Small Group Employer Requests

Transcription

1 Policy on Agent of Record Change Small Group Employer Requests When a Small Group Employer requests a change to another Agent: The new agent must obtain an AGENT OF RECORD letter from the group, on the Groups OFFICIAL letterhead, appointing them as AGENT OF RECORD. An authorized owner or officer of the company must sign each letter. The owner/officer s title must be clearly indicated below the signature. (See Section: Where to Send Agent of Record, for specific information on business that is written through a General Agent or directly through Anthem Blue Cross). Broker Services Department will send out a courtesy notification to the current Agent of Record advising that an Agent of Record change has been received by Anthem Blue Cross. A final notice will be sent out by the Finance Department to the new and former Broker of Record indicating that the transfer has been completed. The new agent should check their commission statement to insure that the group has been transferred. It is the Agents responsibility to do this. If the Small Group case does not show up on commission statement, the new Agent must follow-up immediately. If the agent does not follow-up within two Commission statements from the date the request should have been effective, there will be no backdating of Agent of Record requests. Rescinding of Agent of Record Transfer Requests Although it is not a requirement, Anthem Blue Cross will attempt to notify the former agent of any transfer request by an Employer. The former agent will have ten (10) business days from the postmark of our letter to get a rescinding letter from the groups on their OFFICIAL letterhead, in order to cancel any transfer as never effective. A copy of our envelope showing the postmark should be submitted with the request to rescind any transfer. Any requests to transfer back to the original agent received by Anthem Blue Cross after the ten (10) business days allotted, will be effective on the first day of the month following the date of receipt. The key here is that the request must be IN HOUSE before the end of the tenth (10 th) business day. It is the agent responsibility to follow up within that time frame. ANTHEM is a registered trademark. The Blue Cross name and symbol are registered marks of the Blue Cross Association.

2 Page 2 of 6 Agent to Agent Transfers Small Group Agent-to-Agent Transfer of Small Group Business: Partial or Whole Block Transfers In the event one agent agrees to release a block of Small Group cases to another agent, the following options will serve as proper notice to all parties: Option #1 The new agent must obtain an AGENT OF RECORD letter from each group, on the Groups OFFICIAL letterhead, appointing the NEW agent as AGENT OF RECORD. An authorized owner or officer of the company must sign each letter. The owner/officer s title must be clearly indicated below the signature. Agent must be in good standing with Anthem Blue Cross and the transfers must be approved by Anthem Blue Cross. Option #2 The selling agent will send a pre-approved letter notifying the group of the changes to the principal of each group on the agent/agency s letterhead. The letter will be signed by both the selling agent, and the buying (NEW) agent. A copy of EACH letter, addressed to each group, will be submitted to Anthem Blue Cross. Anthem Blue Cross will provide the letter which must be used as written for this purpose. Incomplete letters will not be acceptable. 1) Both agents will complete a Confirmation of Sale/Transfer of Small Group Business form supplied by Blue Anthem Blue Cross. One form will be needed for each agent number being addressed. The form will specifically indicate the date on which the letters to the groups were mailed. It will also show the existing agent relinquishing control of all of the listed business to the new agent without condition. Both agents involved in the transaction will sign this form. You may call Anthem Blue Cross Broker Services for this form. 2) Commissions will be held if questions arise regarding the mailing of the letters to the group. 3) If this is a partial transfer, it will be necessary to attach a complete list of the groups that are to be transferred. Include the Group Number and the complete name of the group as it appears on the policy. Errors in this list will cause delays in the processing of the transfer of business. Please make every effort to be accurate. 4) This procedure will not transfer Fremont Workers Comp. Business. Block transfers for Agent of Record changes of Fremont Workers Compensation business must be handled separately. Contact Fremont for more information. 5) Buying (NEW) and Selling agents must be in good standing with Anthem Blue Cross at time of transfer. ANTHEM is a registered trademark. The Blue Cross name and symbol are registered marks of the Blue Cross Association

