INTRODUCTION PROPOSAL SYSTEM APPENDIX A: CARRIER GUIDELINES APPENDIX B: BROKER AGREEMENT

Transcription

1 TABLE OF CONTENTS INTRODUCTION WELCOME 2 OVERVIEW 2 SYSTEM FEATURES 2 SYSTEM REQUIREMENTS 2 SYSTEM SUPPORT 3 SECURITY 3 USER AGREEMENT 3 PROPOSAL SYSTEM LOGGING ON 4 GETTING STARTED 4 ENTERING GROUP INFORMATION 5 NEW GROUP 5 EXISTING GROUP 5 ENTERING A CENSUS 5 QUOTE SPECIFICATIONS 6 PRICELIST 6 PRICELIST WITH CORE OPTIONS ONLY 6 CUSTOM 6 PLAN OPTIONS 6 RENEWALS 7 REPORT TYPES 8 PRINT & SAVE 9 APPENDIX A: CARRIER GUIDELINES i APPENDIX B: BROKER AGREEMENT ii 1

2 INTRODUCTION WELCOME AS A LEADER IN THIRD PARTY ADMINISTRATION, GROUP BENEFIT SERVICES, INC. (GBS) CONTINUALLY FACES THE CHALLENGE OF EFFECTIVELY STREAMLINING OUR SERVICES TO IMPROVE THE BROKER/CONSULTANT EXPERIENCE. WITH AN EVER EXPANDING SUITE OF BENEFITS MANAGEMENT TOOLS, GBS LEVERAGES THE ADVANTAGES OF WEB BASED FUNCTIONALITY TO INCREASE OUR LEVEL OF SERVICE. OUR NEWEST ADDITION, GBS OnQ, A SOPHISTICATED SELF-SERVICE, ONLINE QUOTING SYSTEM, EXPEDITES AND EASES THE PROPOSAL GENERATION PROCESS. OVERVIEW GBS OnQ SIMPLIFIES BENEFIT PROPOSAL GENERATION INTO A FAST, ACCURATE, AND USER-FRIENDLY FORMAT. OUR INTUITIVE WEB BASED APPLICATION DELIVERS UP-TO-DATE BENEFITS REPORTING CAPABILITY FOR 2-50 LIFE GROUPS, 24HOURS A DAY/SEVEN DAYS A WEEK. WHETHER YOU NEED A SIMPLE COST COMPARISON REPORT, OR A CUSTOMIZED CLIENT PROPOSAL, OUR STATE-OF-THE-ART SYSTEM IS YOUR SOLUTION FOR COMPREHENSIVE HEALTH PLAN QUOTING. SYSTEM FEATURES MULTI-CARRIER AND PLAN RATING CAPABILITY SINGLE ENTRY OF CENSUS DATA FOR PROSPECTS CENSUS UPLOAD FROM EXISTING EXCEL SPREADSHEET CENSUS UPLOAD FROM CURRENT ENROLLMENT FOR RENEWAL QUOTING CENSUS DOWNLOAD TO EXCEL SPREADSHEET ABILITY TO CREATE CUSTOMIZED RATE REPORTS ABILITY TO CREATE CUSTOMIZED BENEFIT COMPARISON REPORTS QUOTES BOTH 2 AND 4 TIER RATES WHERE AVAILABLE INCLUDES RATES FOR STATE MANDATED CORE PLANS WHERE APPLICABLE PLAN FILTERING BY BENEFIT VALUES PREVIEW RATES ON SCREEN, PRINT OR SAVE PROPOSALS SAVE/EDIT GROUP DEMOGRAPHIC INFORMATION DELETE INACTIVE PROSPECTS VIEW/PRINT RENEWING ACCOUNT REPORTS VIEW/PRINT ACCOUNT INFORMATION AND CUSTOM ENROLLMENT REPORTS FOR RENEWING GROUPS SYSTEM REQUIREMENTS A PERSONAL COMPUTER USING AN GREATER 64 MB (MINIMUM) OF MEMORY (RAM) INTEL PENTIUM PROCESSOR OR WINDOWS 95 OR HIGHER MICROSOFT EXCEL 97, 2000, XP 5 MB OF FREE HARD DISK SPACE FOR PROGRAM INSTALLATION LASER OR INK-JET PRINTER 28.8K OR FASTER MODEM MICROSOFT INTERNET EXPLORER (IE) 5.5 OR GREATER; IE 6 STRONGLY RECOMMENDED. *If you do not have IE 5.5 or greater, it is available for download via the web. To download: 1. Visit 2. Select Internet Explorer 5.5 Service Pack 2, or higher, from the right menu column. 3. Follow directions to download as provided from Microsoft. At the completion of the download process you may be required to shut down your computer and re-start, in order for the download to become effective. GBS OnQTM 2

