Online Billing Guide Welcome to Delta Dental of Virginia s online billing. The updates we have made to our online billing system is intended to streamline functions such as: managing employee information, updating your bill in real-time, paying your bill, updating payment information and more, in an effort to make managing your employees dental benefits easier. In this guide, we will learn how to log in, review your bill, add, terminate or edit an employee; pay the bill, and add or edit the payment information. To use this tutorial, use the arrows at the bottom of each page to advance to the next section or you may use the table of contents page to navigate through this tutorial. Section 1 Logging In 1. To begin, let s go to the Delta Dental of Virginia website at DeltaDentalVA.com. Click the Group Administrator button at the right side of the page to go to the login page. 1. 2. If you are a current group administrator, you can login with your current user name and password. If you are a new group administrator, Delta Dental of Virginia will send you your user name and password in two separate emails. You can change your password anytime after your initial login. 2.
3. Section 2 Review your bill 3. After you have successfully logged in, the next page you will come to is the main bill screen. This page is an overview that will display the current bill information for your group. 4. On the main bill screen, you may also view a prior months bill by utilizing the drop-down menu located above the group number. However, once that bill status is Closed you can no longer edit or make changes to that billing period. 5. On the main page, you may utilize the left side of the screen to add a new employee, find an employee or search by a sub-location number for faster access to specific information. 4. 5. 6. Let s view your current bill. Click on the group number in order to advance to the billing summary page. 7. On the billing summary page, you can view and print the bill in PDF or Excel by using the download feature located on the top right. The first section of the billing summary page will display the current amount due, payment due date and bill status. The second section of the billing summary page will show a list of sub-locations for your group. A sub-location is essentially a category for groups of employees you wish to organize together. Delta Dental of Virginia can assist you with setting up sublocations for your group. For each sub-location you will see the original amount, adjusted amount and net due displayed. 6. 7.
Section 3 Add/Terminate/Edit Employees 8. From this page, you can begin to make changes to employee records or simply pay the bill. To make changes to a certain employee, utilize the search fields to locate the employee by name, search by group name or group number or click the Select button by the appropriate sublocation. As you make changes, the amount of your bill will automatically adjust. The amount of your bill is always the amount you owe for that billing period. 8. 9. To add a new employee, select a sublocation, and then 10. add employees using the Add a New Employee button at the top of the Billing Detail Page. 9. 11. Enter the new employee information, click Save on the last page when finished. 10. 11.
12. To edit employee information, such as adding or terminating a dependent or changing plan information, click the Adjust button located by that particular employee s name. 12. 13. Next, click Change under that employee s record or select the Terminate button to terminate coverage. You can continue to make changes to employee records, saving those updates as you go. 14. In addition to being able to edit your employee s information, you can also access links to your employee s ID cards, a PDF booklet of benefits and an employee report that outlines their benefits information. 13. 15. This is an example of an employee ID card. 14. 15.
16. Section 4 Pay the bill 16. Once you have made all necessary updates to your group, you can select Pay Bill located on the billing summary page or the billing details page to submit payment. 17. 17. If you haven t set up an automatic bank transfer, the bill pay page will have a Print Remittance Page button available. Click this button. Next, select Finalize and Print Remittance Page to print and mail with your payment. 18. Or, you can set up an automatic bank transfer account at this time. Simply select Sign Up Now under the Don t Have an ACH Account subhead. 18. 19. Enter the information from your bank and select Save. Be sure to check the disclaimer box that appears above the Save button. 20. If you have to change your automatic bank transfer account information, you can do so by clicking the Change Account Information button. 19. 20.
21. Once your account payment information is updated, go back to the billing summary page and select Pay Bill. Next, review your payment information and select Submit Payment. 21. 22. Once the payment has been processed, you have the option to print your receipt. For any reason, you need to cancel your payment; this can be completed on this screen. If you paid by automatic bank transfer, your bill will automatically close after you have reviewed and submitted payment. If you are paying by check, your bill status will not change to Closed until the Finalize and Print Remittance Page button has been selected. 22. For questions or for more information, contact us at billing@deltadentalva.com. 0042 8/16