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Insurance Customer Interface Training Packet

Scenario 1 – Insurance Portal Dashboard 

This scenario details the Insurance Portal Dashboard.   

Scenario Steps 

1. Once an Insurance Company User logs in, the Insurance Portal Dashboard will be displayed. 

The Insurance Portal Dashboard is broken into four (4) main parts.

  • OHPS Navigation Bar
  • Insurance Portal Navigation Bar
  • Insurance Records Panel
  • Company Users Panel

Once an Insurance Company User logs in, the Insurance Portal Dashboard will be displayed.

2. OHPS Navigation Bar

The bar across the top of the Insurance Portal Dashboard is called the OHPS Navigation Bar.

insuranceinterface

Function

Description

Home

Click the Home button to close the current screen and return to the Insurance Portal Dashboard.

Help

Click the Help button to display the Help Text which will provide more information about the system.

Log Out

Click the Log Out button to log out of OHPS.

 

3. Insurance Portal Navigation Bar. 

Navbar
The bar directly below the OHPS Navigation Bar is called the Insurance Portal Navigation Bar. Users can access the Search Customers for Insurance screen, as well as set the configuration for an Insurance Renewal notification.

4. Insurance Records Panel. 

The Insurance Records Panel on the Insurance Portal Dashboard is the central location of the Insurance Company’s business within OHPS.  From the Insurance Records Panel, users can view existing Insurance Records or enter a new Insurance Record

insurance records panel

5. Company Users Panel

The Company Users Panel allows Administrative Insurance Users to add new Insurance Company Users or edit existing users. 

Company User Panel

 

Scenario 2 - Creating a New Insurance User

This scenario details the steps needed for an Insurance Company Administrator to create a new Insurance Company User.

Scenario Steps

 1. Click the Add New User link in the Company Users Panel.  

Add New User

2. The User Management Portal screen will be displayed. 

User Management Portal

  • Enter all known requested information for the new user.

3. User Management Portal

Field

Definition

First Name

The first name of the Insurance User being added to the system

Last Name

The last name of the Insurance User being added to the system

OH|ID

The OH|ID username that will allow the Insurance User access into OHPS

Email

The email address for the Insurance User being added to the system

Phone

The phone number for the Insurance User being added to the system

User Type

The user type for the Insurance User being added to the system

Note: Only the Administrator user type can add new users and edit existing users.  

Start Date

Currently not used, but has been left in place for possible future implementation.

End Date

Currently not used, but has been left in place for possible future implementation.

4.  Click the Insert button to add the new user. 

The Insurance Portal Dashboard will be displayed. The new user will be listed in the Company Users Panel.

Insurance Portal Dashboard

Scenario 3 – Editing Existing Insurance Users

This scenario details the steps needed for an Insurance Company Administrator to edit Insurance Company Users.

Scenario Steps

1. Click the Edit button in the Company Users Panel

Company User Panel Edit

2. The User Management Portal screen will be displayed. 

user

  • Edit the applicable information. 
  • Click the Reload button to reload saved user information on the screen and delete any entered information that has not yet been saved. Click the Update button to save any changes. Click the Cancel button to return to the Insurance Portal Dashboard

3. Click the Return to the Dashboard link to return to the Insurance Portal Dashboard.

Scenario 4 – Adding a New Insurance Record

This scenario details the steps needed for an Insurance User to add a new Insurance Record for a Hauling Company.

Scenario Steps

1. Click the Enter New Insurance Record link in the Insurance Records Panel on the Insurance Portal Dashboard.

Insurance Portal Dashboard

2. The New Insurance Record screen will be displayed. 

New Insurance Record

3. Trucking Company Information

  • Begin typing the name of the Trucking Company the user wishes to add an insurance record for in the Name field. As the user begins typing, possible matches will be displayed in a listing beneath the field.
    Trucking Company Info
  • Make a selection from the list of possible results.
    The Street Address and Phone Number fields will be populated based on the selected company and cannot be edited.
    Trucking Company Info 2

4. Insurance Policy Information 

  • Enter the Policy Number and Liable Limit of the insurance in the corresponding fields. 

