eBilling Job Aid - Grotenhuis.com · 2014-04-24 · eBilling Job Aid Overview eBilling, ... Client information in eBilling, Continued Invoice Details ... o System – includes ACH

Last Updated: 3/16/09 1

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.


Accessing eBilling via the Agent Portal

Agent Portal Screen

2. Enter your user name and password.


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


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.


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.



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.



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



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.



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.



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.



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



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.



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



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.


Payment information in eBilling

Payments Search Screen

Select your Payments search criteria and click Submit.


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


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.


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.


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)


Running a Report, Continued

Create a Report Screen

You will notice two tabs to set filters and complete formatting.


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


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.


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.


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

Documents

eBilling Job Aid - Grotenhuis.com · 2014-04-24 · eBilling Job Aid Overview eBilling, ... Client information in eBilling, Continued Invoice Details ... o System – includes ACH