Presentation on theme: "TRAINING. 2 AGENDA Basics of the COBRA Client Portal The Home Page How to Enter a New Plan Member How to Enter a Qualifying Event Viewing Member Records."— Presentation transcript:
2 AGENDA Basics of the COBRA Client Portal The Home Page How to Enter a New Plan Member How to Enter a Qualifying Event Viewing Member Records Reporting Functions Overview on the Member Portal Wrap Up Final Notes
3 Basics of The Portal Client Portal is a live system. Records are viewable upon completion of entry. Letters are automatically generated overnight and mailed the next business day Changes to a members record can be made until 8 PM CST. If changes are needed after 8 PM CST, an ABG COBRA Support Team member can make the updates for you. Some changes may result in a new COBRA Specific Rights Notice providing the member a new 60 day period
4 Member Definitions NPM: New Plan Member is a current employee who has not had a COBRA Qualifying Event (QE) and needs a General Rights/Initial notice as they just elected health benefits. QB: Qualified Beneficiaries are either the employee or dependent who suffered a COBRA QE and needs a Specific Rights Notice SPM: Special Plan Members is an individual who requires special billing (i.e., retirees or FLMA) This is an optional service and are only available for clients who have requested this as part of their service agreement with us.
5 Plan Status Codes P = Pending (have not elected yet) PR = Pending, election received without premium E45 = Enrolled within 45 days of grace period E = Enrolled TP = Terminated while pending after 60 day election period TE = Terminated while enrolled
6 The Home Page Members tab opens the search window on the left of your screen and allows you to search for or add a QB, SPM or NPM. Utilities tab shows your job queue. Here you can download your reports. Wizards tab also gives you the option to add a new QB, SPM or NPM. Favorites tab allows you to view favorite records and / or most recently used records. Help tab contains, file import specifications and browser capability information. Quick Search in the upper right hand corner, or the search window on the left side of your screen, can be used to search for a record.
7 The Home Page The Tabs: General Contacts QB Plans Divisions contain your company’s demographic and plan information
8 Entering a New Plan Member (NPM) Select: NPM Add a new NPM or Select: Wizards Tab Add a NPM Wizard An NFM is entered when a current employee first elects benefits and needs an Initial/General Rights Notice.
9 Entering a New Plan Member (NPM) Enter Demographics If Single uncheck Use ‘& Family’ addressing for mailings Select Finish to complete the entry. Notice will be automatically generated and mailed the next business day.
10 Entering a Qualifying Beneficiary (QB) Select: QB Add a new QB or Select: Wizards Tab Add a QB Wizard
11 1. General Complete required fields - outlined in red. (except when pre-filled) Employee Information, QB Setup Select Next
12 2. Event (Qualifying Event – Employee) Category Employee Event Type Choose from drop-down list. Event Date The actual date of the Qualifying Event. Date of Hire/Enrollment Date Original medical plan enrollment date. Legacy QB Should not be checked. (This is used to enter takeover QBs) Select Next
13 2. Event (Qualifying Event – Dependent) Category Dependent Event Type Choose from drop-down list. Event Date The actual date of the Qualifying Event. Date of Hire/Enrollment Date Original medical plan enrollment date. Legacy QB Should not be checked. (This is used to enter takeover QBs) Select Next
14 3. Plans Select Add a Plan Select Plan or Bundle Bundled plans are plans that cannot be elected separately (example: Combined Medical & HRA plans). Select the Plan and Coverage Level If the QB had a FSA that was not overspent, the FSA must be entered. (Instructions to follow.) The Insurance Type Information and First/Last Days of COBRA will be automatically filled, based upon the type of qualifying event and the standard COBRA regulations. do not make changes to this data. Select Insert to add plan.
15 3. Plans Select Add a Plan Select Plan or Bundle Bundled plans are plans that cannot be elected separately (example: Combined Medical & HRA plans). Select the Plan and Coverage Level If the QB had a FSA that was not overspent, the FSA must be entered. (Instructions to follow.) The Insurance Type Information and First/Last Days of COBRA will be automatically filled, based upon the type of qualifying event and the standard COBRA regulations. do not make changes to this data. Select Insert to add plan.
