Trojan’s Managed Care On-Line Eligibility Program



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Trojan Benefit Services Program

User Manual

V2.20

Trojan Professional Services, Inc. 2008

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Table of Contents

|Trojan Benefit Services Installation Guide |……………….2 |

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|Server Installation |……………….2 |

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|Workstation Installation |…………….….5 |

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|What Trojan Can Do for You |…………….….7 |

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|Find a Plan |…………….….9 |

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|Reports |……….………10 |

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|Request |……………..…11 |

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|Set Up & Updates |……………..…14 |

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|Communication Settings |…………….…14 |

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|Connections Types |………….……15 |

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|Download a Benefit Update |…………….…17 |

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|Check for Program Update |………….……19 |

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|Process Monthly Update Disks |………………..20 |

There are 2 types of installations: server and workstation. Depending on your office, you may only use one computer (the server) to house the Trojan Benefit Services Program. Or you may have several other computers (workstations) that will also be used to access/house the program. This section will help you install the program on your server, or primary computer.

Server Installation

The first step to installing the Trojan Benefit Services Program will be to select the CD-Rom drive on your PC. Next, you will highlight the file Setup. Then, click on the Open button (Fig 1).

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Figure 1

The installation will automatically start for you and the next screen you will see (Fig 2) is shown below. The program automatically defaults to install on your C drive; just click on Next. If you choose to install on another drive, click on Browse to select your chosen drive.

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Figure 2

When you click on Next the installation will begin. The screen will look like this (Fig 3).

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Figure 3

The next screen to come up (Fig 4) will ask you to install icons and other files needed to run the Trojan Benefit Services Program on a workstation. When you have completed the initial setup of Trojan Benefit Services Program, click on Finish and the initial load of data will begin.

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Figure 4

The following screens will appear in order, displaying what is happening during installation (Figures 5 – 12).

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Figure 5 Figure 6

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Figure 7 Figure 8

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Figure 9 Figure 10

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Figure 11 Figure 12

At the last screen you will be asked to click on Ok to complete the installation. After you have clicked on Ok you will be sent to the Find a Plan field (which will be covered in the “Find a Plan” section).

Workstation Installation

If your office has additional computers (additional workstations) where the Trojan Benefits Services program will be used, follow these instructions.

First, ensure that the drive where you have installed your Trojan Benefit Services Program is shared to the entire network. (Your Network Administrator can assist you with this process.) From the workstation find the Trojan Benefit Services Program located on your network drive. This file is named “ETW.” Double click on the icon labeled, “Workstation700.exe.” The installation will automatically take place and the following screen (Fig 13) will display on the workstation.

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Figure 13

Upon the completion of loading all files on the Workstation installation, you will get see a temporary screen (Fig 14) that is displayed below.

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Figure 14

Your final screen will appear (Fig 15). Click on the Finish button. Congratulations!

You will now automatically be sent into the Trojan Benefit Services Program. An icon will be placed on your desk for friendly access upon future use.

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Figure 15

What Trojan Can Do For You:

• Increase case acceptance by 20%-50%

• Simplify the insurance process

• Maximize patient benefits

• Increase patient satisfaction

• We will provide patient's dental benefit information in a concise, easy-to-read format on your computer.  Your service will include unlimited access to assistance with benefit requests and insurance issues.  Let us do the research while you attend to your patient's needs.

Trojan Benefit Services is:

• Integrated and supported by the most progressive practice management systems

• Available in our stand-alone format

• Also available in a Managed Care module

Open the Trojan Benefit Services program by double-clicking the icon on your desktop.

The first screen (Fig 16) you will see is the Program License screen. This screen is used to make the client aware of licensing and disclosures from Trojan Professional Services, Inc. You will only see this screen the first time you enter the program. Upon future visits you will immediately go to the Find a Plan screen (Fig 17). Click on OK to enter the program.

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Figure 16

You will now be at the Find a Plan screen (Fig 17). You have four choices from this point: you can Find a Plan, print Reports and Labels, Request Benefits, or run your Monthly Updates.

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Figure 17

Find a Plan

Enables you to locate plans by Trojan ID, Employer, and Policy No

Reports

You can run reports or print labels of all employers in a city by typing in the name of the city, or the zip code of the city

Request

You will be allowed to submit Benefit Requests directly to our Service Department for research

Set Up & Updates

Download Benefit Updates

Download Program Updates

Set Up Communication Settings

Run Monthly Updates for new or changed plans

Run Initial Loads if needed

Index Files

Technical Support Functions

History log (of Updates to ensure you are

current with most recent update.)

System Information

Exit to Windows (closes the program)

Find a Plan

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Figure 18

Type the Employer name. With each keystroke, the Trojan program will jump to that section in the alphabetical list. When you have found the employer you need, highlight it and hit Enter on your keyboard, or click on View This Plan with your mouse.

In the screen shown below (Figures 19 -20), you can see an example of what a plan would look like. Page 2 will show additional information, with any Notes and Limitations.

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Figure 19 Figure 20

Reports

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Figure 21

When you click on the Reports tab (Fig 21), a screen will prompt you to choose to run reports or print labels. For this example we are going to run reports, but the steps are the same for both procedures.

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Figure 22

• Type the City name, or the Zip Code

• To preview your results click on the Preview button and your results will be shown on your screen.

