Health Plan. Coordinator. Handbook
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- Oswald Jones
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1 Health Plan Coordinator Handbook 1
2 Welcome to Health Tradition Health Plan The Health Plan Coordinator Handbook is designed to help you deliver health benefits to employees. Please read the handbook carefully and contact Health Tradition at with any questions or concerns. Visit the Employer Portal at to ensure you are using the most up-to-date version of the Health Plan Coordinator Handbook. For information specific to your company s health coverage and benefits, please refer to your Group Insurance Agreement, Certificates of Coverage, and other applicable health plan documents. 2
3 Table of Contents Quick Reference Guide...4 Employer Web Tools.. 5 Eligibility... 6 Member Enrollment vs. Member Change Forms...9 Wisconsin State Continuation/COBRA Invoice Summary Summary of Benefits and Coverage (SBC).14 3
4 Quick Reference Guide Website General information about Health Tradition is available at Employer Portal Find helpful information and self-service functionality to manage your group enrollments and monthly billing through our online Employer Portal at Phone and Fax Numbers Our professional and courteous Customer Service staff is ready to answer your call Monday through Friday, 7:30 a.m. to 5:00 p.m. Phone Fax Employer Questions Member Medical Claims and Questions Addresses Enrollment Forms/General Information General Information (Physical Address) P.O. Box Nob Hill Road Eagan, MN Madison, WI Plus Direct Bill Premiums Group/Commercial Premiums Health Tradition Health Plan Health Tradition Health Plan NW 7350 NW 7349 P.O. Box 1450 P.O. Box 1450 Minneapolis MN Minneapolis MN Claims P.O. Box Eagan, MN Secure Messaging Employer Portal Ask a Question feature 4
5 MADDY Employer Portal Health Tradition has an online Employer Portal at that will allow you 24/7 access to assist in managing your employees health insurance. These online tools include the ability to: Search Eligibility Information for Employees and Dependents Access Certificate of Coverage Information and Summary of Benefits and Coverage (SBC) Search and View Premium Bills View and download Employee Rosters Submit New Enrollments or Terminations Update Employee Demographics Send Secure Messages to Health Tradition View and print ID cards for your employees There is also a Quick Links section of the portal that provides shortcuts to frequently used tools and forms. How to sign up for the online employer portal Please see the main insurance contact or administrator for your group as they were sent several tokens, which will allow you to register for your online employer portal account. The token is your unique passcode to begin the secure registration process. To start the registration process, go to the Employer Portal at and simply click on request portal access. Our step-by-step online instructions will then guide you through the registration process. 5
6 Eligibility An Eligible employee is one who: Works at least the minimum number of hours per week for his/her class of eligible employees, specified on the Agreement. Completes the required waiting period before coverage is effective. Appears on your payroll records and is reported on your wage and tax reports. Actively works and performs his/her job duties on the date his/her coverage is effective. Individuals are actively working each day of a regular paid vacation, nonworking day or holiday, or if they are not working due to their own illness, medical condition, or disability. Eligible dependents include: A covered employee s spouse. Your married or unmarried biological child, stepchild, legally adopted child, or legal ward who is under the age of 26. A biological child of your covered dependent or legal ward, until your child or legal ward turns 18 or marries, whichever comes first. Your biological child, stepchild, legally adopted child, or legal ward of any age who is a full-time student as long as he/she was initially called to federal active duty for the National Guard or a reserve unit of the United States armed forces before age 27 while attending an institution of higher education as a full-time student, and applied to an institution of higher education as a full-time student within 12 months of the date of fulfilling his/her active duty obligation. A Dependent who is or becomes incapable of self-support because of a permanent physical or mental disability and is dependent on the covered employee for at least 50% of his/her support, may continue or resume their status as a dependent, regardless of age or student status, as long as they remain so disabled. If your Group Insurance Agreement indicates that the plan includes domestic partner coverage, the covered employee s domestic partner and the domestic partner s children may also be eligible for coverage. Please refer to your Certificate of Coverage, ARTICLE I: ELIGIBILITY AND ENROLLMENT section and your Agreement for specifics regarding your group s employee eligibility for coverage. The following chart summarizes when coverage begins and ends following certain events, and how you should report the event or change to us. Enrollment must be received in our office in a timely manner as outlined in the ARTICLE I: ELIGIBILITY AND ENROLLMENT section of the plan document for coverage to become effective on the dates specified below. An employee or dependent who does not enroll when initially eligible will be considered a Late Enrollee and may not be covered until your next annual open enrollment. 6