3 SYSTEM SUPPORT FOR PRODUCT AND/OR UNDERWRITING INQUIRIES, CONTACT YOUR Broker Sales Representative, MD , DC METRO FOR PROGRAM FUNCTIONALITY AND/OR TECHNICAL DIFFICULTY, SELECT THE HELP TAB, AND THEN CHOOSE FEEDBACK FORM. A GBS REPRESENTATIVE WILL ADDRESS YOUR REQUEST WITHIN 1-2 BUSINESS DAYS. FOR IMMEDIATE ASSISTANCE, CONTACT YOUR Broker Sales Representative, MD , DC METRO GBS IS AVAILABLE FOR SUPPORT, MONDAY THRU FRIDAY, 8:30AM-5:00PM EST. SECURITY GBS OnQ IS ACCESSIBLE ONLINE THROUGH OUR SECURE WEB SITE AT A VALID USERNAME AND PASSWORD ARE REQUIRED FOR ACCESS. TO RECEIVE YOUR USERNAME AND PASSWORD, SEND AN REQUEST TO USERID@GBSIO.NET. USER AGREEMENT THE BROKER/AGENCY UNDERSTANDS AND AGREES TO THE FOLLOWING IMPORTANT DISCLAIMERS REGARDING GBS OnQ, AND IS RESPONSIBLE FOR ADHERING TO THE REQUIREMENTS AS SET FORTH BY THE VARIOUS INSURANCE CARRIERS AND GBS. INSURANCE CARRIERS RESERVE THE RIGHT TO CHANGE WITH LIMITED NOTICE, BENEFITS, RATES AND PRODUCTS. GBS WILL MAKE EVERY ATTEMPT TO UPDATE THE PROPOSAL SYSTEM PROMPTLY AND NOTIFY ALL BROKERS/AGENCIES VIA AN /BROADCAST FAX OF ANY REQUIRED CHANGES AND PROPOSALS THAT MAY BE AFFECTED BY SAID CHANGES. THE PROPOSALS GENERATED ARE STRICTLY BENEFIT AND RATE SUMMARIES AND DO NOT INCLUDE THE APPLICABLE TERMS, LIMITATIONS, OR EXCLUSIONS OF THE PRODUCTS AND SERVICES REFERENCED IN A DETAILED PROPOSAL OR CONTRACT. PROPOSED RATES ARE BASED UPON THE CLIENT/PROSPECT DEMOGRAPHIC CENSUS AND CARRIER/PLAN INFORMATION ENTERED INTO THE SYSTEM BY THE BROKER/AGENCY. GBS SHALL NOT BE LIABLE FOR ANY COSTS AS A RESULT OF DATA ENTRY ERRORS MADE BY THE BROKER/AGENCY. THE BROKER/AGENCY WILL BE RESPONSIBLE FOR THEIR ACTIONS. THE BROKER/AGENCY WILL BE RESPONSIBLE FOR UNDERSTANDING AND FOLLOWING CARRIER ELIGIBILITY, UNDERWRITING, FIELD RATING GUIDELINES AND COMPLIANCE WITH PROPOSING STATE MANDATED PLANS, WHERE APPLICABLE. FINAL RATES ARE SUBJECT TO CHANGE BASED ON FINAL ENROLLMENT AND CARRIER UNDERWRITING AND PARTICIPATION REQUIREMENTS. PLANS AND RATES MAY NOT BE APPLICABLE IF GROUP HAS EMPLOYEES LOCATED OUTSIDE OF THE CARRIERS SERVICE AREA. PROPOSALS GENERATED FROM GBS OnQ CANNOT BE USED AS A FINAL PROPOSAL FOR GROUP SIGNATURE FOR ALL CARRIERS. SOME CARRIERS MAY REQUIRE A SIGNED PROPOSAL FROM THEIR QUOTING SYSTEM TO BE SIGNED BY THE CLIENT TO ACT AS THE FINAL PROPOSAL. NO PART OF THIS DOCUMENT MAY BE REPRODUCED OR TRANSMITTED IN ANY FORM OR BY ANY MEANS, ELECTRONIC OR MECHANICAL, INCLUDING PHOTOCOPYING, WITHOUT THE PRIOR PERMISSION OF GBS. ALL TRADEMARKS ARE ACKNOWLEDGED. 3

