BROKER WORKSPACE USER GUIDE

Transcription

1 BROKER WORKSPACE USER GUIDE

2 Broker Workspace/Private Site Change Profile/Password and Communication Settings BROKER WORKSPACE We are constantly enhancing our website to ensure it consistently performs to provide you with the technology and tools you need to grow your business. At the heart of is your very own personalized Broker Workspace. After you have successfully logged in from the homepage, your Broker Workspace appears. Designed around the unique needs of brokers, here you can find tools and resources to help manage your business, products your clients want, and the information you need, right at your fingertips. To receive your personal Broker Workspace, please be sure to register with BenefitMall today. Commissions, Cut-Off Dates, Bonus Programs and Carrier Network Providers Office Locations and Phone Numbers Store Locator Profile, Password and Communications Settings USER PROFILE SETTINGS To customize your Broker Workspace experience, we ask that you indicate your preferred state of business by selecting a default state for your user profile. By selecting a state, BenefitMall will be able to offer you regionalized news alerts, carrier information, tools and more. To select a default state for your user profile, click on the My Profile icon located in the top right corner of your workspace. To temporarily change your profile setting, select a state from the drop down menu in your workspace. To permanently change your profile setting, click on the My Profile icon and select a new state from the state drop down menu on the My Profile page. Click the Next button to continue updating your profile and confirm your changes. From here, you can also change your contact information, login information, including security questions and answers, as well as manage your license information. Plans, Forms and Enrollment Kits Regional Events and RSVP To manage your user profile, password, and communication settings, click here. BenefitMall Sales Team Contact Information Group Quoting Announcements and Newsletters Additional Quoting Tools Recently Accessed Clients Case Information Sales Information To temporarily change your profile setting, select a state from the drop down menu. 2 *Quoting options will appear different based on state preference. 3

3 Change Profile/Password and Communication Settings Workspace Tools SUBSCRIPTION MANAGEMENT CENTER To manage communications you receive from BenefitMall, click on the My Profile icon and Next until you reach the Notifications Options. From here you can add alternate contacts to your website accounts and select which contact receives which communications, including carrier announcements, event invitations, legislative and corporate announcements, newsletters, case/policy renewals, new document availability, and Client Ready Quote Proposals*. Your BenefitMall Broker Workspace is organized to keep you better informed of your day-to-day business. From expandable and collapsible workspace headers, to enhanced case listings, added sales information and more, your BenefitMall Broker Workspace can change the way you do business. QUICK ACCESS TO IMPORTANT INFORMATION To quickly access the information your business needs most, simply click on the buttons located in the middle left-hand side of your broker workspace: To find important carrier documents, click on the Carrier Library button. To view contact information for your BenefitMall Sales Team, including Broker Sales Representative, Broker Sales Executive, Market Director, and Regional Vice President information, click on the Contact Team button. To access communications sent by BenefitMall, click on the Archive button. AT-A-GLANCE QUOTE HISTORY To view the last five clients you accessed through BenefitMall s Client Ready Quote System, click here. Here you can view specific client information, including Client Name, Quote ID, Effective Date, and Last Accessed Date. To view the quote history for a specific client, click on the Client Name, or to find a specific quote, click on the Quote ID. To view all of the clients you have recently accessed through BenefitMall s Client Ready Quote System, click View All. To search or sort for a specific client, enter the criteria for the Client Name, Quote ID, Effective Date, or by Last Accessed. To return to your Broker Workspace, click Return. * Client Ready Quote Proposals are only available for states using BenefitMall s Client Ready Quote System to run quotes. 4 5

