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TABLE OF CONTENTS
D. PROPOSAL MANAGEMENT
D.1.... Request and proposal analysis
D.2.... Proposal follow-up Table
E. PROCESSING
E.1.... Self administration
E.2.... Benefit deductions
F. HYPOTHETICAL ANALYSIS
G. ADVISOR FILE AND DISTRIBUTION CENTRE
D. PROPOSAL MANAGEMENT
For the group benefits advisor, the Proposal management module is the most important management tool. The MDI tools offer professional management of the client demands, follow-up, transmission of calls for tenders to insurers and also produce professional comparative analyses which can then be examined with the client.
In order to ensure a proposal in due form, it is important for the manager (advisor) to:
Ø Complete basic information on the proposal;
Ø Define the benefits the company wants, this means management identical to B.2, capitalizing on MDI productivity tools, including the bank of plans;
Ø Identify the necessary additional information the insurer needs to make a risk assessment.
When the proposal is well defined, the manager will provide the follow-up, management and proposal analysis.
In order to simplify the understanding of the numerous management stages, please refer to table #3 titled “Group Insurance Proposal Management”.
The operations are identical to section B (Contracts), except that additional information tabs were added (2 to 4), they are required for insurers; tab 1 was also added, it manages request and proposal analysis.
IMPORTANT: For the group benefits advisor name to appear on screen as well as on printed reports, make sure the company’s advisor shows “principal”.
In the request management module, block 7 displays the insurers group involved in the proposal analysis (o).
(a) Creates a proposal analysis. The system automatically assigns an analysis number (o) which the operator should rename to reflect pertinent information.
(b) Deletes the active proposal analysis.
(c) Accesses the request list according to analysis number (o).
(d) Adds a sender (insurer) to a proposal analysis as displayed in the information block 7’s list. Can also be done by using the down arrow to the last item on the list.
(e) Suppresses the active sender (insurer).
(f) Prints the active proposal.
(g) Prints a transmission letter to the insurer (future option), which will be sent with a copy of the proposal.
(h) Copies the proposal (list of benefits) in progress (first on the list) to all other insurers who do not have associated proposal(s). Every insurer must have at least one associated benefit.
(i) Activates the title headline proposal to access benefits and to adapt them to the insurer's service offer.
(j) and (k)
Moves the insurer's list; the insurer appearing on the first line corresponds to the proposal being compared.
(l) To access and process the rates submitted by the three insurers selected for analysis. On delivery, the operator must adjust insurance benefits if the insurer makes a different service offer than the one that has been presented.
This highly productive module globally registers the rates and amounts of business for each location and insurer having returned a service offer.
It is important to consider each location, as rates may vary according to division/class.
(i) Location selection.
(ii) To import locations, rates and units from values entered in the benefit screens.
(iii) To export rates to benefit screens.
(iv) To recopy insurance volumes for each insurer based on the insurer volumes of the first tab.
(v) Type of rate analysis :
- Normal: Volume written in the file for each company.
- Standardized: Distributes the volume of the first company to other companies and recalculates. The location structures must be identical for each proposal.
(vi) List of insurers.
(vii) List of benefits.
(m) This automatic option analysis the selected insurers (maximum 3 at a time), as defined in screen II-D.1.
(n) Prints the results of the comparative analysis processed in (m).
(o) Corresponds to the analysis number identifying the current proposal.
(i) Name of insurer.
(ii) According to the resources list for each insurer.
(iii) Link with physical proposal.
(iv) Date sent to insurer.
(v) Date when the insurer’s answer was received.
(vi) If the price quote is kept for final evaluation.
(vii) When the rate table (l) has been filled out and the benefits have been reviewed.
(viii) Elements which are part of the analysis (n) (maximum 3 and minimum 1).
(ix) Insurer(s) selected.
(x) The general global premium, automatically generated when an analysis is called for rapid evaluation of service offers.
(xi) Pertinent notes on divergence with basic contract.
E. PROCESSING
When you access the Event Parameters option in the Company file, Management section, the system will display the following screen.
Make sure that all information registered in the Billing and benefit deductions tab are entered according to required parameters.
Access the Group insurance contract. Make sure boxes Active contract (a) and Activate self administration (b) are checked. Other fields must reflect the contract parameters.
