*Note – please add mailadmin@ajirasoftware.net to your Safe Senders list or ask your email administrator to whitelist this email address. This is the email address that will send you notifications and any applicable pdf attachments.

The dashboard page is displayed after a carrier user logs in. This page is also referred to as a landing page. This page may be accessed from the left-side drawer menu under the Administration menu item.

The dashboard displays summary totals across the top with year-to-date premium, total of due invoices, past due totals and the last payment processed date and amount.

The first panel on the right side displays alerts, and users may select the View All button to view more alerts or mark them as read so they drop off the alerts display.

The invoices panel displays a grid of all invoices for policies along with invoice detail including invoice number, invoice date, due date, invoice amount, balance due and status (paid, unpaid, past due, processing etc).

The panel below Alerts displays Quick Links. These are navigation shortcuts and the features listed are available with a single click. These features are also available under the Administration, Policy and Billing menu items in the left-side drawer menu.

A policy panel is displayed below the invoices panel. This panel displays basic policy details such as policy number, insured name, effective date, expiration date.

A documents panel is displayed below the Quick Links panel. This panel lists the documents that were either created by users in the portal or ones that were sent to the portal for user view and download such as invoices. Use the View All button to access all documents in a paged grid that lists documents ordered by creation date.

Carrier users may generate certificates of Insurance after logging in successfully. The following are the navigation methods to access the Certificate of Insurance (COI) page:

1. Selecting the Policies item in the left-hand drawer menu and then selecting the sub-menu Certificate of Insurance.
2. Using the Quick Links section that is displayed below the Alerts section on the right side of the dashboard.

Carrier users should be aware that endorsements made to a policy may not be reflected on a COI from this portal, the same day. There will be a day lag in this portal.

Once the user navigates to the Certificate of Insurance page using one of the above listed navigation methods, they will be presented with a page that lists a set of search fields on top of the page and a certificates of insurance grid below the search criteria.

Policies may be selected using either the policy number or the insured name fields. The search panel includes a field that will display effective and discontinued dates once a policy is selected. All policies are be available for selection using the search criteria.

When a user navigates to this page, the certificates of insurance grid will display a history of previously generated certificates of insurance. If this is the first time a user is using this feature, the grid will be empty and a message ‘No data to display’ will be visible.

This grid includes the following columns:

• Policy Number: Displays the policy number under which an insured is provided coverage.
• Insured Name: Displays the name of the individual or entity covered under the insurance policy.
• COI Requester: Displays the email address of the individual or entity who requested the Certificate of Insurance.
• Type: Indicates whether the COI requested was for a group policy or an individual policy.
• Healthcare Provider: Displays the name of the healthcare provider on a policy for whom the COI was created or if the COI was created for all healthcare providers, the label ‘All’ will be displayed in this column.
• Requested Date: Displays the date on which the certificate was requested and generated.
• Requested By: Displays the name of the person who requested the Certificate.
• Action: Provides the option to download the Certificate in PDF format.

Users may click on the "Add New" button to generate a new certificate of insurance.

The Add New page displays the following fields:

