 2 c�

a� Select Create Payment Account at the top of the Payment Accounts page to display the Account Information tab�

b� Select Bank Account from the Type of Account drop-down menu� Go to Step 3�

c� Select Edit Account from the drop-down menu for any account you need to update; the Account Information tab displays the current account information�


3� Enter/Edit account information (required fields are indicated with *) on the Account Information tab� You can set up this account to automatically draft the invoice amount for each due date; the draft date can be set up between the 1st and the 10th of each month�

4� Select Next at the bottom of the page when the information is complete to display invoice restrictions�

5� From the Invoice Restrictions tab, you can limit the invoices that can be paid using the account� Once you indicated which invoice levels you want to associate with the account, select Save�


6� Select Return to Edit Payment Account after saving your changes�

Reviewing Payment Accounts Audit Data

The Payment Accounts tab features an Audit History� Both carrier and client users (with security access) will have access to view this information�

When users edit a payment account, they will be able to select the History button to view:

• The Login ID of the last person to make changes• The date and time of the last change made to a payment account

To see the history for any available payment account:

1� Select Payment Accounts from the Setup tab to add and edit all accounts used to pay invoices online�


2� Select Edit Account from the drop-down menu�

3� Select the History button at the top of the screen�

4� Select View from the drop-down menu for the record�

5� Select Back to review other records for this account, or select Close Window to return to the Edit Account Payment screen�


Payment History Search for specific payments made to invoices

• Searching for Payments• Reviewing Adjustment Activity


Searching for Payments

Perform the following procedure to search for a payment� A received payment will only be tied to an invoice in eBilling if the payment was submitted electronically�

1� Select Payment History from the Billing tab to display the Payments search page�

2� Enter payment search criteria and select Submit�

3� Sort columns as needed on the Search Results page� For more information on sorting, please refer to the Simple Sorting or Advanced Sorting sections of this guide�

Reviewing Adjustment Activity

You can search for adjustments made across various invoices�

1� Select Adjustments from the Billing tab to display the Adjustments search page�

2� Enter adjustment search criteria and select Submit�

3� Select View Adjustment from the drop-down menu to display the Adjustment Detail page�


Create Reports You can generate information for specific invoice reports and payment reports� The Reports tab contains three sub-tabs:

• The Create Reports tab displays all available reports� Each report has search criteria and report format (PDF or CSV, for example)� You can create a one-time report or schedule reports to run at specific time intervals�

• The Completed Reports tab lists all the reports that have been generated within the last seven days�

• The Scheduled Reports tab displays any reports that have been set up to run for a specific start and end date� You can edit the reports or delete them from the scheduled run�

• Creating and Viewing On-Demand Reports• Scheduling Reports


Creating and Viewing On-Demand Reports

1� Select Create from the drop-down menu for the report you want to generate from the Reports tab� Reports are categorized by Invoice or Payment report type�

2� Enter the parameters for the report and select Next to display the Format tab�

3� Enter the formatting options, including report output (CSV, HTML, or PDF), and sorting preferences� Do not select the Run this report on a regular schedule checkbox since you are submitting this as an on-demand report�

4� Select Submit to display the report on the Completed Reports tab�


5� Your report may appear as “Running” while the system generates your results� Depending on the size and com-plexity of the report, it may take a few moments to generate the results� Select the Refresh button to determine if the report is ready to be downloaded�

6� Once the report is available, the status changes to Complete� Select Download from the drop-down menu to generate the report in the format you selected�

Scheduling ReportsIn addition to creating on-demand reports, you can also schedule them� You can set up a report to be run once a week, for example, and the report will run automatically at the designated time� Each report will have a feature to determine when the report should be run—daily, weekly and monthly�

If another scheduled report runs during the time period already set for scheduled reports, eBilling creates another instance of the report, rather than replacing the previously-generated report�

The Scheduled Report criteria and the actual report generated will be separated:


To schedule reports:1� Select Create from the drop-down menu for the report you want to generate from the Reports tab� Reports are

categorized by Invoice or Payment report type�

2� Enter the parameters for the report and select Next to display the Format tab�

3� Enter the formatting options, including report output (CSV, HTML or PDF), and sorting preferences�

4� Select the Run this report on a regular schedule checkbox and enter the scheduling parameters for the time frame you want to run the report�

5� After filling out scheduled criteria and selecting Submit, you receive a message that states “Your report has been scheduled�”

6� The report displays under the Scheduled Reports tab with a status of Pending until it runs� It will then have a status of Complete�

7� Once you review the report, the status changes to Viewed� Also, the criteria of a scheduled report can be edited�


Manage Client Users

You can view, add and edit user profiles� Users that have been assigned edit/delete permissions can edit and delete users through the Manager Users feature� You can search for users to see what kind of access you have to their accounts� You cannot view users with more security (more systems and/or less restrictions)�

•Creating a User•Editing a User•Deleting a User


Creating a User

1� Select Create Users from the Home page or User Accounts from the Setup tab to access user profiles�

2� Select Create User Account at the top of the User Accounts page to display the Manage User Account page�

3� Complete all required fields (indicated with *) and any additional information on the Name tab� Select Next to display the Login tab�

4� Create the user’s Login ID and temporary password� Passwords must be 8 to 15 characters long and contain both a letter and a number�

5� Ensure the Enable Login checkbox is selected to allow the user to log into the system�


6� Select the appropriate level of security for the user�

7� Select the system(s) to which the user has access on the System tab�

If you have access to more than one label system, be sure to select a User Security level for that label system�

8� The Restrictions tab allows the user to be assigned to specific invoice levels (i�e�, when creating a user for a specific branch office, the user can be assigned to that branch’s subgroup), or all invoice levels�


9� If you entered an e-mail address for the user on the Name tab, specify the types of e-mail messages that can be sent to him/her�

• New invoice emails will be sent when new invoices have been loaded online and are ready for review�• Returned payment emails will be sent if a group to which the user has access is flagged as having a returned

payment�

10� Select Save to create the account�


The search will only return users that are specific to the client you are viewing�

Editing a User

1� Select Manage Users from the Home page or User Accounts from the Setup tab to access user profiles�

2� Search for an existing user by typing in the first name, last name or Login ID� Select Submit to return a list of users matching the criteria� To search for all users, select Submit without entering any criteria into the search fields�

3� Select Edit User Account from the drop-down menu to make changes to the user account�

4� The Name tab initially opens� Each tab displays all information already entered for the user� You can navigate to any tab by clicking on it�


5� Update any information on the tabs; ensure to complete all required fields (marked with *)� Select Save after making your changes�

Deleting a User

1� Select Manage Users from the Home page or User Accounts from the Setup tab to access user profiles�

2� Search for an existing user by typing in the first name, last name or Login ID� Select Submit to return a list of users matching the criteria� To search for all users, select Submit without entering any criteria into the search fields�


3� Select Delete User Account from the drop-down menu to delete the user account�

4� Select Yes on the confirmation dialog box to delete the account� You are returned to the User Accounts page�

eBilling Client Guide - Online Benefits Enrollment Software...

Documents

Transcript of eBilling Client Guide - Online Benefits Enrollment Software...