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OLGA. O L G A. O n l ine G roup A dministration. 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

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OLGA

O L G A

Online Group Administration


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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


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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.


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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


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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


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Click here to view system presentations

Login Screen

Enter your full email address Username

Enter your case sensitive Password

If you are a new user, click here to register…

Click here to proceed to your group billing and enrollment information


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Fill in the requested information…

Registration

and press the Submit button.


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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.


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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.


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Select any of these hyperlinks to view that plans detail information

Plans

This screen displays the coverages that are currently billed by Gardner & White Group Benefit Services.


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Plans information

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


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Update the selected Bill’s mailing address information

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


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Invoice information

Once the bill has been selected…

you may select a date from this drop down box to view previous payment information.


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Including Rate information or hyper links to rate tables… information

Charges for each plan/coverage…

Any outstanding charges from previous bills…

Total amount due per plan/coverage

Invoice

Select this hyperlink to view a printable copy of the bill summary.

Click here to download and save the bill as an Excel spreadsheet for your records.

Once a bill has been selected, select a date from the drop down to view a previous bill details…


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Invoice information

Use this area to quickly select enrollees, based on last name.

Information for each enrollee detailing their individual coverages.

Any adjustments that have been made to the bill via salary change or enrollment change can be viewed here.

Scrolling down the screen, you will see additional Bill Details…


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Invoice information

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…


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Invoice information

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.


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Insureds information

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.


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Insureds information(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.


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Insureds information

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.


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Insureds information

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, each salary update will also automatically recalculate the insurance volume for each enrolled coverage.

Enter the new Salary Effective Date for each employee.

Click here to save all changes.


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Insureds information

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.


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Insureds information

Click here to cancel changes and return to the Insureds tab original list of employees.

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

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.


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Enrollment information

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.


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Enrollment information(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

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.

  • 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.


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Select the checkbox for those plans which the new employee has elected to enroll.

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 put into the dental system immediately and avoid any claim denials due to eligibility.

Click here when all plans have been selected.


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Enrollment has elected to enroll.

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.

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.


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Enrollment has elected to enroll.

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.

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.

A summary screen is displayed showing the result of the just completed enrollments for the selected employee.

Click here to save or print the summary results.


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Click any of these hyperlinks to view instructions for this system.

Administrative

When “checked”, you will automatically receive an email 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 to receive reminders, please uncheck this box.

Use this section to change your name and/or password at anytime.

Click here to start an email window to send a message to Gardner & White Group Benefit Services.

Click here to obtain carrier forms, including “employee extended applications”.


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