• Policy Number: Displays the policy number under which coverage is provided. Users may blank out this field to search for another policy without having to close this page to perform a search for a different policy.
• Effective Date: Displays the date the policy went into effect. This field is prefilled and cannot be modified.
• Discontinued Date: Displays the date the policy expires. This field is prefilled and cannot be modified.
• Line of Business: Indicates the specific type of insurance coverage provided. This field is prepopulated and cannot be modified.
• Insured Name: Displays the individual or entity covered under the insurance policy. This field is prepopulated and cannot be modified.
• Email: A valid email address should be entered. The certificate will be automatically emailed to this email address.
• Type of COI: Specifies whether COIs will be generated for the entire group if a group policy is selected or if a COI will be created for a single healthcare provider. If the policy is not a group policy this field will be prefilled with the value ‘Individual’ and cannot be changed.
• Healthcare Provider: If a group policy is selected and the Type of COI selected is Individual, the Healthcare Provider dropdown is displayed. The user may select one of the healthcare providers from the list and generate the COI just for that healthcare provider.
• Description (not mandatory): Users may enter a description and choose to apply it to all healthcare providers if a group policy is selected. Descriptions entered do not apply to the State of Pennsylvania. An MCare description will be auto populated for the State of Pennsylvania.
• Certificate Holder (not mandatory): If this set of fields is left blank, the policyholder is used as the default certificate holder. In the event, a policyholder Is not an insured, the insured will be used as a certificate holder. If entered, the user is given a choice to apply this certificate holder to all healthcare providers on a group policy. Certificate Holders may be entered individually for each Healthcare Provider by clicking on the “Add Details” button in the grid below the Certificate Holder set of fields.
  1. Name: The name of the party requesting to be named a Certificate Holder.
  2. Phone Number: The contact number of the Certificate Holder.
  3. Address: The address of the Certificate Holder is entered in two fields (Address Line 1 and Address Line 2).
  4. City: The city in which the Certificate Holder is primarily domiciled.
  5. State: A dropdown menu is provided for the Certificate Holder to select the state to which they belong.
  6. Zip Code: The postal code of the Certificate Holder must be entered.

Once these fields are entered, the user may save the entered data by clicking the ‘Save’ button.

The user may select the ‘Add Details’ button in the Healthcare Provider grid to specify Description and Certificate Holder data for each healthcare provider. A popup screen is used to capture this data. The user may click on ‘Save’ button to save this data for a healthcare provider. The Certificate of Insurance screen has a ‘Submit’ button that generates one or more certificates depending upon user selection.

The View Invoices Page displays a set of search fields at the top as well as an invoices grid. The invoices grid initially displays all invoices. The search criteria may be used to view all invoices for a specified policy or insured. The grid displays policy number, insured name, invoice number, invoice date, invoice due date, invoice amount, invoice balance and status (unpaid, due, past due, processing) etc.

The Action column has a View button for each row in the invoices grid. Carrier users may click the View button to view a detail pdf of an invoice. An invoice may remain in processing status for a few days specially if bank ACH was used as a payment method. It may take a few days to settle and post a payment depending upon the bank of the policyholder. The invoice status will change to paid once the payment is cleared and posted to the invoice successfully.

The Setup Autopay lets a payor (usually the policyholder) user setup their recurring payments using a credit card, debit card or bank ACH payment method. No payment is involved in this setup transaction.

A search panel is available at the top of this page that enables users to search for and select a policy for setup of autopay. Policies may be searched for using either the policy number or the insured name fields. The search panel also includes a field displaying the effective and discontinued dates of a selected policy.

These fields are prepopulated and the policyholder’s current active policy data is prefilled.

If a policy is already on autopay, the current payment method is prefilled with the method previously used, valid values are credit card, debit card and bank ACH. In addition, the field payment method last 4 digits displays the last four numbers of the account used previously in setup.

The policyholder may specify a new payment method and enter the email address to be used for autopay notifications and email messages.

A Pay $0.00 button is displayed at the end of the page on the right-hand corner. There is no charge to complete autopay setup. A new screen will be displayed that lets the policyholder enter all their account details securely. Once the account setup is completed and submitted a notification page is displayed to the user letting the know if their setup was successful.

This page displays a policy number, and insured name at the top as search fields that a carrier user may use to help their policyholders pay an invoice. Once a policy is selected using the search criteria, policy effective date and policy expiration date will be prefilled above two grids, the first for Unpaid Invoices and the second for Paid Invoices for the selected policyholder.

Unpaid Invoices panel:
The unpaid invoices panel displays a table that consists of the following columns:

Invoice Number, this is the unique identifier of the invoice.

Invoice Type, this may be Premium, Endorsement or Credit.

Due Date, this is the date that the invoice is due as per the payment terms of the policy.

Invoice Amount, this is the amount of the invoice calculated during invoice creation as per the billing plan of the policy. The invoice amount reflects values based on annual, monthly or quarterly billing plans.

