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eClaiming Implementation

This guide provides an overview of implementing e-claiming for electronic claiming of serials via email. It covers preparation steps, implementation steps, limitations, and special considerations.

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eClaiming Implementation

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  1. eClaiming Implementation Elise Clason clasone@wou.edu Shirley Lincicum lincics@wou.edu Western Oregon University NWUIG: Implementing E-Claiming

  2. Overview • Preparation • Implementation steps • Limitations & special considerations • Questions and discussion NWUIG: Implementing E-Claiming

  3. Electronic Claiming of Serials via Email • III product 506A • Pre-requisites: • Serials module (character-based or Millennium) • Internet connection for III server • E-mail interface for III server • Millennium: manual page #100460 • Character-based: manual page #103143 • Formats claims according to ASC X12.02 standard NWUIG: Implementing E-Claiming

  4. Benefits Send claims directly from your system into subscription agent’s system: • Agent receives claims sooner • Agent’s system can process claims immediately • You get quicker confirmation that claims have been received and processed • No more special forms or printer errors! NWUIG: Implementing E-Claiming

  5. Preparation: Serials Agent • Determine whether serials agent supports receipt of claims in X12 format • Obtain e-mail address to which claims should be sent • Inquire about special coding required in checkin records • Inquire about methods for acknowledgement and follow up on e-claims received NWUIG: Implementing E-Claiming

  6. Preparation: Local System • Confirm that e-mail is enabled on server • Confirm that you have a checkin record for each title you wish to e-claim • Confirm that you have a menu option to view bounced e-mail claims in character-based • Configure “Claim E-mail information” under Acquisitions system options • Edit vendor and checkin records NWUIG: Implementing E-Claiming

  7. Configure Claim E-mail Information • A > ADDITIONAL system functions • A > ALTER system parameters • S > SYSTEM codes • O > Set system OPTIONS • A > Acquisitions options • 18 > Claim E-mail information NWUIG: Implementing E-Claiming

  8. Edit Vendor Record VCODE2: s NOTE2 (m): • $EDI • |d library SAN or |e library account number • |f vendor e-mail address Example: $EDI|eSF37869|fIIICLMS@ML.EBSCO.COM • Maximum size of the NOTE2 field is 99 characters, including the $EDI NWUIG: Implementing E-Claiming

  9. NWUIG: Implementing E-Claiming

  10. Edit Checkin Records • Work with vendor to obtain appropriate data, such as: • Agent unique subscription identifier (required) Example: SF3786900AA490432002 • Vendor product number (optional) • Input in VEN TITLE# or VENDOR ID field (f tag) • Millennium can automatically update checkin records when processing electronic serials invoices • See manual page # 102912: Update Vendor ID in attached records NWUIG: Implementing E-Claiming

  11. NWUIG: Implementing E-Claiming

  12. Send Claims • Sort claims by: Record #, Title, Date, or Issue • Limit claims by: Vendor or Location • Select to send or delete individual claims • View or edit associated records • Move e-claims to print claims file NWUIG: Implementing E-Claiming

  13. Options for local capture of data • Provide cc: address in Claim E-mail information (under Acquisitions system options) • Move claims to print file and: • Print (on paper or to e-mail) • File save to III server • Copy the “Claims for serial issues awaiting print” file to a review file in Create Lists NWUIG: Implementing E-Claiming

  14. Testing • After vendor and checkin record updates, arrange a test with serials agent • Send test claims (small batch, real or bogus) • Confirm with serials agent that appropriate data was received • Work with III and/or serials agent to resolve any issues that arise NWUIG: Implementing E-Claiming

  15. Acknowledgement & Follow-up • EBSCO sends auto response via e-mail • Lists number of claims received, not detailed title/issue information • We track claims using EBSCOnet interactive claim checker NWUIG: Implementing E-Claiming

  16. Membership subscriptions • EBSCO requires a one-to-one relationship between order/payment record and claim • Not currently possible to use e-claiming to submit claims for “child” titles received on the basis of a “parent” subscription • We use EBSCOnet Fast Claim to submit claims for “child” titles NWUIG: Implementing E-Claiming

  17. Volta Review Membership Order Record Volta Review Volta Voices Checkin Record Checkin Record NWUIG: Implementing E-Claiming

  18. Features wish list • Ability to save the e-claims file sent to the serials agent locally in .csv format • Ability to view bounced claims e-mails in Millennium Serials NWUIG: Implementing E-Claiming

  19. Questions? Presentation slides available at: http://www.wou.edu/~lincics/e-claim.ppt NWUIG: Implementing E-Claiming

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