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FEM - Federated Employers Mutual - Confidential

FEM_Online_User_Manual.doc

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Document Name FEM Online User Manual - Website

Copyright and confidentiality All rights reserved. This document may not be reproduced or transmitted in any form or by any means without the expressed written permission of the FEM.

Document enquiries and contact Website: http://www.fem.co.za/ Email : [email protected]



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Table of contents Page No.

Main user menu 1 Introduction................................................................................................................. 3

2 Background ................................................................................................................. 3

3 Main screen................................................................................................................. 3

4 Top Menu.................................................................................................................... 3

5 Login | Register........................................................................................................... 4

5.1 New User Registration........................................................................................ 5

5.2 User Login .......................................................................................................... 7

5.2.1 PIN Login ................................................................................................... 8 6 Forgot Password.......................................................................................................... 8

6.1 Password Reset ................................................................................................... 9

7 View Registration Info.............................................................................................. 10

8 FEM Contacts ........................................................................................................... 10

9 Policy-Details............................................................................................................ 11

9.1 Details ............................................................................................................... 11

10 Reports .................................................................................................................. 13

10.1 Policyholder ...................................................................................................... 13

10.1.1 All claims.................................................................................................. 13 10.1.2 Payments report ..................................................................................... 14 10.1.3 Claim acknowledgements ..................................................................... 14 10.1.4 Monthly Statement ................................................................................. 15 10.1.5 Statistics................................................................................................... 16

11 Service Provider.................................................................................................... 18

11.1 Payments ........................................................................................................... 18

12 Get Claim Code..................................................................................................... 19

12.1 Policy ................................................................................................................ 19

12.2 Service Provider................................................................................................ 19

13 Comments ............................................................................................................. 20

14 Search Function .................................................................................................... 20

14.1 Policy ................................................................................................................ 20

14.2 Service Provider................................................................................................ 21

15 Top Menu Items.................................................................................................... 22

15.1 User Documents................................................................................................ 22

15.2 Company History.............................................................................................. 23

15.3 Terms of Use..................................................................................................... 23

15.4 All contacts ....................................................................................................... 24

15.5 Add Comment................................................................................................... 25

15.6 FAQ................................................................................................................... 25

15.7 Status Enquiry................................................................................................... 26

16 Conclusion ............................................................................................................ 26



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1 Introduction This is the help document that outlines FEMOnline. FEMOnline is the website that will be accessed by the policyholders and service providers. To obtain access to the website one needs to perform an online registration. The FEM staff tasked with authorising access may decide to grant or deny access based on the information that has been provided.

2 Background FEM is the mutual assurance company that provides insurance to the building industry. Due to the need to enable clients to have access to their information twenty-four hours a day, the idea to have a website that fulfils this role was conceived. This website would provide information based on the type of user logged on.

3 Main screen

Objective: To Show first level menu items

4 Top Menu

Objective: Displays menu items accessible to system user without logging on.



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Menu Details

5 Login | Register

Objective: To enable the user to access login and new user registration links on the main menu.



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5.1 New User Registration

Objective: New User Registration Request.

Input Field Validation

Single Policy (SP-Policy)

Individual policyholder

Single Practice (SS-Service Provider)

Individual practice.

Type

Group Policy (GP-Policy)

Group policyholder who has a number of policyholders as part of the group.



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Group Practice (GS-Service Provider)

Group practice has a number practices as part of the group.

Number • For policyholders - policy number that is numeric digits

• For service providers (practice) - practice number that is seven numeric digits in length.

Business Name Name of the Business

Business Physical Address Physical address of the employer

Name Name of the person doing the registration

Surname Surname of the user doing the registration

Email Email address of the user. It must be a valid email address.

Contact Number Contact numbers of the user

Fax Number Fax numbers of the user

Enter New Password It must be between seven and fifteen characters in length and has to contain letters and numbers.

Confirm New Password It must be between seven and fifteen characters in length and has to contain letters and numbers. It must be same as new password

Submit Registration Request Saves the details entered to the website.



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5.2 User Login

Objective: Enable the user to logon to the application


Web User ID Valid user logon id on the website. Generated during the registration request.

Password It is used to enable user to logon to the application. If entered up to four times wrongly the account will be locked. An accounts administrator would have to unlock it. Alternatively password reset request would have to b e submitted.

Login Button 1) Active User - Submits web user ID and password for verification. If both are correct



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the user menu items will be loaded

Authorised User – Loads PIN login screen (Refer to PIN Login).

