ClientManager new business user guide

A step-by-step guide for using ClientManager^SM. Learn how to:

• Create a group
• Quote a group
• Copy a quote
• Apply for a plan
• Check application status

Create a group

• When you create a group, that record will always exist, even if you don't quote that group or if they don't purchase a Priority Health plan.
• All information will be saved and automatically populate forms and fields throughout the sales process.
• Make sure you have specific information ready - open a checklist.
• You can edit a group any time after you create it. Go to "edit group" instructions.
• Agent administrators - You'll need to add the agent to a group you create. See "Additional agent information" under #2 below.
• ZIP codes: If there are multiple cities or counties within a ZIP code, use the drop-downs to choose the correct item.

Creating a group

1. In the top navigation bar, hover over Small Group and click Create New Group.
   OR
   On any page in MyWorkbench, click Create New Group.
2. On the "Create New Group" page, enter: 
   • Group information
   • SIC Code - Use "Search" if you need to
   • Admin contact information - Must be the group administrator, not an agent or third party administrator.
   • Additional agent information (if applicable) - Click Add Agent to search for another agents and add them to this group
3. Click Create Group.  

Quote a group

• Need to change a quote? Use the "copy quote" feature. Jump down to instructions.
• Census: Enter each individual member's ZIP code, not the company's ZIP code. This validates eligibility requirements and rates for out-of-state-members. If a ZIP code is incorrect, the system won't be able to validate enrollment information, and you'll have to requote the group.
• You can delete quotes that aren't associated with an application. 
• ClientManager quotes do not include the mental health parity (MHP) rider. 
• Naming quotes is optional.

Follow these steps to build a quote.

Select a group

For a new group (not created yet):

1. From My Workbench, hover over "Small Group" in the top navigation bar and click Create New Business Quote.
2. Click Create New Group and enter group information (see above).
3. After you click Create Group and go to the "Case Details" page, click Quote in right column.

For an existing group:

• On My Workbench, find your group under "Small Group New Business" or using "Search." Select the group and click Create Quote.
  OR
• In the top navigation bar, hover over "Small Group" and click Create New Business Quote. Search for your group. Select group from search results and click Create New Quote.

Start the quote

1. Select an effective date
2. Confirm group information
3. Click Continue>>.

Add the census

There are 2 ways to add a census: manual and upload.

Manually adding a census

1. Enter the total number of employees you need to add. The first line is already there, so enter the number you need to add.
2. Click Add Employees.
3. Type in employee information: first and last name, birthdate, status, coverage level, ZIP code 
4. Click Next>>.

Upload a census

1. From your own .CSV or .XLS file, select only those cells that contain the required census information - no headings. (Click the orange question mark to verify the required formatting.)
2. Copy and paste the selection into the “Census Data” textbox and click Upload Census.

OR

1. Open our template by clicking Download Template.
2. In the "File Download" window, click Open.
3. In Excel, type or copy and paste (from your own spreadsheet) the group's information in the corresponding columns.
4. Select only those cells that contain census information - no headings.
5. Copy and paste the selection into the "Census Data" textbox and click Upload Census.

Add plan information

1. Use the "Build Your Medical Plan" box to create plan designs.
2. Select a product, sub-product and package.
3. Click View Plans to see Priority Health packages (optional). 
4. Fill in the CM (contraceptive management) and DP (domestic partner) fields.
5. Click Add Plan >>.

View a rate grid

1. Select a product and sub-product in the "Build Your Medical Plan" box.
2. Under "Package," choose Select All.
3. Ensure all fields are filled in.
4. Click Get Rate Grid.

Copy a plan design

1. On the Plan Information page, select the plan you'd like to copy.
2. Click Copy.
3. Make your changes to the plan design.
4. Click Add Plan>>. 

Create a proposal

1. When you've created your plan designs, click Generate Quote.
2. Name the quote. (If you don't, system will name it with the quote number.)
3. On the Quote Details page, select the plan designs to include in the proposal.
4. Click Create Proposal.
5. Choose proposal contents. All required documents are already selected.
6. Confirm plan selection.
7. Click Next>>.
8. Verify who you're sending the proposal to and how to send it (email or regular mail).
9. Click Generate Proposal.