4 Workspace Tools Workspace Tools INFORMATIVE CASE LISTINGS To access your case information directly from your broker workspace, click on the Case Information tabs. Here you can view information for Submitted Case Information, Issued Case Information, Anniversary/Renewal Case Information, and Recent Documents related to each case. To view enhanced case information, click on the Client Name in any of the Case Information tabs. To view information for all of your cases, click on View All in any of the Case Information tabs. ORGANIZED SALES AND COMMISSION INFORMATION To manage your sales information, click on the Sold Business by Carrier tab. Here, you can view your gross sales by carrier from the top five carriers you do business with, where you are listed as the Broker of Record, as well as specific sales information, according to a specific time frame or sales view. To change the time frame displayed, click on the Time Frame drop down menu and select from a 3, 6, 9, 12 or 18-month view. To change the sales view, click on the Sales Parameter drop down menu and select either Premium Sold or Lives Sold. To securely view the total commissions paid by BenefitMall, click on the Commission Paid tab*. The Commission Paid tab is only available to brokers in the New Jersey and Mid-Atlantic regions. * For additional details view the Case Management section. STREAMLINED QUOTING TOOL To run a fast and efficient quote, click on the appropriate quoting option from the Run A Quote Tool Bar in your broker workspace. Here you can access the available quoting options for your Small Group, Individual, Senior, Stop Loss and Payroll business. 6 7

5 Workspace Navigation Menu Workspace Navigation Menu WORKSPACE MENU The Workspace Navigation Menu is accessible from your broker workspace. From the menu, you can access pages pertaining to Case Management, Carrier Information, Broker Tools, Broker Resources, Event Calendar, and Run A Quote. These pages are only viewable once you have logged into the site. ISSUED CASES (All Regions) To view a list of the current status of all your cases issued through BenefitMall, click here. To access the case details, click on the Client Name. To search or sort for a specific case, enter the criteria for the Client Name, Line of Coverage, Policy Number, Carrier, Plan Name, or Effective Date. To return to your Broker Workspace, click Return. ANNIVERSARY/RENEWAL CASES (All Regions) To view a list of all the in-force business you have with BenefitMall, click here. Cases listed here have an original anniversary date in our system that occurs within the next 90 days. To access the case details, click on the Client Name. CASE MANAGEMENT All items listed below are located under the Case Management tab located in the Broker Workspace Menu. RECENTLY ACCESSED CLIENTS (AZ, CA, CO, DC, DE, FL, GA, IL, MD, OH, TX, VA) To view a list of all the clients you have recently accessed through BenefitMall s Client Ready Quote System, click here. To access the client s quote history, click the Client Name. To access a specific quote for the client, click the Quote ID Number. To search or sort for a specific client, enter the criteria for the Client Name, Quote ID, Effective Date, or by Last Accessed. To return to your Broker Workspace, click Return. SUBMITTED CASES (All Regions) To review the current status of all of your cases you have submitted with BenefitMall, click here. To search or sort for specific business information, enter the criteria for the Client Name, Line of Coverage, Policy Number, Carrier, Plan Name, Effective Date, or Anniversary Date. To return to your Broker Workspace, click Return. CASE DOCUMENTS (All Regions) To view a list of documents associated with cases uploaded to your Broker Workspace within the last 30 days, click here. To view a specific document associated with a case, click on the Document Title. To access all the documents associated with a Case/Client, click on the Client Name. To search or sort case documents, enter the criteria for the Client Name, Policy Number, Carrier, Category, Document Title, or Upload Date. To return to your Broker Workspace, click Return. To access the case details, click on the Client Name. To search or sort for a specific case, enter the criteria for the Client Name, Line of Coverage, Status, Carrier, Plan Name, or Effective Date. To return to your Broker Workspace, click Return. 8 9

