BlueSaver SM Health Account Solutions Reporting Guide. How to access and use spending account reports

Transcription

1 BlueSaver SM Health Account Solutions Reporting Guide How to access and use spending account reports

2 Table of contents Easy, flexible reporting tools... 2 How to access reports at ibxpress.com... 3 How to generate reports... 5 Report formats... 6 Summary of reports by spending account type... 7 Health reimbursement accounts (HRAs)... 8 Flexible spending accounts (FSAs)... 9 Health savings accounts (HSAs) Report samples Benefit Summary Participant Deduction Details Payment Register HSA Application t Complete Debit Card Member Details Debit Card Transactions Participant Payment Details Forfeiture Details

3 Easy, flexible reporting tools New BlueSaver Health Account Solutions from Independence Blue Cross (IBC) offer you built-in flexibility to make it easier than ever to manage employee spending account activity for your organization. This reporting guide will help you: Access spending reports on ibxpress.com Understand which reports are available for different types of spending accounts Filter reports and save them in different formats Understand how to use reports to support your company s employee health spending account program By using the online reporting features, you can confirm a spending account claim, review contribution funding for a health savings account, or perform a companywide analysis. The type of information and level of detail in reports varies, depending upon which spending accounts you offer your employees. te: In order to safeguard your employees protected health information, certain detailed information, which is available to your employees when they log in to their online accounts, will be accessible to you as an administrator in summary format only. 2

4 How to access reports at ibxpress.com You can access spending account reports on IBC s employer portal at Enter your login and password, and select GO. If you don t know your login information, contact your IBC account executive or broker or call IBC Customer Service at ASK-BLUE ( ). Enter your Login ID and password and click Go. Select the Assist Employees tab. Next, select Accounts at a Glance under the Spending Account Resources heading. Select the Assist Employees tab to get started. Click on the Accounts at a Glance link to go to the spending account administration pages. 3

5 On the next screen, select the Reports tab. The Spending Accounts landing page provides a quick overview of total enrollment, contributions, and payments by products offered. Next, you will see a screen with the three most recent reports, plus an option to view additional reports.

6 How to generate reports Follow these two simple steps to get reports: 1. Select the report you want. 2. Select specific parameters to refine your report request, including desired format. You can request a report for one employee or for your entire spending account enrollment. You can also choose your report format: PDF, CSV, or HTML (not available for all reports) You can refine your report by choosing parameters, such as account type. 5

7 Report formats You can generate a report in the following formats: PDF CSV HTML (not available for all reports) PDF and HTML are pre-formatted, which may make the report easier to read. However, you have less control over manipulating information. CSV is an Excel-compatible format that provides more flexibility to sort, edit, and present information. Consider using this format if you need to integrate health spending account information into other financial reporting. You can also apply filters that vary by report. The format and filters you choose depend on how you use the report.

8 Summary of reports by spending account type Below is a brief summary of reports available for each type of spending account: Health reimbursement accounts (HRAs) Flexible spending accounts (FSAs) Health savings accounts (HSAs) You will find a brief description of how administrators use these reports. Because of the flexibility of output, you may find additional ways that the reports are useful to your organization. Certain reports are applicable to more than one type of spending account. We list the report under each section to make it easier to see how they work with a specific product. Report details are discussed later in the guide. Please also note that the spending account reporting area displays all available reports, regardless of the specific spending account products and services you offer or your access privileges. You will not be able to run reports without access privileges. 7

9 Health reimbursement accounts (HRAs) You will not need to run reports for health HRAs often. As long as the HRA is integrated with a medical plan, enrollment changes, status changes, terminations, claims flow activity, and invoicing occur automatically. Also, employees should contact IBC Customer Service at ASK-BLUE if they need assistance with their HRA. In cases where you want to verify details either for an individual or a group this report allows you to quickly access this information. Report title Information How to use this report Benefit Summary Contains year-to-date payment and balance information for each member within the group. When run at the member level assists with research on claims activity. Provides insight on HRA payments and balances at a point in time. Offers insight on member spending and usage of the HRA when evaluating plan adjustments for future plan years. Participant Payment Details Payment Register Displays the claim payments to a specific member, or all members, for a range of dates. Includes direct payments to providers, debit card, and all member payments. Contains only member payments (check, direct deposit, debit cards) plus all voided and reissued payment information. Used to verify or research questions pertaining to the weekly claims invoice. Provides insight on adjusted claims. Provides insights on adjustments pertaining to member payments. If the HRA includes a debit card (may not apply): Debit Card Member Details Debit Card Transactions Contains all members within the group who have been issued debit cards as well as their debit card status. Contains all debit card transactions and all debit card settlement information. Used to verify that members have cards and that the cards are active. Provides additional details in cases where there are questions about a debit card transaction. 8