7 Note: This chart is not all-inclusive; employers should call our Customer Service Department at with any questions. When Coverage Begins Qualifying Event Effective Date Required Forms New Hire When applicable Waiting Period Enrollment Form has been satisfied Loss of other Coverage First Day after prior coverage ended Enrollment Form or Member Change Form and Proof of Loss Marriage Date of Marriage Enrollment Form or Member Change Form Birth Date of Birth Enrollment Form or Member Change Form Adoption Date of Placement Enrollment Form or Member Change Form Hours Change Date of Hour Change Enrollment Form (newly Eligible) Occupation Change Date of Occupation Change Enrollment Form (newly Eligible) Return from Leave As specified in your Agreement Enrollment Form *A newborn can be added to an existing family health plan with a phone call to Health Tradition s Customer Service area if it is critical to add the coverage right away. This can only be done if the employee currently has a family health plan, that they notify their employer at the same time, and an enrollment form is sent in later with the child s social security number. Late Enrollment Unless the individual becomes eligible for a special enrollment or the annual open enrollment, the employee and their dependents who submit enrollment forms late may not be covered and may have to wait to reapply for coverage during the next annual open enrollment period. Special Late Enrollment Certain events may create a special enrollment opportunity for an eligible employee to enroll himself/herself and their eligible dependents in the plan after having initially waived the coverage. This may also allow an employee to add a new spouse or dependent(s) to the plan. Please refer to your Certificate of Coverage, ARTICLE I: ELIGIBILITY AND ENROLLMENT section for complete information regarding Special Enrollments rules for late enrollees. Annual Open Enrollment If you offer Annual Open Enrollment, employees and their eligible dependents may enroll during the annual open enrollment period specified on your Agreement. Process for Retroactive Termination Requests/Clerical Errors Retroactive termination requests will be reviewed on a case-by-case basis. All relevant information regarding the retroactive termination must be received in writing. Once the review process has been completed, we will notify the employer of the approved date for the retro termination. 7
8 Submitting an Online Enrollment Application To submit an online enrollment application, your employee will need to know your five-digit group number and which plans they are eligible for along with dependent age limits. Using the Member Portal at they will be able to complete an enrollment application which will be routed to your portal inbox for your review prior to submission. Alternatively, you can complete the online enrollment application on behalf of your employee through the Employer Portal. The following is an example of a notification you will receive when enrollments are waiting for your review: Hello, A new enrollment application has been submitted by one of your employees and is now available for review. Please log into your MADDY Employer Portal account to view details of the enrollment application. ID Cards Newly enrolled employees can expect to receive their ID card in 7 to 10 business days after the application is processed. New/additional ID cards can be ordered through, either the member or employer portal. New ID cards will also be issued annually when your group renews as well as at any point when there is a plan or family coverage change. When Coverage Ends Please refer to the chart below to determine when coverage ends. When Coverage Ends Qualifying Event Effective Date Required Forms Divorce Date of the divorce decree Member Change Form Hours Change (no longer in Eligible Class) Last day of the month of Change Member Change Form Occupation (no longer in Eligible Class) Termination of Employment Leave of Absence Last day of the month of Change Last day of the month of Termination unless Contract in place Please refer to your Health Plan Agreement Member Change Form Member Change Form Member Change Form Please refer to your Certificate of Coverage, ARTICLE I: ELIGIBILITY AND ENROLLMENT section for complete information regarding Termination of Coverage details. Medicare Eligibility It is important for you to understand when employees and/or their dependents are Medicare Eligible as it may affect claim payments and billing rates. Individuals may be eligible for Medicare based on age 65, disability, or end-stage renal disease. If a subscriber retires and the subscriber or spouse is eligible for Medicare due to age, Medicare will be primary the first of the month following the last date an employer considers an employee to be in active employment status, per the employer s contract/agreement. When Medicare is primary, it is very important for individuals to be enrolled in Medicare. Please contact us for further information concerning when Medicare is primary for individuals eligible for Medicare due age or disability or end-stage renal disease. 8
