Installation Procedures

Transcription

1 Installation Procedures

2 Installation Procedures Table of Contents Implementation Checklist Secure FTP Site Procedure for Sponsors Submission of Eligibility Files Self-Bill Payment Information

3 Implementation Checklist Signed Plan Sponsor Agreement Please provide a signed copy of the completed agreement electronically to your Health Advocate Representative. If submitting original signed paper copies, please remit to the below address: Health Advocate Katharine N. Begley Senior Vice President, Head of Sales 3043 Walton Road Plymouth Meeting, PA Installation Form/Contact Information Please complete and return the Health Advocate Installation Form. Below fields are required: Primary contact information name, title, address, phone, fax and . Billing contact information name, title, address, phone, fax and . Benefit Information Please include online copies or website access information for the following: Medical and Dental SPDs Information on independent vision, prescription, wellness, disease management, managed disability and EAP programs, etc. Voluntary benefit programs Any other health related benefit programs that you offer Employee Census Information Submission of Data. We ask that you send a test file to our secured FTP site so that you can be HIPAA compliant with your transmission. Health Plan and Ancillary Benefit company contacts name, title, address, phone, fax and

4 Secure FTP Site Procedure for Sponsors Purpose This procedure provides an introduction to the Health Advocate FTP sites and outlines the steps Sponsor s need to take to communicate with Health Advocate via the FTP sites. Introduction FTP (File Transfer Protocol) is the simplest and most secure way to exchange files over the Internet. When downloading a file from the Internet you are actually transferring the file from one computer to another over the Internet. Health Advocate uses FTP sites to transfer information to and from Sponsors. The Virtual Key to access the secure FTP site is the User ID and Password. A unique User ID and Password is assigned to each Sponsor who is granted access to the sites. An FTP site address looks a lot like a website address, except it uses the prefix ftp:// instead of What do I need to do to communicate with Health Advocate via the FTP site? 1. Contact Mike Bartunek at Health Advocate by telephone at or by at mbartunek@healthadvocate.com to request your User ID and Password. 2. Health Advocate will send you your User ID and Password via After you receive your User ID and Password you will be able to transfer files via the Health Advocate FTP sites 4. A copy of the preferred Eligibility File format is attached. Please use this format when sending your eligibility information. 5. Indicate the Company name and the appropriate date relating to the eligibility information when naming your file. For example: ABC Company Log onto the Health Advocate FTP site and insert your User ID and Password and send your files. Health Advocate has two FTP Sites: 1. Address is ftp://ftp.healthadvocate.net (uses SSL to encrypt) 2. Address is ftp://ftp2.healthadvocate.net (we send you our Public PGP key to encrypt)

5 Guidelines for Preparation and Submittal of Eligibility Files This procedure provides guidelines to be followed by Sponsor Companies doing business with Health dependents when available) that are eligible for Health Advocate services. Preparation Guidelines 1. Eligibility Files should be prepared and submitted electronically using the Health Advocate Standard Format. See Exhibit #1 on next page for a sample of the required format. Fields indicated with an asterisk(*) are required fields. 2. Fields highlighted are the minimum required fields for clients that have chosen part or the entire Wellness suite. 3. Full eligibility should be submitted on a monthly basis. The Sponsor can select the first or the fifteenth of the month for submittal. 4. Eligibility Files should be prepared and submitted electronically in an Excel Spreadsheet Format or in a Flat File Format (comma delimited with heading columns). If sending a comma delimited 5. Eligibility Files should be named according to name should contain the company name and the date sent such as: ABC Company All eligible employees must be submitted. Dependents should also be submitted and should be identified by the appropriate Contact Type such as Spouse or Child. Submittal Guidelines In order to protect the privacy of the member information, the eligibile files should be submitted using a secure electronic file transmission method such as FTP(File Transfer Protocol). FTP is the simplest and most secure way to exchange files over teh Internet when transferring files from one computer to another. Health Advocate uses a secure FTP, or FTP with PGP encryption to transfer information to and from Sponsor Companies. Health Advocate maintains two FTP Servers: 1. ftp.healthadvocate.net uses SSL or SSH encryption. 2. ftp2.healthadvocate.net is a clear text FTP If you prefer to use a clear text FTP, then we suggest that you encrypt your data using PGP. Health Advocate will provide you with a copy of our Public PGP Key to transmit data. The Virtual Key to access the secure FTP site is the User ID and Password. A unique User ID and Password is assigned by Health Advocate to each Sponsor who is granted access to the site.

