Lightspeed Claim Management System v5.00AutoPay

Lightspeed Claim Management System v5.00

User Manual – AutoPay

Lightspeed Data Solutions, Inc.Revision No. 3

6330 San Vicente Blvd., STE 2453/12/2014

Los Angeles, CA. 90048

Tel: (323) 954-3000

Fax: (323) 954-3005

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Lightspeed Claim Management System v5.00AutoPay

Table of Contents

Contents

Contents

Auto Pay Processing

Auto Pay for non-work comp

Auto Pay Tab

How to Create an Auto Pay

Cycle Maintenance Tab

How to Process an Auto Pay Cycle

How to Create an Auto Pay Cycle

Review Tab

AutoPay

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Lightspeed Claim Management System v5.00AutoPay

Auto Pay Processing

Auto Pay Processing

The Auto Pay module automates repetitive loss and expense payments. Repetitive requests can be set up in a unique user-defined payment cycle. When the cycle reaches the appointed date, all payment requests in the cycle are automatically submitted to the Check Process module for approval.

This window has tabbed pages for Auto Pay, Cycle Maintenance and Review.

Auto Pay – Auto Pay Tab

The Auto Pay tab allows repetitive loss and expense payments to be automated and processed in-groups. The payment process is similar to that of a regular Claim payment.

Auto Pay – Cycle Maintenance Tab

The Cycle Maintenance tab allows the entry and editing of user defined groups for payment automation. There is a maximum of 10 groups that can be assigned allowing a broad range of payment cycles.

Auto Pay – Review Tab

The Review tab allows the user to view what payments each group is composed of.

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Lightspeed Claim Management System v5.00AutoPay

Auto Pay For Non-Work Comp

Auto Pay for non-work comp

The Auto-Pay feature originally designed for Worker’s Compensation claims has been enhanced to support non-worker’s comp claims. It allows repetitive loss and expense payments to be automated and processed in batches. The payment process is similar to that of a regular Claim payment.

  • Provides Ability to Create an Auto Pay
  • Supports payments for all claim types not just workcomp (v4.01)
  • Supports automated cycles (v4.06)
  • Supports profiles with settings independent from the related cycle (v4.11)

This feature supports three modes of automation; Non-Automatic, Automatic and Mixed. Non-Automatic is the original mode where payment profiles are batched into cycles with the same benefit dates; these cycles are processed in batch mode by the user. Automatic mode is also batched into cycles with the same benefit dates but the batches can be configured to process automatically without user intervention. Mixed mode provides for batcheswith mixed benefit dates and can be configured to process automatically without user intervention on independent cycles.

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Lightspeed Claim Management System v5.00AutoPay

Auto Pay Tab

Auto Pay Tab

The Auto-Pay tab allows payments to be entered; the payment process is similar to that of a regular Claim payment.

Figure 5-1: Auto Pay – Auto Pay Tab

Field / Description
Form
Company / Company or Estate the claims have been assigned to.
Claim No / Claim No for the Claim
Policy No / Policy Number associated with the Claim
Check Type / Type of Check (Claim, Admin, UEP) etc
Payment / Type of Payment
Payee / Type of Payee
Amount / Check amount
Vendor / Vendor Code
Exp Code / Expense Code
IRS / Vendor’s Federal ID number or Social Security Number
Pay To / Name of the payee on the check
Mail To / Address of the payee on the check
Expired Checkbox / Indicates if the AutoPay has expired
Review / Review date of the AutoPay
Stop / Stop date of the AutoPay
Sub Code / Workers Comp sub code
Group / Cycle to which the AutoPay belongs
Description / User description for the AutoPay
Payments / How many payments have been made using the AutoPay
Benefit Period From / Current benefit period from
Benefit Period To / Current benefit period to
Cycle Length / Duration of the chosen cycle
Date Unit / Date Unit of the cycle
Wait Days / Number of days to wait before entering the cycle
Changed By / Last changed by
Date / Last changed date
Summary Grid
Unit / Unit Number
Claimant / Claimant name for the Claim
Coverage / Coverage Code
OSL / Outstanding Loss Reserve
OSE / Outstanding Expense Reserve
LP / Loss Payments
EP / Expense Payments
Status / Status of the claim

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Lightspeed Claim Management System v5.00AutoPay

How to Create an Auto Pay

How to Create an Auto Pay

a)Cycles must be established (see Cycle Maintenance later in this chapter) prior to entering the auto pay.

b)From the FORM branch of the Application List select AUTO PAY. This will display the AUTO PAY SCREEN, Auto Pay Tab (Figure 10-1).

c)Select the FIND icon in the toolbar causing the Company and Claim No: fields will be highlighted.

d)Enter the company and claim number and select the OK icon in the toolbar. This will display the claims to be paid.

e)Select the ADD icon in the toolbar.

f)Enter all pertinent Auto pay information. If this is a vendor payment, the lookup feature of the Pay To: field may be utilized. Enter the first letter of the vendor’s name into the tan lookup field. Click TAB to display a list of possible vendors. Select the vendor from the list and click on the SELECT icon at the top of the screen. All pertinent vendor information will automatically be filled in the corresponding fields.

g)Change the Review Date if necessary. The default is for six months from the current date.

h)The Stop Date is the end of the Auto pay cycle. This is a required field.

i)The Group field is also a required field. Changing the Group field will automatically change the Benefit Period (From and To).

j)If the group selected is for a Mixed type cycle then you will also need to fill in the Benefit Period, Cycle Length, Date Unit, and Wait Days. These values will take precedence over the values in the related cycle.

k)When all information has been entered select the UPDATE icon at the top of the screen.

l)Add More Repeat steps a-i for each Auto pay to be created.

m)When you are done creating an Auto pay, select the CLOSE icon in the toolbar. This will bring you back to the Applications List.