10 Flexible spending accounts (FSAs) For FSAs, claims flow activity and invoicing occur automatically. Employees with questions related to an FSA should contact IBC Customer Service at ASK-BLUE. You may not need to run reports often pertaining to claims. However, there are changes you will want to monitor. FSA elections are not automatically tied to medical elections. You will need to provide updates on FSA elections using a file feed or the employer portal and may want to make sure that updates are consistent with FSA activity. Also, because there are usually employee contributions associated with the FSA, you may want to monitor activity to ensure annual elections align with projected annual payroll deductions. Report title Information How to use this report Benefit Summary Contains year-to-date payment and balance information for each member within the group Assists with research on claims activity, when run at the member level Provides insight on FSA payments and balances at a point in time. Useful for tracking any members who may be underutilizing the FSA, or if you want to send out reminders on funds at run out. Participant Payment Details Payment Register Forfeiture Details Participant deductions details Displays the claim payments to a specific member, or all members, for a range of dates; including direct payments to providers, debit card, and all member payments Contains only member payments (check, direct deposit, debit cards) plus all voided and reissued payment information. Shows the spending account dollars forfeited per member in a given plan year. Contains the total deductions from members pay that in loaded into the spending account for a pay period or payment cycle Used to verify or research questions pertaining to the weekly claims invoice. Provides insight on adjusted claims. Provides insights on adjustments pertaining to member payments. Provides information by member for funds not used. Applicable for both medical FSA and dependent care FSA. Facilitates verification of FSA contributions against payroll deductions. If the FSA has a debit card: Debit Card Member Details Debit Card Transactions Contains all members within the group who have been issued debit cards as well as their debit card status. Contains all debit card transactions and all debit card settlement information. Used to verify that members have cards and that the cards are active. Provide additional details in cases where there are questions about a debit card transaction. 9

11 Health savings accounts (HSAs) Because HSAs are employee-owned, information available to employers is limited. As an administrator, you have access to information pertaining to the opening of an account, employer contributions, and contributions made through employee payroll deductions. Consistent with regulatory requirements, an employer does not have access to any other information about an employee-owned HSA, such contributions made outside of payroll deductions, payments, balances, or investment allocations. If you offer your employees an HSA, you will notice a Contributions tab displayed along the top of your Administrator Spending Account web pages. Use the functionality provided under this tab to manage employee HSA deposits to Bank of America. For detailed instructions on managing and navigating the Contributions tab, please refer to the separate HSA Administrative Guide which provides step-by-step instructions on the process. Report title Information How to use this report HSA Application not complete Debit card member details Participant deduction details Displays employees whose requests for a new account has been passed to Bank of America; the accounts are in the process of being set up, but not yet established because the employees background checks, etc. have not been completed. Contains all members within the group who have been issued debit cards as well as their debit card status. The Participant Deduction Details report contains the total deductions from members pay that is loaded into the spending account for a pay period or payment cycle. Enables you to know which employees are in process and should have an HSA account shortly. Since all HSA participants receive a debit card, this report enables you to see who has an HSA account open with Bank of America. See who has suspended, closed, requested, and issued debit cards. This report with the HSA Application t Complete report provides you with a list of everyone who has or is in process to obtain an HSA. Employees not appearing on either report have likely not started the HSA account opening process online. Allows you to review the amount and timing of contributions. The contributions should match with the amounts you either sent over on a payroll contribution file or be consistent with the standard contributions you set up online. 10

