Formerly Ascension Insurance. Administrator Portal Guide

Transcription

1 Formerly Ascension Insurance Administrator Portal Guide

2 Overview Group Administrators use the Portal Online Eligibility and Billing Portal to: Enroll new members, terminate existing members, or update members information. View/print current and past invoices. Download option for excel versions of your monthly billing rosters. Track and view payments on the Invoice Tab. Request ID Cards. Send/receive secure to from Relation. If you experience any technical difficulties navigating through the portal please contact, Diann Williams, Client Service Specialist at (913) or A D M I N I S T R A T O R P O R T A L G U I D E / 2

3 Table of Contents Accessing the Portal Page 4 Available Applications Summary Page 5 Available Application: Enrollment Tab Page 6 Enrollment: How to Import Multiple Members Page 8 Enrollment: How to Terminate a Member Page 12 Enrollment: How to Edit Member Information Page 13 Available Application: Search Member Tab Page 14 Available Application: Invoice Tab Page 15 Invoices: How to view Billing and Payment History Page 17 Available Application: Help Desk Tab Page 18 How to Send a Secure Page 19 Contact Information Page 20 A D M I N I S T R A T O R P O R T A L G U I D E / 3

4 Accessing the Portal Once you have been set up in the portal, you will receive an from The will include the user name and a link to activate your account. Clicking on the link, will prompt you to create a password and security questions. Log into the portal at menrollmentadmin/. Your address is your user ID and the password is the one you created. Compatible Browsers include Google Chrome, Firefox and Safari. To add additional users, just send a written request to corps@relationinsurance.com If you forget your password or user name, you can click on the links to retrieve them. If you require assistance logging in or setting up your access, please contact Diann Williams at corps@relationinsurance.com A D M I N I S T R A T O R P O R T A L G U I D E / 4

5 Accessing the Portal (continued) Once logged in, you will see two program applications: Mail Secure A secured that you can use to send us sensitive information. Program Enrollment Admin The application you will use to access your program. Click Program Enrollment Admin, to see the screen shown below, with separate tabs: Enrollment Search Member Invoices Help Desk A D M I N I S T R A T O R P O R T A L G U I D E / 5

6 Available Applications: Enrollment Tab Click the Enrollment tab. Double click on your Program name to open your Member Roster. The tools you will use for enrollment/eligibility are circled below. Add Edit Terminate Refresh (used if more than one person is logged in and both are working at once) A D M I N I S T R A T O R P O R T A L G U I D E / 6

7 Enrollment: How to Add a Member Click Add, the Member Details Window will open. Enter information into the required fields: First, Middle (optional), Last Name DOB and SSN Very important to verify information is correct. Sex Address Effective Date MEMBER DETAILS WINDOW The member details window includes not only the member s personal information but also their Cigna and ID card Information. Cigna ID Card #: This is the member s Cigna assigned ID number. This will be the number listed on their ID card. Medical Benefit: This will automatically populate after you hit save. It is the benefit code that Cigna uses. Dental/Vision Benefit: This will only populate if your program is enrolled in one of the optional dental/vision plans. Budget Code: If your program uses budget codes, they can be entered here. The codes will appear on your monthly billing roster. Diann Williams can set this up for you should you want to utilize this function. ID Card: Method of delivery of your member s Cigna ID card, populated by Relation. To request a replacement ID card type the RESEND in this box and remove any date currently in the Date Sent field. Date Sent: This is the date the ID card was sent which is populated by Relation. Auto Term: Click this box to add a future termination date. The member will automatically terminate on the date entered. A D M I N I S T R A T O R P O R T A L G U I D E / 7

8 Enrollment: How to Import Multiple Members If you have a large number of enrollments and/or terminations, instead of entering one by one, you can import all at once using a specially formatted Microsoft Excel template located on the Help Desk tab. You must use the Import Template on the Help Desk tab. No other excel spreadsheet will work. Open the Import Template. Copy/paste or enter the member information into the appropriate columns on the template. Enter your Branch Code in Column A, your assigned branch code is in the upper right corner of the Enrollment tab. The import codes for Column V will be NW for New Enrollments or CN for Terminations. NW and CN cannot be on the same template. Save the Template on your computer. A D M I N I S T R A T O R P O R T A L G U I D E / 8

9 Enrollment: How to Import Multiple Members (continued) Click Navigate back to dashboard. Click import changes. A D M I N I S T R A T O R P O R T A L G U I D E / 9

