Guide

Transcription

Guide

LOGIN ........................................................................................................................................................ 3
CLIENT ACCESS HOME ........................................................................................................................... 4
SETUP AND REPORTING ......................................................................................................................... 5
PARTICIPANTS ......................................................................................................................................... 8
SEARCH (CURRENT EMPLOYEES) .............................................................................................................. 8
PROCESS A QUALIFYING EVENT (QE)..................................................................................................... 9
ADD (NEW EMPLOYEES).......................................................................................................................... 13
GENERATE INITIAL RIGHTS NOTICE ...................................................................................................... 16
DIRECT BILL ........................................................................................................................................... 21
ADD ....................................................................................................................................................... 21
REPORTS ............................................................................................................................................... 24
COBRA AND HIPAA ............................................................................................................................... 25
QUALIFYING EVENT ................................................................................................................................. 25
DEPENDENT QUALIFYING EVENT.............................................................................................................. 27
TAKEOVER ............................................................................................................................................. 28
Please note: This guide is intended as a simple overview for using the CONEXIS Client Website for your
convenience. It does not cover every detail of the website.
Client Navigation Guide 09.15
©2015 CONEXIS, a division of WageWorks, Inc. All rights reserved.
2
Login



Go to cobrabenefits.wageworks.com to log in to your account.
Enter your username and password.
Click Login.
3
Client Access Home

Once you’re logged in, you’ll see the Client Access Home page.
The gray tabs allow you easy access to the following:




Messages – Read updates and other important communications from us.
Cases – Create cases and follow their progress through to resolution.
Preferences – Receive daily reports of open cases or change your password.
Contact Us – See our address, contact numbers, and links to various email addresses and an online
request form.
4
Setup and Reporting


From Employer Setup, you can view settings for your account. You’ll see brief descriptions of your
options here.
From Health Plans, you can view your carrier, health plan, and rate structure. You can also:
 View enrollment periods defined for rate changes or open enrollment periods.
 Verify existing eligibility notations by plan.
 Verify existing plan availability rules.
5
 From Reports, you can view standard reports available through this website. You’ll see a listing of these
reports as well as a description of each:








Eligibility: A series of reports that allows you to view Participants in their waiting period, Continuants,
and Cancelled participants.
Scheduled Reports: A list of reports that have been scheduled to be sent by CONEXIS. A history of
scheduled reports sent can also be viewed. Common reports configured under this tab include
eligibility reports, reinstatement notifications, and cancellation notifications.
Exception: This section includes reports that are important for monitoring error and exception
conditions. You should visit this section often to stay apprised of important conditions such as returned
mail, ineligible dependents, or dependent coverage exceptions.
Activity: This section provides a way for employers to monitor the activity on their account. Searches
can be done by user, division, or activity type for a specified date.
Employees: This report allows you to select the employees to include in the report, optionally include
addresses and dependents, and to sort by various criteria.
Monthly: Access to monthly reports including Statements and Carrier Remittance.
Cases: Tools for viewing client and participant case history.
Export: Request a file export containing participant data.
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

From Files, you can upload (import) or download (export) various files.
From Help, you can view a number of resources including our contact information, a list of
Frequently Asked Questions (FAQs), and more.
7
Participants
Search (Current Employees)




From the Participants link, you can search for records, view listings, update information, and
add employees.
Search for a participant’s record by Social Security number, name, account number, and more.
Or click Show All for a listing of all participants from which you can select.
Once you’ve located a particular participant’s record, you can view, update, or process a
qualifying event (QE).
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Process a Qualifying Event (QE)



To process a qualifying event in an employee’s employment status, click Process QE.
Update any demographic information here, if needed.
Enter the QE date and choose the QE reason from the drop-down menu.
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
Add any covered dependents not listed and check the Med/Den box for the dependent to show as
covered. When finished, click Next.
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



If your company is paying a portion of the COBRA, select a severance package (e.g., your company will
pay a percentage of the qualified beneficiary’s monthly COBRA premium should he or she elect COBRA
coverage) from the drop-down menu.
Select the plan(s) in which the qualified beneficiary (QB) was enrolled at the time of the QE (i.e., the
plan(s) on which he or she was enrolled the date before the QE) and subsequently lost due to the QE and
the applicable coverage tier.
The Original Coverage Begin and Last Day of Pre-COBRA Coverage fields generally populate based
upon your plan setup, although you have the option to override these fields if needed.
Click Next.
Please note: Individually Rated Price is a monthly premium amount. Usually, “individually rated price”
indicates when a monthly applicable premium varies from one qualified beneficiary to another.
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

Confirm the QE date, reason, and plan(s) affected.
Enter any employer-paid severance package details here, if applicable.
When finished, click Next to see your confirmation.
12
Add (New Employees)


From the Participants link, click Add to add a new employee to our system.
Enter the new employee’s Social Security number and click Search.
13


Fill out the New Participant form.
When completed, click Next.
14


Verify the information. If incorrect, click Previous to go back and make changes.
If correct, click Finish to finish adding the employee to our system.
15
Manually Generate Initial Rights Notice (Optional Service)
Employers can follow these steps to manually generate initial rights notices in addition to initial rights notices
that may generate automatically (based on a new employee’s hire date and/or coverage effective date).




