Policy/Plan Detail Builder

The Policy/Plan Detail Builder enables you to customize Applied-provided data capture forms or create your own forms to meet your agency’s unique data capture needs. Customized data capture forms also allow you to capture the details of a contract after it is written and have data available for reporting and benchmarking.

You can only use this functionality when accessing Epic through a web browser. Data capture forms are only available if your agency does not have Active Directory Authentication enabled (that is, you can only use the forms if you are prompted for a username and password when signing in to Epic).

1. From the Home screen, do one of the following:
• Click Configure on the navigation panel.
• Click the down arrow next to Home on the menubar and select Configure.
• Click Areas > Configure on the menubar.

From any other area of the program, do one of the following:

• Click the down arrow to the right of the Home options bar button and select Configure.
• Click Home > Configure on the menubar. The Configure screen displays.

2. Click Policy on the navigation panel or Areas > Policy on the menubar.
3. Click Policy/Plan Detail Builder on the navigation panel.

The list displays the following Applied-provided forms, plus any forms specific to your agency:

• Group Dental Plan Detail

• Group Life Plan Detail

• Group LTD Plan Detail

• Group Medical Plan Detail

• Group STD Plan Detail

• Group Vision Plan Detail

• Voluntary Life Plan Detail

• Voluntary LTD Plan Detail

• Voluntary STD Plan Detail

You can do the following from the list:

• Add a Policy/Plan Detail Form

  Complete as many of the form properties as possible, including the optional fields, to provide additional information about the form and distinguish it from similar forms.

  1. Click the + Form button.
  2. The Add a Form window displays. Enter the Name of the form. The name entered here displays in the Label column of the Forms list and in the Application field dropdown in Policy Type Configuration.
  3. Enter a GUID (a unique identifier for the form). If you leave the field blank, the system assigns a random value when you add the form.
  4. Enter a Description. This provides additional information about the form, such as how to use it. You can also use descriptions to distinguish forms with similar names.
  5. Enter Search Keywords. These are terms that users can enter to search for the form in in the list.
  6. By default, the form is associated to All countries. To change this association, select the Only selected radio button, then select each applicable Country of operation for your organization from the dropdown menu.
     
     If you have used the Application Detail Type setting in System Settings to apply country-specific filtering to Application Detail dropdown menus throughout the Policy Configuration area, your Country selection may determine whether the form displays in these menus.
  7. Select a State to associate to the form. Currently, only the 50 U.S. states and the District of Columbia are available.
  8. Select a high-level Insurance Type to associate to the form.
  9. Select a Category to associate to the form.
  10. Click Save to create the form.
• Edit a Policy/Plan Detail Form’s Properties

  You cannot edit Applied-maintained forms directly, but you can clone them and customize the copies.

  1. In the form list, click the Edit button in the form’s Action column.
  2. The Edit a Form window displays. Revise the Name, Description, and Search Keywords as necessary.
  3. Change the Country, State, Category, and Insurance Type selections as necessary.
  4. Click Save.

  If the form you updated was in a Published state, saving your changes updates its Form State to Draft. You must republish the form to make your changes available for use.

• Preview a Policy/Plan Detail Form

  Preview the form to see it as it will display on a policy.

  1. In the form list, click the form’s Action menu and select Preview. A preview of the form displays.
  2. After you have previewed the form, do one of the following:
  • Click Back to Form List to return to the form list.
  • Click Publish to publish any edits in the draft version of the form.
  • Click Discard changes to remove any edits in the draft version of the form.
  • In the Mode dropdown menu, select Edit to open the form editor to edit the form.
• Clone a Policy/Plan Detail Form

  If you do not want to use the Applied-provided forms as they are, you can clone and edit them to meet your agency’s needs. The clone includes all of the original form’s fields and properties.

  1. In the form list, click the form’s Action menu and select Clone.
  2. After the form is cloned, the form editor displays, where you can edit the cloned form. The cloned form initially uses the same title as the existing form, plus the word “cloned.”
• Publish a Policy/Plan Detail Form

  The forms you build are available for selection from the Application Detail dropdown in Policy Type Configuration after you publish them. You can also publish while you are editing the form.

