Billing and Payment For Group Administrators. Enterprise Learning and Development

Transcription

1 Billing and Payment For Group Administrators Enterprise Learning and Development October 2012

2 Contents Introduction... 3 How to access the Billing and Payment Functions... 4 How to manage your Group s Billing and Payment Profile... 7 How to make a One-time Payment How to Add or Remove automatic Bank Draft How to receive Invoices Electronically How to View Invoices How to View Transaction History

3 Introduction This guide will show you how to use the the Billing and Payment site to perform maintenance, billing, and payment tasks quickly, easily, and efficiently. The tools on this site are similar to but do not replace the ebenefitsnow tool already in use by some BCBSNC groups. If you use ebenefitsnow to perform member maintenance, you will have read-only access to the maintenance functions in this tool. BCBSNC recognizes the importance of increasing our online capabilities in order to provide a more integrated, seamless process servicing our existing groups. Performing these tasks online will result in: Reduced paperwork no forms to submit for most tasks! Decreased processing time no waiting for the mail or fax to go through and be processed. Improved accuracy business rules within the tool will tell you if the change you re trying to make is not valid (incorrect date, for example). Less account reconciliation because changes made to a group s enrollment are done in realtime, changes made up to three days before the invoice is created will be reflected on the invoice. By removing BCBSNC as the gatekeeper, Group Administrators have more control over the functions they normally perform. This guide will walk you thorugh the steps you will need to complete to perform the member maintenance and billing function. There is a section for each of the following functions: Accessing the tool Managing the billing and payment profile Making a one-time payment Adding or removing a recurring bank draft Receiving invoices electronically Viewing invoices Viewing transaction history 3

4 How to access the Billing and Payment Functions You access billing and payment through the Employer Services web page at as shown below. Step Action Comments 1 Click the Employers tab to display the screen below. Make sure you click on the Employers tab to display the log in information. Enter your log in and password and click the Login button. The following screen will appear. 2 Click the Billing and Payment link. The screen on the next page will appear. 4

5 Step Action Comments 3 ACCOUNT # ACCOUNT # The system will list the account or accounts for your group. Click the Select link next to the account that you want to view. The screen on the next page will appear. Note you can also access this screen by clicking the Administrative Tools link and selecting the Billing and Payment link from the screen below. 5

6 Step Action Comments 4 Account Name ACCOUNT # ACCOUNT # The account you selected will say Selected in the Select field. Account Name This is the Account Summary screen. You will use this screen to: view the status of the account, make a payment, view transaction history, manage the billing and payment profile, and view and download invoices. On the next page, we will show you how to manage your group s billing and payment profile. 6

7 How to manage your Group s Billing and Payment Profile Complete the following steps to manage your group s billing and payment profile. ACCOUNT # ACCOUNT # Click Manage Billing and Payment Profile. The Billing and Payment Profile screen on the next page will appear. 7

8 This is the top portion of the Billing and Payments Profile screen. On this portion of the screen, you can do the following: View the total amount due for your group. Set up ongoing automatic monthly bank drafts. Choose to receive invoices electronically and pay them online each month. If the group has more than one account, click the corresponding link in the Select column to display details on the account you want to view. ACCOUNT # ACCOUNT #

9 This is the bottom portion of the Billing and Payments Profile screen. On this portion of the screen, you can do the following: View and update bank draft information (if you have chosen to or would like to begin to pay your invoices by automatic monthly bank draft). View your group s contact preferences: whether you receive invoices by mail, electronically, or both; and the group s billing address. Sign up for electronic billing this will give you more time throughout the month to make maintenance changes before the invoice is produced resulting in a more correct invoice. Next we will show you how to make a one-time payment. 9

10 How to make a One-time Payment Complete these steps to make a one-time payment. ACCOUNT # ACCOUNT # From the Billing and Payment Account Summary screen, click Make a Payment. The Enter Payment Information screen on the next page will appear. 10

11 Making a One-Time Payment continued Enter or verify the Bank Draft Information that displays here. The Payment Amount defaults to the total amount due. You can enter a different amount. Read and accept the terms and conditions and click Continue. The Verify and Submit Payment screen on the next page will appear. 11

12 Making a One-Time Payment continued Review the information you entered. If correct, click Submit Payment. The confirmation screen below will appear. You can also click the Previous button and make changes on the Enter Payment Information screen. The Payment Confirmed screen displays a message that the payment has been processed. If there are any problems with the information you submitted, error messages will display in this area. Next we will show you how to add or remove automatic bank draft. You can now return to the Account Summary or the Billing and Payment Profile screen. 12

13 How to Add or Remove automatic Bank Draft ACCOUNT # ACCOUNT # From the Billing and Payment Account Summary screen, click Manage Billing and Payment Profile. The Billing and Payment Profile screen on the next page will appear. 13

14 Adding or Removing a Bank Draft continued This is the top portion of the Billing and Payments Profile screen. Select the account for which you want to setup automatic bank draft. ACCOUNT # ACCOUNT # Click Enable automatic monthly bank draft payments. Scroll down to the Bank Draft Information section of the Billing and Payment Profile screen pictured on the next page. To remove automatic montly bank draft payments, uncheck this box. 14

15 Adding or Removing a Bank Draft continued This is the bottom portion of the Billing and Payments Profile screen. Confirm the Bank Draft Information from your billing profile that displays here. The Business Check Sample explains where to find your bank s routing number and account number on your check. Read and accept the terms and conditions. Click the Submit Changes button to save the information. Next we will show you how to receive invoices electronically. 15

16 How to receive Invoices Electronically Go Paperless refers to the option for your group to receive invoices electronically. By signing up for electronic billing you will have more time throughout the month to make maintenance changes before the invoice is produced resulting in a more correct invoice. In the Contact Preferences section of the Billing and Payments Profile screen, you can choose to receive invoices electronically, by mail, or both. If you choose to Go Paperless, you must also read the Acknowledgement and accept the terms and conditions by checking the box. When you have made all the changes to your Contact Preferences, click Submit Changes. Transaction Successful will appear on the Account Summary page. Next we will show you how to view your invoices. 16

17 How to View Invoices To view invoice information for a group, first access the group s Billing and Payments Account Summary screen. ACCOUNT # ACCOUNT # The Download Invoices section allows you to view, save, and print invoice information for a group. Continue to the next page for more information. 17

18 Viewing Invoices continued Use the Select Invoice Date dropdown to choose the invoice you want to view. In the Select a Billing Period dropdown, you can select a billing period up to 18 months in the past. In the Select Invoice View section, select Summary or Detailed. See samples of each on the following pages. In the Select Output Format section, select PDF (not editable), Excel (editable), or CSV. Click Download Invoice. The invoice displays as shown on the following pages. 18

19 Viewing Invoices continued Summary View 19

20 Viewing Invoices continued Detailed View Next we will show you how to view transaction history. 20

21 How to View Transaction History The Transaction History function allows you to view invoices, payments, and adjustments up to 24 months in the past. ACCOUNT # ACCOUNT # Click View Transaction History to display the Transaction History screen pictured on the next page. 21

22 Viewing Transaction History continued ACCOUNT # ACCOUNT # The View Account Activity section is where you will enter the parameters that the system will use to display your account history. See the next page for detail information. 22

23 Viewing Transaction History continued. Select a time period by clicking one of the radio buttons, entering dates in the From and To fields, or clicking the calendar icons to choose the From and To dates. Click View. The history you selected displays at the bottom of the screen as shown below. Use the checkboxes to view Invoices, Payments, Adjustments, or any combination of the three. You can now print the report or export the data to an editable Excel spreadsheet as shown below. 23