16 3. Plans Select Add a Plan Continue entering plans until all COBRA eligible benefits the member had when they were an active employee have been added. When all employee plans have been added Select Next to add dependents Once complete Select Finish
17 3. Plans Select either Plan or Bundle and complete the required fields. Select Insert
18 3. Plans Adding an FSA and Member Specific Rated Medical Plans Select Add a Plan
19 3. Plans (Rates) For any plan that is individually rated (FSA or Medical), the Rates will automatically show. Plan: Select FSA or Medical Coverage Level: Select from drop-down # Months of Coverage: Left in the plan year for the FSA only, this will be automatically calculated and displayed. First / Last Days of COBRA: Start date of FSA is the day after the Qualifying Event. Select Rates A pop-up box will appear Select OK
20 3. Plans (Rates) Select Add a Rate Start Date: Start date of FSA is the day after the Qualifying Event. End Date: Automatically populates to the last day of the FSA plan year. Rate Amount: See the next slide on how to calculate the Rate Amount. Select Insert
21 3. Plans (Rates) How To Calculate The FSA Rate Take the members annual amount & divide by 12 months. If you forget to enter the rate, an error will appear asking you to Add in the Rate Amount. If you bypass this message and do not enter a rate, the Specific Rights Notice will still be sent. The FSA will be listed but without a rate and there will not be a premium amount attached.
22 3. Plans Select General Select Update To return to the Plans page and add more plans. Once plans are all entered Select Next To move on to the Dependents.
23 3. Plans Verify plans and coverage levels. Select Next to go to the Dependents or Select Finish if complete.
24 4. Dependents Select Dependents Select Add a Dependent Complete the Required fields: Relationship First Name Last Name Select Save
25 4. Dependents Select Add a Plan For each dependent plan, one at a time.
26 4. Dependents Once all plans are added Select Save
27 4. Dependents You will now see the dependent you entered Select Add a Dependent to add another dependent.
28 5. Subsidies Subsidy Schedule Type: Select from drop-down. Subsidy Schedule Amount Type: Select Percentage or Flat Amount from drop-down. Insurance Type: Select from drop-down. Amount: Subsidy in percentage or dollars. Select Ok A subsidy may be entered as a percentage or a dollar amount. Multiple schedules can be added for the same plan.
29 5. Subsidies Now you can see the subsidy you entered. Select Add a Subsidy Schedule for each subsidy. Select Next to add a Letter Insert. Select Finish if completed with record.
30 6. Letter Inserts Check all Letter Inserts that you want to provide. The selected insert(s) will be added to the end of the Specific Rights Notice Select Finish
31 Viewing Member Records Select QB Enter Last Name or SSN Select Search You have full access to any letters, payments made and payments coming due for the members.
32 Reports (Standard Reports & Accounting Reports) Reports run in real-time Reports can be scheduled Reports can run by division Reports can run in different formats: PDF – Adobe Reader format CSV – Comma Separated Values text file (preferred to open through Excel) MDB – Microsoft Access Database file XML – Extensible Markup Language file Job Queue Reports Results
33 Reports (Descriptions) Carrier Notifications (Pending) - A real-time report detailing items in the overnight processing queue which may be reported to the appropriate carrier contact. Carrier Notifications (Processed)* - A real-time report detailing items processed in the overnight processing which are to be reported to the carrier. Client by Postal Code - A real-time report of clients and postal code, includes address, EIN, Division(s) & billing Start Date Client List - A real-time report of clients, including division(s), EIN and Billing Start Date. Member By Postal Code - A real-time of member type and postal code, includes members full name, address, SSN, QE date and status. Member Status* - Produces a current date/time report of all member insurance types with a pending or enrolled status and a report of all member insurance types with a status of terminated which had their status change to terminated during a user provided data range. New Plan Member (NPM)* - Produces a list of all NPM’s that have a General Rights letter generated within the start and end dates requested. Paid Through - A real-time report that shows the paid through date of all currently enrolled members. Plan Rate Renewal - A real-time report that shows plans that renew in the next 30, 60, 90 days or have renewed within the past 30, 60, 90 days. QB Plan Members - A real-time report that shows all members, QE information and account status. QB Summary Report* - A report that shows QBs insurance by Type Status (Due to the amount of information, this report is an overnight process. SPM Summary Report* - A report that shows QBs insurance by Type Status (Due to the amount of information, this report is an overnight process. *Recommended Reports
34 Reports (Member Status) Produces a current date/time report including: All member insurance types with a P or E status All member insurance types with a status of terminated which had their status change to terminated during a user provided date range. Run the Member Status report monthly to compare to carrier bills for accuracy. Select Reports Standard Reports Member Status
35 Reports (Member Status) Enter Terminated Status Change Date Start and Terminated Status Change Date End Select Report Format PDF, CSV, MOB or XML Select Queue Report This will bring you to the report screen/Job Queue.