6 Submission of Eligibility Files (Continued) Exhibit #1 Required Eligibility File Format Fields Field Name Max Size Example(s) OrganizationName 55 Text String of Your Organization Name ContactType* 30 Subscriber (See Exhibit #2 below for listing of Contact Types) LastName* (WS) 60 Smith FirstName* (WS) 60 John MiddleName 60 Henry PrefixName 25 Mr. SuffixName 25 Jr. SubscriberSocialSecurityNumber* 20 ######### EmployeeNumber 20 ########## EmployeeType 50 Full Time, Part Time or Seasonal EmployeeHireDate 10 ##/##/#### MemberSocialSecurityNumber* 20 ######### AddressLine1 * Main St AddressLine2 120 Apt. 2A City* 50 Blue Bell State* 2 PA (see Exhibit #3 below for State Codes) ZipCode* (WS) CountryCode 15 US (Use US for United States) MemberDOB* (WS) 10 02/12/1959 MemberGender* 1 M or F MemberLanguage 80 MedicalPlan* 75 UHC PPO1 (example) Member ID # for Medical Plan* 75 ABC############# DentalPlan 75 GeneralPurpose1 75 GeneralPurpose2 75 HomeNumber (Do not use hyphens) WorkNumber (Do not use hyphens) Work Address 120 jsmith@abcco.com Home Address 120 jsmith@aol.com LocationCode 20 Division Name or Number (for Dashboard Drill Down) 50 Plymouth Meeting, PA Store #345 *Required field for the data services (WS) Required fields for wellness and website registration

7 Submission of Eligibility Files (Continued) Exhibit #2 - Contact Types Contact Type Child COBRA Domestic Partner Other Spouse Subscriber Definition The dependent child of the subscriber. The domestic partner of the subscriber. The spouse of the subscriber. The individual eligible for coverage because of his or her association with a sponsor. Exhibit #3 - State Codes Field Name Code State Cose Alaska AK Montana MT Alabama AL North Carolina NC Arkansas AR North Dakota ND Arizona AZ Nebraska NE California CA New Hampshire NH Colorado CO New Jersey NJ Connecticut CT New Mexico NM District of Columbia DC Nevada NV Delaware DE New York NY Florida FL Ohio OH Georgia GA Oklahoma OK Hawaii HI Oregon OR Iowa IA Pennsylvania PA Idaho ID Puerto Rico PR Illinois IL Rhode Island RI Indiana IN South Carolina SC Kansas KS South Dakota SD Kentucky KY Tennessee TN Louisiana LA Texas TX Massachusetts MA Utah UT Maryland MD Virginia VA Maine ME Vermont VT Michigan MI Washington WA Minnesota MN Wisconsin WI Missouri MO West Virginia WV Mississippi MS Wyoming WY

8 Self-Bill Payment Information PAYMENT/EFT/ACH Procedures 1. Census sent to Census is accepted in both excel and FTP formats. 2. Payment may be remitted by check to: Health Advocate, Inc. PO Box Denver, CO Federal Tax ID Number: Payment may be remitted by wire transfer or ACH to: Health Advocate, Inc. Bank Account #: Bank ABA Routing #: Account Type: Lockbox US Bank 1700 Farnam Street Omaha, NE (402) Supporting documentation should be submitted with either type of payment. If wiring payment please send supporting documentation (Group name, # subscribers) to HealthAdvocateAR@west.com 5. Contact: HealthAdvocateAR@west.com

9 Next Steps Kick-off Call with Client Walk through discussion about Health Advocate Review Installation Guide, Implementation Plan and Key Issues: - Arrange for uploading of benefits and eligibility information - Develop Communication Plan Conduct Train-the-Trainer discussion, or schedule for another time Communications Strategy Review Finalize plan and special needs Establish timeline Communication Plan Components Announcement: Employer sends to employees Distribution of Get Started Guide: - Bulk ship to employer for workplace distribution (standard, no cost); or - Home mailing (optional, added cost) Onsite Awareness Campaign: - Posters, table tents, manager s wallet card packs, video Set-up Custom Member Website with Plan Sponsor s logo Train-the-Trainer PowerPoint Ongoing Awareness Program: - Monthly newsletter (electronic) - Feature and target topical flyers (electronic) - Member videos (electronic) West s Health Advocate Solutions makes healthcare easier for over 11,500 organizations and their members by leveraging a combination of personal support, data and technology to engage people in their health and well-being. HealthAdvocate.com HA-I BRO