Monthly Member Maintenance Workflow
DISCLAIMER
Please note, whilst care is taken to illustrate numerous scenarios, it is impossible to detail all instances and therefore this document should merely serve as a guide for the purposes of demonstrating system functionality and conducting employee training.
In accordance with the above paragraph, this training manual is published and distributed on the basis that EBSphere (Pty) Ltd is not responsible/accountable for any actions taken by users of information contained in this training manual nor for any error in or omission from this manual.
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Further, the contents of this training manual are subject to change without any notice and further highlight the need for this training manual to serve only as a guide.
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EBSphere (Pty) Limited
P.O. Box 785803
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Introduction
The purpose of the workflow batch is to assist the user with a controlled month end policy status maintenance. During this process, the system will:
- Reinstate the policies that were lapsed during last month’s run due to outstanding premiums will be reactivated if the premiums are now received this month.
- Lapse the policies that no premiums have been received for as per defined business rules.
- Terminate policies that were lapsed and still no premiums have been received.
- Generate letters for the policies that are in arrears.
- Generate letters for the child-dependents who will, within the next 3 months, be over the eligibility age as specified in the rules.
This process will need to be run prior the collection file is sent for debit and stop order payments but must be run after the premiums have been received for all other cash payments.
Policy Maintenance Process
To initiate the process, select the ‘Monthly Member Maintenance’ batch from the Batch Management screen.
Double-click the ‘Edit’ hyperlink to open the Batch Editor screen.
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The Batch Editor screen need to be captured as follows:
Client This field will default to the selected client.
Paypoint This is a Paypoint the process is run. Select applicable paypoint from the drop-down list.
Date 1 This is the effective date the process is run on.
Batch Ref System generated and must not be edited / altered.
Then ‘Save’ and ‘Execute’ the batch to implement the increase.
The ‘Monthly Member Maintenance’ workflow will be initiated and will be listed on the Workflow sub-window on the bottom left of the main Everest screen.
Double-click it to open the workflow screen.
Click on ‘Done’ on the next screen to proceed to the next step.
The next step will reinstate and terminate policies. Please read the instructions on the screen carefully.
Click on ‘Done’ to process these.
The reinstatement letter will be generated for all policies that are reinstated. These will need to checked for correctness and sent out to policyholders.
The next step will lapse applicable policies.
Cick on ‘Done’ to process these.
The lapse letter for all applicable policies will generate.
In the next step the system will identify all policies that are in arrears.
Cick on ‘Done’ to produce letters.
A letter will be produced for all policies that are in arrears.
In the next step the system will identify children dependents that are within 3 months of maximum eligibility age as setup in the rules.
Click on ‘Done’ to produce letters.
A letter will be produced for all identified child dependents.
This will now be the last step of the workflow. Click on ‘Done’ to end the process.