Transcript Slide 1

OLGA
Online Group
Administration
OLGA
SM
Overview
This system enables you to perform:
• Monthly maintenance on your account by:
– Adding new employees
– Making Salary Changes
– Adding and deleting coverages to employees
enrolled
– Changing employees’ status
• Generate and review bills including:
– Viewing past bill summaries
– Moving employees from bill to bill
– Correcting an enrollment before the bill is
finalized
SM
Security Overview
We take several precautions to ensure your personal
information – account data, User ID, Password,
applications and other confidential information – is
secure.
To access our secure area, you must enter your User ID
and Password. As a security precaution, we store
your User ID and Password in our database in a
double encrypted format that cannot be decode. If
you do not share your User ID and Password with
anyone, your data will remain secure.
SM
Security Overview
When you are logged in, we use:
• Secure Sockets Layer (SSL) protocol to ensure that
your connection and information are secure from
outside inspection
• 128-bit encryption to make your information
unreadable as it passes through the internet
• Automatic log out occurs if you are inactive in the
secure area of our site for more than 20 minutes
SM
System Requirements
To use this system, please make sure you have:
• A broadband connection to the internet
– This system is not intended to be used with dial up
connections
• Microsoft Internet Explorer version 6.0 or later
– Supports Secure Sockets Layer (SSL)
– Supports 128-bit encryption
• Pop up blockers disabled (unless the web page is
allowed in your pop up blocker)
If your browser does not support SSL or 128-bit encryption,
you will need to upgrade your browser
SM
Login Screen
Enter your full email
address Username
Enter your case
sensitive Password
If you are a new user,
heretotoyour
register…
Click here to click
proceed
group
billing and enrollment information
Click here to view
system
presentations
SM
Registration
Fill in the requested
information…
and press the
Submit button.
SM
Data Retrieval
This screen is displayed after you have successfully
logged into the system. Data is being retrieved from
Gardner & White’s databases. The white bar’s
movement denotes the system is still gathering
information.
SM
Account Information
This screen displays your
demographic information. Please
notify Gardner & White’s Group
Benefit Services if there are any
corrections to be made to this
data. You may make address
changes via the Invoice tab.
SM
Plans
Select any of these hyperlinks to
view that plans detail information
This screen displays the coverages that are currently billed by
Gardner & White Group Benefit Services.
SM
Plans
This screen is an example of Life
Plan Details seen when View Details
has been selected.
SM
Invoice
ThisSelect
screenwhich
is used
view
Billto
you
pastwish
bills,tocreate
the current
work with
bill, or change billing
address information.
Update the selected
Bill’s mailing address
SM
Invoice
Once the bill has
been selected…
you may select a date from this drop down
box to view previous payment information.
SM
Invoice
Select this hyperlinkIncluding
Click
to view
hereRate
to download
andor
information
Once
a
bill
has
been
selected,
Total
amount
due
a printable copy
of the
save
bill the
bill
as
an
Excel
hyper
links
toper
rate
tables…
Charges
for
each
select
a
date
from
the
drop
down
plan/coverage
summary.
spreadsheet
for
your
records.
Any outstandingto
charges
plan/coverage…
view a previous
bill details…
from previous bills…
SM
Invoice
Use this area to quickly select
enrollees, based on last name.
Information for each enrollee detailing
their individual coverages.
Any adjustments that have been
Scrolling
you will or
see
made to down
the billthe
viascreen,
salary change
additional
Details…
enrollmentBill
change
can be viewed
here.
SM
Invoice
Click here to view the bill detail for the current billing
cycle. This process will take a moment to display
the information. The bill information presented is
identical to the “Previous Bill Detail” screens…
SM
Invoice
except there will be an option to
Finalize the bill.
CAUTION: If the Finalize Bill button is hit, no further changes
may be made to that bill. Any adjustments will be applied to
the next bill.
SM
Insureds
Select the first letter of the last name of the
employee to see the list of employees that match
that letter. Select All to see all employees at one
time.
The last name of the employee is a hyperlink.
Select this hyperlink to see the employees
demographic information. Only one employee can
be updated at a time using the hyperlinks.
SM
Insureds
(Employee Demographics)
Click here to cancel changes and return
to the Insureds tab original list of
employees.
After adjusting the appropriate data, click
here to save the changes.
Click here to change the employee type
(i.e.. Class I to Class II in the event of a
promotion) for the coverages the
employee is currently enrolled.
SM
Insureds
After making your employee
selections, click here to make
salary changes.
Select employees by clicking the
checkbox. Selecting more than fifteen
names at a time will significantly
degrade the response time of the
system.
SM
Insureds
Click here to cancel changes and return to the
Insureds tab original list of employees.
Enter the new Monthly Salary.
