When you first join RebateWeb, you should enter all the labelers for which you might like to receive invoices through this service. This is done by selecting the Labeler menu item and going to the page which lists those labeler codes which have been associated with your organization.
At this point, the list will be empty. Click on Add Labeler Code, which will bring up a new page. On this page, you must supply the labeler code itself (five digits, including leading zeroes, if any) and the start quarter for the labeler. This may be:
The quarter in which the labeler was purchased, if you know it.
1Q1991 if the labeler has been part of your organization for that long. This is the first quarter for the federal rebate program for Medicaid claims and is the earliest quarter for which any invoices are available through RebateWeb.
The first quarter for which you plan to download invoices through RebateWeb.
No payer may upload invoices for a labeler and quarter which precede the quarter you enter here.
Repeat this process for each labeler code for which you may want to download invoices.
During the course of time, you may acquire other labelers; if you do, the new labeler should be added through this process as well.
If you sell a labeler, you need to record the last quarter for which you are responsible for rebate invoices for that labeler on this list. This is done by selecting the Labeler invoice item, then clicking on the labeler code on the list. This brings you to a page specific to that labeler. Click on the Edit Labeler Code button there, and you will come to a page on which you can enter the last quarter for this labeler in your organization. On this same page, you may correct the first quarter for your labeler if you need to.
Note also that as soon as you have added a labeler to your organization, that labeler code will show up on the list that appears through menu item Labeler. If you discover that you have typed the labeler code wrong, you should delete the labeler code you entered in error and go through the Add process again. In order to keep data clean, we prevent you from deleting a labeler code once you have received invoices for that labeler.
Another point of interest is that any labeler can only be shown as part of one manufacturer at any given time. For this reason, if you enter a labeler code which is recorded as belonging to a different manufacturer in an overlapping time period, you will be told that the selected labeler code is already in use by a different Manufacturer organization. If this occurs and you can not straighten things out by correcting the start quarter for the labeler, get in touch with the RebateWeb administrator, who will help you deal with the issue.