october 21, 2005 nwuig: implementing e-claiming 1 eclaiming implementation elise clason...
Post on 20-Dec-2015
218 views
TRANSCRIPT
October 21, 2005 NWUIG: Implementing E-Claiming 1
eClaiming Implementation
Elise Clason [email protected]
Shirley Lincicum [email protected]
Western Oregon University
October 21, 2005 NWUIG: Implementing E-Claiming 2
Overview
PreparationImplementation stepsLimitations & special considerationsQuestions and discussion
October 21, 2005 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
October 21, 2005 NWUIG: Implementing E-Claiming 4
Benefits
Send claims directly from your system into subscription agent’s system: Agent receives claims soonerAgent’s system can process claims
immediatelyYou get quicker confirmation that claims
have been received and processedNo more special forms or printer errors!
October 21, 2005 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
October 21, 2005 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
October 21, 2005 NWUIG: Implementing E-Claiming 7
A > ADDITIONAL system functionsA > ALTER system parameters
S > SYSTEM codesO > Set system OPTIONS
A > Acquisitions options18 > Claim E-mail information
Configure Claim E-mail Information
October 21, 2005 NWUIG: Implementing E-Claiming 8
Edit Vendor Record
VCODE2: sNOTE2 (m):
$EDI |d library SAN or |e library account number |f vendor e-mail addressExample: $EDI|eSF37869|
[email protected] Maximum size of the NOTE2 field is 99
characters, including the $EDI
October 21, 2005 NWUIG: Implementing E-Claiming
9
October 21, 2005 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
October 21, 2005 NWUIG: Implementing E-Claiming
11
October 21, 2005 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 claimsView or edit associated recordsMove e-claims to print claims file
October 21, 2005 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
October 21, 2005 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
October 21, 2005 NWUIG: Implementing E-Claiming 15
Acknowledgement & Follow-up
EBSCO sends auto response via e-mailLists number of claims received, not
detailed title/issue informationWe track claims using EBSCOnet
interactive claim checker
October 21, 2005 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
October 21, 2005 NWUIG: Implementing E-Claiming
17
Volta Voices
Volta ReviewMembership
Volta Review
Order Record
Checkin Record
Checkin Record
October 21, 2005 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
October 21, 2005 NWUIG: Implementing E-Claiming 19
Questions?
Presentation slides available at:
http://www.wou.edu/~lincics/e-claim.ppt