Department of Civil Service

PA99-10

TO: PA Chief Executive Officers and Health Benefits Administrators
FROM: Employee Benefits Division
SUBJECT: Conversion to NYBEAS
DATE: August 10, 1999

As announced in the last PA Quarterly Experience Report, the Employee Benefits Division is converting the NYSHIP eligibility and accounting systems into one system called NYBEAS (New York Benefits Eligibility and Accounting System). We would like to thank those of you who have already responded to our request for information on your agency's hardware and software capabilities. If you have not yet responded, please do so immediately - a copy of the survey form, which includes the computer requirements for utilizing the new system, is attached to this correspondence.

This new system is Year 2000 compliant and significantly improves the eligibility and accounting functions of NYSHIP. It will also speed up the enrollment process for you, allow you to directly access enrollment information for your agency, provide you with pre-submission correction of most processing errors, and allow you to view new prescription drug card numbers as soon as they are assigned.

However, prior to using NYBEAS, it is necessary to attend a two-day training session at the Department of Civil Service. Completion of the enclosed form will allow us to set up the necessary number of classes.

Using NYBEAS will be mandatory for certain Participating Agencies and optional for others (please refer to the next page of this memo for details) so it is important that we know how many agencies are currently able to connect to the new system and how many will need to upgrade. Therefore, please return the survey by August 13, 1999. The mailing address and fax number are on the bottom of the Agency Request for Access to the New York Benefits Eligibility and Accounting System (NYBEAS) form.

While all the necessary software and updates will be provided free of charge, each employer will have to absorb the cost of any hardware upgrades needed and any connectivity costs (modem and phone line), as well as all costs associated with attending the training session here in Albany. We are attempting to obtain a discount arrangement with local hotels. You will be apprised of these arrangements at a later date.

We will implement NYBEAS for participating Agencies in the Fall 1999. The cut-off date for processing transactions through the current enrollment system is October 25, 1999. The start-up date for processing transactions through NYBEAS is November 15, 1999. During this three week period, it will not be possible to process any transactions.

Large and medium sized Participating Agencies will no longer submit paper transaction forms to the central enrollment file -- transactions will be submitted directly to the central file via PC and will update the central enrollment file immediately. Agencies using NYBEAS will have real time access to enrollment records for their own employees (there will be no access to claims data, however).

Agencies will be required to use NYBEAS if they submit more than 100 transactions per year. Small Participating Agencies may also use NYBEAS if they have the necessary equipment. Small agencies not equipped to utilize NYBEAS will continue to submit paper transaction forms to the Employee Benefits Division (transactions will no longer be mailed to Empire Blue Cross Blue Shield).

We are currently revising the PA Manual and planning training sessions to familiarize you and your staff with the new system. The two-day training programs will be held in Albany beginning September 27, 1999. A training schedule will be sent to you as soon as possible. It is important that you complete and submit the attached survey form by August 13, 1999, so that we may schedule an adequate number of training sessions to accommodate everyone who will be utilizing NYBEAS.

We look forward to hearing from you and working with you on this important project.

NYBEAS ACCESS SURVEY

Access Requirements for NYBEAS:

• Desk-top Computer running Windows 3.1, 95 or newer
• Modem connected to an outside phone line

NOTE: The NYS Department of Civil Service will supply all software necessary to access your agency's data only.

System security requires use of password by authorized individuals only. We recommend that each agency designate two authorized users -- a primary contact and a back-up contact. Please complete the attached user ID request form (one for each user) and mail or fax back with this certificafion by July 15, 1999, to the Department of Civil Service.

Questions about the computer requirements or connecting to NYBEAS may be directed to the NYS Department of Civil Service Help Desk at: 1-800-422-3671 or (518) 457-5406 .