10 Enrollment: How to Import Multiple Members (continued) Click Browse Locate folder you saved the Template. Select and click open. You will see your members. If an error message pops up, you may have formatting errors. If a field has with incorrect formatting, it will have an orange ( ) next to the invalid field. You can delete the member record and add individually or you can correct the data on the Import Template and re-import. A D M I N I S T R A T O R P O R T A L G U I D E / 10

11 Enrollment: How to Import Multiple Members (continued) After correcting the errors, click Validate. If it accepts the changes, Validate will change to Apply Changes. Click Apply Changes to import the roster into the portal. If a member is already in the portal, it will not load a second time. If an entire line is highlighted yellow the member is already in the portal. It will not let you import a member who is already in the portal (active or inactive). You will need to delete this member by highlighting the line and clicking on delete. After you finish the import process, go to the Enrollment tab and view your Terminated members. Open the Member Detail Window and click Restore at the top center of the box and enter new effective date. A D M I N I S T R A T O R P O R T A L G U I D E / 11

12 Enrollment: How to Terminate a Member Highlight the member s information line without opening the Member s Details Window. Highlight Name Click Terminate, a prompt will ask you if you are sure you wish to terminate; select Yes. Enter the termination date on the Terminate Member pop-up window. Termination dates are always the last day of month service ended. Click Save. A D M I N I S T R A T O R P O R T A L G U I D E / 12

13 Enrollment: How to Edit a Member Highlight the member to Edit. Click Edit, the Member Details Window will pop up with the members information. Correct the information as needed and Save. * You do not need to notify Relation of changes with address, they will automatically be sent to Cigna. Social Security Numbers and Date of Birth corrections, Relation will need to be notified. Tip: You can see the SSN by highlighting it. A D M I N I S T R A T O R P O R T A L G U I D E / 13

14 Search Member Tab The Search Member tab is beneficial if your program has a large population. Instead of scrolling through pages of members to locate a specific member, you can enter the last name or SSN for a member. If you use last name only and want to narrow it down, you can add the date of birth. A D M I N I S T R A T O R P O R T A L G U I D E / 14

15 Available Applications: Invoice Tab To view your invoice, click on the Invoices tab. Click on the + next to the year you wish to view, this will expand the months. You will only see the months you had active members and were billed premium. A D M I N I S T R A T O R P O R T A L G U I D E / 15

16 Available Applications: Invoice Tab (continued) Once you highlighted the month to view, you will see your invoice. Click Print Invoice to view your invoice and billing roster. To create an excel spreadsheet of your billing roster: Double click your program name to view the billing roster. Then click Export to File at the top left corner. A Save As box will open. Click Save, the result file will be at the bottom of the screen. A D M I N I S T R A T O R P O R T A L G U I D E / 16

17 Available Applications: Billing and Payment History Billing History is a quick view of all of your invoices and the owed/paid amounts. Payment History is a quick view of the invoices that have been paid. A D M I N I S T R A T O R P O R T A L G U I D E / 17

18 Available Actions: Help Desk Tab The Help Desk tab places valuable resources at your fingertips. Resources include: Temporary ID Cards Portal Tutorial Import Template Relation Contact Information A D M I N I S T R A T O R P O R T A L G U I D E / 18

19 How to Send a Secure You can send a secure to Relation using the Online Portal. After signing, click on Mail Secure. In the Mail Secure application is set up like an box. If you received an secured , it will be in your inbox. To send an to Relation: Click Create and the New Mail box will open. Click To and another box will open. You should see Diann Williams s name listed. Check the box beside her name and select. Type your as you normally would and send. * The and any attachment added will be delivered securely. When Relation responds to your or initiates a new you will receive a notification through your normal address. You will need to check your mail secure inbox to view the response. A D M I N I S T R A T O R P O R T A L G U I D E / 19

20 Contact Information Broker Plan Administrator OAP/PPO Network Services Enrollment, ID Cards, Invoicing, Plan Changes In-Network Providers, Claims Company Willis Towers Watson Relation Insurance Services Cigna Contact Name Julie Nelson Associate Director, H&B NA Brokerage and Advisory 600 University Street, Suite 3100 Seattle, WA (206) Direct Line Diann Williams Client Service Specialist PO Box Overland Park, KS (913) Direct Line (800) Opt. 8 Client Services corps@relationinsurance.com or A D M I N I S T R A T O R P O R T A L G U I D E / 20