Balance, this indicates the amount that is due on the invoice including prior underpayments or overpayments. If this column shows a negative value, no payment is due and the Pay button under the Action column is disabled.

Status, this indicates the status of the unpaid invoice. This may be Due, Past Due, No Payment Due (if the Balance column is negative) and Processing. A status of Processing indicates that a payment was made recently and the system will update this status by the following day. In such a case, clicking on the Pay button will display a message. In such a case, clicking on the Pay button will display a message, ‘We have received a payment for this invoice. Your payment will be posted on the invoice within 24 hours. Please check back later.’

Action, this is the last column on the Unpaid Invoices panel. It displays two buttons, the View Button and the Pay button. The View button allows a user to view an invoice PDF that was generated at the time of invoice creation. The user may download and save the invoice PDF file to their device for future reference. If the user clicks on the View button and the invoice PDF is not available, an email will be sent automatically to the Billing Department and the user will be requested to check back after 24 hours at which point the invoice PDF will be available.
The second button under the Action column is the Pay button. The user may click on this button to access the next page in the payment process.

If you subscribed to Autopay previously, a message will be displayed at the bottom of this section as follows: ‘You are currently subscribed to Autopay. Your payments will be processed automatically.’ This is an informational message and does not require any action by the user.

Paid Invoices panel:
This panel consists of a table that displays all the paid invoices. It displays the following columns:

Invoice Number, this is the unique identifier of the invoice.

Invoice Type, this may be Premium, Endorsement or Credit.

Payment Date, this is the date the payment was received for the invoice.

Invoice Amount, this is the amount of the invoice calculated during invoice creation as per the billing plan of the policy. The invoice amount reflects values based on annual, monthly or quarterly billing plans.

Payment amount, this is the amount of the payment made by the policyholder on the invoice.

Status, this indicates the status of the invoice (Paid).

Action, this column displays a View button. The View button allows the user to view the invoice PDF that was generated at the time of invoice creation. Please note this invoice PDF will not reflect the payment amount. The user may download and save the invoice PDF file to their device for future reference. If the user clicks on the View button and the invoice PDF is not available, an email will be automatically sent to the Billing Department and the user will be requested to check back after 24 hours at which point the invoice PDF will be available.

The Payment Method Selection page is displayed after the user clicks on the Pay button on the Pay an Invoice page. This page displays three panels, the first is an Invoice panel, the second is a Policy panel and the third is the Payment Method panel.

Invoice panel:
The Invoice panel is a display only panel with the following information:

Invoice Number, this is the unique identifier of the invoice.

Invoice Type, this may be Premium, Endorsement or Credit.

Due Date, this is the date that the invoice is due as per the payment terms of the policy.

Amount, this is the amount of the invoice calculated during invoice creation as per the billing plan of the policy. The invoice amount reflects values based on annual, monthly or quarterly billing plans.

Technology Fee, this field reflects the amount that will be charged to the policyholder for processing the online transaction by the payment processor/bank.

Transaction Amount, the Transaction Amount reflects the amount that the user is paying.

Policy panel:
This panel is displayed on the top of this page and has the following information:

Policyholder, this is the legal name of the policyholder on the issued policy.

Effective Date, this is the date the policy went into effect.

Expiration Date, this is the date the policy expires.

Status, this indicates the status of the policy whether Active, Cancelled, Expired etc.

Payment Method panel:
The Payment panel lets the user select whether to make a payment using a credit card or a bank account. it also lets the user specify a payment amount and their email address. The panel provides an option to let the user select one-time payment or autopay for automatic future payments.

Payment Method, this is a dropdown that lets the user select either a credit card, debit card or bank account as a method of payment. Selecting bank account from the dropdown will display a message to the user indicating that the Technology Fee has been waived courtesy of Positive Physicians Insurance Company. Selecting credit card as a method of payment will display a message that indicates that the Technology Fee will be calculated and displayed on the next screen.

