As a participant in RebateWeb, your administrator will receive an email whenever invoices for you are uploaded to RebateWeb by any Payer. Your administrator or any user with administration or download rights can then go into RebateWeb and download these invoices.
You will see a page which allows you to enter criteria to limit the list of invoices shown to you. By default, all invoices for your organization which have not yet been downloaded will be displayed on the next page. If this is what you want, just click on the Submit button.
You can specify a subset of these or can include invoices which have already been downloaded, by specifying any or all of the following criteria:
Year / Quarter. You will select the quarter and then type in the year.
Program. You may select any rebate program from the list.
Payers. You may select any payer from the list. This will give you all of the invoices for all rebate programs for a given payer. It is probably not useful to enter both Program and Payer.
Status. By default, this is Not Downloaded. If you want to look at invoices which you have already downloaded instead of those which have not been downloaded, you will need to change the status to Downloaded. In this case, you will likely want to limit the list by some other criteria as well, such as quarter and/or program or payer. You may also select Both if you want to see all invoices for a given set of criteria.
Format. RebateWeb handles invoices in multiple formats. You may want to download invoices in a single format, such as Print Image files, separately. The available formats are as follows:
CMS Electronic. This is the format that CMS has specified for use in quarterly reporting of utilization. This format is chiefly designed to be fed into a program rather than looked at by people.
Print Image. This is the format in which you would receive invoices if you requested paper invoices, placed into a pdf file. You can print this yourself or just read it on your computer as you choose. You are not likely to use this as input to any other software.
NCPDP Summary. This is a format following standards developed by the National Council of Prescription Drug Programs. In this file, there is one record per NDC.
NCPDP Claims Own. This is another format based on the same standards as above, but this format includes a row per claim. These files are therefore much larger than the files in other formats, and may prove unwieldy for manufacturers with large volumes of claims.
Labeler. If you have specified more than one labeler code as part of your organization, you may want to separate the invoices downloaded by labeler.
You may also specify a sort order in which you want the selected invoices to appear. Your choices are Year/Quarter, Format, Labeler Code, Download Date, Program, Payer or Upload Date. Only one of these may be selected. You may use a combination of selection criteria and sort order to organize the invoices as you want to.
Once you have made any desired changes to the criteria and/or sort order, click on the Submit button. If you have gotten tangled in what you have entered and want to revert to the defaults, click on the Reset button.
After clicking the Submit button, you will see a page which lists the invoices which meet the criteria you entered on the previous page. If there are no matches, you will receive a brief message informing you that there was nothing found to display. If you receive this message when you don't expect it, check your criteria first and then get in touch with the RebateWeb Administrator or a representative of the payer whose invoices you expected to see.
If you do see a list of invoices, you will be able to download all or some of them from this page. If you want to download all the invoices, the simplest thing to do is to change the radio button at the top of the page from Checked Invoices to All Invoices, then click on the Download Invoices button.
If you only want to download some of the invoices, you may want to check off those you want to download or use the Check All link and then remove the check from those you don't want. You can also go back and enter a whole new set of search criteria by clicking the New Search button, or modify the criteria you just gave by clicking the Edit Search button.
Once you click on the Download Invoices button (to download All Invoices or selected checked invoices), you will first be asked whether you want to proceed. If you click OK here, you will see another window where you will be asked whether you want to Open or Save the file. The file in question here is a zipped file containing all of the invoices you have chosen to download. The filename under which this file will be saved if you choose to save it is shown at the top of the message window. It will be of the form invoice_CCYYMMDD_HHMM.zip, where CCYYMMDD represents the century, year, month and day of the date on which you are performing the download, and HHMM represent the hour and minute of the time.
If you decide to save the file, you will see a standard Windows Save As window which allows you to specify where you would like the file to be placed. When the download is complete, you may choose to Open the file. When you do this, the zip file will be opened and will display a list of the invoice / formats you downloaded at this time. If the format of a file which you downloaded was Print Image, then this file has a .pdf extension and if you double-click the file, the printed invoice will be opened in Acrobat reader or whatever other tool you may have instructed to open .pdf files. At this point, you may print the file if you so desire.
Files in other formats are plain text files, suitable for reading into a program. You can extract these individual text files from the zip file using standard Windows processing, save them wherever you need them, and rename them if necessary. If you want to look at these files, double-clicking on one will open it using a default tool, or you may right-click on a file and specify the tool with which you would like to open the file.
If you choose to Open the file directly from the download, you may do this. Processing is very similar to that described above, but you don't have a copy of the zip file saved on your disk.
You will want to devise a process that will allow you to have the invoices, both print image and text files, end up where you need them with as little effort as possible. You may find that downloading print image files separately is easier for you.