  In the form list, click the form’s Action menu and select Publish.

• Delete a Policy/Plan Detail Form

  Once you delete a form, you cannot retrieve it.

  1. In the form list, click the form’s Action menu and select Delete.
  2. Click Yes to confirm the deletion.

Policy/Plan Form Editor

Once you have added or cloned a data capture form, you can use the editor to add controls to it and customize it to capture the information your business needs. To enable users to select a data capture form and use it during policy servicing workflows, you must publish it and define a policy type for it.

To edit a form, click the form’s name in the Label column.

Components of the Editor

The editor is comprised of the following components:

• Form Hierarchy View: An expandable/collapsible view of the form’s structure. This view can help you understand long or complicated forms at a high level, without needing to scroll between sections (especially if some sections are dynamic and may not always be visible when a user completes the form). From this simplified view, you can also expand/collapse the view of the form elements and drag and drop them to rearrange their hierarchy. Expand/collapse this panel using the menu toggle button .
• Back to Form List: Return to the form list. All changes are saved automatically (although you must click Publish to make your changes available for use).
• Mode: Toggle between Preview and Edit mode.
• Discard changes: Discard any edits to the form.
• Publish: Publish any edits to the form and update the form State to Published.
• Page Navigation: A page is the highest navigation level of the form.
• Add (+): Add the first page to a new form. The page is named New Page and can be edited. The page title currently does not display outside of the Detail Builder.
• Edit: Make the page title editable. Update the title as needed.
• Save: Save the current value as the new page name.
• Cancel: Discard changes to the page name.
• Delete: Delete the page, including all of its blocks and fields.
• Add Block: Click this button to add a block to your form and define its properties.

Editing Policy/Plan Detail Forms

Use the form components in the editor to build your own data capture form or modify a clone of one of the default data capture forms. You can create portions of the form to display dynamically based on users’ entries in other fields.

From the form editor, you can do the following:

• Add a New Page

  Forms are made up of pages, blocks, and fields. You must add a page to a form before you can add blocks and fields.

  1. Click the Add Page button to add a page to the form.
  2. The page is titled New Page by default. The page title does not display outside of the form editor. Click Edit and enter a more descriptive title if you prefer.
  3. Click Save.
• Add a Normal Block

  Blocks are the foundational components of a form. Blocks are empty containers that add sections to the form, where you can then add other elements. A normal block can contain fields, sub-blocks, or title tables.

  1. Click the Add Block button. The Add Block window displays.
  2. Enter a Label for the block.
  3. Enter a Description. This description is used to provide additional context about the block in the Policy/Plan Detail Editor (for example, for other users who may be editing the form). It does not display on the form itself.
     
     The Block type defaults to Normal.
  4. Select the Collapsible checkbox to allow users to hide this block on the form when they are viewing it.

  5. If you selected the Collapsible checkbox, select whether this block defaults to a Collapsed or Expanded state when users access the form.

  6. Click Add block. The block displays in the form.
     
     A GUID, which is a unique identifier, is assigned to the block. It defaults to a random value when you add the block, but you can click Edit to update it to something more descriptive.

• Add a Title Table Block

  A title table block contains a header and a table block.

  1. Click the Add Block button. The Add Block window displays.
  2. Enter a Label for the block.
  3. Enter a Description to provide additional context about the block in the Policy/Plan Detail Editor (for example, for other users who may be editing the form). It does not display on the form itself.
  4. Select Title Table as the Block type.
  5. Select the Collapsible checkbox to allow users to hide this block on the form when they are viewing it.
  6. If you selected the Collapsible checkbox, select whether this block defaults to a Collapsed or Expanded state when users access the form.  
  7. Click Add block. The block displays in the form.
     