Transaction Amount, the Transaction Amount reflects the amount that the user wants to pay. This is defaulted to the Balance from the Invoice Selection page and may be changed by the user. If the user has subscribed to Autopay previously, the Transaction Amount field will be disabled and users cannot change the amount.

Technology Fee, this field reflects the amount that will be charged to the policyholder for processing the online transaction by the payment processor/bank. If the user selects the Payment Method as bank account, the Technology Fee is waived courtesy of Positive Physicians Insurance Company. If the user selects credit card or debit card as the Payment Method, then the Technology Fee is calculated on the next screen where the user enters their account details.

Email, this is a required field. The user is required to enter their email address so that the payment confirmation email may be sent.

If the user has not subscribed to Autopay previously, the following two choices will be displayed towards the bottom of this section:

Autopay (Click here to save the payment method & account details for automatic future payments)
One-time payment

The Manage Autopay button at the bottom left side will be disabled.

If a user selects Autopay, the Transaction Amount field will be disabled and amount will be defaulted to the Balance from the Invoice Selection page.

If a user selects One-time payment, the Transaction Amount field will be enabled and users may change the amount.

If the user has subscribed to Autopay previously, the following three choices will be displayed towards the bottom of this section:

Autopay (Click here to save the payment method & account details for automatic future payments)
Pay Now, skip next Autopay
One-time payment

Message:
Autopay is enabled on your account.
Click on the Manage Autopay button below to change your Autopay options.

The Manage Autopay button will be enabled.

By default, Autopay is selected as the user has subscribed to Autopay previously.

If a user selects the Pay Now, skip next Autopay option, a pop-up will appear with the following message, ‘You are opting to pay this invoice immediately. The payment method on file will be charged and your payment will be submitted for processing. You will remain enrolled in Autopay for future invoices. An email confirmation will be sent once your payment is processed.’ Below the message, two buttons will be displayed Cancel and Confirm. On clicking of the Confirm button, the user will be redirected to the Invoice Selection page with message at the top as ‘Your payment has been submitted for processing successfully.’
Clicking on the Cancel button will close the pop-up and the selection of the user’s choice will reset back to a choice selected previously.

If user selects the One-time payment option, a pop-up will appear with the following message, ‘This invoice will no longer be processed by Autopay. Any future payments on this invoice must also be done using the One-time payment option.’ The Autopay and Pay Now choices will be disabled for such invoices in future.

If a user who is subscribed to Autopay, clicks on the Manage Autopay button, a pop-up window will appear with the following three options:

Change payment method
Change Bank Account/Credit Card
Cancel Autopay

If the user selects Change payment method the following message will be displayed and the user will need to confirm their selection.
‘Please process a payment using your new method of payment to complete your Autopay selection.’

If the user selects Change Bank Account/Credit Card/Debit Card the following message will be displayed and the user will need to confirm their selection.
'Please process a payment using your new bank account/credit card/debit card to complete your Autopay selection.'

If a user has processed an invoice using the One-Time payment option previously, the Change payment method and Change Bank Account/Credit Card/Debit Card options will be disabled even though the user is subscribed to Autopay.

If the user selects Cancel Autopay the following message will be displayed and the user will need to confirm their selection.
‘You have chosen to cancel Autopay. Any 'Pay Now' transaction you performed today will be cancelled. Are you sure you would like to proceed? Please enter the word "Cancel" to confirm your selection.’
A field named ‘Type here’ is provided and the user needs to enter the value ‘cancel’ in order to proceed with Autopay cancellation.

Definitions:
Autopay, this field should be selected if the user desires to save the account details that will be entered on the next screen for automatic future payments. Selecting this option will pay the policyholder bill automatically wherever the next invoice is generated (whether on a monthly or quarterly basis). The account details entered on the next screen are be used for automatic payments.

Pay Now, skip next Autopay, this field should be selected if the user desires to remain subscribed to Autopay but wants the next invoice (whether due in the current month or next month) to be processed right away instead of processing on the invoice’s due date. Only a single invoice will be paid immediately and its Autopay schedule will be skipped.

