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.

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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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EBSphere (Pty) Ltd does not accept any responsibility whatsoever for a misrepresentation performed by any person in respect of claims, losses or damage or any other matter, either direct or consequential arising out of or in relation to the use and reliance, whether wholly or partially, upon any information contained or products referred to in 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.

**COPYRIGHT**

This documentation and the software described in it is the exclusive property of EBSphere (Pty) Ltd. This manual or the software may not be copied in whole or part, without the express written consent of EBSphere (Pty) Ltd. Under the law, copying includes translating into another language or format.

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EBSphere (Pty) Limited

P.O. Box 785803

Sandton

2146

[[image:Group Risk Monthly Member Mainentance WFL_html_8cba33b1e8c9fa24.gif||height="96" width="344"]] [[image:Group Risk Monthly Member Mainentance WFL_html_857ba1e075348553.png||height="13" width="656"]]\\

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[[image:Group Risk Monthly Member Mainentance WFL_html_857ba1e075348553.png||height="13" width="656"]] //Introduction//

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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:

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* 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.

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* Lapse the policies that no premiums have been received for as per defined business rules.

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* Terminate policies that were lapsed and still no premiums have been received.

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* Generate letters for the policies that are in arrears.

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* Generate letters for the child-dependents who will, within the next 3 months, be over the eligibility age as specified in the rules.

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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.

[[image:Group Risk Monthly Member Mainentance WFL_html_857ba1e075348553.png||height="13" width="656"]] //Policy Maintenance Process//

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To initiate the process, select the **‘Monthly Member Maintenance’** batch from the Batch Management screen.

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[[image:Group Risk Monthly Member Mainentance WFL_html_8b7ebfbb27fef8c7.png||height="261" width="449"]]

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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:

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**Client **This field will default to the selected client.

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**Paypoint **This is a Paypoint the process is run. Select applicable paypoint from the drop-down list.

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**Date 1 **This is the effective date the process is run on.

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**Batch Ref **System generated and must not be edited / altered.

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Then **‘Save’** and **‘Execute’** the batch to implement the increase.

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[[image:Group Risk Monthly Member Mainentance WFL_html_97b35bfea8cc4e2b.gif||alt="Shape3"]] [[image:Group Risk Monthly Member Mainentance WFL_html_97b35bfea8cc4e2b.gif||alt="Shape2"]] [[image:Group Risk Monthly Member Mainentance WFL_html_240beb221288db8a.png||height="222" width="422"]]

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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.

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Double-click it to open the workflow screen.

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Click on **‘Done’** on the next screen to proceed to the next step.

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[[image:Group Risk Monthly Member Mainentance WFL_html_b9ed8be2610c2a4d.gif||alt="Shape5"]] [[image:Group Risk Monthly Member Mainentance WFL_html_34a0fa4ca07c7a50.png||height="247" width="419"]]

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The next step will reinstate and terminate policies. Please read the instructions on the screen carefully.

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Click on **‘Done’** to process these.

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The reinstatement letter will be generated for all policies that are reinstated. These will need to checked for correctness and sent out to policyholders.

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[[image:Group Risk Monthly Member Mainentance WFL_html_22b8cddd1b579655.png||height="256" width="507"]]

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The next step will lapse applicable policies.

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Cick on **‘Done’** to process these.

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The lapse letter for all applicable policies will generate.

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[[image:Group Risk Monthly Member Mainentance WFL_html_a294c16541320d76.png||height="326" width="389"]]

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In the next step the system will identify all policies that are in arrears.

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Cick on **‘Done’** to produce letters.

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A letter will be produced for all policies that are in arrears.

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[[image:Group Risk Monthly Member Mainentance WFL_html_55db21f18750c260.png||height="320" width="380"]]

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{{id name="_Hlk48747564"/}}In the next step the system will identify children dependents that are within 3 months of maximum eligibility age as setup in the rules.

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Click on **‘Done’** to produce letters.

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A letter will be produced for all identified child dependents.

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