     A GUID, which is a unique identifier, is assigned to the block. It defaults to a random value when you add the block, but you can click Edit to update it to something more descriptive.
  8. Click the + Create Table button. A blank table displays.
  9. Click + Add Column and + Add Row to add columns and rows to your table. Then enter labels for each one.
  10. Click the + Add field button to add individual fields to table cells.
      
      To apply the same field type and settings to every cell in a row or column, click the dropdown menu in the row or column and select Fill column with fields or Fill row with fields.
  1. In the Add field window, select a Field type from the dropdown menu.
  2. Enter the following information for your field:

  • Necessity: Define the field’s priority:

  • No priority: The user does not need to complete the field to continue.

  • Required: The user must complete the field to continue. Required fields display a red asterisk.

  • Desired: Although the field is not required, the user should give special attention to it. Desired fields display an orange asterisk.

  • Placeholder (displays only for Text and Text-Area field types): Enter text to display within the field to help users make an appropriate entry.

  • Limit number of decimal places (displays only for Number field type): Set the maximum number of decimal places for the field.

  • Min (displays only for Range field type): Define the minimum valid entry for the field.
  • Max (displays only for Range field type): Define the maximum valid entry for the field.
  • Extra Address Lines (displays only for Address field type): Add additional street address lines so the user can capture additional details such as a building name or suite number.
  11. If you selected Dropdown, Multi-choice, or Radio as the field type, define the options that display for the field. Click the + button to add additional options.
  12. Click Add. The field displays in the table.
      
      A GUID, which is a unique identifier, is assigned to the field. It defaults to a random alphanumeric value, but you can click Edit to update it to something more descriptive.
  13. By default, all table rows are always visible on the form. However, you can set specific rows to hide or display if appropriate. Toggle the visibility for each row by doing the following:
  • To make a row visible by default when a user views the form, click the dropdown menu  in the row and select Make visible by default. To hide the row, the user can click the + More Coverages button on the form.
  • To hide a row by default when a user views the form, click the dropdown menu in the row and select Make hidden by default. To make the row visible, the user can click the + More Coverages button on the form.
  • To clear your visibility settings and make the row visible at all times, click the dropdown menu in the row and select Make always visible.

  After you have finished setting up your table, the following actions are available from the row and column dropdown menus :

  • Insert row before: Add a new row above the current one.
  • Insert row after: Add a new row below the current one.
  • Delete row
  • Insert column before: Add a column to the left of the current one.
  • Insert column after: Add a column to the right of the current one.
  • Delete column
• Add a Schedule Block
  
  Schedules are not applicable to benefits lines of business.
• Add an Existing Field

  Fields that have added to previous forms are available for selection on subsequent forms.

  1. If the block is not already expanded, click the Expand/Collapse button.
  2. Click the Add Field button. The Add Field window displays a list of fields that have been added to your agency’s other forms.

  To filter this list, do one or both of the following:

  • Enter text in the Label field to search for a field by Label or Search keywords.
  • Select a Field Type from the dropdown menu to filter the list.

  3. Select a field in the list to add it to the form.
• Create a New Field

  If you cannot find the field you need by searching the field list, you can add a new one. After you create a field, it will be available for addition to other forms from the field list.

