A BETTER WAY TO TAKE CARE OF BUSINESS. Employers Online Enrollment Center Guide

Transcription

1 A BETTER WAY TO TAKE CARE OF BUSINESS Employers Online Enrollment Center Guide

2 Quick Reference 3 What do you want to do? 3 Step-by-step guide 4 Sign on 4 Your landing page 5 Enroll new members 6 Add a new subscriber 7 Add dependents to a new subscriber 0 Review new subscriber and dependents 3 Confirm new subscriber and dependents 4 Manage members 5 Search for existing subscriber 6 Edit subscribers and dependents 7 Add dependent to existing subscriber 8 Edit existing subscriber 9 Edit existing dependent 0 Review enrollment Confirm enrollment Terminate a subscriber 3 Confirm termination 5 Terminate a dependent 6 Order ID cards 7 Frequently Asked Questions (FAQ) 8

3 What do you want to do? Click on a square below to jump to that page. PAGE 7 Add a new subscriber (with/without dependents) PAGE 6 Search for a current member PAGE 8 Add a new dependent to a current member PAGE 3 Terminate a subscriber PAGE 6 Terminate a dependent 3

4 Sign on Go to kp.org/wa/business and select Employer sign on to access the employer portal log in page. Enter your address and password. If you re new to the site, select register now to set up your account. Sign on or select register now. 4

5 Your landing page Each time you sign on you ll come to this landing page. From here you can manage or edit current members, order ID cards, and enroll new subscribers and their dependents. 5

6 Enroll new members You probably want to get started by enrolling new subscribers and dependents. We ll begin with a simple overview of that process. To get started, choose Add new subscribers and dependents on the landing page. Select the appropriate group to enroll a new subscriber and their dependents. TIP: When you choose a group, only the groups in your Employer Identification Number (EID) will appear on the pull-down list. 6

7 Add a new subscriber Now you re ready to start filling in the information. Screen of 3 Provide name to search for a previous member ID number. If name has been changed, use former name. Social Security Number (SSN) must be nine digits (no spaces or hyphens). 3 Select CONTINUE when done. 3 TIP: All fields with an asterisk (*) require an answer and must be completed. 7

8 Add a new subscriber Screen of Enter complete address. States and Canadian provinces are included in the pull-down list. 3 The ZIP code field allows up to nine alpha/numeric characters. 4 International addresses are allowed. 5 Select CONTINUE when done. 5 8

9 Add a new subscriber Screen 3 of 3 Select Reason for enrollment from the pull-down list. Enter Hire/rehire date (if displayed). 3 Enter the Coverage effective date Provide Special instructions if needed. 5 Payroll location is optional and is for your billing purposes only. It accepts alpha/numeric characters Select CONTINUE when done. TIP: Enter the effective date you want coverage to begin. The actual coverage effective date may differ based on contract eligibility and will be determined by Kaiser Permanente. 9

10 Add dependents to a new subscriber Screen of 3 Enter Relationship to employee from the pull-down list provided. If Other is selected, provide details in the adjacent box. TIP: Subscribers may add as many eligible dependents as needed. 0

11 Add dependents to a new subscriber Screen of 3 Name, gender, and date of birth is required for any dependent. Social Security Number (SSN) is required for any dependent. 3 Select CONTINUE when done. 3 TIP: Selecting DELETE THIS DEPENDENT at the bottom of the screen will remove all entries you created for this dependent during this session.

12 Add dependents to a new subscriber Screen 3 of 3 3 To add more dependents, select ADD ANOTHER DEPENDENT. If you re done adding dependents, select CONTINUE. You will now have a chance to review or change any entries before submitting the enrollment form. 3 You can also select CANCEL to end this process. Your information will not be saved. TIP: Enter Former name if dependent was previously covered by Kaiser Permanente under a different name.