One time Payment, this should be selected only if the user wishes to make a payment just once. In this case the bank/credit card account details of the policyholder will not be saved for future automatic payments.

Cancel, this button cancels the payment process and routes the user back to the Billing page of www.positivephysicians.com

Pay $<XX,XXXX.XX>, this button will route the user to a screen where the bank/ account or credit card details may be entered along with the billing address. Clicking on this Pay $<XX,XXXX.XX> button will start a 10 minutes clock during which the user must complete the next screen and click on the Confirm Purchase button. If the next screen times out, the user will need to begin the payment process again starting from the Billing page of www.positivephysicians.com

The Payments page is displayed after user clicks on the Pay $<XX,XXX.XX> button of the Payment Selection page.

If a Credit Card was used as a payment method, the Payments page is displayed and has following input fields:

Cards Details panel:
NAME ON CARD, this is a required field. The user is required to enter the card holder name.

CARD NUMBER, this is a required field. The user is required to enter a valid credit or debit card number.

EXPIRATION DATE, this is a required field. The user is required to enter a valid expiration date in ‘MM/YY’ format.

SECURITY CODE, this is a required field. The user is required to enter a valid security code.

Billing Address panel:
ADDRESS, this is a required field. The user is required to enter a valid address.

SUITE/UNIT, this is an optional field. The user is required to enter suite/unit.

CITY, this is a required field. The user is required to enter city.

COUNTRY OR REGION, this is a required field. The user is required to select the country. By default, this field is auto selected the country as ‘USA’.

STATE OR PROVINCE, this is a required field. The user is required to select the state or province.

POSTAL CODE, this is a required field. The user is required to enter a valid postal code.

TRANSACTION AMOUNT, this field reflects the transaction amount that the user has entered on Payment Selection page.

TECHNOLOGY FEE, this field reflects the amount that will be charged to the policyholder for processing the online transaction by the payment processor/bank.

TOTAL AMOUNT, this field reflects the total amount (TRANSACTION AMOUNT + TECHNOLOGY FEE).

If a Bank ACH was used as a payment method, the Payments page is displayed and has following input fields:

Bank Details panel:
ACCOUNT HOLDER NAME, this is a required field. The user is required to enter the bank account holder name.

BANK ROUTING NUMBER, this is a required field. The user is required to enter a valid bank routing number.

BANK NAME, this field will show the bank name based on the entered bank routing number.

BANK ACCOUNT NUMBER, this is a required field. The user is required to enter a valid bank account number.

VERIFY BANK ACCOUNT NUMBER, this is a required field. The user is required to enter a valid bank routing number.

TRANSACTION AMOUNT, this field reflects the transaction amount that the user has entered on Payment Selection page.

TECHNOLOGY FEE, this field reflects the amount that will be charged to the policyholder for processing the online transaction by the payment processor/bank.

TOTAL AMOUNT, this field reflects the total amount (TRANSACTION AMOUNT + TECHNOLOGY FEE).

After entering the Credit Card/Bank details and clicking on the Confirm Purchase button will route the user to the Notification page.

The notification page is displayed after the user clicks on the Confirm Purchase button of the Bank Account/Credit Card details page.

If a credit card was used as a payment method, the success or failure notification of the payment transaction is displayed within a few seconds.

If a bank account was used for the payment transaction, a payment submitted successfully message is displayed to the user. Bank account transactions are processed by banks at the end of the day following which a success or failure email will be sent to the email address provided by the policyholder.

In either case, a payment confirmation number is displayed and a page receipt is generated. The user may print the page receipt for their records.

A credit card payment confirmation is typically emailed to the user within minutes. The bank account payment confirmation is sent overnight.

This page completes the payment process. After this notification page is displayed to the user, they may choose to continue paying additional invoices by clicking on the link at the bottom of the page or choose to return to the Home or Dashboard page. In case of the mobile app, users may choose to return to the home menu using the home link.