12 Report samples Report available for: HSA FSA HRA Benefit Summary report The Benefit Summary report contains year-to-date payment and balance information for each member within the group. You can also request this report to provide a single employee s benefit information by entering the employee s name in the report parameters. Use the report to view an employee s available account balance, or to confirm that an employee s termination date has been posted to the account. Report format: PDF CSV HTML Key to the Benefit Summary report EE ID Unique Member ID (UMI) assigned by the health plan First Name MI Last Name Business Unit Plan Period Coverage Elected Adjustment Member s first name Member s middle initial Member s last name Health plan s group number in which is the member is enrolled Plan year selected in the report request - choose Plan Year End Date in the report parameters One of three possible Coverage statuses will be displayed: Active Pended (Used only for HSA members whose accounts are still in the process of final set up) Terminated Total of the spending account elected by the member for the plan year, or amount available via the HRA plan set-up. (For HRAs only: if there is a rollover amount allowed for the plan, this may cause the Elected amount to be greater than the standard plan election maximum.) Adjustments made to the member s original plan year election amount If the adjustment is made through the contribution file process, the report will note the transaction date and batch/file number If the plan administration made a manual adjustment, the note field will detail who and why the adjustment was made 11

13 Contributions Excess Contribution Paid Approved Denied Available Client Risk ID System EE ID Member and/or employer contributions into the account For HRA, the election amount should equal the contribution amount For HCRA, the election amount may not equal the contribution amount. Possible reasons: if this report is run in the middle of the year, then a member would not have all their deductions taken out of their pay yet. If these two columns don t match and the report is run at the end of the year, then a HCRA member probably termed midyear; therefore, contributions stopped when the member termed. Contributions or deposits into the member s account that exceed the original plan year Elected amount: HCRA: An amount will appear in this field when the total of all a member s contributions sent on the HCRA payroll file(s) total more than the original Elected amount. HRA: Generally speaking, an amount should not appear here. May populate an amount if a rollover was not applied correctly. ALL: Funds in this column are not available to spend. Total of all claims paid to date (of the report) Total of all claims approved to date (of the report) Total of all claims denied to date (of the report) Amount in the member s account that is available to pay new claims/ reimbursement requests: HRA: Elected minus Paid equals Available funds HCRA: Elected minus Paid equals Available funds DCRA: Contribution minus Paid equals Available funds Displays the amount paid out in excess of the member/employer s actual contributions at the time the report is created N/A for client reporting - Spending Account system s auto-generated ID assigned to the member Unique Member ID (UMI) assigned by the health plan Requesting a Benefit Summary report: Optional parameters Account type Product types - the field will provide a choice of All or a list of available products Active coverage effective Business unit like Coverage type First name like Last name like Participant ID Enter the plan effective date of the plan in force for the requested report- enter month, day, year Health plan s group number in which the member is enrolled Select the status of the members to be included in the report - options are Active only, Terminated only, or ALL Member first name - if reporting for the whole member population, leave field blank Member last name - if reporting for the whole member population, leave field blank Member UMI (unique member ID assigned by the health plan) - if reporting for the whole member population, leave field blank 12

14 Report available for: HSA FSA HRA Participant Deduction Details report The Participant Deduction Details report contains the total deductions from the employees pay that is loaded into their spending accounts for a pay period or payment cycle. Use this report to confirm that individual contributions for a particular time period have actually posted to the employees accounts. Enter the date parameters for the time period/contribution file you wish to view. Report format: PDF CSV HTML Key to the Participant Deduction Details report First Name Member s first name Last Name Member s last name Code Unique member ID (UMI) assigned by the health plan Pay-Cycle The client s payroll period - the contributions into the member s account should match his/her payroll schedule Options: BW = Bi-Weekly, BW1 = Bi-Weekly 1, BW2 = Bi-Weekly 2, SM = Semi-Monthly, W = Weekly, M = Monthly, AN = Annually Account Account Type and date range the account is active for the plan year (View the full descriptions of the Account Types on the Benefit Summary report key descriptions) Eff. Date Amount $ Contribution Type Source Business Unit The date the contribution was posted Contribution posted to the member s account EE Pre-Tax: Employee pre-tax payroll contribution ER Pre-Tax: Employer pre-tax contribution Health plan client number Health plan s group number in which the member is enrolled 13