6 Workspace Navigation Menu Carrier Information COMMISSIONS PAID (DE, DC, MD, NJ, VA) To securely view the total commissions paid by BenefitMall, click here. Note: You will be required to enter your secure access code each time you view your commission information. FOR NEW JERSEY ONLY: To view the commissions earned during a specific month over the past 18 months, select the desired month from the drop down menu. The five most recent commissions paid by BenefitMall for the month displayed will be listed here. To view the commission summary page for the selected month, click View All. To search or sort Commissions enter the criteria for the Carrier, Client, Policy Number, Premium Month, Date Paid, Check Number, or Commission Amount. To view previous commission summaries, select a month from the drop down menu. FOR MID-ATLANTIC ONLY: To view the commissions earned during a specific month over the past 18 months, select the desired month from the drop down menu. Here, you will have the option to download a PDF file to view the commissions paid by BenefitMall based on the month you selected. This file contains information including Carrier Name, Lives Enrolled, Premium and Commissions Paid for the Year to Date, 3 Months Annualized, and 12 Months Rolling. To open the PDF, click the download link. To save the PDF, click File then select Save. To return to your commission page, simply close the PDF. CARRIER INFORMATION All items listed below are located under the Carrier Information tab located in the Broker Workspace Menu. CARRIER PRODUCTS* To view nationwide product offerings including group, alternative and senior products, available in your region, click here to view carrier listings by state. To view available product offerings in your region, click on the appropriate state. From the state summary page, the available carriers and products will be displayed in the Small Group, Large Group, Individual, Senior, Stop Loss, and Alternative tabs. Click on each of the tabs to view the carriers and product offerings available for the selected state. Available products for each carrier will be displayed with a check mark. View a list of available carriers here. * The product map is hosted on the public side of the website and will open in a separate tab. To return to your workspace, click on the workspace tab located at the top of the page

7 Carrier Information Carrier Information To view information about the carrier including their A.M. Best rating, other states the carrier is available in, as well as additional product types the carrier offers, click on the carrier s name to view their summary page.* Each carrier s A.M. Best Ratings are listed here. CARRIER INFORMATION LIBRARY To search for carrier documents by region, click here. For more information about the Library, refer to the Document Library pages. CARRIER CUT-OFF DATES To determine deadlines for case submissions, click here to view the cut-off dates for each carrier. A printable version is also available here. CARRIER BONUS PROGRAMS To view bonus programs for each carrier, click here. For additional details, including timeframes and minimum requirements for each program listed, click the link provided on the page to view carrier provided materials. CARRIER COMMISSIONS To review commission information, click here. Additional changes are made on request by carrier notification. Therefore, the most recent changes may not be reflected. For the most accurate information, please refer to your Broker Agreements. A printable version is also available here. View additional services available for each carrier here. Additional states the carrier is available in are listed here. Sole Proprietor Plans (New Jersey Only) To view plan information for Atlantis POS and HMO, click here. A complete enrollment package for Atlantis, as well as Oxford product line information can also be viewed here. RAF Guidelines and Specials (California Only) To view a printable version of the latest RAF guidelines and specials for California Carrier Partners, click here. These guidelines are based on group size and are automatically assigned during quoting. The RAF specials are carrier specials and must be requested during quoting. *All services may not be available in all states for this carrier. View state grid for details

8 Broker Tools Broker Tools BROKER TOOLS All items listed below are located under the Broker Tools tab located in the Broker Workspace Menu. MANAGE FAVORITES (AZ, CA, CO, DC, DE, FL, GA, IL, MD, OH, TX) To manage your Plan Favorites, click here. Market Recommendations for plans in your region, as well as any state in which you are licensed, can also be viewed here. FREQUENTLY SOLD PLANS REPORT (All Regions) To generate a ranking report of the top medical plans and benefits sold by BenefitMall to a similar group size, geographic region, or SIC code, click here. MID-ATLANTIC TOOLS (DC, DE, MD, VA) EMPLOYER SERVICES EXCHANGE To access BenefitMall s Employer Services Exchange System, click BenefitMall s Employer Services Exchange from the Broker Tools tab. BENEFITMALL PAYROLL EXCHANGE To view deductions, tax information, direct deposits, auto-pays, paystubs, and yearly totals, click here. Note: BenefitMall Payroll Exchange is accessible from BenefitMall s Employer Services Exchange. CENSUS MANAGEMENT TOOL (AZ, CA, CO, DC, DE, FL, GA, IL, MD, OHY, TX, VA) To obtain or distribute the Census Management Tool via from BenefitMall Technical Support or download from the BenefitMal website, refer to this page. To have it ed to you or to someone else, please contact Technical Support at (800) between 7:00 a.m. 7:00 p.m. PST, or by at support@benefitmall.com. CARRIER LIBRARY LOG (All Regions) To view the delivery log to keep track of when each document was sent via from the Library, click here

