eBilling Job Aid - Grotenhuis.com · 2014-04-24 · eBilling Job Aid Overview eBilling, ... Client...
Transcript of eBilling Job Aid - Grotenhuis.com · 2014-04-24 · eBilling Job Aid Overview eBilling, ... Client...
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eBilling Job Aid
Overview eBilling, also called the Electronic Bill Presentment & Payment, is an online
application that contains billing information including statements and invoices or bills. It is designed to:
o allow BCBSM members access to view and pay invoices or bills online, search for past invoices/bills, and create and manage reports and user accounts.
o allow brokers the ability to view membership and billing information for their book-of-business.
Members must enroll for the service online through BCBSM.com. o When members sign up for e-billing their paper bill is automatically stopped.
o In order for members to set up ACH (Automated Clearing House*) they must select the Set-Up tab and can enter the ACH information to be reoccurring every month or they can go to e-billing every month and make the payment themselves.
o ACH pulls the payment from the member’s bank account 2 days before the due date.
o Members must call customer service if they want both paper and e-billing.
o In order for members to change from electronic to receiving paper bills again they must contact customer service.
*Automated Clearing House is an electronic network for financial transactions.
Accessing eBilling via the Agent Portal Registered agent portal users have access to the application for their book-of business.
PLEASE NOTE: It is your responsibility to periodically monitor and audit any delegated access rights you have established in adherence to the appropriate HIPAA guidelines.
1. Click the blue login button on the agent portal.
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Accessing eBilling via the Agent Portal
Agent Portal Screen
2. Enter your user name and password.
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Accessing eBilling via the Agent Portal, Continued
3. On the Agent Secured Services screen, scrolling down displays the new section for eBilling.
From here you can
Print an eBilling Brochure Access the Job Aid Access eBilling by hitting . No further sign-on or registration is required
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Client information in eBilling When you click the button you enter eBilling, the home page displays:
Carrier Home Page
The Carrier Home page allows quick access to:
Search Invoices
Search for Client Activity
Run reports
1. Click the Client Activity tab.
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Client information in eBilling, Continued
The Clients screen requires that you enter General Search criteria to locate the appropriate contract.
Clients (General Search) Screen
Clients-General Search Criteria:
Label System - defaults to Direct Pay. In the future you will be able to select group business when it is migrated to the new platform.
Coverage Contract # - you must use DEID and not the social security number.
Client Name – Last name, First name
Last Name – Last name
Client Enabled/Disabled - defaults to enabled. This allows you to view the invoices.
2. Key the Client Name (last name, first name) or Last Name (only last name) in the appropriate field.
3. Click Submit to view search results.
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Client information in eBilling, Continued
The search results based on the criteria that you entered are displayed.
Clients Search Results Screen
You may get multiple results if you search by name. You will see the Name, Coverage Contract # and invoice statuses. Definitions of the invoice statuses are noted below:
Current – current, unpaid invoice
Paid – includes the number of paid invoices
Prior – prior invoices
Obsolete – includes voided invoices
Pending – should never have any pending invoices
4. Find the client you want and click the View Client Home button.
Note: Clicking the View Client Home button allows you to view screens from the client’s perspective.
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Client information in eBilling, Continued
Client Home Page
This view shows exactly what the client sees in eBilling. You can View or Search Invoices from here.
The Search Invoices function provides a more comprehensive history of the customer’s invoices and payments.
5. Click the Search Invoices icon.
Returns you to search results
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Client information in eBilling, Continued
Search Invoices Screen
General Search Criteria:
o Label System - defaults to Direct Pay. In the future you will be able to select group business when it is migrated to the new platform.
o Invoice Number o Coverage Contract # - you must use the DEID and not the social security
number
o Invoice Due Date – drop down arrow allows you to select invoices from the last 30, 60, 90 days or enter a specific date range.
o Invoice Status (Options):
All – returns all invoices regardless of status
Current – current, unpaid invoice
Prior – prior coverage period that is unpaid
Obsolete – includes voided invoices
Paid – includes number of paid invoices
Pending – should never have any
6. Select your criteria and click Submit to view Invoices search results. Go to page 10 to view the results.
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Client information in eBilling, Continued
Note: From the Carrier Home Page (page 4), you can search directly for an invoice instead of going through the Client Activity tab. By clicking the Search Invoices button you will be brought to this search screen.