  1. If the block is not already expanded, click the Expand/Collapse button.
  2. Click the Add Field button.
  3. Click the + Create new field button.
  4. In the Add Field window, select a Field type from the dropdown menu.
  • Yes-No: A radio button set with Yes and No options. Functionally equivalent to adding a Radio field and adding yes/no options manually.
  • Text-Area: Multi-line text field that accepts up to 8192 characters
  • Text: Plain text field that accepts up to 255 characters
  • Numeric: Numeric field that supports integers only
  • Dropdown: Displays a list of items in a dropdown menu where only one can be selected
  • Multi-Choice: Displays a group of checkboxes to allow one or more selections
  • Radio: Displays a group of radio buttons, allowing one selection
  • Number: Numeric field that accepts decimals
  • Range: Numeric field that accepts decimals and positive or negative numbers. You can define maximum and minimum values to limit the range of valid entries. In many cases, this field uses min = 0 and max = 100 to represent a percentage, but you can set other min/max values for other purposes.
  • Currency: Numeric field that supports up to two decimal places. If a user enters only one decimal place (e.g. 9.9), the system adds a zero in the second decimal place (e.g. 9.90).
  • Date: Displays as a field with a calendar button that allows users to enter or select a date.
  • Address: Displays as a group of fields where the system searches for matching street addresses as the user types and displays possible matches in a dropdown menu. The address fields populate automatically once the user selects one of these addresses.
  5. The properties that display in the Add Field window depends on the field type you select. Enter the following information for your field:
  1. Label: Enter a field label to display to users on the form.
  2. Search keywords: Enter search keywords to help users locate the field in the Add Field popup.
  3. Help text: Provide additional context about the field. A help text icon displays next to the field label on the form. Users must hover over the icon to display the help text.
  4. Internal notes: Internal notes do not display on the forms themselves. Use these notes to document the field’s version history and details about the options available. This information can be helpful for other Plan Detail Builder users editing the forms.
  5. Necessity: Define the field’s priority:

  • No priority: The user does not need to complete the field to continue.

  • Required: The user must complete the field to continue. Required fields display a red asterisk.

  • Desired: Although the field is not required, the user should give special attention to it. Desired fields display an orange asterisk.

  6. Field width: Select how much of the form’s width the field should occupy. Freeform text fields may need more width than currency or percentage fields.
  7. Default response (disabled for Dropdown, Multi-Choice, and Radio field types): Provide a default value for the field. If the response will be the same in most cases, this might be helpful. Users can enter their own response if the default does not apply.

  8. Extra Address Lines (displays only for Address field type): Add additional street address lines so the user can capture additional details such as a building name or suite number.

  9. Placeholder (displays only for Text and Text-Area field types): Enter text to display within the field to help users make an appropriate entry.

  10. Limit number of decimal places (displays only for Number field type): Set the maximum number of decimal places for the field.

  11. Min (displays only for Range field type): Define the minimum valid entry for the field.
  12. Max (displays only for Range field type): Define the maximum valid entry for the field.
  6. If you selected Dropdown, Multi-choice, or Radio as your field type, define the options that display for the field. Click the + button to add additional options.
  7. Click Add. The field displays in the form.
     
     A GUID, which is a unique identifier, is assigned to the field. It defaults to a random alphanumeric value, but you can click Edit to update it to something more descriptive.
• Add a Sub-Block

  You can add sub-blocks within a normal block or another sub-block to create dynamic sections on the form. You can define conditions for a sub-block so that it only displays when those conditions are met. Add multiple sub-blocks in the same parent block with different conditions if different fields should display in different circumstances.

  Like other types of blocks, a sub-block itself is an empty container. To provide value, you must add other fields or blocks to it so there is something to display.

  1. If the block is not already expanded, click the Expand/Collapse button.
  2. Click the Sub-Block button.
  3. If necessary, click + Add condition to display the sub-block only in specific circumstances.
  1. In the first dropdown, select the field that the condition depends on.
  2. In the second dropdown, select an operator for the condition. The operators in the dropdown vary, depending on the field type.
  3. In the last field/dropdown, define the field entry or selection that the condition looks for. When the value matches, the sub-block displays on the form. For the Checked/Has Selected operator, the value is a selection of one of the options available for the field.
  4. Click one of the following buttons:
  • Add Field: See Add an Existing Field and Create a New Field for details on adding existing or new fields.
  • Sub-Block: To add another sub-block, repeat the steps above.
  • Title Table: See Add a Title Table for details.
  5. Continue adding conditions, sub-blocks, fields, and title tables to your sub-block as needed.
• Add a Title Table

  If you add a title table to a normal block or sub-block (rather than using a title table block), the title table is embedded within the block and does not have its own header.