The View Payments page displays a policy number, and insured name at the top as search fields that a carrier user may use to lookup policyholder payments. Once a policy is selected using the search criteria, policy effective date and policy expiration date will be prefilled above the payments grid. At this point, the payments screen displays the policy number, insured name and the policy effective date and policy expiration date above a payments grid.

The payments grid lists all the payments for a policyholder with details that include the invoice number, invoice date, insured name, due date, invoice amount, the payment date, technology fee, paid amount, payment method and payment status. The grid displays payments in reverse chronological sequence with the latest payment first.

Payment status displays the current status such as Success, Failed, Chargeback or Processing. A payment in Processing status may take a few days to settle and to be posted to the policyholder’s account.

The Change Billing Address page displays a policy number, and insured name at the top as search fields that a carrier user may use to help policyholders change their billing address. Once a policy is selected using the search criteria, policy effective date and policy expiration date will be prefilled above the change billing address grid. A Change Billing Address button may be used by a carrier user to help a policyholder with a new Billing Address to replace the one on file with the insurance company. It takes two to three business days for a change to the Billing Address to be processed by back-end systems. The policyholder will be informed via email once their billing address change has been processed.

This page displays a policy number, and insured name at the top as search fields that a carrier user may use to help policyholders change their paperless billing preference. Once a policy is selected using the search criteria, policy effective date and policy expiration date will be prefilled above the preference grid. A carrier user may assist a policyholder opt into paperless billing and enter one or more email addresses to receive invoices instead of mailed paper bills.

Users may click on the Update Preference button that will display a new screen to toggle paperless billing on and also let’s a user enter more than one email address by using the + Add Another button below the first email address field.

To remove an email simply space out the email address field and click on the Save button.

The grid below displays a history of all billing email addresses that were in use and the date that they were changed.

The Notes page displays the notes grid ordered by note creation date sequence. The notes grid displays all the notes a carrier user creates for themselves to serve as reminders or to add notes about their customers, policies, invoices, payments, COIs or any other item.

Users may add notes by clicking in the add New button above the Notes grid. The note date, created by, carrier name and line of business are prefilled by the system and may not be changed by the user. The note category and note type are used to classify notes if many different types of notes are to be created. Reference type and reference number are provided so the user may enter either a policy number, an invoice number or payment confirmation number etc. for reference purposes. The subject line and narrative are used to enter note details.

The Documents page may be accessed from the Administration menu item in the left-hand drawer. It displays the documents grid ordered by document creation date sequence.

The documents grid displays all the documents a carrier user creates for themselves or created for policyholders (such as invoice pdfs). These documents may vary depending upon the functionality available to the user. It displays certificates of insurance and invoices currently and may expand to include other documents in future.

The documents grid displays one row per document and lists details such as document creation date, document category, document type, reference type reference number, file name, and an action column that lets a user download a document or file.

Users may upload documents by clicking in the Add New button above the documents grid. The carrier’s name, line of business are prefilled by the system and may not be changed by the user. The document category and document type are used to categorize and classify documents, if many different types of documents are to be uploaded and stored in the portal. A reference number is provided so the user may enter either a policy number, an invoice number or payment confirmation number or any other category and select the exact identifier for reference purposes.

The Browse button lets a carrier user navigate to a file on their system and select it for upload. After the file(s) s selected, the user may click to the Save button to save the file to the portal.

The Alerts page displays the alerts grid ordered by alert date. A toggle to View All alerts that were previously marked as read is displayed above the alerts grid.

The alerts grid displays all the alerts that were created for the policyholder to review. The grid displays a single row per alert. The alert date, alert category, alert type, alert severity, reference type and reference number, and alert message and a ‘mark as read’ indicator.

Double clicking on an alert row will open that alert so that the entire alert message may be reviewed.

Once an alert has been reviewed, the user may click on the mark as read indicator then click on the Save button. This will cause the alert to drop off the alerts grid.