From the Participants link, click Search.
Enter the Social Security number, employee number, or name of the new hire previously added to
our system.
Click Search to retrieve the participant’s record.
Or click Show All for a listing of all participants from which you can select.
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
Once you’ve located the record, click on the participant’s name or click View.
17

To generate a COBRA Initial Rights Notification or an HIPAA Initial Rights Notification in which to mail
the participant, scroll to the bottom of the Participant Info page. Then simply select the notice you’d like
generated.
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
Enter your reason for queuing the notice (must be at least five characters), and click OK.
19

You’ll see a message whether the queuing was successful.
20
Direct Bill (Optional Service)
Add



From the Direct Bill link, you can easily manage your continuant population, including employees
on leaves of absence and retirees.
To add a participant, click the Add tab.
Enter the Social Security number and click Search.
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



Once you’ve located a particular record, you can update any demographic information here, if needed.
Select the Direct Bill type from the drop-down menu, and enter the start and end dates.
If your company is paying a portion of the Direct Bill premium, select a severance package from the
drop-down menu.
Add any covered dependents not listed and check the Med/Den box for the dependent to show as
covered. When finished click Next.
22


Confirm the new Direct Bill participant’s information.
When finished, click Next to complete the process.
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Reports

Click the Reports tab to see your Direct Bill reporting options. These include:



Past Due Report (a listing of past due Direct Bill participants)
Direct Bill Participants with Impending Medicare Eligibility
Click on the report you’d like to generate and follow the instructions.
Please note: Use the Direct Bill Participants with Impending Medicare Eligibility report to help you determine
when Direct Bill eligibility should end based on Medicare eligibility. However, this report could potentially
display Medicare-eligible participants who should not be cancelled. Please consult with your legal advisors
before cancelling Direct Bill participants based on information contained in this report.
24
COBRA and HIPAA
Qualifying Event



From the COBRA/HIPAA link, you can easily access COBRA and HIPAA-related information about your
participants. Included here are instructions for processing a qualifying event, a dependent qualifying event,
and a COBRA takeover.
Click the Qualifying Event tab to process a qualifying event (QE).
Enter the employee’s Social Security number and click Search.
25


If the employee is in our system, click on Process QE to update and complete the form. If the employee
is not listed in our system, enter all information at this time. See steps outlined previously beginning on
page 13.
To process a QE, click here and follow the same instructions for processing a QE beginning on page 9.
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Dependent Qualifying Event




Click Dependent Qualifying Event tab to process a dependent qualifying event (QE).
Enter either the employee’s or the dependent’s Social Security number.
Once you’ve located the dependent’s record, you can view, update, or process a QE.
To process a dependent QE, click here and follow the same instructions for processing a QE beginning
on page 9.
Please note: To process a dependent QE, the dependent must already be in our system and identified as a
dependent of the employee. If not, add the dependent under an employee first through Participant Search,
and then Update. If the employee record is not in our system, add the employee and dependent through
Participant Search, and then Add (see steps outlined previously beginning on page 13.
27
Takeover


Click the Takeover tab to process those on COBRA at the time your company begins using CONEXIS.
This allows CONEXIS to take over the COBRA administration from a previous administrator.
Enter the COBRA continuant’s Social Security number and click Search.
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


Add the COBRA continuant’s demographic information here.
Enter the qualifying event (QE) date and choose the QE reason from the drop-down menu.
Add any covered dependents and check the Med/Den box for the dependent to show as covered.
When finished, click Next.
29




If your company is paying a portion of the COBRA, select a severance package (e.g., your company will
pay a percentage of the qualified beneficiary’s monthly COBRA premium should he or she elect COBRA
coverage) from the drop-down menu.
Select the plan(s) in which the COBRA continuant was enrolled at the time of the QE (i.e., the plan(s) on
which he or she was enrolled the date before the QE) and subsequently lost due to the QE and the
applicable coverage tier.
The Original Coverage Begin and Last Day of Pre-COBRA Coverage fields generally populate based
upon your plan setup, although you have the option to override these fields if needed.
Click Next.
Please note: Individually Rated Price is a monthly premium amount. Usually, “individually rated price”
indicates when a monthly applicable premium varies from one qualified beneficiary to another.
30

Verify all information entered is correct.
Click Finish to see your confirmation.
Please note: If you get an error message in red text, it indicates invalid or conflicting data was entered on the
previous page. This information must be corrected before continuing. If you get an error messages in blue text,
it indicates potential problems may be in the data entered on the previous page. Please verify this information
before continuing.
31

Guide

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