3 Page 3 of 6 Individual Plans Agent of Record Agent-to-Agent Transfer of Individual Business: Single Case, Partial, or Whole Block Transfer The policy for Agent of Record transfers for Individual Plans can be handled differently. The original agent must submit a request on their letterhead. The NEW Agent must also submit a letter accepting the responsibility for servicing the client or clients, on their letterhead. The Agent Number of each agent must be clearly identified. If this involves single (one case only), or partial transfers (more than one case, but less than an entire block of business), each certificate number, with the full name of the primary insured must be included. These requests are to be sent to Broker Services. Letters to clients do not need to be submitted. It is expected that the NEW agent notify every client of the change in writing. There are no transfers of in house business. Where to Send Agent of Record Paperwork Small Groups through General Agents You must determine if cases are written through a General Agent before you complete the paperwork. Agent of Record changes for Small Groups written through General Agents, must be sent directly to Anthem Blue Cross. Anthem Blue Cross will send a notification to the General Agent assigned to the group so that they can adjust their records to reflect the new agent. All transfers are subject to final approval by Anthem Blue Cross. All Agents must be in good standing with Anthem Blue Cross. Small Groups written directly through Anthem Blue Cross Agent of Record changes for Small Groups written directly through Anthem Blue Cross, must be sent to Anthem Blue Cross Small Group Services, Broker Services. All transfers are subject to final approval by Anthem Blue Cross. All agents must be in good standing with Anthem Blue Cross. Effective Dates - Effective Date for All Transfers Once all of the necessary requirements are completed and received as required by Anthem Blue Cross and have been approved, the transfer will become effective on the first day of the next month. Note: This is the date of receipt by Anthem Blue Cross, not the date of mailing from the broker. It is the new Agents responsibility to follow-up. If the commission statement does not properly reflect the transfer, the New Agent must follow-up within two commission statements from the date the transfer should have been effective. There will be no backdating of Agent of Record requests outside this time frame. ANTHEM is a registered trademark. The Blue Cross name and symbol are registered marks of the Blue Cross Association

4 Sample DRAFT: Page 3 of 6 [Date] ABC INSURANCE AGENCY California License # East Willard Street City, California (805) ACME Inc Sample Ave Anywhere, Ca. 95XXX Dear [Name], We are pleased to inform you that [NEW agent] will act as the Agent of Record on your Anthem Blue Cross Medical Plan effective [date]. NEW Agent Office (805) Calif. License Number Fax: (805) Pepper Tree Lane Universal City, Ca If you have any questions or concerns regarding this transfer, you may immediately call your new agent or us at the above listed numbers, or Anthem Blue Cross, at (800) We want this transfer to go smoothly for you. Should you have questions regarding your plan with Anthem Blue Cross after [date], please call [NEW agent] and they will be happy to service your needs. We are quite sure [NEW Agent] will continue to satisfy your needs. This action does not affect your ability to name another Agent of Record in the future, should you wish to do that. Any request for changes from you must be in writing, on your letterhead and signed by the owner or an officer of your company if you are a corporation. We would like to thank you for allowing our agency to service your account in the past. Sincerely, [Selling Agent] [NEW Agent]

5 Page 3 of 6 Confirmation of Sale/Transfer of Small Group Business Please Print Legibly SELLING AGENT BUYING AGENT Name: Agency Name: Address City, State Zip: Phone: Agent Number: Name: Agency Name: Address City, State Zip: Phone: Agent Number: To: Anthem Blue Cross 2000 Corporate Center Drive Newbury Park, Ca Attention Broker Services Regarding: Broker of Record Change This is to verify that Small Group business under; Name Selling Agent Number Will Transfer to Name NEW Agent Number This transfer will involve: Check One Whole Block Transfer: Partial Block Transfer: (If this is a partial transfer, you MUST attach a complete list of groups to be transferred, which includes the correct group number and name of group as it appears on the policy.) ANTHEM is a registered trademark. The Blue Cross name and symbol are registered marks of the Blue Cross association

6 You must complete one form for each agent number being affected by this Page 3 of 6 transaction. Confirmation of Sale/Transfer of Small Group Business By executing this transfer, I, the selling agent, understand that I am irrevocably and unequivocally giving up any and all rights, including the rights to commissions on this business being transferred to the buying (NEW) agent. The buying (NEW) agent agrees that by executing this transfer, they are accepting responsibility for servicing this business. We, the selling and buying (NEW) agents, understand the transfer will be effective on the first of the month following the receipt of both of the following: 1) Copy of all letters of sale, mailed to all groups from selling agent, signed by both agents. Date Mailed 2) Copy of this Confirmation of Sale/Transfer of Small Groups signed by selling and buying (NEW) agents. We, the selling agent and buying (NEW) agent, also understand and agree that any of the groups may decline to accept this transfer as never effective. Their options include becoming an Anthem Blue Cross In House account, or designating another Anthem Blue Cross agent as Agent of Record for their business. If a group declines to accept this transfer, neither the selling agent, nor the buying agent will receive any commissions and will hold Anthem Blue Cross harmless. We also understand Anthem Blue Cross reserves the right to reject this request and require agents to obtain proper Agent of Record letters, executed by the Small Groups, on the group s letterhead. Signed: Signed: Selling agent Print Name: Date Signed: Buying (NEW) agent Print Name: Date Signed: ANTHEM is a registered trademark. The Blue Cross name and symbol are registered marks of the Blue Cross Association