Invoices (General Search) Screen
General Search Criteria:
o Label System - defaults to Direct Pay. In the future you will be able to select group business when it is migrated to the new platform.
o Invoice Number o Coverage Contract # - you must use the DEID and not the social security
number
o Client Name – Last name, First name
o Invoice Due Date
o Invoice Enabled/Disabled o Invoice Status – Descriptions shown on page 8
o Payment Status Options you may want to search on include:
All - Includes all types of payment statuses
Confirmed Payment – payment applied in BCBSM billing system
7. Select your criteria and click Submit to view Invoices Search results.
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Client information in eBilling, Continued
Here’s an example of what would be displayed if you searched for all invoices.
Search Invoice - Search Results Screen
The fields displayed include the following.
Corp Name – For Individual Business, Last name, First name will display
Contract Number
Status – Displays the invoice status
Due Date
Invoice Number
Billing Period
Amount Billed
Pay Status
Pay Submitted
Payment Amount
Enable
7. Click the Options button to select View Invoice to display the Invoice Details screen.
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Client information in eBilling, Continued
The Summary of Charges tab is automatically selected when Invoice Details is accessed. This screen provides billing information.
Invoice Details - Summary of Charges Screen
Quick Links Pay Invoice - view or print a copy of the current invoice. Go to page 17. Print Invoice – view or print an invoice report. Invoice fields Invoice Level Due Date Invoice # Balance - will equal the Total Amount Due Invoice Date – bill generated date Enablement Bill Category - N/A for individual business Error Indicator – Invoices with errors will not display for external users Recipient Type - Identifies who receives the invoice. Individual Business will
always reflect C (contract holder). Bill Presentment Indicator - identifies if the member is getting their bill
electronically, paper or by both methods. Invoice Presentment Indicator – will reflect Y (yes) or N (no) for print invoice
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Client information in eBilling, Continued
Financial Totals allows you to view various totals Prior Amount Billed Payments Received AR Adjustments Current Adjustments– retro adjustments from what has already been billed
resulting from membership changes and/or product changes. Current Premium Amount– total of current charges detail Total Amount Due
From here you can select the Current Charges Detail tab which will show you member details.
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Client information in eBilling, Continued
Invoice Details - Current Charges Detail Screen
Some new information you will see in this screen is noted below.
Current Charges – My Blue Plus Products will reflect member level, contract and family continuation (student dependent) charges
Contract Type – Single, Two Party, Family
Benefit Code – LAO + Benefit Package ID
Benefit Description – description of the benefit code
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Client information in eBilling, Continued
If you click on the Adjustments tab you can view the details of the retroactive adjustments including dollar amounts and descriptions.
Invoice Details - Adjustments Screen
Some new information you will see in this screen is noted below:
Change Code – will not be populated. Reference the Description/Adjustment remark column
Effective Date – effective date of the adjustment
From here, you can select the Payments tab to see all the payments.
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Payment information in eBilling
Payments Search Screen
Select your Payments search criteria and click Submit.
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Payment information in eBilling, Continued
This example shows you the results when searching for a Received payment status.
Payment Search Results Screen
Some new information you will see in this screen is noted below.
Received Date – date the payment was received
Post Date – date the payment was applied
Payment Type o Non-System – includes check or credit card payments
o System – includes ACH or one time online payments
Cr/Adj ID – ties transactions to the payment received
Scheduled Date – will be populated for ACH and reoccurring payments
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Print a Duplicate Bill
Find the current invoice using the search methods mentioned earlier. Then:
1. Click the Pay Invoice button under Quick links.
2. Select the Make Manual Payment radio button and select Next.
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Print a Duplicate Bill, Continued
3. Confirm the contract number and invoice period for the invoice you wish to print
and select Next.
Result: A PDF of a duplicate bill with coupon displays.
4. Select the Print icon if you want a hard copy. Or you can save the document and
e-mail it to the member.
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Running a Report Reports you can create and schedule include;
Open Invoice Report Payment Report Retro-activity Report – this will be used for your group business only
Upon selecting the reports tab, you will be brought to this screen to create a report.
Create Reports Screen (Reports Tab)
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Running a Report, Continued
Create a Report Screen
You will notice two tabs to set filters and complete formatting.
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Running a Report, Continued Report Format Screen
On the Format tab you can
Select the format you want o CVS will drop it into an excel format o PDF
Select sort criteria Name the report Schedule the report to run on a regular interval for your book of business
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Running a Report, Continued
After submitting your report, you will be brought back to the Create Reports screen and notified that your report has been scheduled.
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Running a Report, Continued Completed Reports Screen
1. Move to the Completed Reports tab
2. Click the Options button to select Download.
3. Note: You may need to click Refresh to change the Status of your document from Pending to Complete.
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Running a Report, Continued If you selected PDF format, your report would look similar to this.
Report (PDF Format) Page 1
Report (PDF Format) Page 2