Note: The dollar amount in the Liable Limit field must be at least $500,000.00.
Insurance Policy Info

  • Select an effective date for the insurance record by clicking in the Effective Date field and selecting a date from the calendar that is displayed. 

Note: The company cannot order permits prior to the effective date of the insurance record. 

  • Select an expiration date for the insurance record by clicking in the Expiration Date field and selecting a date from the calendar that is displayed. If the insurance record is valid until canceled, select the Until Canceled checkbox. 
  • Click the Browse button in the OS-32 Insurance Form field if using Internet Explorer. If using Google Chrome, click the Choose File button. 
    The Choose File to Upload screen will be displayed. 
  • Select the document to upload. 
  • Click the Open button. 

5. The New Insurance Record screen will be displayed. 

New Insurance Record

  • Click the Submit button. 
    A confirmation message will be displayed. 
  • Click the OK button. 
    The submitted insurance record is given a status of Pending. The Hauling Company will not be able to order permits until the Permit Office approves the insurance record. 

Note: The Hauling Company will receive an email notification once the insurance record has been approved. If the insurance record is rejected, the Insurance Company will receive the notification and will be required to submit a new insurance record. 

6.  Click the Exit button or the Home button to return to the Insurance Portal Dashboard.

 

Scenario 5 – Search for Insurance Records and Add a Cancellation

This scenario details the steps needed for an Insurance Company User to add a new Insurance Record for a Hauling Company.

Scenario Steps

1. Click the Search button in the Insurance Portal Navigation Bar. 

Insurance Portal Dashboard Search

The Search Customers for Insurance screen will be displayed. 

Search Customers for Insurance

  • Choose a search parameter from the Select By dropdown list. Customers can be found using the following list of options available in the dropdown list:
    • USDOT Number
    • Company Name
    • DBA Name
    • Phone Number
    • Email Address
    • City
    • Zip Code
  • Enter the search criteria in the empty search field and choose the company from the populated list. 

2. The list of the selected company’s insurance records will be displayed. 

  • Click the Cancellation button. 
    Cancellation Button in Search
  • The Cancel Insurance Policy screen will be displayed. 
    Cancel Insurance Policy screen
  • Click the Browse button if using Internet Explorer. If using Google Chrome, click the Choose File button. 
    The Choose File to Upload screen will be displayed. 
  • Select the document to upload. 
  • Click the Open button. 
    The Cancel Insurance Policy screen will be displayed.
  • Click the Submit button. 
    A confirmation message will be displayed. 
    cancellation confirmation message
  • Click the OK button. 
    An email notification will be sent to the Hauling Company letting them know that their current insurance on file is canceled. A new insurance policy should be submitted by the Insurance Company and approved by ODOT within 30 days of the cancellation.

Note: Without an approved insurance record on file, all active permits issued to the Hauling Company will be voided after 30 days of the cancellation.

3. Click the Exit button or the Home button to return to the Insurance Portal Dashboard.

 

Scenario 6 – Updating Company Data for a Hauling Company

This scenario details the steps needed for an Insurance Company User to update Company Data on behalf of a Hauling Company. 

Scenario Steps

1. Click the hyperlink that is the Company Name on the Insurance Portal Dashboard. 

Company Name on Portal Dashboard

2. The Company Management Portal screen will be displayed. 

Company Management Portal screen

  • Edit the text in the Company and/or DBA fields. 

Note: The Company Name on the OS-32 Form must match the Company Name in OHPS. If changes are made, a new OS-32 Form should be submitted that matches the updated Company Name.  

  • Click the Update button. 
    A confirmation message will be displayed. 
    company data updated confirmation
  • Click the OK button

3. Click the Exit button or the Home button to return to the Insurance Portal Dashboard.