15 Requesting a Participant Deduction Details report: Optional parameters Business unit like Health plan s group number in which the member is enrolled Effective date from Beginning date range to include within report Effective date till Ending date of the date provided in the report Pay cycle like Pay cycle frequency - this is predefined based upon your account s payroll deduction cycle Plan year ending Enter the plan year End Date Payment Register report This report contains payments made to members or processed through a member s debit card. It will also display voided member checks. It does not include provider payments. You can also request this report to extract specific payment types: check payments, debit card payments, direct deposit payments, and check + direct deposit payments. Report available for: HSA FSA HRA Report format: PDF CSV HTML Key to the Payment Register report Group Client name used by the health plan EE ID Unique member ID (UMI) assigned by the health plan Acct t populated - Always BLANK Batch ID System-assigned Payment Batch identification number - not used by plan administrators Payment Mode Types of payment issued - Options: ACH=Direct Deposit; Check= paper check; Partner = debit card payment; All = All member payments (not typical) 1

16 Status Stage of Payment - Options: Approved - payments approved, but not processed Created - payment checks or ACH files have been created Released - released for payment Process flow for member payments Step 1 - Create Date Batch file created Step 2 - Release Date ACH process kicked off Step 3 - Sent Date Check mailed, or direct deposit initiated Create Date Sent Date Release Date Reference # Amount Type Account Election Begins Election Ends Bank Ack Bus. Unit Requesting a Payment Register report: Optional Parameters Business unit like Health plan s group number in which the member is enrolled Participant ID Member UMI (unique member ID assigned by the health plan) - if reporting for the whole member population, leave field blank Participant ID (Auto-generated) Payment created from Payment created to Payment mode Type reported - used for payroll payments that reimburse members through payroll (not typical) Date the payment file is finalized & sent for final processing (can be up to 2 business days for ACH to finalize in the clearing house and the direct deposit to appear in the member account.) Date the payment is actually is deposited into the member s bank account or placed in the mail The date check sent in mail or the ACH (direct deposit) is initiated Check number or last four digits of the Debit Card plus its expiration date (for an ACH/direct deposit payment - this will be BLANK) Claim/reimbursement payment amount t Populated - Always BLANK Spending Account product type The member s current plan year start date The member s current plan year end date t Populated - Always BLANK Health Plan s Group Number in which the member is enrolled Needs Fund FOR INTERNAL SYSTEM USE ONLY, Please disregard ( = rmal payments; = Conversion Claims; -Recon = Plan Type Adjs; -Plan Type = Plan type Adjs) ID FOR INTERNAL SYSTEM USE ONLY- The Spending System automatically assigns this number for each employee (clients should use EE ID ) for tracking Spending account platform unique member ID - Default is blank Enter the beginning date of payment date you want to view. The system will default to the first day of the current month. Enter the ending date of the data you want to view. The system will default to the current date Select from: Check, ACH (direct deposit), Check + ACH, Partner (provider payments), or ALL Selections include Deductions (claim payments(s)), Payments (contributions), or Both 15

17 HSA Application t Complete report This report displays a list of employees whose requests for a new account are in the process of being set up by Bank of America, but have not yet been established because requirements such as the background checks mandated under the Patriot Act have not been completed. This report can be used to confirm which employees accounts are pending final set-up, but only if the employee has initiated enrollment into his or her own HSA. Once the account set-up is complete, the members will drop off of the report. You should use this report based on your choice of member account set-up option: Auto-enroll Once the employees enrolled in the qualified high-deductible health plan (QHDHP) are loaded into the spending account processing system, this report will display all of the employees whose accounts are pending, but are in the process of being set up. Manual enroll This report will not display which employees have not initiated the HSA set up by clicking on Start an HSA and Save on the member website. It will only display the pending. Report available for: HSA FSA HRA Report format: PDF CSV HTML Key to the HSA Application t Complete report EE ID Unique Member ID (UMI) assigned by the health plan First Name Member s first name MI Member s middle initial Last Name Member s last name Business Unit Health plan s group number in which is the member is enrolled Phone Phone number entered by the member on his/her own spending account profile website page Eligible On Age In Days address entered by the member on his/her own spending account profile website page Earliest date member is enrolled in the qualified high deductible plan and how the member enrollment was estab lished. IF auto-enroll date will be equal to when the enrollment record was processed. IF manual enroll date is equal to when the member logged in and created their HSA account Number of days between when the date the member Requesting a HSA Application t Complete report: Optional parameters Application from Defaults to one year prior to the current date Application to Defaults to the current date Business unit like Health plan s group number in which the member is enrolled 1