Access the employees files individually (Section II – C.2) or by group (Section II – C.1.2), verify hiring dates since they will be inter-linked with eligibility and movement processing in screen II-E.1.
You may, if necessary, check Admissible auto in the employee file.
Make sure the province is indicated in every field where it should appear.
The next step consists in selecting the Group insurance billing file option. The billing screen will appear. Click on the New icon. You then choose the company you want to bill. This will activate checking adhesion or movement processing, as well as billing. The system will ask you to confirm the billing period (dates).
Once the process is finished, you can visualize the bill by double clicking on it, you can also print the bill by clicking on the print icon.
You can link up with the insurer through the Group insurance contract file, using the Data transfer tab (screen II-E.2. The same process is applicable to link up with the insurer for the Health Insurance Card.
In both cases, you need only click on the Update button (a). To validate this process, the system will ask for a confirmation of the date from which to start to search for data transfer movements (b).
The system will create an ASCII file for the insurers according to the employee movements from the date indicated in (a) up to the present date. This file (it is identified according to the standards established by the insurer) will then be placed in the Transfer directory and then transferred according to the insurer's protocol(s).
To create a new benefit deduction, click on the New icon.
The system will ask to choose a company for which you want a benefit deduction. Double click on it. The validation process and the date confirmation request, such as billing will be displayed. To visualize the benefit deduction, carry out the same steps as for billing.
You can transfer the employee portion to the pay system through ADP Configuration in the Company file.
F. HYPOTHETICAL ANALYSIS
It is also possible to attain this screen from the client file (screen II-C.2 (a) Hypothesis calculation).
If we want to carry out a hypothetical calculation for an individual, we can attain the Employee list by clicking on the corresponding tab (tab 1) or by selecting the Hypothesis calculation tab when in the client file (screen II-C.2.
The following screen will be displayed:
Double click on the employee for whom you wish to calculate a hypothesis. This will automatically transfer you to the employee's file under a hypothetical form (screen II-F.3). Any field or variable change will not affect the real employee file in any way.
If you point directly on the Employee file (hypothesis) tab, the system will bring you to the corresponding file of the first employee on the list of all employees.
When in the employee file screen, you can question the system to determine the premium difference following a change (status, coverage…). You can also use the Hypothesis calculation tab (screen II-C.1 in the Employee file to attain screen II-F.3.
By clicking on the right hand button of the mouse after a change, the system will display the following options:
(aa) To obtain the result of your hypothesis request, point on the Hypothesis calculation option and the system will display two sub options:
1. Group calculation;
2. Selected employee(s) calculation.
To visualize the results, click on the Hypothesis result tab (a) on screen II-F.3.
(bb) If you wish to calculate a hypothesis based on a change in the employer's contribution, the Employer contribution option will bring you to the Employer contribution hypothesis screen. Then you only have to repeat (aa).
(cc) Transfer the “real employee” file (only details on group insurance, lower part of the screen for the transferred employee) to the hypothetical employee file.
By their name, the other functions are self-explanatory.
Note that certain functions, displayed by the right hand button on the mouse are also found on screen II-F.1 (3).
IMPORTANT: For a hypothesis, note that the employer's contribution is carried out through a dedicated copy for the hypothesis. This is not the same information as the one entered when managing the company file.
G. ADVISOR FILE AND DISTRIBUTION CENTRE
To attain this module, click on button 17. You can create a new file by clicking on the New button or you can attain an existing file by double clicking on it.
In both cases, the system will bring you to screen II-G.1 which has two tabs. You must then enter the appropriate information.
You can also attain the Advisor file and the Distribution centre through the Company files in the Management, Company advisor section (screen II-A (4)). By clicking on this option, the system will bring you to the list of centres or intermediaries. Choose the appropriate file and associate it with the company or you can also create a new file using the New button. By clicking on this button, an additional line (a) will be displayed on the screen. To record the relevant information, you just have to click on the inverted arrow (b). On the right of the field, you will find a section called Main (c). You just have to click on the check box to confirm if it consists of the principal advisor or centre. In order to have on the screen the information on the advisor or on the centre, double click on the corresponding information line.