(hourly rate X scheduled hours per
week X 4.33)
If appropriate,
Enter
each
thesalary
new Salary
updateEffective
will also
automatically recalculate
Date forthe
each
insurance
employee.
volume for
each enrolled coverage.
Click here to save all changes.
SM
Insureds
Click here to unenroll employees
from plans.
Again, select employees by clicking
the checkbox. Selecting more than
fifteen names at a time will
significantly degrade the response
time of the system.
SM
Insureds
Click here to cancel changes and return to
the Insureds tab original list of employees.
Reason Code Descriptions
Select the reason for
Cancel
elected to drop this plan
termination.employee
If you do has
not select
a reason, the system will
Mistake employee was mistakenly enrolled in this plan
automatically use “cancel”.
Move
employee needs to be moved to a different bill number
This field defaults to the current date.
You
Partmay
Time
modify
employee
this field
is part
as needed.
time and is no longer eligible for plan
Terminate employee
longerthe
employed
Click here is
tono
remove
employee from one plan… or here for
all plans.
Click here to complete the removal of employees
from the selected plans.
SM
Enrollment
Use this screen to add new employees or enroll
current employees in a new plan.
Click here to insert a brand new
employee and enroll them into the
group plans
Select the first letter of the last name of the
employee to see the list of employees that match
that letter. Select All to see all employees at one
time.
Click here to enroll the corresponding employee
into additional group plans.
SM
Enrollment
(Add Employee)
Click here to cancel changes and return to the
Enrollment tab original list of employees. This will
only work until the Continue button has been
selected. After this point, the employee must be
enrolled. If added in error, the employee would
need to be terminated on the Insureds tab.
After filling out all of the information for the new
employee, select the Continue button to save
Tip
Tip
the employee and proceed to enrolling them in
theto
group
An
If reinstating
employee awanting
former
employee,
enrollplans.
in ayou
contributory
will be advised
or voluntary
of the following:
plan after
the original
must provide
of good health
be
• Theeligibility
SSN mustdate
be unique.
If this isproof
a reenrollment,
please to
contact
approved.
Gardner & White Group Administration.
Please contact Gardner & White for all proof of good health issues.
SM
Enrollment
DENTAL TIP
In order for new enrollee Dental claims to be paid as soon as
possible, fax the Dental enrollment form to 317-587-0780,
attention Group Administration.
We can then make certain that the enrollment
is the
put into the
Select
dental system immediately and avoid anycheckbox
claim denials
for due
to eligibility.
those plans which
Click here when all
plans have been
selected.
the new employee
has elected to
enroll.
SM
Enrollment
TIP
If the coverage being enrolled is 100% employer funded (paid for
entirely by the employer), the Signature Date will say “Not
Applicable”.
Select the correct Employee Type from
this
down list.
This
will cause
the by the employee in any
If thedrop
coverage
being
enrolled
is funded
Insured
Volume
way (paid
for all to
or calculate.
in part by the employee), the Signature Date
must be entered from the enrollment form.
After the required fields have been
entered, click here to complete the
enrollment process.
SM
Enrollment
IfIfA
the
system
states
amount
ofnovolume
exceeds
thejust
the
summary
systemscreen
states“The
is
Enrolled
displayed
with
showing
issues,
the result
the enrollee
of the
will
maximum
thisnext
coverage”
employee
will not show up on
show
completed
up onfor
enrollments
your
available
for thethe
selected
billing.
employee.
your billing for any amount over the Guarantee Issue until they
have completed the health questions on the enrollment form,
submitted
it to states
Gardner
& participants
White and have
been
approved.
In this
If the system
“All
must
provide
medical
to save
ordays
print
the or decline.
case
you willorreceive
aClick
letterhere
advising
the
approval
evidence”
“The signature
date
isof31
beyond
the
summary
results.
eligibility date. Medical evidence is required.”, the enrollee
will nothave
showthe
up employee
on your billing
until they
have completed
the and
Please
complete
an extended
application
healthitquestions
on&the
enrollment
form,
submitted
it to
return
to Gardner
White.
This form
can
be printed
byGardner
following
& White
and on
have
approved. tab.
In this
case
will receive
the
hyperlink
thebeen
Administrative
Pick
the you
appropriate
carrier
a letter
advising
of the approval
decline. extended application.
(for
HEBA
it is Assurant)
and pickoremployee
SM
Administrative
When
Use this
“checked”,
section to
you
change
will
automatically
your name and/or
receive
password
an
email
at anytime.
if the current months
bill has not been finalized
on the 15th of the month
and again on the 20th of the
month. If you do not want
Click here to start an
window
to send a message
to email
receive
reminders,
to Gardner & Whiteplease
Group uncheck
Benefit Services.
this box.
Click here to obtain carrier forms, including
“employee extended applications”.
Click any of these hyperlinks to view
instructions for this system.
SM