9 Broker Resources Broker Resources BROKER RESOURCES All items listed below are located under the Broker Resources tab located in the Broker Workspace Menu. CARRIER NETWORK PROVIDERS To link to each carrier network provider physician and hospital finder, click the carrier name within the chart to be re-directed to the carrier s web hosted physician and hospital directory. CARRIER RATINGS To view how a particular insurance carrier measures up, click here. Links to companies such as, A.M. Best, Moody s, Standard & Poor s, and others are listed here along with rating definitions. INDUSTRY ASSOCIATIONS To access links to both state and national industry associations, click here INSURANCE BOARDS To find information regarding any of the states insurance regulators by going directly to their website, click here. INSURANCE TERMS & DEFINITIONS To view BenefitMall s desk reference guide that provides a glossary of some commonly used insurance terms, click here. STATE HEALTH FACTS To view the latest facts and information regarding your state and the health care community, click here. HIPAA To learn more about what HIPAA is, what it means to you, and what your responsibilities are, click here. Click on the carrier name to access the Network Hospital and Physician Finder. LEGISLATION CENTER To view the latest news, resources and updated information regarding federal legislative and regulatory activities, click here. CONTINUING EDUCATION To view information about Insurance Study.com s online program and sample courses, click here. BenefitMall is pleased to partner with InsuranceStudy.com to offer you a discount on their entire continuing education course catalog. BENEFITMALL E-BROCHURE To learn about BenefitMall s products and services, click here. E-REFERENCES To view current industry regulations and guidelines, click here. Here you can view industry-specific information, as well as information about BenefitMall s policies and conditions. RESOURCE GUIDES & REFERENCES To view information on BenefitMall s E-Brochures and References, click here. Here you can view BenefitMall s business brochures for regional specific information on the products and services we offer, as well as current industry regulations and guidelines. ARCHIVE To view all Regional Communications, Monthly Newsletters, and Corporate Announcements sent by BenefitMall, click here

10 Event Calendar Event Calendar EVENT CALENDAR* To view a listing of BenefitMall and/or carrier sponsored meetings, seminars, and continuing education opportunities being hosted in your area, click on the Event Calendar tab from the Broker Workspace Menu. View all local events by month, week or even by day to find the meeting that best fits your schedule. To determine which events are available in your region, select a state from the drop down menu on the lower middle right-hand side of the page. To obtain detailed event information, click on the name of any meeting listed. A summary of the meeting, the location of the event, and important details are displayed for your convenience. BenefitMall s invitations to brokers at least two weeks prior to all events on the Event Calendar. An address or link to a registration site will be provided to register for all events. Event information including date, time, location, and contact information can be viewed here. Select desired month to view all available events. Select the appropriate tab to determine how you view local events. Click here to scroll through featured events. The date and time for the event are shown here. To view detailed event information, click on the name of the meeting listed To view events available in your region, select a state from the drop down menu. To add the event to your Outlook calendar, click here. To register for the event, click here. * The event calendar is hosted on the public side of the website and will open in a separate tab. To return to your workspace, click on the workspace tab located at the top of the page