5.2.1 PIN Login

Objective: Enables the user to logon the first time after the user account has been authorised or after the password reset request. The PIN is sent to the user in an email, and will be used only once. If the PIN is entered four times incorrectly, the user account will be locked. If the PIN is entered correctly, the user will be able to access their information.

6 Forgot Password



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6.1 Password Reset

Objective: Password Reset Request


Web User ID Valid user logon id on the website. Generated during the registration process.

Email Address Email address must be the same as the one provided during registration.

Enter New Password It must be between seven and fifteen characters in length and has to contain letters and numbers.

Confirm New Password It must be between seven and fifteen characters in length and has to contain letters and

Objective: Enables user to access the password reset request screen (Refer to Password Reset).



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numbers. It must be same as new password

Reason Optional reason for password reset request.

7 View Registration Info

Objective: To show information provided during user registration

8 FEM Contacts



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Objective: Displays regional contact information of the policy. The contact details are ordered according to managers’ seniority levels, starting with the most senior to most junior.

9 Policy-Details

9.1 Details



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Objective: To view details of selected or logged on policy.



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10 Reports

10.1 Policyholder

Objective: Displays links to view claims, monthly statements, payments report, and claim acknowledgements.

10.1.1 All claims

Objective: All Claims link displays all claims for a policy number. Claims can be filtered on different statuses or year.



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10.1.2 Payments report

Objective: List of payment reports link uploads the file with payments made on the policy.

10.1.3 Claim acknowledgements

Objective: Claim acknowledgements link uploads the file with acknowledgements for the claims made on the policy.



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10.1.4 Monthly Statement

Objective: Monthly Statement link uploads the most recent statement of the policy.



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10.1.5 Statistics 10.1.5.1 Accident

Objective: Displays accident statistics summary of the policy logged on. This report is summarised by the year of the claim costs.



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10.1.5.2 Claim

Objective: Displays claim cost statistics summary of the policy logged on. This report is summarised by the year of the claim costs.



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11 Service Provider

11.1 Payments

Objective: Displays payments made to service providers. Filtering can be done on date range, year, claim code and reference number. Links:

1) View – displays summarised details of the payment 2) Recon – displays the detailed payment reconciliation information.



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12 Get Claim Code

12.1 Policy

Objective: Enables the search of policy claim code(s). The patient’s ID number is required to do the search.

12.2 Service Provider

Objective: Enables the search of service provider claim code(s).

1) Accounts with payments – these are accounts for which payments have been made.

2) Accounts processed with no payments – these are accounts that were processed, and for some reason(s) no payments made on them.

3) Accounts still being processed – these are accounts that are still being processed.



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13 Comments

Objective: Add comments, requests or any suggestion


Enter Description Description related to the comment, request or any other input. If the comment is more than fifty letters in length, only the first fifty letters will be shown on the list. Click select link to view the whole comment.

14 Search Function

14.1 Policy



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Objective: Displays items based on the text entered at the search text box. These could be Claims, Policy Update Requests, Comments and Requests, documents and frequently asked questions (FAQs)

14.2 Service Provider

Objective: Displays items based on the text entered at the search text box. These could be payments, comments and request, and frequently asked questions (FAQs)



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15 Top Menu Items

15.1 User Documents

Objective: Download of the user documents that provides help on how to use the website. User Manual Provides help on how to use the website. Registration Process Provides help on the registration process followed on the website. NOTE: These documents are available in Microsoft Word and PDF format. Each format has a compressed version.



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15.2 Company History

Objective: To give an overview of how FEM was established, the role players in the establishment of FEM and what role the company fulfils in the building industry.

15.3 Terms of Use

Objective: Laying out terms and conditions governing the use of FEMOnline website. Users must comply with all conditions laid out in this section.



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15.4 All contacts

Objective: Display all FEM contact details. Contacts start with head office with MD at the top followed by others in their subsequent seniority levels. Other FEM regions follow Head office details. The ordering of contacts for every region start with the most senior person’s contact details to the junior levels.



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15.5 Add Comment

Objective: Enables a user to make any comments they may have about the website or issues that need to be addressed. Users may view their comment details by clicking on the Select link. Once the Add Comment screen is closed, the user will not be able to view their comment.

15.6 FAQ

Objective: Provide users with a list of frequently asked questions (FAQs) and corresponding answers. This list may be updated as more FAQs are identified.



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15.7 Status Enquiry

Objective: Enables website users who are not logged on to do multiple status enquiries of claims, payments and pensions.

16 Conclusion The document is to assist website users to understand functionality that is on the site. It will be updated when there are changes based on the design and user comments. Submit any comments using the contact details provided at the top of this document.

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