18 Report available for: HSA FSA HRA Debit Card Member Details report The Debit Card Member Details report contains all members within the group who have been issued debit cards, as well as their debit card status. Use this report to quickly view all employees with suspended, closed, requested, or issued debit cards; or the report can be requested to view this information for an individual employee. Report format: PDF CSV HTML Key to the HSA Application t Complete report Business Unit Health plan s group number in which the member is enrolled EE ID Unique member ID (UMI) assigned by the health plan First Name Member s first name MI Member s middle initial Last Name Member s last name DC Status Debit card status options: OK - Debit Card has been issued (may or may not be activated by the member) Suspended - Member didn t respond to a request for substantiation letter in time Closed -Debit card has been either closed, deactivated, or reported lost/stolen Requested - Card was requested by the member, but hasn t been issued yet (new members will also see this status for their accounts) Status On Last 4 of DC ID Date of the inquiry of the debit card status Last 4 digits of the debit card account number imprinted on the debit card N/A for clients - Spending account system s auto-generated ID assigned to the member 17

19 Requesting a HSA Application t Complete report: Optional parameters Business unit like Health plan s group number in which the member is enrolled Debit card status Select from ALL or Suspend, Closed, Requested, or OK (which includes requested issues and cards) First name like Last name like Participant ID Member first name - if reporting for the whole member population, leave field blank Member last name - if reporting for the whole member population, leave field blank Member UMI (unique member ID assigned by the health plan) - if reporting for the whole member population, leave field blank Debit Card Transactions report This report is used by IBC only. We are providing it for your reference. You should use your weekly e-bill invoice for the most detailed information and to reconcile your accounts. Report available for: HSA FSA HRA Report format: PDF CSV HTML Key to the Debit Card Transactions report EE ID Unique member ID (UMI) assigned by the health plan First Name Member s first name MI Member s middle initial Last name Member s last name Pre-tax? Indicates if the debit card transaction is an eligible expense - options are: : indicates an eligible expense that was automatically substantiated : further documentation is required; refer to Substantiation column and keys Account Type Plan Period Spending account type (full description under Benefit Summary) Client s plan year effective dates 18

20 Examples of Merchant Category Codes (MCC) MCC Merchant type 5047 Medical, Dental Ophthalmic, Hospital Equipment & Supplies 5122 Drugs, Drug Proprietors, and Druggist s Sundries 8011 Doctors and Physicians (t Elsewhere Classified) 8021 Dentists and Orthodontists 8031 Osteopaths 8041 Chiropractors 8042 Optometrists and Ophthalmologists 8043 Opticians, Opticians Goods and Eyeglasses 8049 Podiatrists and Chiropodists 8050 Nursing and Personal Care Facilities 8062 Hospitals 8071 Medical and Dental Laboratories 8099 Medical Services and Health Practitioners (t Elsewhere Classified) Settlement Date Service Date Amount Provider Details Substantiation ID Requesting a Debit Card Transactions report: Optional parameters Business unit like Health plan s group number in which the member is enrolled First name like Member first name - if reporting for the whole member population, leave field blank Last name like Participant ID Plan year ending Report type Service from Service to Settlement from Settlement to Transaction status Debit card settlement date Debit card use date - the day the card was swiped at the point of sale/service Transaction amount (can be more than one expense rolled up into this one transaction amount) Name of Provider, Merchant Category Code* ( MCC used by Visa to identify type of provider - i.e. Doctor, dentist, pharmacy, etc.) and city Last 4 digits of debit card account number and Visa system s Settlement ID number, sequence number, and transaction ID Provides both the stage and date of substantiation for the debit card transaction. Will display either: Pass or Member notified (described below:) The stages of the substantiation request: tified 1 tified 2 tified 3 Fail-date Unsubstantiated Member last name - if reporting for the whole member population, leave field blank Member UMI (unique member ID assigned by the health plan) - if reporting for the whole member population, leave field blank Enter the plan year End Date Select from Detail (provides transaction details) or Totals Only (provides transaction totals for each member) Beginning date of the debit card transactions(s) Ending date of the debit card transaction(s) Beginning date of the debit card settlement(s) Ending date of the debit card settlement(s) Timing of the substantiation request: 10 days after the transaction 40 days after the transaction 40 days after the transaction Appropriate documentation not provided Inadequate documentation available Spending account system s auto-generated ID number assigned to the member Select from transactions that have been Unsubstantiated, substantiated, or ALL (both types of transactions) 19

