direct deposit user guide 2018-2page.telushealth.com/rs/655-ury-133/images/direct... · changes may...

Provider

Portal Direct Deposit

User Guide

November 2018

November 2018 Direct Deposit User Guide | 2

Proprietary Notice

Copyright © 2018, TELUS Health Solutions.

All rights reserved. Information provided in this publication is proprietary and confidential. No part of this publication

may be distributed, reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic,

mechanical, recording, or otherwise, without the expressed written permission of TELUS Health Solutions.

Microsoft and Windows are registered trademarks of Microsoft Corporation. All other products or services mentioned

in this document are trademarks or registered trademarks of their respective companies.

Disclaimer

This publication, as well as the software described in it, is furnished under license and may only be used or copied in

accordance with the terms of such license. TELUS Health Solutions makes no representation or warranties with

respect to the contents of this publication, and specifically disclaims any express or limited warranties that may result

from misuse of the software and failure to comply with the procedures and/or operating instructions provided herein.

Further, TELUS Health Solutions reserves the right to make changes to the software and any or parts of this

publication at any time, without obligation to notify any person or entity of such changes.

Revisions

The Information contained in this publication is subject to change without notice and does not represent a

commitment on the part of TELUS Health Solutions. Changes to this publication will be made, as required, to ensure

the data contained reflects the latest configuration of the software, procedures and/or operating instructions. These

changes may be the result of design improvements and/or customer requests.

Every effort will be made to inform users of these changes as soon as possible, provided the changes affect the

performance and operation of the software.


Table of Contents

1. Introduction ................................................................................................................................................................ 4

1.1. A preview of the banking information process ..................................................................................................... 4

1.2. Accessing Email and Banking Information........................................................................................................... 4

2. Email and Banking Information .................................................................................................................................. 5

2.1. Legal agreement for EFT ..................................................................................................................................... 7

2.2. No bank account registered ................................................................................................................................. 8

2.3. Edit email ............................................................................................................................................................. 9

2.4. Update bank account information ...................................................................................................................... 10

2.4.1. Add a bank account .................................................................................................................................... 10

2.4.2. Account added ............................................................................................................................................ 12

2.5. Confirm a deposit .............................................................................................................................................. 14

2.6. Edit a bank account ........................................................................................................................................... 15

2.7. Delete a bank account ....................................................................................................................................... 16

2.8. Profile details ..................................................................................................................................................... 18

2.8.1. Associate providers ..................................................................................................................................... 18

2.8.2. Multiple locations ........................................................................................................................................ 18

2.9. Error messages ................................................................................................................................................. 20

2.9.1. Error: Account data ..................................................................................................................................... 20

2.9.2. Error: email format ...................................................................................................................................... 20

2.9.3. Warning: profile being updated ................................................................................................................... 21


1. Introduction

The Email and Banking Information application enables providers like you to perform two tasks:

add or modify the bank account information that you want TELUS Health to use

modify the email address you want us to use for banking related communications

By presenting TELUS Health with your banking information, you gain of the advantage of receiving reimbursements

directly into your bank account through an Electronic Funds Transfer (EFT) such as direct deposit. Direct deposit is

available as a reimbursement method from many insurance companies.

1.1. A preview of the banking information process Your request to add or modify your bank account information will be sent to TELUS Health to be verified. Should we

have any questions regarding your request, we will contact you directly.

These are the steps to this activation process:

You provide information about your bank account—the transit data from a cheque.

We deposit a small amount to your bank account.

We both wait for the bank to record arrival of the deposit.

Your bank records information about the deposit.

Once your bank signals TELUS Health that the deposit has been recorded, we validate your account data.

You confirm information about the deposit—the amount and transaction number.

We activate your account.

1.2. Accessing Email and Banking Information

1. From the TELUS Health Provider Portal Welcome page, log in with your username and password.

The Legal page will appear.

2. Click I Accept to agree to the legal conditions governing the use of the Provider Portal.

The Home page will appear.

In the My Profile section, click the Email and Banking Information link to open the application.Figure 1. My

Profile

Note: If you have not yet set up your email and banking information, the following message will appear within the

My Profile section.


2. Email and Banking

Information

The Email and Banking Information page has two columns:

The left column contains banking account information for up to 3 accounts. Each account is shown in its own panel.

The right column contains profile information, including email address for banking correspondence and other contact

information, and location(s). Associate providers lists are also located in the right column when applicable.

