eClaiming Implementation

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eClaiming Implementation

• Elise Clason clasone_at_wou.edu
• Shirley Lincicum lincics_at_wou.edu
• Western Oregon University

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Overview

• Preparation
• Implementation steps
• Limitations special considerations
• Questions and discussion

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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

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Benefits

• Send claims directly from your system into
  subscription agents system
• Agent receives claims sooner
• Agents system can process claims immediately
• You get quicker confirmation that claims have
  been received and processed
• No more special forms or printer errors!

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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

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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

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Configure Claim E-mail Information
A gt ADDITIONAL system functions A gt ALTER system
parameters S gt SYSTEM codes O gt Set system
OPTIONS A gt Acquisitions options 18 gt Claim
E-mail information
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Edit Vendor Record

• VCODE2 s
• NOTE2 (m)
• EDI
• d library SAN or e library account number
• f vendor e-mail address
• Example EDIeSF37869fIIICLMS_at_ML.EBSCO.COM
• Maximum size of the NOTE2 field is 99 characters,
  including the EDI

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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

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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

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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

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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

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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

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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

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Volta Review Membership
Order Record
Volta Voices
Volta Review
Checkin Record
Checkin Record
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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

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Questions?

• Presentation slides available at
• http//www.wou.edu/lincics/e-claim.ppt