4 PROPOSAL SYSTEM WELCOME TO GBS OnQ, GROUP BENEFIT SERVICES ONLINE QUOTE SYSTEM. GBS OnQ IS AN INTUITIVE, SELF GUIDED APPLICATION CUSTOM DESIGNED FOR OUR BROKERS TO USE WITH EASE AND CONFIDENCE WHILE GENERATING UP-TO-DATE, ACCURATE BENEFIT PROPOSALS. PLEASE REFER TO THIS MANUAL FOR INSTRUCTION AND GUIDANCE WHILE NAVIGATING THROUGH GBS OnQ. IF AT ANY POINT YOU REQUIRE ADDITIONAL ASSISTANCE AND/OR TECHNICAL SUPPORT, FEEL FREE TO CONTACT YOUR Broker Sales Representative, (MD) (DC METRO) LOGGING ON TO BEGIN, GO TO (Please see GBS OnQ System Requirements for information regarding internet service requirements and functionality.) SELECT GBSAccess FROM THE HOMEPAGE. ENTER YOUR USERNAME AND PASSWORD. *If you do not have a username and password, please submit a request to USERID@GBSIO.NET. Requests will be honored within 1-2 business days. FROM THE LEFT MENU BAR, SELECT GBS OnQ. FOR FIRST TIME USERS, YOU WILL RECEIVE A SCREEN PROMPT FOR OPTIONS REGARDING THE CENSUS UPLOAD FEATURE. GETTING STARTED Once you have entered GBSAccess, the following screen will appear. Select GBS OnQ to begin. THE GBS OnQ QUOTE SYSTEM Welcome SCREEN, AS SHOWN BELOW, WILL APPEAR UPON ENTRY. THIS SCREEN ALLOWS YOU TO SELECT A VARIETY OF SYSTEM FEATURES WHICH INCLUDED, BUT ARE NOT LIMITED TO: BEGINNING A NEW GROUP PROPOSAL; ACCESSING RENEWING ACCOUNT INFORMATION AND ENROLLMENT REPORTS; DELETING INACTIVE PROSPECTS; EDITING YOUR PERSONAL BROKER/CONSULTANT INFORMATION; AND MORE. TAB FUNCTIONS: VIEW/EDIT The Broker Information tab allows you to access BROKER INFO your GBS Broker Profile. You may update this information at any point within GBS OnQ. BROKER Broker Tools provides users with prospect TOOLS management functionality. You may delete, view and/or edit prospects via this tab. Also, the option allows users to preview/print renewal reports either by group name or renewal date. RENEWALS Via the Renewals Tab, you may access any of the following for your GBS administered groups: Preview/print renewal reports. Upload enrollment by account or product type. Preview/print Account Information and Custom Enrollment Reports. a GBS Renewal Representative. SELECT When you select this tab, you will return to the GBS ANOTHER OnQ Welcome page where you have the option TO BEGIN A PROPOSAL FOR A new GROUP, SELECT ENTER GROUP to begin a new group proposal or edit an existing UNDER THE ENTER NEW GROUP OPTION. group. TO GENERATE A PROPOSAL FOR AN existing GROUP, SELECT THE DESIRED GROUP NAME FROM THE DROP DOWN MENU HELP Here you may view the GBS OnQ User Manual online; request assistance via the User Feedback UNDER EDIT EXISTING GROUP. CHOOSE SELECT TO Form; and/or access contact information for system CONTINUE. needs requiring immediate attention. YOU WILL NOW ENTER THE Group Information SCREEN. To keep our Brokers informed of all changes made to their profiles, users will be required to submit their address before gaining access to the editable screen. Once changes have been entered and saved, a GBS of response will be generated to both the user requesting the change and the broker. It is possible that in some instances these addresses may be different. Our notification ensures that all appropriate individuals are informed of requested changes. GBS OnQTM 4