11 Document Library Document Library CARRIER INFORMATION LIBRARY BenefitMall has created a comprehensive online resource for all your carrier document needs. To access the Document Library, click Carrier Information Library from the Carrier Information drop down menu. Frequently used documents can be saved to your Favorites for quick and easy retrieval. Documents in your Favorites can also be used to create Broker Bundles. Broker Bundles allow you to group two or more documents into one single document, creating your own Enrollment Kits or Marketing Kits. Sort documents by clicking on the menu headers. Select search criteria here. Click here to selected bundles to yourself and your clients. Select documents to save to Favorites. Complete address information and change message if desired. Click here to create Broker Bundles from selected documents. Sort documents by clicking on the menu headers. Click here to selected documents to yourself and your clients. The library is designed to save time and make document retrieval as easy as possible. A document can be retrieved, saved to a Favorites folder, used to create Broker Bundles, and ed directly to you and your clients. The library is updated regularly and is available 24 hours a day. The Carrier Information Library houses: Carrier Forms, Carrier Plans, Underwriting Guidelines, BenefitMall Documents, Carrier Rate Charts, Enrollment Kits, and Licensing and Appointment Paperwork. To search for documents, select from the drop down menus or by typing a keyword(s). The drop down search criteria should be selected in sequential order. To view a document(s), click the magnifying glass next to the desired document. To save a document(s) to your computer, click the disk next to the selected document. To print a document(s), save the document and print from the saved file, or print from the view screen

12 Document Library Run A Quote To add to Favorites mark the box of the desired document(s) and click Add to Favorites. All search results that are not saved in your Favorites will be discarded during your next search. Documents must first be added to your Favorites before you can a document(s) or create a Broker Bundle(s). To create Broker Bundles mark the box of the desired document(s) from your Favorites and click Bundle. You will be prompted to assign a name to your bundle and click Bundle again to save. To sort document(s) in your Favorites, or Bundles, click on the menu header. To sort by descending order, click on the down arrow next to each menu header, to sort by ascending order, click on the up arrow. RUN A QUOTE (State Specific) BenefitMall provides online quoting for the following states: Arizona, California, Colorado, Connecticut, Delaware, Florida, Georgia, Illinois, Maryland, New Jersey, New York, Ohio, Texas, Virginia, and Washington D.C. To quote for our online states, confirm your profile is set to the state you wish to quote for. Your workspace should look like one of the following: AZ, CA, CO, FL, GA, IL, OH, TX DC, DE, MD, VA CT, NJ, NY To delete document(s) from your Favorites, or Bundles, mark the box of the document(s) to be deleted and click Delete. To document(s) from your Favorites, or Bundles, mark the box of the document(s) to be ed and click Deliver. To access the delivery log and view when each document(s), or Bundles, were sent via from the Document Library, click Carrier Information Library Log form the Broker Tools drop down menu. To send the requested Carrier Information directly to you click the Send button. To send the requested Carrier Information to a third party, change or add additional addresses for delivery, change the subject line and message to be customized as desired, and click the Send button. Click here to view the Mid-Atlantic Client Ready Quote System E-Brochure. Click here to view the Client Ready Quote System E-Brochure. Click here to view the HealthConnect E-Brochure. If you need assistance quoting an available product in any state that is not listed above, please contact our National Sales Center at (800) for assistance

13 ARIZONA Phoenix (866) CALIFORNIA Bay Area (800) Fresno (800) Greater Los Angeles (800) Orange (800) Roseville (800) San Diego (800) COLORADO Denver (800) FLORIDA Fort Lauderdale (800) Fort Myers (800) Jacksonville (866) Orlando (866) Tampa (800) GEORGIA Atlanta (866) ILLINOIS Chicago (866) MID-ATLANTIC Rockville (800) Towson (800) NEW JERSEY Livingston (866) NEW YORK Brooklyn (718) Manhattan Lexington (212) Manhattan 3rd Avenue (646) Newburgh (845) Uniondale (516) White Plains (914) Woodbury (516) OHIO Cleveland (866) Columbus (866) TEXAS Austin (800) Dallas (888) Fort Worth (800) Houston (800) San Antonio (866) SENIOR (800) SELF FUNDED (888) BenefitMall. All rights reserved. BenefitMall, the circle B logo and the corporate logo are registered trademarks of Centerstone Insurance and Financial Services, Inc. California License #