9 Completing Member Enrollment Forms and Member Change Forms Employee Status Changes All changes affecting coverage should be communicated to Health Tradition within 30 days of the change date. Examples of change of status include termination, divorce, voluntary withdrawal, retirement, death, disability, hours change, occupation change, etc. Changes in employee status or coverage are made using the Health Tradition Member Enrollment Form or Member Change Form located at: Member Enrollment Forms are used for: New enrollments Waiving coverage when eligible Member Change Forms are used for: Changes Termination of coverage Examples: Please refer to the examples on the following pages for completing these forms. New Enrollment The following table outlines the process for submitting new employees Member Enrollment Forms to Health Tradition. Form Needed: Member Enrollment Form Step Description 1 Ensure all enrollment forms are completed, legible, signed, and dated. The following sections of the member enrollment form must be completed for new employees: Employee information Employment information Reason for Application Type of Coverage Selected Waiver of Coverage (if applicable) Dependent Information (if enrolling spouse and eligible dependents) Other health insurance Medicare information Signature and date Note: All enrollees must provide social security numbers. 2 Please make a copy of the completed Member Enrollment Form for your records. The Member Enrollment Form should be referenced to check effective dates of coverage and to certify claims. 3 Send the completed Member Enrollment Form to Health Tradition upon receipt. When an employee becomes eligible, he/she must apply for coverage within 30 days. Note: If enrollment is due to a loss of other group health coverage, the employee must include supporting documentation as Proof of Loss. Health Tradition Health Plan P.O. Box Eagan, MN
10 Member Changes The following table outlines the process for submitting any one or a combination of the following changes: Name change Address change Dependent changes (adding or deleting) Marriage (include date of marriage) Birth or adoption of a child Divorce (include date of divorce) Non-eligible age dependent Other insurance coverage Change of contract status (family to single, etc.) COBRA Form Needed: Member Change Form Form Step Description Ensure the Member Change Form is completed, legible, signed, and dated. The following sections of the member change form must be completed for changes: Top section Employee information Applicable change section Signature and date on the BACK Note: All enrollees must provide social security numbers. Make sure that the actual date of the change (i.e., divorce, death, loss of employment, children reaching maximum age limit, etc.) is included on the form and the appropriate box is marked for the change. Note: If a spouse or dependent enrollment is due to a loss of other group health coverage, the employee must include supporting documentation as Proof of Loss. Please make a copy of the completed form for your records. Send the completed Member Change Form to: Health Tradition Health Plan P.O. Box Eagan, MN
11 Termination of Coverage The following table outlines the process for submitting employee terminations. An employee s coverage may terminate for a variety of reasons enumerated by the plan, or an employee may voluntarily request termination of coverage. Notification of terminations must be received within 10 days of the change. Prompt notification will ensure the most accurate billing statements possible. Form Needed: Member Change Form Form Step Description 1 Ensure the Member Change Form is completed, legible, signed, and dated. The following sections of the member change form must be completed for a termination: Top section Employee information Termination Last day worked (if applicable) Reason for termination Signature and date on the BACK (may be signed by representative if employee 2 Please make a copy of the completed form for your records. Send the completed Member Change Form to Health Tradition: Health Tradition Health Plan P.O. Box Eagan, MN