21 Participant Payment Details report This report contains all account payments, including provider payments. To view payments made to employees only, use the Payment Register report instead of this one. Please also note that this report will not include voided checks. Utilize the Payment Register report (see page 14) to view all voided member checks. It can, however, confirm if a check was cashed and processed by the bank for payment. Use to view all employees, or enter an employee name in the report parameters to view information on that particular account. Report available for: HSA FSA HRA Report format: PDF CSV HTML Key to the Participant Payment Details report Administrator Health plan in which the group/client belongs Employer Client name used by the health plan Business Unit Health plan s group number in which the member is enrolled Batch System-generated payment batch ID that identifies the batch in which this particular payment was processed by the system Type Status Denotes the payee: Partner = Debit Card; Check = Check to the member ; Payment = Provider Payment; ACH = Direct Deposit Payment Status, Released, Approved or Created (CLIENTS WILL SEE RELEASED ONLY ON THIS REPORT as all payments listed in this report are completed) Batch Date Step 1 - Date payment disbursement file created These three dates Payment Date Step 2 - Payment date will be the same, as payments are Sent Date Step 3 - Date payment was made to the member processed daily Instrument # Amount Name Check number/debit card payment + Payment Date --- for ACH/ Direct Deposit and Provider payments, this will be BLANK Claim/Reimbursement payment amount Member s name 20

22 Account Code Cleared? Client s Spending Account product type(s) and plan year effective dates Unique Member ID (UMI) assigned by the health plan APPLICABLE TO PAPER CHECKS ONLY - This is the date the check was cashed - it will either be BLANK or a DATE Requesting a Participant Payment Details report: Optional parameters Account type Product types - the field will provide a choice of All or a list of available products Administrator Bank cleared Batch created from Batch created to Batch ID Business unit like Date criteria Employee code like Employee first name Employee last name Employee name like File status File type Pay file status Default is the health plan name Select for checks cashed; no for checks outstanding, or ALL Beginning date of the batch range Ending date of the batch range System generated payment batch ID or the Sent date Health plan s group number in which the member is enrolled Select either Batch date or sent date Member UMI (unique member ID assigned by the health plan) - if reporting for the whole member population, leave field blank Member first name - if reporting for the whole member population, leave field blank Member last name - if reporting for the whole member population, leave field blank Your company name Select from released, Approved (payments approved but not released for payment yet), Created (payments have been created and are in process), reported (used for payroll payments), or ALL Select from: Check, ACH (Direct deposit), Card (debit card), Standard file (Provider payments), or ALL Select from ALL, Paid, or All Unpaid Report available for: HSA FSA HRA Report format: PDF CSV HTML Forfeiture Details report The Forfeiture Details report shows the spending account dollars forfeited per member (not used) in a given plan year. This report is for FSA customers (medical, dependent care, or transportation accounts) only. Requesting a Forfeiture Details report: Optional parameters Account type Product types - the field will provide a choice of All or a list of available products Business unit like First name like Last name like Participant ID Plan year ending Health plan s group number in which the member is enrolled Member first name - if reporting for the whole member population, leave field blank Member last name - if reporting for the whole member population, leave field blank Member UMI (unique member ID assigned by the health plan) - if reporting for the whole member population, leave field blank Enter the plan year End Date 21

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24 Benefits underwritten or administered by QCC Insurance Company, a subsidiary of Independence Blue Cross independent licensees of the Blue Cross and Blue Shield Association. Independence Blue Cross is an independent licensee of the Blue Cross and Blue Shield Association /13 23