Unum Quick Start Guide

Transcription

1 Unum Quick Start Guide Your guide to Sick Pay Insurance Because everyone needs a back-up plan

2 Contents: 1 The basics 2 Getting started 3 Adding a new employee 4 Employee changes 5 Paying your bill 6 Submitting & monitoring claims 7 Contact us Welcome to Unum Sick Pay Insurance Online access to your Sick Pay Insurance scheme is designed to be quick and simple. This Quick Start guide will help you navigate your way through every aspect of administration, from the initial set up to claiming benefit on behalf of an absent staff member. Keep this guide handy to help you when you need to do something new eg. adding a new starter or helping an employee submit a claim. Our platform ensures managing short-term absence is an easy process. Help at the end of the phone To ensure you feel comfortable negotiating your way around the Sick Pay Insurance system, we will call you twice. Firstly to support you through the set up process to ensure you know what is involved. Secondly, once your cover has been agreed we ll also call to guide you through the billing process and show you what else you ll need to know, such as changing an employee s details. Everything you need to implement and administer your insurance plan is on We re here to help. If you have any questions about your scheme, please call our Customer Service team on Freephone , Monday to Friday between 9am and 5pm or unumselectcustomerservices@unum.co.uk.

3 Easy and straightforward Our system at is simple to use and navigate. You can approve your cover yourself, with your adviser or with the help of our Customer Service team. Set up is easy and takes about 10 minutes to complete. Your company information only needs to be entered once, even if you have more than one type of cover. If you need help at any time during the process, call our Customer Services team free on , Monday to Friday between 9am and 5pm. Please have your unique customer number ready when you call, which can be found in your Sick Pay Insurance plan set up , next to your company name. Notes: The basics 1

4 Getting started 1. Log on to and register. Shortly after you return the completed master application form accepting the final insurance proposal, we will you a link to the website and a temporary password (separately) for you to log on and register. Use your complete address as your User ID (e.g. user@company.com). If you can t find your temporary password, please call us and we ll immediately issue a new one. We will ask you to answer the security question you have set as Plan Administrator. 2. Collect your information to set up your plan. Once you have completed the registration process, you will be directed to the welcome page. Once here, click on the worksheet link. This will give you a complete list of the information you will need to approve the set up of your plan. 4. Follow the set up instructions. You will be taken through the straightforward set up process on screen. This will take about 10 minutes. Once you have completed the basic set up, no further action is needed until we complete the employee enrolment. 5. Confirmation . Once the initial set-up is complete, we will send you a confirmation . You can then return to the system to review the information or update your employee details. To help you make the most of the system and get used to how it works, it s a good idea to take a brief tour of the website to explore its capabilities. 3. Decide who will set up your plan. If you are going to approve the set up, click Start here. If your adviser is going to approve the set up, click Sign them up.

5 Notes: Getting started Welcome page: Follow the instructions to set up your account and begin using the system. 2

6 Adding a new employee There are three easy steps to add a new employee to the system 1. Collect these three pieces of information: employee s National Insurance number Notes: employee s earnings - this is the amount that your company has decided any earnings-related cover will be based on employee s class or category of membership. 2. Log on to Go to Employees in the navigation bar. Click on New employee enrolment. Enter your employee s information and you will be guided through the simple process. 3. Monitor your employee s enrolment Your new employee must be added within 31 days of the date when they first became eligible for entry. Need to know Your employee will be added automatically into any fully employer-paid cover available to the relevant class or category of membership.

7 3 Notes: Adding a new employee Helpful checks ensure you include the correct information when adding a new employee.

8 Changing employee details Employee changes All changes to an employee s details can be made in one place. You can change or update all employee information under the Employees tab. Go to Employees from the navigation bar, then choose Employees covered. To help you find your employee s details, you can sort this list alphabetically. Next to the employee s name, click the action you want eg. change, submit a claim, cancel all cover etc. For details on premiums by employee, select Statements from the navigation bar, then select Premium per employee report. You can view and update the employee s information for all types of cover. The system will guide you through the next steps, helping you to keep up-to-date with any changes. Your premium statement will highlight any employee whose premiums have changed since the last bill. Go to Statements from your navigation bar, then choose Current statements. This will provide you with a statement summary showing period of cover, total costs per employee, total employer costs etc. Click on Details to see the full list of charges by employee with any and all increases or decreases in the premium.

9 4 Notes: Employee changes Our system holds a full history for each of your employees which you can view at any time.