12 Continuation of Coverage - COBRA Health Tradition does not administer COBRA. assistance if you have any questions. Please contact your COBRA administrator or Legal advisor for Please note: Eligible employees and their dependents on COBRA will appear on your monthly billing invoice and the employer is responsible for submitting their billed premium amount by the payment due date. Please have the eligible employee and dependents complete the appropriate COBRA form see below and retain it for your records. The employee should complete, sign, and date the continuation form (electing or not electing continued coverage) within 60 days of being eligible. Wisconsin Notice of Right to Continue Group Health Coverage (for groups with 2-19 employees-wisconsin residents only) Notice of Right to Continue Group Health Coverage (for groups with 20 or more employees) Continuation of Coverage for Handicapped Children The following table outlines the process for completing and submitting requests for COBRA continuation coverage: Forms Needed: Member Change Form: Form Step Description 1 Member Change Form should be completed indicating change from eligible employee/ dependent to COBRA (see Coverage Changes section of Member Change Form) 2 Ensure the Member Change Form is completed, legible, signed, and dated. The following sections of the member change form must be completed for changes: Top section Employee information Applicable change section Signature and date on the BACK Note: All enrollees must provide social security numbers. 3 Make sure that the actual dates (From/To) for the change to COBRA continuation coverage are included on the form and the appropriate box is marked for the change. 4 Please make a copy of the completed form for your records. Send the completed Member Change Form to: Health Tradition Health Plan PO Box Eagan, MN
13 Invoice Summary Health Tradition strongly urges you to reconcile your billing invoice monthly. Premiums are due on the 1 st day of the coverage month. How to Read Your Invoice The top section will list the Previous Balance, Payment made since prior bill, Balance Forward, Current Month bill amount, any Adjustments, and the Total Due. The next section will break down the Tier, Month, and Subscriber Count by each Subaccount. The final section lists each Employee, Bill Month, and Bill Amount. How to Pay your Premium Invoice Return your payment in the return envelope provided or submit the top section of your bill with your payment for the total amount billed to: Health Tradition Health Plan NW 7349 PO Box 1450 Minneapolis, MN
14 Mid-Month Adjustments If the effective date is between the 1st and 15th of the month, the entire month will be billed. If the termination date is between the 1st and 15th of the month, there will be no bill for that month. If the effective date is between the 16th and end of the month, there will be no bill for that month. If the termination date is between the 16th and end of the month, the entire month will be billed. Participant changes It is important for you to review the bill carefully and if there are any changes (additions or deletions) to participant totals, please send the appropriate forms immediately: A signed Member Enrollment Form or A Member Change Form Administrative adjustments will be reflected in the next month s billing. However, reimbursement adjustments for terminations older than two months are not guaranteed. Please do not indicate membership changes on the billing statement. In the event it becomes necessary to cancel your group coverage with Health Tradition, we require written notification. We must receive this notice on company letterhead. Please do not write notes on the billing statement. If we do not receive written notification, the group will continue to be billed as active. The group will be subject to premium amounts until such notification is received. Failure to submit written notification of the group s intent to cancel coverage with Health Tradition may result in the group s termination for non-payment of premium. Please contact Customer Service toll-free at regarding any questions you have on the billing process. Summary of Benefits and Coverage (SBC) Under the Patient Protection and Affordable Care Act (PPACA), the employer and Health Tradition share responsibility for providing a Summary of Benefits and Coverage (SBC) to plan participants and individuals eligible for the plan. The purpose of the SBC is to provide your employees with a tool for comparing your health plan to other options available to them. Employees can use the SBC to choose the plan that best meets their personal needs. Health Tradition will mail the SBC to you and directly to your participants, in accordance with federal law, in the following situations: Upon renewal. In the event of a material modification. You must distribute the SBC to eligible employees under the following circumstances: Upon application for newly eligible individuals. This means with their enrollment materials or no later than the date they are eligible to enroll. Within 90 days following a Special Enrollment or within 7 business days if requested by the employee sooner. Upon request, or no later than 7 business days following your receipt of the request. You can also obtain copies of your SBC s on the Employer Portal at 14
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