36 Reports (Member Status) Select Refresh until Download Results appears next to the job. Select Download Results to view your report.
37 Reports (Member Status - Sample) Produces a current date/time report including: All member insurance types with a P or E status All member insurance types with a status of terminated which had their status change to terminated during a user provided date range. Run the Member Status report monthly to compare to carrier bills for accuracy.
38 Reports (Member Status - Sample) Produces a current date/time report including: All member insurance types with a P or E status All member insurance types with a status of terminated which had their status change to terminated during a user provided date range. Run the Member Status report monthly to compare to carrier bills for accuracy.
39 Reports (Accounting Reports) Remittance Report Monthly report that is generated by ABG on or around the 10th of each month; lists all payments received for the previous month. The report is available to view after ABG posts it. This should be viewed monthly after you receive your remittance check. Select Reports Accounting Reports Remittance Select most recent Report from right column Report Format Queue Report
40 Reports (Scheduling Reports) You are given the option to schedule report once, or more than once. Reports can be scheduled for divisions, and in different report formats. Scheduling reports can be done for any report you want to run.
41 Reports (Scheduling Reports) After you schedule the report, your scheduled jobs are saved in your Job Queue
42 Reports (Scheduling Reports) On the date and time of the scheduled report, you will receive an email with a link to the Job Queue. Follow the link and download your report. The recommended report to schedule is the Remittance Report.
43 Reports (Accounting Reports) The Remittance Report will equal the monthly check you receive from American Benefits Group.
44 Member Portal Once logged into Cobra Point Members can: Elect COBRA Make/Schedule Payments – through ACH (free). The member has to be paid to date to use ACH. Online Credit card payments/debit card payments. (bank fee of $20) View & print all correspondence history. All Members who suffer a qualifying event will receive a letter explaining how to login online.
45 Wrap Up Carrier Notifications If we are responsible for notifying the carriers we will do so the morning the Reinstatement or Termination Notice is produced If you are responsible for notifying the carriers, we will send you an email the morning the Notices are produced The Notices are produced after the election is made and after the first premium has been paid. Registration Code Best practice is to use your email address as your user name. Let us know if someone else needs COBRA system access. Do not share your username and/or password with others.
46 Final Notes The COBRA team at ABG is here to help you! Feel free to call us or send us an email with any questions you may have. We respond to emails by the next business day, or usually within 2 hours. Office Hours: Monday - Friday: 8:30am to 5:00pm EST Tel: 800-499-3539 Local: 413-584-9923 - Option 3 for COBRA Support Email: COBRAsupport@amben.com (please add your company name in the subject line). All emails & attachments containing Protected Health Information (PHI) should be sent as secure. Please use the following address in your web browser if you are unable to send emails securely: sendsecure.amben.com Correspondence: American Benefits Group PO Box 1209 Northampton, MA 01061-1209 Overnight Mail / Physical Address: American Benefits Group 320 Riverside Drive Florence, MA 01062 Processing Center: American Benefits Group PO Box 2449 Omaha, NE 68103