13 Review new subscriber and dependents Now you can review all the information you provided. If the information is correct, select SUBMIT. If you need to make any changes, select BACK TO EDIT. You can then go back and make corrections. TIP: Please note that submissions cannot be used as proof of coverage. 3

14 Confirm new subscriber and dependents After you submit the enrollment form, you ll see a confirmation page. A newly added subscriber s enrollment status is Pending until it has been processed (typically two business days). TIP: Print two copies of the confirmation page. Keep one for your records and give a copy to your employee. 4

15 Manage members It s easy to edit a subscriber s home address or payroll location, update records for subscribers and dependents, or cancel coverage for subscribers or dependents. Select Edit subscribers and dependents to get started. TIP: Dependents addresses are identical to the subscriber and can t be edited. 5

16 Search for existing subscriber You can search using the subscriber s Social Security Number, member ID number (found on the Kaiser Permanente bill), or last name. Once you find the subscriber, you can edit their information, add new dependents, or cancel coverage. THREE WAYS TO SEARCH: By subscriber Social Security Number. By subscriber identification number. 3 By subscriber name. If this search produces multiple matches, use additional fields to narrow your search and produce an exact match. 3 TIP: If you have multiple EID s, a customized list will appear so you can select the appropriate EID for your search. Searches are based on the EID rather than the group number. 6

17 Edit subscribers and dependents You can view information about current subscribers and their dependents from this screen. To update enrollment information, select EDIT. To terminate an employee or dependent, select TERMINATE and then click here for instructions. TIP: Subscribers or dependents that terminated coverage in the past two years will be displayed but can t be edited. 7

18 Add dependent to existing subscriber You can add an unlimited number of eligible dependents for each subscriber. To add a new dependent, select ADD DEPENDENT at the bottom of the screen and follow the steps here. 8

19 Edit existing subscriber You can edit any field displayed in boxes. Payroll location and Special instructions fields can also be updated. Select CONTINUE when done. TIP: To add or edit an employee or dependent s SSN, use the Special instructions field. 9

20 Edit existing dependent Dependent information that can be edited is limited to name, gender, and date of birth. Select CONTINUE when done. 0

21 Review enrollment Once you ve made your changes or added new dependents, you can review your enrollment records before submitting them. If everything is correct, select SUBMIT. If you need to make any changes, select BACK TO EDIT. You can then go back and make corrections. TIP: Any newly added dependents will display as status Pending.

22 Confirm enrollment A confirmation page will show a complete record of the submitted changes. Newly added dependents will show status Pending. You can now return to the Enrollment Center. TIP: Print two copies of the confirmation page. Keep one for your records and give a copy to your employee.

23 Terminate a subscriber When you choose to Terminate a subscriber, you will be taken to this screen. IMPORTANT: Terminating a subscriber will automatically terminate coverage for all their dependents. In addition, you will not be able to go back and make any changes once you ve submitted a termination request. Screen of Enter the Termination date. Enter the Reason for termination from the pull down list. 3

24 Terminate a subscriber Screen of If the subscriber is deceased, enter Date of death. Choose TERMINATE to submit request. After you select TERMINATE you can not make any further changes. 3 3 Choose CANCEL to end the session. 4

25 Confirm termination A confirmation page will show that the subscriber has been terminated. TIP: Print two copies of the confirmation page. Keep one for your records and give a copy to your employee. 5

26 Terminate a dependent It s easy to terminate coverage for a dependent. The steps are similar to terminating a subscriber but it will have no affect on the subscriber s status. REMEMBER: Once the subscriber is terminated coverage for all dependents is automatically terminated. Enter dependent s Termination date. Enter dependent s Reason for termination from the pull down list. 6

27 Order ID Cards You can order ID cards for any subscriber or dependent from the landing page. Order ID cards here. 7

28 Frequently Asked Questions Who can use the Employer Online Enrollment Center? Only an employer s delegated administrators can access Kaiser Permanente s secure Employer Online Enrollment Center. How do I add a delegated administrator? Contact Employer Site Services to request an Employers Access Agreement. This is sent (via , fax, or U.S. mail) to the employer for a signature and identification of delegated administrators. Please return the completed form to Employer Site Services. How do I access the site for the first time? As a delegated administrator, you ll receive an from Employer Site Services with a code that allows you to register for the site. Go to kp.org/wa/business and select register now. You will need to enter your verification code and address and create a new password. How quickly are new member or termination requests processed? When you submit a coverage request via the Enrollment Center, your Membership and Billing Representative will process it within two business days. Who can I contact for help? For Enrollment Center access issues, such as difficulty logging in, forgotten password, or site performance issues, call Employer Site Services at or For questions regarding subscriber or dependent enrollment, please contact your Membership and Billing Representative. All plans offered and underwritten by Kaiser Foundation Health Plan of Washington or Kaiser Foundation Health Plan of Washington Options, Inc. 07 Kaiser Foundation Health Plan of Washington XB