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Lightspeed Claim Management System v5.00AutoPay

Cycle Maintenance Tab

Cycle Maintenance Tab

The Cycle Maintenance tab allows the entry and editing of user-defined groups for payment automation. The number of groups that can be assigned is virtually unlimited allowing a broad range of payment cycles. All payments on the cycle are for the same benefit period/dates of service.

Figure 7-2: Auto Pay – Cycle Maintenance Tab

Field / Description
Form
Description / Name of the cycle
Cycle Count / Number of times the cycle has run
Begin Date / Cycle begin date
End Date / Cycle end date
Cycle Length / Duration of the cycle
Date Unit / Date unit of the cycle
Automatic / Modes for payment processing
Wait Days / Number of days to wait until starting cycle
Status / Status of the cycle
Cr By / Created By
Cr Date / Create date
Changed By / Last changed by
Changed Date / Last changed date
View Disabled Checkbox / View disabled cycles
Summary Grid
Description / Name of the cycle
Count / Number of times the cycle has run
Begin Date / Cycle begin date
End Date / Cycle end date
Length / Duration of the cycle
Date Unit / Date unit of the cycle
Status / Status of the cycle
Changed By / Last changed by
Changed / Last changed date
Automatic / Modes for payment processing
Wait / Number of days to wait until starting cycle

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Lightspeed Claim Management System v5.00AutoPay

How to Process an Auto Pay Cycle

How to Process an Auto Pay Cycle

a)Cycle should be reviewed (see Review later in this chapter) prior to processing to ensure payments are not beyond their stop or review date, that there is sufficient reserve and there are no other issues that would hinder the payment from being created.

b)Select the cycle to be processed by highlighting it in the grid and click the edit button from the top toolbar.

c)Change the status to Commit or Post and click the update button. Commit will queue the cycle to process overnight; payments will be in the Verify section of check processing in the morning. Post will process cycle immediately; payments will be in the Verify section immediately after completion. Note: Immediate posting could significantly impact the performance of the claim system to all user while processing is taking place; therefore it is highly recommended that standard practice be to commit cycles to overnight processing and post be reserved for emergencies only.

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Lightspeed Claim Management System v5.00AutoPay

How to Create an Auto Pay Cycle

How to Create an AutoPay Cycle

a)Cycles must be established prior to entering the auto pay.

b)From the FORM branch of the Application List select AUTO PAY. This will display the AUTO PAY SCREEN, Auto Pay Tab (Figure 9 -1).

c)Select the Cycle Maintenance Tab (Figure 9 - 2).

d)Select the ADD icon in the toolbar.

e)Enter all pertinent Cycle information.

  1. The Automatic drop-down has 3 options: Non-Automatic, Automatic and Mixed. Non-Automatic is the original mode where payment profiles are batched into cycles with the same benefit dates; these cycles are processed in batch mode by the user. Automatic mode is also batched into cycles with the same benefit dates but the batches can be configured to process automatically without user intervention. Mixed mode provides for batcheswith mixed benefit dates and can be configured to process automatically without user intervention on independent cycles.
  2. Wait days is for Automatic Cycles and indicates the number of days after the Begin date the cycle will be processed. To process prior to the Begin date enter a negative number of days.

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Lightspeed Claim Management System v5.00AutoPay

Review Tab

Review Tab

The Review tab allows the user to view what payments each group is composed of.

Figure 10-3: Auto Pay – Review Tab

Field / Description
Form
Group / Cycle Name
Cutoff Date / Cycles displayed before given date
View Expired Checkbox / View expired cycles
Summary Grid
Claim / Claim No for the Claim
Payee Name / Name of the payee on the check
Amount / Check amount
Setup / Cycle setup date
ID / User
Group / Cycle name
Review / Review date of AutoPay
Stop / Stop Date of AutoPay
Status / AutoPay status
Severity / AutoPay severity code

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Lightspeed Claim Management System v5.00AutoPay

AutoPay

AutoPay

Feature in Claim Home Tab:

Figure 11-4: Claim Processing Home – AutoPay

Field / Description
Form
User / User information being viewed
All Checkbox / All checkbox
Summary Grid
IGA / Insolvent Company IGA number on the Claim
Claim / Claim No for the Claim
Payee Name / Name of the payee on the check
Amount / Check amount
Severity / AutoPay severity code
Status / AutoPay status
Review / Review date of AutoPay
Stop / Stop Date of AutoPay
Group / Cycle name
Setup / AutoPay setup date
ID / User Name

AUTOPAY will show all the claims with autopay assigned to the logged-in user. The SORT and FILTER functions are available in AUTOPAY. This screen will display the IGA number, claim number, payee name, amount, setup, ID, group, review date, stop payment date, status and severity. Most severe status will be displayed.

Statuses are from most severe:

'Register Inactive' / The Group for this Auto Pay item has been set to Inactive
'Beyond Stop Date' / Stop Date for this Auto Pay item is in or before the benefit period
'Beyond Review Date' / Review Date for this Auto Pay item is in or before the benefit period
'Suffix Closed' / This Auto Pay item is on a suffix that has been closed
‘Non Active Vendor’ / Payment is to a vendor whose status is not Active
'Insufficient Reserve' / There is not enough reserves to cover the NEXT scheduled payment for this Auto Pay item.
'Reserve Warning' / There are not enough reserves to cover the ALL scheduled payments for this Auto Pay item.
'OK' / This item is ready for next scheduled payment.

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