Enroll an Employer Group and Record a Broker Payment

This SOP covers two related but role-separated workflows: a broker or agent enrolls an employer client under Businesses, and an authorized besa administrator records the broker commission payment. Regular brokers can view payment history but cannot record their own payout.

📚 Resources Needed

• Broker Portal
• Employer legal name, primary contact, contact email, phone, estimated employee count, and approved plan
• For an administrator recording commission: broker, payment period, approved amount, patient count, and notes

✅ Before You Start

• Search Patients → Businesses for the employer name and contact email.
• Confirm the employer is a group/business enrollment, not an individual enrollment.
• Confirm the selected plan and employee count with the broker or employer contact.
• For commission entry, reconcile the broker, period, patient count, and approved amount before opening Record payment.

⚠️ Do not record a broker commission payment unless you have administrator access and an approved source for the amount. Brokers and agents should use Payments only to review their history.

🚀 Tips & Tricks

• Open the Businesses tab before selecting Enroll business.
• Use a consistent payment period such as YYYY-MM when the commission record requests a period.
• Use Notes to explain an exception or adjustment; do not hide the reason in a separate message.
• A commission record should represent one approved broker and period. Search existing payment history before adding another record.

📘 Part 1 — Enroll the Employer Group

1. Sign in and open Patients.
2. Select Businesses. Search for the employer name and contact email. Stop if a matching group already exists.
3. Select Enroll business and confirm 🏢 Business is selected.
4. Enter Business name and Contact email. Add Primary contact, Contact phone, and Employees when known.
5. Select the approved Plan. Confirm the billing cycle displayed by the portal.
6. Review spelling, employee count, contact information, and plan. Select Enroll once.
7. Confirm the business appears in Patients → Businesses with the correct plan, contact, and status.

📘 Part 2 — Record the Broker Commission Payment (Administrator Only)

1. In the administrator view, open Payments. Review existing records for the broker and period to prevent a duplicate.
2. Select Record payment.
3. Choose the Broker. Enter Amount (USD), Period, and Patient count.
4. Enter Notes when the amount includes an adjustment, correction, or special approval.
5. Compare the entered amount and count to the approved commission support. Confirm money is entered to the hundredth—for example, $125.00.
6. Select Record. Confirm the new row shows Broker, Period, Patients, Amount, Status, Paid date, and Notes.
7. When payment is actually completed through the approved payment process, select Mark paid only after proof and date are available.
8. Confirm the broker’s Payments view updates from Pending to Paid and displays the correct paid date.

📊 Status Guide

⚠️ Exceptions and Corrections

The business already exists

Do not create a second employer group. Confirm whether the existing business belongs to the same broker and use Chat or Support to request the required correction.

The commission amount does not match the patient count

Stop before recording or marking paid. Reconcile the eligible enrollments and approval source. Add a note only after the correct amount is confirmed.

A payment was recorded twice or marked paid incorrectly

Do not delete surrounding records or create an offset without approval. Submit Support with the broker, period, both record references, expected amount, and available proof so the audit trail can be corrected.

🛠 Troubleshooting

• If Enroll business opens an Individual form, close it, select Businesses, and reopen the enrollment action.
• If the broker is missing from the Record payment list, verify the broker account and onboarding status before recording money.
• If a broker cannot see a payment, verify the record is attached to the correct broker and refresh the broker’s Payments page once.
• If a saved amount appears rounded or incomplete, correct it before marking paid and confirm it displays to two decimal places.

✅ Completion Check

• Exactly one employer record exists with the correct contact, employee count, and plan.
• The commission record was created only by an authorized administrator.
• Broker, period, patient count, and amount match the approval source.
• The status and paid date match the real payout state.
• Any correction preserves the audit trail and does not create an unexplained duplicate.

If you have any questions, something does not match what you see, or you need more information, please reach out to Support.