5 ENTERING GROUP INFORMATION GROUP AND CENSUS INFORMATION CAN BE MANUALLY ENTERED AS OUTLINED IN THE FOLLOWING STEPS OR YOU CAN UPLOAD CENSUS FROM AN EXISTING EXCEL SPREADSHEET. REFER TO THE Help FILE ON THE Census Upload TOOL MENU FOR ASSISTANCE ON INSTALLATION AND USE. NEW GROUPS IF YOU ARE ENTERING A NEW GROUP, YOU MUST COMPLETE THE GROUP NAME, EFFECTIVE DATE, STATE, AND COUNTY FIELDS. Please verify that the location on screen is your desired location with the correct county accurately reflected EXISTING GROUPS EXISTING GROUPS WILL AUTOMATICALLY POPULATE WITH THE MOST RECENT DEMOGRAPHIC DATA ENTERED. Select the effective date when coverage will become effective. CLICK NEXT TO PROCEED TO THE Group Census Screen. ENTERING A CENSUS For your convenience GBS OnQ automatically saves group demographic information, and adds the group name to your existing group list - accessible from the GBS OnQ Welcome screen. You may make updates/edits to this information by clicking on the desired field. All changes become effective when you select Next to continue. FROM THE Group Census SCREEN, YOU WILL HAVE THE OPTION TO ENTER A NEW GROUP CENSUS OR EDIT AN EXISTING GROUP CENSUS. When entering a member s age, enter the age the member will be as of the proposed effective date. If you enter their Date of Birth only, you will need to verify that the default age populating the Age field accurately reflects the intended member age. NEW FEATURES: Launch Favorites: Create your favorites in Select Plan screen (see Plan Options Section below). Select any pre-saved Favorite plans from the drop-down list and launch it by clicking "LAUNCH FAV." button. This will get you to view/print report screen directly, bypassing two steps. Remove Favorites: Select a pre-saved Favorite and click "REMOVE FAV." button. This will remove it from the list permanently. THE ILLUSTRATION ABOVE REPRESENTS A CENSUS THAT HAS BEEN PREVIOUSLY CREATED. THE LAST ROW ILLUSTRATES A NEW ENTRY ROW WHICH APPEARS AFTER SELECTING THE ADD EMPLOYEE OPTION. *Whether you are beginning a new census or adding a new member to an existing group, select ADD EMPLOYEE to begin. A MEMBER S DATE OF BIRTH OR AGE MUST BE ENTERED. ONCE AN ENTRY IS MADE IN EITHER OF THESE TWO FIELDS, THE REMAINING FIELD WILL AUTOMATICALLY POPULATE WITH THE CORRESPONDING DATE /AGE INFORMATION AS OF THE PROPOSED EFFECTIVE DATE. GENDER, STATUS AND COVERAGE TYPE ALL OFFER DROP DOWN MENUS. BY SELECTING THE ARROW TO THE LEFT OF EACH RESPECTIVE FIELD, ALL AVAILABLE OPTIONS WILL DISPLAY. WHEN YOU HAVE COMPLETED CREATING AND/OR UPDATING YOUR CENSUS YOU MUST SELECT SAVE CENSUS BEFORE PROCEEDING. If you do not choose SAVE CENSUS, all changes made since the last save will be deleted. SELECT NEXT TO PROCEED TO THE Quote Specifications SCREEN. 5