10 Paying your bills Click on the Statements tab to find all your billing information. Our website makes billing reconciliation and payment easy. If you haven t already accessed your bill by halfway through your monthly billing cycle, we will you a reminder so you can check your information. You can review totals, make changes or make corrections to your statement. Go to Statements from your navigation bar, then choose Current statements. A choice of reporting formats to meet your needs. To view a complete list of employees and their charges, click on the Details tab, then go to the Charges by employees link. In the Reports section, you can view a complete spreadsheet of employees and their premiums for each type of cover they have. To view charges by type of cover in the Reports section, click on the Charges by cover link.

11 Notes: Statements can be consolidated into one invoice to make payments easy and simple. Paying your bills How to send in a payment Go to Complete on your statement. You have the option to print a summary of your statement and a copy of your completed bill. Your payment process will depend on whether you originally chose to pay by Direct Debit or Direct Credit. To pay by Direct Debit: complete your statement authorise your Direct Debit payment. To pay by Direct Credit: complete your statement pay by BACS using your reference number and our bank details as shown on screen. Your completed statement will be available to view in Statement history. 5

12 Submitting and monitoring claims Employees and employers can submit claims on To avoid any unnecessary delay, it s important you submit any claim as quickly as possible. If you believe your employee s absence is going to be longer than your deferred period or you have any doubts about their return to work, you should submit a claim. It s simple for us to cancel a claim that has been submitted if you find you don t need it and costs you nothing. You should submit your claim after no later than halfway through deferred period wherever possible. Explaining the claims process Our online system makes the claims process simple. We will need the following forms completed in full. Employer claim form Employee claim form Consent form Your employee will also need to give the Medical records request form to their GP with a copy of the consent form. Each claim is assigned to a dedicated Claims Management Specialist (CMS) who will assess the initial evidence submitted. Your CMS will contact you within 5 working days to acknowledge the claim and work with you and your employer throughout. All claims payments are paid monthly in arrears. To start a claim on your employee s behalf Go to Claims on the navigation bar, click on Status of Claim, choose the employee s name and then click on Submit a claim. Employee claim form If you can enter the employee s address, an invitation will automatically be sent to the employee so they can complete and submit their Sick Pay Insurance claim online. If you do not have their address or they don t have access to a computer, you can print the claim forms on screen to give to them. If you prefer, your employee can create and register their own account. Alternatively your employee can complete their claim form over the phone by calling Freephone Employer claim form Go to Claims on the navigation bar, then click on New claim Submission. Find the employee s name and click on the Complete employer claim form link. Fill in the form and submit it to us. If you prefer, you can ask for claim forms to be sent to you by calling Freephone or download them from

13 Monitoring claims You can see a statement of all payments made and the status of claims in the Claims section of the website. When your employee returns to work It s important to let us know when your employee returns to work even if this is after the benefit payment period ends so we can reinstate them into the scheme. Otherwise, it could affect subsequent claims made on their behalf. Please note this update can only be made through Customer Services. If you need further details on any aspect of the Sick Pay Insurance claims process, please see our online Sick Pay Insurance Employer Guide to our Claims Process. Notes: 5 6 Submitting and monitoring claims The website guides you through the claims process step by step. 6

14 Contact us We re here to help. If you have any questions about your scheme, please call our Customer Service team on Freephone , Monday to Friday between 9am and 5pm or Please have your unique customer number ready when you call, which can be found in your insurance plan set up , next to your company name. If you prefer, you can also log on to the system and click on Contact us. Customer Service team - here to help Freephone Monday to Friday 9am to 5pm unumselectcustomerservices@unum.co.uk

15 7 Notes: Contact us If you have any issues, you can contact us in a number of ways.

16 Unum is one of the UK s leading providers of financial protection with more than 40 years experience. Unum helps employers protect their workers by providing access to financial protection, safeguarding employees from the consequences of serious illness, injury or death. At the end of 2012, Unum protected almost 2 million people in the UK and paid claims of 320 million - representing in excess of 6 million a week in benefits to our customers - providing security and peace of mind to individuals and their families. Registered office: Milton Court Dorking Surrey RH4 3LZ Unum Limited is authorised by the Prudential Regulation Authority and regulated by the Financial Conduct Authority and the Prudential Regulation Authority. Registered in England We monitor telephone conversations and communications from time to time for the purposes of training and in the interests of continually improving the quality of service we provide. Copyright Unum Limited 2013 Tel: Fax: UP /2013 unum.co.uk