For information about associate provider lists, see the section “2.8.1. Associate providers”.

For information about multiple locations, see the section “2.8.2. Multiple locations”.

You can perform the following actions:

Adding your banking information

Editing your existing banking information

Editing your email address

If you already have EFT information or an email address registered with TELUS Health, the page will be presented to

you in ‘View’ mode. If the information is accurate, you can leave the page by clicking on any Portal link. If the

information requires modification, click on the Edit button and your page will be refreshed in ‘Entry’ mode.

For specific provider user groups, the page will display the Provider name,

Provider ID, Contact Email and banking information for the default account only.

Click any of the Instructions buttons to read context-sensitive text that further explain concepts or instructions for

entering or editing account information. For an example of this text, see Figure 3.


Figure 2. Current profile

Figure 3. Tool tip for current profile with any account on file


2.1. Legal agreement for EFT

If you have not signed a new version of the Provider Agreement in the last few months, you may be asked to re-sign

the Provider Agreement the first time you go into the Email and Banking Information page. The updated agreement

allows us to deposit funds and reverse the deposit during the bank validation process. You will only need to re-sign

the agreement once, and not each time you create or change an account.

If you click the Skip this step for now button, you will be taken to the Email and Banking Information page, but you

will not be able to add or edit any accounts. You will be able to click the Legal agreement button, which will provide

you with another chance to accept the agreement.

Figure 4. The result of having skipped the legal agreement

Once you have read the legal agreement, click the I accept check box, then click the Continue button.


2.2. No bank account registered

If you have no bank account information registered with TELUS Health, you will see an Add account button. Also,

Instructions are specific to the case where there are no registered accounts.

Figure 5. No registered banking accounts


Figure 6. Current profile tool tip prior to adding an account

2.3. Edit email

To update (or add) the email address you want to use for banking correspondence, click the Edit button.

Figure 7. Edit email


2.4. Update bank account information

2.4.1. Add a bank account

To add an account, click the Add account button.

If this button is not visible, you cannot add more accounts.

Figure 8. The Add account button is visible

A maximum of three bank accounts are available (based on provider’s services):

Default account. Select this option if you want all insurers to use the same account for all transactions, in

which case you do not need to create any other accounts. Or select this option to create an account used by

all insurers except those with their own accounts, such as WSIB.

WSIB. This option is available only to healthcare providers who are registered to access the WSIB electronic

services.

eClaims. This option is applicable to all provinces. The eClaims product allows Allied Healthcare

professionals to submit electronic extended healthcare claims to participating private insurance companies.

Complete this section if you are registered for access to the eClaims service.

Figure 9. Add account


Field or button name Description

You will see any options available to you. Not all users will see all options. Possible values are Default account, WSIB, and eClaims.

A transit number has 5 numerals. Your bank may also call it a branch number.

A bank number has 3 numerals. You bank may also call it an institution number.

An account number has up to 12 numerals.

If you bank with TD Canada Trust, be sure not to include the 4-digit

designation number which precedes your 7-digit account number.

(next to Edit profile)

Click this button to view instructions for the page such as how to create and manage accounts.

(next to Default account)

(Available for default account type only.) Click this button to view instructions for the default account.

(next to Transit number)

Click this button to view an image of a generic sample cheque that illustrates the position of transit number, bank number, and account number.

Note: If your cheque is from TD Canada Trust, see “Account number”

above.

You must provide an image of a void cheque for your security. Your request will not be processed if a void cheque is not uploaded.

The uploaded image must have a maximum size of 5 MB.

When the filename appears in this field, it will be a hyperlink. Click on the link to view the contents of the image.

The Browse button will open a window to a local directory on your

workstation so that you can navigate to the appropriate folder where your image is stored.

We will support uploading of images stored in the following file types;

.pdf, .doc, .docx, .jpg, .gif, .bmp and .png

The filename of the image being uploaded cannot contain any special characters such as punctuation. Please use alphanumeric characters only.

Note: All uploads will be subject to a virus scan.

The Submit button will allow you to submit your banking information. Once

you click this button, the data you entered will be validated to ensure accuracy and completeness.

If the system detects an error, you will see notification in the top left corner of the page.

The Cancel button will allow you to end the creation (or modification)

without saving any changes to the account.


Figure 10. Sample cheque with designation number

If your sample TD Canada Trust cheque includes a 4-digit designation number before the account number, be sure to

omit those 4 digits when typing the Account number.