Emailing a proposal

In ClientManager, you have the option of emailing the proposal to your group. Here are some details:

• Emailing is optional. You can still print a proposal and send it through your own internal process.
• You can customize the email message before you send the proposal.
• The email message is sent from Small Business Sales with the email address Priority-Health-Sales@tuoadvantage.com.
• Proposal emails are sent via standard email, not secure email. There is never any personal health information transmitted from ClientManager, so all emails that come from it are standard.

Agent and group proposals

There are 2 types of proposals in ClientManager: agent and group proposals. These proposals are exactly the same. The one difference is the cover letter, which is tailored to its audience.

Copy a quote

Once you generate rates, you can't edit a quote. But you can copy an existing quote and start over. Copying a quote provides an exact match of the previous quote without making you re-enter the census. Here's how:

1. From MyWorkbench, find your group.
2. Click the group name to go to their Case Details page.
3. Click the Quotes tab. 
4. Click View in the right column for the quote you'd like to copy.
5. On the Quote Details page, select the plan designs you'd like to include in the new quote.
6. Click Copy Quote.
7. You'll see an exact duplicate of the quote, including plan designs and census information. Make your changes and click Generate Quote.

Apply for a plan

We are no longer accepting paper applications for new Small Business groups. You must submit applications online. 

Begin an application

1. On MyWorkbench, find your group.
2. Click the group name to go to their Case Details page.
3. Click the Quotes tab.
4. Click Apply in the right "Action" column.
5. You'll be on the Quote Details page. Select the plan(s) your group has chosen and click Start Application.

Complete group setup

Group setup is the first step to starting the application process. It must be complete before you can continue with the application packet.

1. Click Add Sub-Group to add necessary sub-groups. Remember: A sub-group is a business that has a different tax ID from the group but shares common control (per IRS guidelines). If it doesn't meet these requirements, don't add it. 
2. Click Add Classes to assign classes. You must assign at least one class for a group. If there is only one class, then you can select "No Description."
3. When sub-groups and classes are set, click Assign Plans>>.
4. On the Assign Plans to Classes page, assign each plan to at least one class. Click Assign Employees >>.
5. On the Assign Employees page, assign each employee to their group or sub-group and to their correct class.
6. Click Complete Setup.

You can edit the group setup at any time by clicking Edit Group Setup in the Group Set Up tab.

When you're done with group setup, you'll be on the application page. You can start filling application forms now or come back later.

Continue an application (if you leave ClientManager after group setup and come back)

1. On MyWorkbench, find your group.
2. Click the group name to go to their Case Details page.
3. Click the Applications tab.
4. Click Continue Application in the right "Action" column.
5. You'll be on the Applications page, where you'll see a list of forms you or the group need to complete.
6. Click Start next to the form you'd like to complete.

List of forms in the application packet

• Group application
• Agent acknowledgement 
• Exception letter (if required)  
• Group agreement 
• Supporting documentation 
• Employee enrollment forms

Printing forms from the application packet

You can print forms for your records in 2 ways:

• When you're done completing a form, you're asked to review all information. Print this review page by clicking File - Print in your Web browser.
  or
• On the application tab, click View in the Action column for any form. This will bring up the review page. Click File - Print in your Web browser.  

Submitting an application

1. Use the Submission Checklist to verify all forms are checked "complete."
2. If necessary, change the commission split percentages. Do this early in the application process. If your group submits the application before you do, then the percentages listed will be the ones used.
3. Enter notes for Priority Health.
4. Click Submit.

NOTE:

• The "Submit" button is disabled after the group's application packet has been submitted, and you can't resubmit a packet.
• You can't submit application packets after the 20th of the month before the effective date. Contact Small Business Sales with questions. 

Check application status

1. Find your group in My Workbench. Their status appears in the right column.
2. For detailed status history, click the group name to go to "Case Details."
3. Click Activities.

NOTE: If a group shows a status of "Application in Progress," then their application has not been submitted to Priority Health even if it's marked complete with a green checkmark on the Submission Checklist. If the packet has been submitted, the "Submit" button on the Submission Checklist will be grayed out.