6 QUOTE SPECIFICATIONS AFTER ENTERING THE GROUP CENSUS YOUR NEXT SCREEN WILL BE THE Quote Specifications SELECTION SCREEN. FROM THIS SCREEN CHOOSE YOUR DESIRED BENEFIT PLAN INFORMATION TO RUN ONE OF THREE REPORT OPTIONS; A Pricelist, Pricelist with Core Options Only, OR A Custom Report. PRICELIST REPORT A PRICELIST REPORT GENERATES A LIST OF RATES FOR ALL AVAILABLE PLANS & UPGRADES FOR THE CARRIER AND RATE TIER SELECTED. A Pricelist with Core Options Only GENERATES A LIST OF RATES FOR ALL AVAILABLE PLANS AND ONLY THE CORE UPGRADES FOR EACH PLAN. TO GENERATE A Pricelist Report, ONLY SELECT THE DESIRED CARRIER AND RATE TIER. TO PRINT THE Report, SELECT EITHER THE Pricelist OR Pricelist with Core Options Only OPTION LOCATED AT THE BOTTOM OF YOUR SCREEN, THEN SELECT NEXT. CUSTOM A Custom REPORT ALLOWS YOU TO VIEW RATES FOR ALL AVAILABLE PLANS AND UPGRADES (I.E. RX PLANS) FOR THE CARRIERS SELECTED. YOU CAN THEN PRODUCE A REPORT OF THE PLANS AND OPTIONS YOU SELECT. TO GENERATE A CUSTOM PROPOSAL YOU MUST SELECT AN OPTION FROM EACH COLUMN (CARRIER, PLAN TYPE AND RATE TIER). PROPOSAL WILL INCLUDE STATE MANDATED CORE PLANS WHEREAPPLICABLE. NEW FEATURES: Use SAVE FILTER button to save your selections for future use. Use UPDATE FILTER button to update your filters. Use REMOVE FILTER button to remove your filters. If you make selections and attempt to proceed, but receive an error message, consider the following: You may need to review your plan selections for accuracy. (i.e. Does that particular carrier offer an HMO OptOut Plan?) Have you made the required selections in each column for that report type? (i.e. Rate Tier) Does your selected carrier offer the plan type in the intended service area? (i.e. Is the product available in VA?) ONCE YOU HAVE MADE YOUR SELECTIONS, CHOOSE Custom REPORT LOCATED AT THE BOTTOM OF YOUR SCREEN. YOU WILL AUTOMATICALLY BE DIRECTED TO THE SELECT PLANS PAGE WHERE YOU WILL MAKE PLAN OPTION SELECTIONS, SELECT FROM Custom Proposal OR Benefit Comparison Report, CLICK NEXT. PLAN OPTIONS THIS SCREEN LISTS ALL OF YOUR DESIRED CARRIER GROUPS, PLUS THE AVAILABLE AND/OR REQUIRED UPGRADES FOR EACH. BY SELECTING THE ARROW TO THE LEFT OF THE CARRIER NAME, A MENU BOX OF UPGRADE OPTIONS WILL DISPLAY. CLICK ON THE CORRESPONDING BOX TO SELECT THE OPTION OF CHOICE. YOU MAY REPEAT THIS PROCESS FOR AS MANY CARRIERS AND PLANS AS NEEDED. When you select this tab, you will return to the GBS OnQ Welcome. page where you have the option to begin a new group proposal or edit an existing group. This time saving feature allows you to continue working within the proposal system without having to exit and re-enter to begin a new report. *NOTE: See illustration for instructions regarding plans listed in Red. Some carriers require the selection of a plan option (i.e. Rx plan). These carriers are identified in red and will automatically display a subset of New Feature: available upgrades/options when selected. You must select one of the *NOTE: Upon entering the Select Plans screen you available options to proceed for these carrier plans. will notice a new button "SAVE FAVRITE" between BACK and VIEW/PRINT. Use this button to SAVE your selections of the plans as your Favorite plans for future use on the Census page. ONCE YOU HAVE COMPLETED CUSTOMIZING YOUR GROUP BENEFIT PLAN, SELECT VIEW/PRINT REPORT. NOTE: THE Benefit Comparison Report MAY NOT BE AVAILABLE FOR ALL PLANS. IF YOU HAVE SELECTED A PLAN THAT HAS NOT BEEN. APPROVED FOR THIS REPORT, YOU WILL RECEIVE A MESSAGE PROMPT TO PROCEED WITHOUT THIS PLAN OR TO SELECT ANOTHER PLAN GBS OnQTM 6