2.4.2. Account added

Once you submit details for a bank account, a new account panel will appear at the bottom of the left column of the

page.

Figure 11. Account added

In addition to the changes on the Edit and Banking Information page, you should also receive an email from TELUS

confirming that you have provided your account information. This email may arrive immediately, and should take an

hour or so at most. The email also outlines the next steps for you. For more information, see “2.5. Confirm a deposit.”

A confirmation e-mail will be sent once the deposit has been recorded by your bank. Reminder e-mails will also be

sent after 3 and 6 business days. If you fail to confirm the deposit after 7 business days, the account will be marked

as expired.

An account can have a status of activated or inactive.

Activated accounts have a white background.

Inactive accounts have a grey background, and the top line of text always describes the status:

o pending validating

o pending confirmation

o expired


Figure 12. Account pending validation

If an account is pending validation (a grey background), your next action should be:

Do nothing (wait for TELUS Health to validate the account information)

Other possible actions:

Edit the account—see “2.6. Edit a bank account”

Delete the account—see “2.7. Delete a bank account”

Add another account—see “2.4.1. Add a bank account”

Figure 13. Account pending confirmation

If an account is pending confirmation (a grey background), your next action should be:

Confirm the deposit—see “2.5. Confirm a deposit”



Delete the account—see “2.7. Delete a bank account”


Figure 14. An activated account

If an account is activated (a white background), your next action should be:

Do nothing—the account is ready to start receiving reimbursements





2.5. Confirm a deposit

Once you have provided your bank account information, TELUS Health will attempt to make a small deposit to your

account known as a penny deposit. (The amount will be under a dollar—“just pennies”.) When TELUS is notified that

the deposit was made, it will update your account as having a status of pending your confirmation of the deposit. This

notification process can take up to 48 hours.

Figure 15. Account pending confirmation

To proceed, you must be in contact with your bank to determine the exact amount of the deposit and the confirmation

associated with that deposit. If you use online banking, log in to your bank account and find the deposit in your list of

transactions. If your bank provides a printed statement, look for the deposit there.

1. Click the Confirm Deposit button.

2. In the Confirmation amount box, type the amount that was deposited to your account.

3. In the Confirmation number box, type the confirmation information that was associated with your deposit.

4. Click the Submit button.

Figure 16. Confirming the deposit

You will receive email reminders to activate your account. If you have not activated your account after 7 business

days, it will be marked as expired.


2.6. Edit a bank account

To edit an inactive account, click the Edit button within the panel for the account.

The account will have to be validated again. You will have to upload a void cheque,

as you did when you added the account.

As before, type a transit number (also called the branch number), bank number (also called the institution number),

and account number (not including the desgination number).

Figure 17. Edit account


2.7. Delete a bank account

Whether you can delete an account depends on the account status.

Figure 18. A pending account (no previous account)

Figure 19. An account pending confirmation (previous account available)

Figure 20. An expired account

To delete an inactive account (shown with a grey background), click the Delete button within the panel for the

account.

If a previous account is on file, the previous account information will be reinstated.

If there is no previous account, the account information is deleted from the profile and the account panel will

be removed from the screen.

The account will have to be validated again. You will have to upload a void cheque,

as you did when you added the account.


Figure 21. An activated account

To delete an active account (shown with a white background), you must call TELUS to request this operation. The

contact phone number is included in the Instructions at the top of the column next to the Current profile heading.


2.8. Profile details

2.8.1. Associate providers

A complete list of associate providers is presented in a new section at the bottom of the right column. This list is

presented when applicable, typically for a clinic.

Figure 22. Associate providers

2.8.2. Multiple locations

An individual practitioner may provide services in multiple locations. If this is true for the user, the page will list all of

the registered locations under the existing location section.


Figure 23. Multiple locations


2.9. Error messages

2.9.1. Error: Account data

If an issue is detected for an account, an error will appear above the edited account panel.

Figure 24. Error above account

2.9.2. Error: email format

If an issue is detected for an e-mail address, an error will appear above the form.

Figure 25. Error above email field


2.9.3. Warning: profile being updated

You may see this page if you attempt to view or edit your profile while your profile is being updated by TELUS. (For

example, if you have requested that an active account be deleted.) Your account can only be updated by one person

at a time.

Figure 26. Please try again

direct deposit user guide 2018-2page.telushealth.com/rs/655-ury-133/images/direct... · changes may...

Documents