SM 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 address Username Enter your case sensitive Password Click here to proceed to your group billing and enrollment information Click here to view system presentations If you are a new user, click here to register…

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 This screen displays the coverages that are currently billed by Gardner & White Group Benefit Services. Select any of these hyperlinks to view that plans detail information

SM Plans This screen is an example of Life Plan Details seen when View Details has been selected.

SM Invoice This screen is used to view past bills, create the current bill, or change billing address information. Select which Bill you wish to work with 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 Once a bill has been selected, select a date from the drop down to view a previous bill details… Including Rate information or hyper links to rate tables… Any outstanding charges from previous bills… Total amount due per plan/coverage Select this hyperlink to view a printable copy of the bill summary. Charges for each plan/coverage… Click here to download and save the bill as an Excel spreadsheet for your records.

SM Invoice Scrolling down the screen, you will see additional Bill Details… Information for each enrollee detailing their individual coverages. Use this area to quickly select enrollees, based on last name. Any adjustments that have been made to the bill via salary change or enrollment 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 Select employees by clicking the checkbox. Selecting more than fifteen names at a time will significantly degrade the response time of the system. After making your employee selections, click here to make salary changes.

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) Enter the new Salary Effective Date for each employee. Click here to save all changes. If appropriate, each salary update will also automatically recalculate the insurance volume for each enrolled coverage.

SM Insureds Again, select employees by clicking the checkbox. Selecting more than fifteen names at a time will significantly degrade the response time of the system. Click here to unenroll employees from plans.

SM Insureds Click here to cancel changes and return to the Insureds tab original list of employees. Select the reason for termination. If you do not select a reason, the system will automatically use “cancel”. This field defaults to the current date. You may modify this field as needed. Click here to remove the employee from one plan… or here for all plans. Click here to complete the removal of employees from the selected plans. Reason Code Descriptions Cancel employee has elected to drop this plan Mistake employee was mistakenly enrolled in this plan Move employee needs to be moved to a different bill number Part Time employee is part time and is no longer eligible for plan Terminate employee is no longer employed

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 Tip An employee wanting to enroll in a contributory or voluntary plan after the original eligibility date must provide proof of good health to be approved. Please contact Gardner & White for all proof of good health issues. 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 the employee and proceed to enrolling them in the group plans. Tip If reinstating a former employee, you will be advised of the following: The SSN must be unique. If this is a reenrollment, please contact Gardner & White Group Administration.

SM Enrollment Select the checkbox for those plans which the new employee has elected to enroll. Click here when all plans have been selected. DENTAL TIP In order for new enrollee Dental claims to be paid as soon as possible, fax the Dental enrollment form to , attention Group Administration. We can then make certain that the enrollment is put into the dental system immediately and avoid any claim denials due to eligibility.

SM Enrollment Select the correct Employee Type from this drop down list. This will cause the Insured Volume to calculate. After the required fields have been entered, click here to complete the enrollment process. TIP If the coverage being enrolled is 100% employer funded (paid for entirely by the employer), the Signature Date will say “Not Applicable”. If the coverage being enrolled is funded by the employee in any way (paid for all or in part by the employee), the Signature Date must be entered from the enrollment form.

SM Enrollment A summary screen is displayed showing the result of the just completed enrollments for the selected employee. If the system states Enrolled with no issues, the enrollee will show up on your next available billing. If the system states “All participants must provide medical evidence” or “The signature date is 31 days beyond the eligibility date. Medical evidence is required.”, the enrollee will not show up on your billing until they have completed the health questions on the enrollment form, submitted it to Gardner & White and have been approved. In this case you will receive a letter advising of the approval or decline. If the system states “The amount of volume exceeds the maximum for this coverage” the employee will not show up on your billing for any amount over the Guarantee Issue until they have completed the health questions on the enrollment form, submitted it to Gardner & White and have been approved. In this case you will receive a letter advising of the approval or decline. Please have the employee complete an extended application and return it to Gardner & White. This form can be printed by following the hyperlink on the Administrative tab. Pick the appropriate carrier (for HEBA it is Assurant) and pick employee extended application. Click here to save or print the summary results.

SM Administrative Click here to start an window to send a message to Gardner & White Group Benefit Services. Use this section to change your name and/or password at anytime. When “checked”, you will automatically receive an if the current months bill has not been finalized on the 15 th of the month and again on the 20 th of the month. If you do not want to receive reminders, please uncheck this box. Click here to obtain carrier forms, including “employee extended applications”. Click any of these hyperlinks to view instructions for this system.