BENEFICIARY TRAVEL SELF SERVICE SYSTEM BTSSS BENEFICIARY TRAVEL

BENEFICIARY TRAVEL SELF SERVICE SYSTEM (BTSSS)

BENEFICIARY TRAVEL SELF SERVICE SYSTEM (BTSSS) Dina Hohn, Supervisor, Intake & Eligibility Kathleen Metzger, Chief, Health Administration Service Email: VHASUXTravel/Eligibility@va. gov Phone: 1 -605 -336 -3230 Ext 4196 Fax: 1 -612 -725 -1300 2

BENEFICIARY TRAVEL SELF SERVICE SYSTEM (BTSSS) Overview Web-Based Portal Mobile Device, Smart Phone, Computer 24 X 7 Claim Submission In Person/Fax/Email available 3

BENEFICIARY TRAVEL SELF SERVICE SYSTEM (BTSSS) Log In/Create Account DS Logon (Same as E-benefits) https: //access. va. gov 4

BENEFICIARY TRAVEL SELF SERVICE SYSTEM (BTSSS) Log In/Create Account DS Logon (Same as E-benefits) https: //access. va. gov 5

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BENEFICIARY TRAVEL SELF SERVICE SYSTEM (BTSSS) When the Dashboard is open you see two areas My Claims and My Appointments You will notice that there are two areas to initiate the creation of a claim: In My Claims you see a + Create button in the upper right corner; In My appointments you see a Create Claim button next to the appointment name/date. You can use either method to create a claim. 7

BENEFICIARY TRAVEL SELF SERVICE SYSTEM (BTSSS) Using My Appointments to create a claim opens the Initiate a Claim form with the appointment details already populated. If you do not see your appointment listed then you can use the + Create to open a screen that allows you to Choose from an Appointment listed or add a new appointment. Once an appointment is added it will appear in the appointment list on the Dashboard. Clicking the Appointment name opens the Initiate a Claim Screen. 8

BENEFICIARY TRAVEL SELF SERVICE SYSTEM (BTSSS) If you need to add an appointment Click on “I don’t see my appointment” button first to get a list of facilities to select from or to add a new facility. This is a key step to seeing if the facility is present to ensure the appointments are attached to the correct facility (especially for the added non-VA facilities) or to confirm you must add a new facility and the associated appointment. 9

BENEFICIARY TRAVEL SELF SERVICE SYSTEM (BTSSS) If the facility is present it will return you to the Choose an Appointment page with a refreshed list of appointments to select from for that facility. If it is not seen to select you click Return to previous page and click on Add New Appointment. This will open a form that allows you to enter the name of the new facility and its address information for mapping. Sioux Falls VA is listed under ROYAL C JOHNSON VAMC. 10

BENEFICIARY TRAVEL SELF SERVICE SYSTEM (BTSSS) Note: Before you click Create Claim and Add Expenses be sure to review the address information for the appointment location and correct, update if necessary. Then click Create Claim and Add Expenses. 11

BENEFICIARY TRAVEL SELF SERVICE SYSTEM (BTSSS) The Claim Expenses page opens displaying the appointment details in the upper left and claim details and any notes in the middle of the form. There is an area to identify the Facility Responsible for Payment if other than the VA location of the appointment or when the appointment is for non-VA care to identify the authorizing VA at the responsible facility for payment. 12

BENEFICIARY TRAVEL SELF SERVICE SYSTEM (BTSSS) Toward the bottom of the form is a button to Add Attachments (e. g. receipts, deductible waiver applications, etc. ) and checkboxes to begin adding expenses. Selecting a type of expense opens additional forms. For example: 1. Used a personal care to drive to appointment provides the ability to add Mileage Expense, Parking Expense, and Toll Expense. 2. Took a common Carrier to get to appointment (e. g. Train, bus, subway, taxi, air plane, etc. ) provides the ability to add Air Travel Expenses, other Common Carrier Expenses, and Other Expense. 3. Selecting Pre-approved for meals and/or lodging allows you to enter Lodging Expense and Meal Expense Now select Used a personal care to drive to appointment and open the Mileage expense tab to enter the mileage expenses for the claim you are entering. The next page provides a view of the screen for entering the Mileage expense. 13

BENEFICIARY TRAVEL SELF SERVICE SYSTEM (BTSSS) Upper Left has appointment information Bing map displays the mileage distance one way and route based on shortest time. It uses the shortest timed route if more than one option is displayed to calculate the total mileage based on one-way or roundtrip payment. The mileage total and cost calculation at the current mileage rate is displayed. The veteran my challenge the mileage if they do not agree with what is listed. If so they check “Yes” to open the challenge information entry fields. If they have no challenge they click “Add Expense” which saves the expense item and returns them to the claim entry. 14

BENEFICIARY TRAVEL SELF SERVICE SYSTEM (BTSSS) Don’t forget to save your entries for each expense by clicking on Add Expense button After an expense line item is completed and added to the claim it appears in the list of Expense Line Items. Note: When entering dollar amounts they are added without $. The user guide provides examples of other claim expense entries. Here is an example of multiple expense entries 15

BENEFICIARY TRAVEL SELF SERVICE SYSTEM (BTSSS) When you have finished entering all expenses you must make the decision to Save claim for future submission or to Submit Claim. Saving the claim to submit later would be done if more information is needed to complete the claim such as receipts, however it does not count as submission of the claim for calculating the timely submission rules. If the claim is saved it appears with the status saved and when the Veteran clicks the claim Name it opens a box that allows the Veteran to Print, Edit, or Add Attachments to the claim and when finished, submit the claim for processing. 16

BENEFICIARY TRAVEL SELF SERVICE SYSTEM (BTSSS) To submit the claim, you must review the Beneficiary Travel Agreement Note and check the “I agree to terms in the above paragraph” before the Submit Claim button turns green to click and Submit Claim. 17

BENEFICIARY TRAVEL SELF SERVICE SYSTEM (BTSSS) Once the submit button is clicked you are returned to the My Claims list where the claim status is displayed. 18

BENEFICIARY TRAVEL SELF SERVICE SYSTEM (BTSSS) The following is the possible claim status that will be provided to the Veteran with their meaning: 1. Incomplete – A claim that has been created and saved but no expenses have been added. 2. Saved – A claim that has been created and saved but not yet submitted. 3. Claim Submitted – A submitted claim for an appointment that has not yet completed 4. In Manual Review – A submitted claim that requires manual review by a Travel Clerk before it can be approved for payment. 5. Approved for Payment – A submitted claim that has been approved for payment but not yet paid. 6. Submitted for payment – A submitted claim that has been approved for payment and payment request has been submitted to payer. 7. Claim Paid – A submitted claim that has been approved for payment and payment has completed. (Reimbursements for claims submitted by a Caregiver on behalf of a Veteran claimant will be sent to the Caregiver’s address or deposited in the Caregiver’s account. ) 8. On Hold – A submitted claim that is on hold pending additional information or review. 9. Denied – A submitted claim that has been denied by a Travel Clerk. 10. Payment Canceled – The funds transfer did not complete per Claimant or Treasury and the payment has been canceled. This action requires an update/correction to payment EFT information on file before the claim is re-entered and processed for payment. 19

BENEFICIARY TRAVEL SELF SERVICE SYSTEM (BTSSS) Questions? 20

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BENEFICIARY TRAVEL SELF SERVICE SYSTEM (BTSSS) Submtted to: Name Title Office