7 RENEWALS THIS SCREEN LISTS YOUR ACCOUNTS IN THE 1-50 MARKET WITH MEDICAL, DENTAL OR VISION PLANS RENEWING IN THE NEXT THREE MONTHS. YOU CAN CHANGE THE SORT OR SEARCH CRITERIA BY SELECTING FROM THE AVAILABLE OPTIONS. ACCOUNT INFORMATION & CUSTOM ENROLLMENT SUMMARY REPORTS THIS REPORT INCLUDES THE GROUP LOCATION & CONTACT INFORMATION, AND EMPLOYEE DEMOGRAPHICS, BASED ON CURRENT ENROLLMENT. ENROLLMENT SUMMARIES CAN BE SORTED ALPHABETICALLY BY EMPLOYEE LAST NAME, OR BY GROUP NUMBER. TO PREVIEW/PRINT THIS REPORT, CLICK ON THE ICON NEXT TO THE ACCOUNT NAME. CENSUS DOWNLOAD *NOTE: Employees who are currently enrolled with a coverage type of Medicare Supplemental are uploaded THE GROUP INFORMATION with coverage type of Individual. Please review carrier eligibility, underwriting and rating guidelines prior to quoting renewing business. The census information may need to be edited following upload in order to comply with AND CENSUS SCREENS OF GBS OnQ CAN BE these guidelines. AUTOMATICALLY POPULATED BY SELECTING THE ACCOUNT NAME OR PRODUCT TYPE. FOR YOUR CONVENIENCE, FROM THIS SCREEN YOU CAN ALSO ACCESS THE RENEWING ACCOUNTS REPORT SELECTION OPTIONS, CONTACT A RENEWAL REPRESENTATIVE VIA , OR GO TO THE NEW GROUP INFORMATION SCREEN. 7

8 REPORT TYPES INCLUDED BELOW ARE REPORT TYPE OPTIONS AVAILABLE. THE ILLUSTRATION REPRESENTS WHAT THE BODY OF YOUR REPORT WILL LOOK LIKE WHEN PRINTED. Pricelist Reports Custom Proposal New Feature: The Pricelist now lists the price by their types, such as Medical, Dental, Dental Riders etc. This reduces the number of pages significantly. IN ADDITION TO THE INFORMATION PRESENTED ABOVE, THE ABOVE REPORTS WILL ALSO BEGIN WITH A Quote Specification and Census Summary. THIS SECTION WILL PROVIDE YOU WITH AN OUTLINE OF THE SELECTIONS AND GROUP CRITERIA YOU HAVE SELECTED FOR YOUR PROPOSAL. THE Comparison of Benefits Report IS A SUPPLEMENTAL REPORT AND MUST BE ACCOMPANIED BY THE Custom Proposal WITH Core Plan Cost Comparison IN ORDER TO COMPLY WITH STATE MANDATES. Comparison of Benefits Report Renewing Accounts Report Custom Enrollment Report TEST BROKER *All reports are displayed in an Adobe.pdf file format. 8

9 PRINT & SAVE PRINT SAVE TO PRINT YOUR REPORT, SIMPLY SELECT THE PRINT ONCE YOU HAVE COMPLETED THE PROPOSAL DEVELOPMENT PROCESS REPORT OPTION FROM THE TOP OF THE REPORT PAGE AS YOU CAN SAVE YOUR FILE AS YOU WOULD ANY OTHER DOCUMENT YOU SHOWN BELOW. CREATE, SIMPLY SELECT: 1) FILE 2) SAVE AS 3) THEN SELECT THE DESTINATION/FOLDER WHERE YOU WOULD LIKE TO SAVE YOUR PROPOSAL. 9