  1. If the block is not already expanded, click the Expand/Collapse button.
  2. Click the Title Table button.
  3. If necessary, click + Add condition to display the sub-block only in specific circumstances.
  1. In the first dropdown, select the field that the condition depends on.
  2. In the second dropdown, select an operator for the condition. The operators in the dropdown vary, depending on the field type.
  3. In the last field/dropdown, define the field entry or selection that the condition looks for. When the value matches, the sub-block displays on the form. For the Checked/Has Selected operator, the value will be a dropdown corresponding to the options available for that dropdown.
  4. Click the + Create Table button. A blank table displays.
  5. Click + Add Column and + Add Row to add columns and rows to your table. Then enter labels for each row and column.
  6. Click the + Add field button to add individual fields to table cells.

  To apply the same field type and settings to every cell in a row or column, click the dropdown menu in a column or row and select Fill column with fields or Fill row with fields.

  1. In the Add field window, select a Field type from the dropdown menu.
  2. Enter the following information for your field:
  • Necessity: Define the field’s priority:

  • No priority: The user does not need to complete the field to continue.

  • Required: The user must complete the field to continue. Required fields display a red asterisk.

  • Desired: Although the field is not required, the user should give special attention to it. Desired fields display an orange asterisk.

  • Placeholder (displays only for Text and Text-Area field types): Enter text to display within the field to help users make an appropriate entry.

  • Limit number of decimal places (displays only for Number field type): Set the maximum number of decimal places for the field.
  • Min (displays only for Range field type): Define the minimum valid entry for the field.
  • Max (displays only for Range field type): Define the maximum valid entry for the field.
  • Extra Address Lines (displays only for Address field type): Add additional street address lines so the user can capture additional details such as a building name or suite number.

  7. If you selected Dropdown, Multi-choice, or Radio as your field type, define the options that display for the field. Click the + button to add additional options.
  8. Click Add. The field(s) displays in the table.
     
     A GUID, which is a unique identifier, is assigned to each field in the table. It defaults to a random alphanumeric value, but you can click Edit to update it to something more descriptive.
  9. By default, all table rows are always visible on the form. However, you can set specific rows to hide or display if appropriate. Toggle the visibility for each row by doing the following:
  • To make a row visible by default when a user views the form, click the dropdown menu in the row and select Make visible by default. To hide the row, the user can click the + More coverages button on the form.
  • To hide a row by default when a user views the form, click the dropdown menu in the row and select Make hidden by default. To make the row visible, the user can click the + More Coverages button on the form.
  • To clear your visibility settings and make the row visible at all times, click the dropdown menu in the row and select Make always visible.

  After you have finished setting up your table, the following actions are available from the row and column dropdown menus :

  • Insert row before: Add a new row above the current one.
  • Insert row after: Add a new row below the current one.
  • Delete row
  • Insert column before: Add a column to the left of the current one.
  • Insert column after: Add a column to the right of the current one.
  • Delete column
• Edit Column Groups for Title Table

  If you add a title table to a normal block or sub-block or use a title table block, you can add column groups to the table.

  You can use column groups to display a condition for a group. If a plan offers different medical benefits for a preferred network than in-network or out-of-network providers, for example, you can use a column group to display the columns describing the preferred network benefits only when the preferred network checkbox is selected.

  1. If the block is not already expanded, click the Expand/Collapse button.
  2. Locate the title table on the form and click the Edit column groups button.
  3. In the Groups pop-up window, click the + Add group button.
  4. Enter the Name of the group.
  5. Select a Start column and an End column from the dropdown menus.
  6. To apply a condition to the group, click the group’s dropdown menu  and select Assign Condition.
  1. In the Conditions for Group Column group window, click the + Add Condition button.
  2. In the first dropdown, select the field that the condition depends on.
  3. In the second dropdown, select an operator for the condition. The operators in the dropdown vary, depending on the field type.
  4. In the last field/dropdown, define the field entry or selection that the condition looks for. When the value matches, the column group displays on the form. For the Checked/Has Selected operator, the value will be a dropdown corresponding to the options available for that dropdown.
  5. Click Save to save the condition.
  7. Click Save to save the group.