• When previewing your results, you can print at any time by clicking on the Print icon located on the automatic toolbar.

• If you would like to print from the start simply click the Print button.

• You can click on Cancel to exit this screen and return to previous options.

Requests

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Figure 23

You can submit Benefit Requests directly to our Service Department for research. To begin the process, click on the New Request button (Fig 23).

You will be prompted with the next screen (Fig 24).

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Figure 24

If you have selected a plan prior to coming to this screen, that plan will populate your first option. In this example (Fig 24), “10th Degree” was the plan previously selected. When you click on the button that reads “Ask Trojan to update 10TH DEGREE,” you will be returned to the previous screen, although it will be populated with employer information (Fig 25).

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Figure 25

You are now ready to make a request. On the right side of your screen are instructions on how to fill out the request. When you have entered all the needed information you will be required to save the data. Click on Save Request (Fig 26).

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Figure 26

Once you have completed the request you can add more or you can submit the request to Trojan. If you have no additional requests to submit, simply click on the Send # Request to Trojan (# represents the amount of requests submitted). Once you have clicked on the button, the following message will appear to confirm your request (Fig 27).

Click on Yes to send.

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Figure 27

If you would like to go back and review previous requests you have submitted, simply click on Show previously sent requests. If you would like to print a copy of the request, click on Print. Once you have reviewed the request, you can return to the original screen by clicking on Show unsent requests.

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Figure 28 Figure 29

Set Up & Updates

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Figure 30

Communication Settings

When you enter the Setup & Update tab (Fig 30) for the first time, click on Communication Settings. This will bring you to the following screen where you will need to set up the correct connection settings to download electronic updates. Once you have done this and downloaded your updates you will no longer need to process monthly floppy disks in your office. You may call Trojan Professional Services Software Support at 1-800-451-9723, ext 1 for assistance.

Click on Change Settings to see all your options (Fig 31).

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Figure 31

This section (Fig 32) is where you will select the proper Connection Type for downloading your Benefit Updates and Program Updates. Below is a list and description of each Connection Type.

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Figure 32

Connection Types

• Always Connected to Internet (DSL, cable modem)

This connection is for offices that are always connected to the Internet with DSL or cable modem. It is the fastest method to transmit a request.

• Dial-Up Internet Connection

This connection is for offices with Internet connection using an Internet Service Provider (ISP). Click on the button with the three dots (next to Connection Name) to select your connection.

• Non-Internet Dial-Up

This method is for offices using a dial-out modem instead of an ISP. Your modem will dial out directly to Trojan. The phone number is 800-344-5604. There are additional steps required to complete this setup, please contact Trojan.

• Do Not Connect From This Station

When you select this option at a particular station, the station will not be allowed to download benefits. You would use this option if you have multiple stations in your office, but not all with Internet connections.

• Connect to Internet Manually

This connection type will prompt you to start your Internet connection before downloading benefits. This option is geared for offices that have dial-up Internet, and the computer doesn’t automatically connect to the Internet by itself.

Once you have selected a connection type, click the “Test Communications” button (Fig 32) to test your connection.

If the connection has been accepted by Trojan Professional Services the following screen (Fig 33) will appear. Click on OK to proceed. You are now set up to download Benefits, Program Updates, and to submit Benefit Requests.

If the “Connection to Trojan Successful!” box does not appear, call Trojan Program Support at 1-800-451-9723, Ext 1 for assistance.

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Figure 33

Download a Benefit Update

Now that your connection type has been set you can download Benefit Updates. When you are back to the Setup & Update tab (Fig 34), click on the Download a Benefit Update button. The program will automatically connect to Trojan and begin downloading your updated benefits.

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Figure 34

The following two screens will show the downloading progress from the Trojan servers to your desktop.

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Figure 35 Figure 36

When the download is complete the following message (Fig 37) will pop up to warn you to close the program on all desktops prior to updating the benefits for you viewing. Click on OK and proceed with the update.

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Figure 37

Your screen will then go through six steps showing you what is happening with your benefits update. Upon completion of the update you will be prompted with “The update has been completed” (Fig 39).

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Figure 38 Figure 39

Click on OK to be returned to the Find a Plan tab where you can locate your updated plans.

Check for Program Update

We will periodically produce software upgrades to improve the service we provide your office. Now that you have the Connection Types, you will have access to download all program updates, rather than having to wait for them to be delivered to you via mail. Just think of all the time you will save!

To begin the program update process, simply click on the Check for a Program Update button (Fig 40).

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Figure 40

The following screen, Figure 41, will be displayed. Click on the Check for a Program Update button to proceed. Your system will automatically be updated if there is an update. If there is no update, you will be given a message that you have the latest version (Fig 42).

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Figure 41 Figure 42

Process Monthly Update Disks

If you have chosen to not use Electronic Downloads, you can still obtain your monthly updates in the form of 3.5 Floppy Diskettes. To process these diskettes you will need to click on the Setup & Update tab. Click on Process Monthly Update Disk (Fig 43).

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Figure 43

You will then be prompted with the next screen (Fig 44). Simply follow the screen instructions and the update will run.

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Figure 44

• Put the diskette in the drive

• Click on Ok

• When your updates are completed a screen will show that the update has been completed

• You will be returned to the Setup & Monthly Update tab

• You are now updated and able to locate plans. Return to the Find a Plan instructions.

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